NNOHA Dashboard Collaborative Call for Team Applications NNOHA launched the pilot phase of the Dental Dashboard Collaborative in January 2016. This 6- month pilot phase brought together five HRSA Health Center grantees from throughout the United States. Training materials, coaching techniques, and implementation methods were developed that will serve as a framework for the second phase of the Collaborative. This call for applications seeks to recruit up to 20 teams to engage in a follow-up 12-month Dental Dashboard Collaborative. The Aim of this Collaborative is to enhance the quality of oral health care provided to health center patients through the implementation of evidence-based, clinical, preventive and operational practices. Teams will learn and apply the Model for Improvement, and develop measurement processes to report on a set of dashboard measures that includes the HRSA sealant measure. Background on the Dashboard: From 2011 to 2015, a group of national experts worked to develop a Dashboard of 15 measures that can be used as part of health center quality improvement efforts, to more effectively monitor and measure quality and drive performance within dental programs. The Dental Dashboard consists of 15 measures that are organized into three categories: Population Health. Fiscal and Operational Sustainability. Patient Satisfaction. The measures aim to drive systematic operational, financial and clinical improvements over a period of time. At this time, we are looking for teams who are interested in the implementation of a Dashboard of oral health metrics. This collaborative will bring together participants from twenty sites from across the country for a 12 month collaborative from August 2016 to September 2017. Registration fees for the Collaborative will be waived, however participants will be expected to fund their travel, including airfare and hotel. Participating teams will engage in a variety of activities to spread the practices and protocols of quality improvement. Using established quality improvement methods, staff, quality improvement experts, and national faculty will provide training and technical assistance to participating teams. Health centers will use the Dental Dashboard and quality improvement methods to improve the oral health outcomes for health center patients ages 0-20. As one of the organizations selected, you will distinguish yourself nationally and locally as an innovative leader in using quality improvement to enhance oral health. 1 P age
The attached application includes a description of the goals, expectations for participants, and instructions on how to select your team. Applications are due July 1, 2016. We will select the final participating organizations the week of July 11, 2016. Benefits to participating in the Collaborative are (1) development of a Dental Dashboard for your health center (b) application of evidence and risk-based care supported by national experts in oral health quality improvement. As part of the work you will get training and professional development and help to implement and use the HRSA sealant measure. Please indicate your intent to participate by completing the following Team Enrollment Form and emailing it to: NNOHACollaborative@afl-enterprises.com. Applications are due July 1, 2016. For questions about what is involved and how this program can support you in meeting the specific goals, please contact our Project Coordinator, Deborah Cutter Reiling at deborahcutterreiling@aflenterprises.com. We look forward to working with you on this exciting initiative! Irene Hilton, DDS, MPH Collaborative Chair Colleen Lampron, MPH Collaborative Director 2 P age
I. Collaborative Aim and Goals The aim of the Collaborative is to enhance the quality of oral health care provided to health center patients through the implementation of evidence-based, clinical, preventive and operational practices. Teams will learn and apply the Model for Improvement, and develop measurement processes to report on a set of dashboard measures that includes the HRSA sealant measure. Each month, teams will report on tests, changes to work methods, and outcome and process measures. II. Collaborative Schedule Participating teams will attend 3 in-person learning sessions and participate in monthly Action Period calls. Action Item Date(s) Open call for team applications Begins June 3, 2016 Team applications due Friday, July 1, 2016 at 5pm ET Accepted teams notified Friday, July 15, 2016 Pre-work conference call Friday, August 12, 2016 at 10 a.m. Pacific Attend Learning Session 1 September 27-28, 2016 Attend Learning Session 2 January 10-11, 2017 Attend Learning Session 3 May 2-3, 2017 III. Requirements for Participation Team Requirements and Expectations All accepted teams must participate in the full duration of the Collaborative. Teams must be highfunctioning (i.e., demonstrate well-established relationships and team cohesion) and meet certain technology requirements, and have access to IT resources to support data capture. Quality improvement experience is helpful, but not required. 3 P age
General requirements and expectations include: Participants must have an electronic dental record system. No current crisis within the organization such as the implementation of a new electronic health record system or a vacant senior leadership position. Dental staff buy-in to disease management model of care Effective team with good interpersonal skills Understand importance of data Commitment of organizational IT time and expertise for data collection Specific requirements and expectations include: Establish an active, committed improvement team Participate in kick-off calls, training calls and 3 in-person learning sessions Perform and submit assigned pre-work activities Commit to learn and apply the Model for Improvement and other change strategies Work with other team members to select and plan recommended interventions and activities Perform tests of change that lead to widespread implementation of improvements for target populations Collect required measurements that support selected strategies and interventions and report data using an interactive web portal o Your team must identify a Data Manager. The Data Manager will be responsible for coordinating data collection