ASTDD Best Practices Project We Want You to Share Your Success Stories! Greg McClure, DMD, MPH, MHA Julie Reynolds, DDS, MS Lori Kepler Cofano, RDH, BSDH January 25, 2017 1

General Reminders This webinar will be recorded and archived on the ASTDD website; We would like to hold any questions until the end, so if you have questions, please make a note of them. When we are ready for questions, if you wish to ask one, please click on the Set Status icon which is the little man with his arm raised on either the upper left or the top of your screen. Click on “raise hand.” We will then call on you to ask your question over the phone; Please respond to the polling questions at the conclusion of the webinar. 2

This presentation was supported by Cooperative Agreement NU58DP004919-04-00 from CDC, Division of Oral Health. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of CDC. 3

Educational Objectives Provide an overview of what the Best Practices Project encompasses Understand the difference between a State Activity Submission and a Descriptive Report Describe the State Activity Submission and Descriptive Report Form and how to complete the forms Recognize shared program activities are valuable tools for program development 4

Speakers Greg McClure, DMD, MPH, MHA Dental Director, Maryland Department of Health and Mental Hygiene; Chair, ASTDD Best Practices Committee (BPC) greg.mcclure@maryland.gov Lori Kepler Cofano, RDH, BSDH Consultant to the ASTDD BPC lkcofano@gmail.com Julie Reynolds, DDS, MS Visiting Assistant Professor, College of Dentistry and Public Policy Center at the University of Iowa; Member, ASTDD BPC julie-reynolds@uiowa.edu 5

What is the ASTDD Best Practices Project? Developed to help programs cultivate their best practices within the context of their environment and adapt ideas and strategies to meet their needs Includes collection of proven and promising Best Practices submitted by states, territories and community oral health programs Best Practice Approach Reports created as resource to share ideas and encourage best practices The BP project began in 2000 when several documents asked stakeholders to do more to promote oral health. The Surgeon General’s Report on Oral Health in America and the National Call to Action to Promote Oral Health both brought oral health to the forefront. The release of Healthy People objectives has also contributed to the national agenda for health, including oral health. In dental public health Best Practices can lead to improving oral health and general health status as well as to improve systems of care. The ASTDD Best Practices Project was designed to include state, territorial and community oral health programs. These entities have been asked to share their proven and promising practices in an effort to encourage other states, territories and community programs to nurture best practices that are within the context of their environment and adapt ideas and strategies to meet their individual needs. Best Practice Approach Reports take a comprehensive look at a specific topic and include implementation examples submitted by states. 6

Best Practice Approach Reports (BPAR) http://www. astdd 7

Best Practice Definition A Best Practice is a service, function or process that has been fine-tuned, improved and implemented to produce superior results that demonstrate impact/effectiveness, efficiency, sustainability, and collaboration/integration, with appropriate objectives/rationale. Based on the selected top Best Practice Criteria, the ASTDD Project defined a Best Practice as a program, service or function that has impact or effectiveness, shows efficiency or cost effectiveness, demonstrates sustainability, shows collaboration with partners and Integration into systems, and with objectives or rationale that promote oral health. 8

What is a Best Practice Approach? Public health strategy that is supported by evidence for its impact and effectiveness Evidence includes research, expert opinion, field lessons, and theoretical rationale. For each Best Practice Approach, varying strength of evidence is observed "Approach" is used to emphasize that there is more than one single best way to do something. A Best Practice Approach may have different but successful implementation methods (such as program activities and operations) "Approach" is used to emphasize that there is more than one single best way to do something. A Best Practice Approach may have different but successful implementation methods (such as program activities and operations). 9

Best Practice Information Information is intended to: Help programs by providing building blocks Promote collaborations Raise awareness of oral health Share ideas and lessons learned from the field Update guidelines Be a resource for State Oral Health Programs Information provided on the Best Practices website is intended to serve as a platform for state oral health programs to share their successes and lessons learned with other programs. Think of it as a resource that provides the building blocks to expand and improve your program. It can also be a resource to share with those who would like to know more about oral health programs, preventive models, and lessons from the field. 10

End-Users of Best Practice Information Dental Directors Government Officials & Staff Public Health Programs Best Practices Professional & Advocacy Organizations Coalitions End-users of the ASTDD Project’s Best Practices information are the state and local dental directors, and public health programs serving a state or local population. End-users also include coalitions, government officials and their staff, professional and advocacy organizations, funders, and consumers. Funders Consumers 11

Best Practice Criteria 1. Impact / Effectiveness Provided benefits to the oral health care and well-being of certain populations or communities 2. Efficiency Showed costs and expenses are appropriate to benefits achieved 3. Sustainability Demonstrated sustainable benefits and/or demonstrated that the practice been sustainable within populations/communities and/or in states/territories The ASTDD Project defined each of the 5 Best Practice Criteria as follows:  Impact / Effectiveness Provided benefits to the oral health care and well-being of certain populations or communities  Efficiency / Cost Effectiveness Showed the costs and expenses are appropriate to benefits achieved  Demonstrated Sustainability Demonstrated sustainable benefits and/or demonstrated that the practice has been sustainable within populations/communities and/or among states/territories 12

Best Practice Criteria 4. Collaboration / Integration Built effective partnerships/collaborations among various organizations and integrated oral health with other health projects and issues 5. Objectives / Rationale Addressed HP 2010 (now HP2020) objectives, met the National Call to Action to Promote Oral Health, and/or built basic infrastructure and capacity for oral health programs  Collaboration / Integration Built effective partnerships/collaborations among various organizations and integrated oral health with other health projects and issues  Objectives / Rationale Addressed Healthy People 2010 (now HP2020) objectives, met the National Call to Action to Promote Oral Health, and/or built basic infrastructure and capacity for oral health programs 13

Descriptive Reports When developing a Best Practice Approach Report (BPAR) the Best Practices Committee sends out a request for activity submissions on the report topic (e.g., ED Referral Programs) Activity Submissions are reviewed and may be asked to submit a more detailed “Descriptive Report” The Best Practices Committee sends out a request for states to submit their successful or promising practices. These are submitted via a State Activity Submission or SAS. The SAS are reviewed and the workgroup overseeing the Best Practice Approach Report and the Best Practices Committee determine if there are submissions that would lend themselves to a more detailed Descriptive Report. 14

What is in a Descriptive Report? History and justification Inputs, Activities, Outputs and Outcomes Budgetary information Lessons learned and/or plans for addressing challenges Available information resources A Descriptive Report will provide the same information as an SAS but goes into more depth. If a SOHP is asked to provide a Descriptive Report it will be to furnish an example within a Best Practice Approach Report. These are linked within the Best Practice Approach Reports and are also available as stand alone documents on the ASTDD website. 15

Be sure you provide two contacts It is important to provide two contacts in case someone has questions. 16

Provide Key Words for those who are searching for information by topic The Executive Summary will become your new State Activity Submission-Please provide the information requested Provide 3-5 Key Words (e.g. fluoride, sealants, access to care, coalitions, policy, Medicaid, etc.) These will assist those looking for information on this topic:   Executive Summary: Complete after Section II: Detailed Activity Description. Please limit to 300 words in one or two paragraphs. Provide a brief description of the dental public health activity. Include information on: (1) what is being done; (2) who is doing it and why; (3) associated costs; (4) outcomes achieved (5) lessons learned, both positive and negative. - Make sure key words are provided for those looking for information on the topic Executive Summary information will become your State Activity Submission for the Descriptive Report Lessons Learned section will also become part of State Activity Submission 17

Logic Model Format: Inputs, Activities, Outputs and Outcomes This is the most recent update to the Descriptive Report submission form Describe what a logic model is This format was used so that it can be easily adapted to a potential grant submission or project report 18