across the team and submitting data and team reports monthly to NNOHA Be willing to transparently share information, data, tools, and resources with other teams Receive and seek coaching and technical assistance Participate in public relations activities to promote learning (e.g., provide stories, videos, and pictures to serve as online resources for the project website) Technology Requirements Each team member must have: o His or her own, individual email address o Access to an Internet connection. Due to the rich content that will be used throughout the collaborative, team members need to have access to a high-speed/broadband connection. If not available in the home or workplace, team members may want to check with local community centers, libraries, schools, or hospitals for high-speed Internet access. o Access to a phone that can stay on a long call (1-5 hours) for participation in webinars. A land-line is preferable to a cell phone. 4 P age
Team Time Commitment All members of each accepted team will need to commit significant time and effort to participate in the Collaborative. The time commitment for participation requires on average 2 days per month for the team leader and approximately 1 day per month for other team members in addition to participation in Learning Sessions and Action Period Calls. At a minimum, we recommend team members meet regularly to plan and review their data. Experience has shown that teams that meet throughout the week experience the most improvement. Participating teams will attend 3 in-person learning sessions and participate in monthly Action Period calls. 5 P age
Appendix I: NNOHA Dashboard Collaborative Application Form The NNOHA Dashboard Collaborative is a twelve month intensive support program that focuses on using a dashboard of measures to improve patient care. The collaborative includes pre-work, monthly reporting and assessments, team coaching, and a 3 face-to-face meetings where teams will learn from expert faculty and each other. It is very important to have the Dental Director actively involved in the Collabortive. The teams that have their Dental Director on their core team experience the most transformation. Core Leadership Roles Defined (Teams must have a minimum of 3 team members one person may fill multiple roles) Improvement Team Leader / Key Contact: is the day-to-day leader who will guide the team in good project management, idea generation, testing, and implementation on the test site, as well as meet regularly with the organization sponsor to review progress and results. This person is the owner of the organization s collaborative participation and is often also the Team Leader. Dentist Champion is the principal leader of the project and drives change within the clinic. This person should have a good working relationship with other team members. This is someone who understands the subject and associated processes. Dental Operations Manager This person understands the clinic processes and how things get done within the organizations. This person also understands tools for data collection and reporting, and has an interest in the clinical information system. The Data Manager is someone who understands the subject and associated processes. This person also understands tools for data collection and reporting, and has system administrator privileges in the clinic s clinical information system. The Senior Leader is usually an executive within the organization. The Senior Leader has administrative authority and can allocate time and resources to the project. This person champions the dispersion and implementation of successful changes. The role of the Senior Leader is to provide executive sponsorship, organizational support and guidance to the Collaborative. 6 P age
NNOHA Dashboard Collaborative Team Enrollment Form Please complete by July 1, 2016 and email to: NNOHACollaborative@afl-enterprises.com. For assistance with choosing team members, please contact Deborah Cutter Reiling, Project Coordinator, at deborahcutterreiling@afl-enterprises.com. Teams must have a minimum of 3 team members. One person may fill multiple roles. Contact Information Clinic Name Dental Director Identify Your Improvement Team Please identify at least 3 unique individuals as part of your team. *In the spirit of fostering a learning community, will share contact information across participating clinics, unless you indicate below that you prefer that an individual s contact information not be shared. 1. Improvement Team Leader / Key Contact (required) Name Phone Title Email Check here if you wish to opt out of sharing contact information* Organization Address 2. Dentist Champion Name Phone Title Email Check here if you wish to opt out of sharing contact information* 3. Dental Operations Manager Name Title 7 P age
Phone Email Check here if you wish to opt out of sharing contact information* 4. Data Manager Name Phone Title Email Check here if you wish to opt out of sharing contact information* About your purpose 1. Why is your team interested in participating in the collaborative and how will your participation contribute to the goals and mission of your clinic? (250 words or less) About your processes 2. What is your electronic dental record system? Dentrix QSI EClinicalworks/Open Dental MediaDent/Greenway Health Other (please list) Does your dental record system interface with other systems, such as an electronic medical or health record? Yes No 3. Does your facility have an electronic clinic management system? Yes No If yes, which system? 8 P age
About your outcomes 4. Do you currently collect and report other quality measures in addition to the HRSA UDS sealant measure? Yes No If so, please list these measures: 1. 2. 3. 4. 5. 5. Does every member of your dental clinic meet regularly? Yes No If so, how frequently? Are there any meetings between medical and dental? Yes No 6. Has your dental program previously participated in any quality improvement initiatives or collaboratives? If so, please describe. (250 words or less) 7. Do you have any comments or questions regarding the collaborative? If you have questions regarding this application, please contact: Deborah Cutter Reiling Project Coordinator AFL Enterprises, LLC deborahcutterreiling@afl-enterprises.com 9 P age