Descriptive Report vs. State Activity Submission A State Activity Submission (SAS) is an abbreviated version of the Descriptive Report Form State activities are posted to the ASTDD website; collection is searchable by topic or state We just discussed the Descriptive Reports that are linked to Best Practice Approach Reports. These are done by request only. The other type of submission is a State Activity Submission. These are a more abbreviated submission. A SAS may or may not be linked to a Descriptive Report and can be submitted at anytime. The complete collection of SAS can be found using the purple tabs; scroll down to the second to last listing. You have the option to search by topic or by state. 19

Submitting State Activities Who: Members of state, territorial and community oral health programs What to submit: Successful dental public health activities (e.g., program, service, event, policy) When: Anytime – no need to wait for request How (instructions and form link on http://www.astdd.org/state-activities/): Download and save submission document Complete document offline on your computer Submit document by email In 2013 the Best Practices Committee determined it would be better to rename what was previously known as a “best practice submission,” and call it a State Activity Submission. This was in response to states saying they didn’t have a “best practice” to submit. The Best Practices Committee sees value in both promising and best practices and therefore wanted to encourage states to submit all of their success stories. This collection of State Activity Submissions, or success stories, is found at the link shown on the screen. It is possible to search using a key word or topic or by state. 20

Why submit a State Activity? Share your program’s: Successes Challenges Lessons learned Resource for other programs Think about the BSS, your sealant program, your fluoridation program, collaboration with another program inside or outside of your division. Have you heard other programs talk about things that your oral health program does that go above and beyond what their programs are doing? Have you already used the State Activities to expand or improve something in your program? Take the opportunity tout your success! Not only do we want SOHPs to share their success we also want them to share their lessons learned. Have you ever thought that next time you would do something a little different? Was there an outcome you didn’t anticipate, either positive or negative? Share it all! 21

What is in a State Activity Submission? Activity summary description Lessons learned Rubric provided for guidance A Descriptive Report will provide the same information as an SAS but goes into more depth. If a SOHP is asked to provide a Descriptive Report it will be to furnish an example within a Best Practice Approach Report. These are linked within the Best Practice Approach Reports and are also available as stand alone documents on the ASTDD website. 22

How to USE a State Activity Submission How to use your published submission: Easy way to share and publicize your program’s successful activities Good way to increase funding opportunities How to use others published submissions: Brainstorm ideas Learn about documented programs that have been successful Use others lessons learned for program planning To increase funding in your own program To save you time by using it as a published document for others To put your program on the radar A BPR will give your program weight—it has gone through a process and committee’s to be published as a BPR. --Don’t recreate the wheel, learn from others. 23

Review of Submissions State Activity Submissions are reviewed by at least one person on the BPC Descriptive reports are reviewed by an ASTDD committee If more information is needed, submitter will be contacted All submissions are reviewed by at least one person on the Best Practices Committee. If an SOHP submits an activity in response to a specific call from an ASTDD committee working on a Best Practice Approach Report, that submission will also be reviewed by those on that committee. Reviewers are asked to provide feedback and if more information is needed, the submitter will be contacted. Be sure contact information is included. 24

Best Practice Descriptive Report Submission Michigan shared the story of using their Descriptive Report submission to successfully obtain funding. Results of Descriptive ReSubmission! MONEY!!! MDA~Support 25

Submission Updates The BPC has determined submissions should be updated on a regular basis BPC would like submissions updated at least every 5 years States can go to the State Activities tab on the ASTDD website to check their submissions Descriptive Reports are also updated when Best Practice Approach Reports are updated The BPC has determined in order to keep the collection a valuable resource to states, submissions need to be reviewed and updated on a regular basis. The BPC would like submissions to be updated at least every 5 years. If something does not require updating as it was a one time activity, such as legislation, please review for contact updates. You can check on submissions, including contact information, by going to the State Activities tab on the ASTDD website. As Best Practice Approach Reports are updated you will be contacted to update Descriptive Reports. 26

Suggestions? Let us know! We want the submission process to be as easy and user-friendly as possible. Send feedback anytime! Send feedback to: Lori Kepler Cofano- lkcofano@gmail.com 27

Thank You! If you have a question, please click on the Set Status icon which is the little man with his arm raised on either the upper left or the top of your screen. Click on “raise hand.” We will then call on you to ask your question over the phone. 28