How To Read & Understand the GPRA Follow-up Report May, 2015

Follow-up Report Objectives of this presentation: Why the Follow-Up is important? How to read and understand the follow-up report.

Importance of a Follow-Up There are many reasons why a GPRA follow-up should be conducted. To learn how your client is doing. To find out what may contribute to your clients long-term success. To understand which clients drop out and why. To get client feedback on your program and services provided under ATR IV. To support clients in their efforts to stay clean and sober.

CSAT-GPRA Website Intakes Follow-ups Discharges GPRA’s are received here at ITC by fax from all Access Centers. Completed GPRA’s are then entered into the CSAT-GPRA Website. All ATR III GPRA’s are entered by staff at ITC. This includes: Intakes Follow-ups Discharges Each Follow up and Discharge is then passed on to the Follow-up Coordinator and entered into individual follow up reports.

Definitions Client ID – Unique ID number to identify the client: voucher system generates the number. Tribal Access Center - Starting point for a client entering into ATR. Each Access Center has an identifying prefix. Intake Interview date - The date the GPRA is faxed to ITC. In and out of the window - The follow-up window = 90 days -- 30 days before (In) and 60 days after (Out) the 6 month follow-up date.

Definitions Required - The follow-ups that are due. On time – The follow-up interview was completed and on time (within the window). Veteran – Is client a veteran or in the Armed Services? Discharge – Date a Discharge GPRA was completed. (Discharge only completed if ATR services are no longer available).

Generated from the Voucher System. Client ID Generated from the Voucher System.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11 CIC means Call In Center

Starting point for a client to enter ATR III. Tribal Access Center Starting point for a client to enter ATR III.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11 CIC means Call in Center

The date the GPRA is faxed to ITC . Intake Interview Date The date the GPRA is faxed to ITC .   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Follow-up Interview Window 30 days before (window open) to 60 days after (window closed) the 6-month anniversary of the intake date the follow-up is due. This gives you a 90 day window to obtain the GPRA follow-up. Formula Window opens: The interview date and add 5 months to that date Example: Interview date 01/01/2011 The follow up date would be 05/01/2011 Out of the window: The interview date and add 7 months to that date The window closing date would be 08/01/2011 COLOR coding: RED: when the window opens and window closes, I will have the Months highlighted

Follow-up Window Opens Earliest Day the follow-up GPRA interview can be collected. * The 90 window begins * begin now to collect the Follow-up, it’s best not to wait.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Follow-up Window Closes: The final day a follow up can be collected and be counted towards your follow-up rate. After this date it will count against your mandated 80% follow-up rate.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Date Follow-up Completed Actual date the follow up was completed.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11 FU means Follow-up

Completed or Incomplete Completed or Incomplete: Did the GPRA have ALL questions answered and was it accepted by the CSAT CDP/DCI system? See next slide for details.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Complete or Incomplete Follow-up Completed the interview during the window time frame Incomplete Follow-up Completed interview outside specified window Located but refused, unspecified Located, but unable to gain institutional access Located, but otherwise unable to gain access Located, but withdrawn from project Unable to locate, moved Unable to locate, other

Did the Tribal Access Center meet the 90 days window time frame? On Time Did the Tribal Access Center meet the 90 days window time frame?   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

All follow-ups required.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Is the client a veteran or in the armed services?   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Discharge Date a GPRA discharge interview was completed. ATR III services are no longer available.   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Did the Tribal Access Center meet the 90 days window time frame? Cumulative Did the Tribal Access Center meet the 90 days window time frame?   Follow- up Window Client ID Tribal Access Center Intake Interview Date Window opens: Earliest Day the follow-up can be completed. Start now Window closes: After this date the follow-up is out of the window Date FU is Completed Completed / Incomplete 0 = No 1 =Yes On Time and Completed Required 1 =Yes 0 = No Veteran Discharge Monthly Rate (6 mo) 010242 CIC 11/22/2010 04/22/11 07/22/11   04/30/11  Completed 1 1  020339  07/23/11 Incomplete  129807 039102  05/01/11 Completed  200900  04/22/11 224900 100242 11/23/2010 04/23/11 07/23/11 129100 11/24/2010 04/24/11 07/24/11 040351 04/29/11 07/29/11

Cumulative To figure out the cumulative Follow-up rate, we tally up the total number of follow-ups that were on time every month and divide that by how many were actually completed on time. This gives us the cumulative rate. Example Feb 11 On Time 1 Required 1 Mar 11 On Time 0 Required 1 April 11 On Time 4 Required 4 Total 6 Total 5 5/6 = 83% This is completed on each individual report (for each access center) as well as the master log (all of the access centers combined).

Summary Tab The Intake Month – is the month the GPRA was faxed into ITC . Intake month Follow-up Window opens Follow-up Window Closes On-Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Summary Tab Follow-up Window Opens : Earliest month the follow up GPRA can be collected. * The 90 window begins. * Begin at once to collect that Follow-up: It’s best not to wait. I Intake month Follow-up Window opens Follow-up Window Closes On-Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Summary Tab The Final month a follow up can be collected and be counted towards your follow up rate. After this date it will no longer count towards your mandated 80% follow-up rate. Intake month Follow-up Window opens Follow-up Window Closes On Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Summary Tab On Time: How many GPRA’s were completed and on time and faxed within window to ITC for that month. Intake month Follow-up Window opens Follow-up Window Closes On-Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Required: How many follow-ups are due during that time frame (month). Summary Tab Required: How many follow-ups are due during that time frame (month). Intake month Follow-up Window opens Follow-up Window Closes On-Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Summary Tab T Monthly Tally: How many completed GPRA’s faxed to ITC for that time frame (month). Intake month Follow-up Window opens Follow-up Window Closes On-Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  11-Jan August-11 6 100% 

Summary Tab T Quarterly : How many completed GPRA’s faxed to ITC for that time frame (month). Intake month Follow-up Window opens Follow-up Window Closes On Time Required Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  (10+30+13/10+20+ 10) = 75%   11-Jan August-11 6 100% 

Summary Tab Cumulative : To figure out the cumulative Follow-up rate, we tally up the total number of follow-ups that were required every month and divide that by how many were actually completed and on time. This gives us the cumulative rate. Intake month Follow-up Window opens Follow-up Window Closes On Time Achieved Monthly Tally Quarterly Achieved Cumulative [Monthly Tally]  10 -Oct   Mar -11  May -11  10 10  100%   10-Nov April-11 June-11 20 30 66%  10-Dec May -11 July-11 10 13 76%  (10+30+13/10+20+10) =75%  11-Jan August-11 6 100% 

Intake Report Tab This intake report is sent to you every 3 weeks. Qtr Client Target Oct. 10 Nov. 10 Dec. 10 Quarter 1 % of Target Jan. 2011 Feb. 2011 Mar. 2011 Quarter 2 Apr. 2011 May. 2011 June. 2011 Quarter 3 July. 2011 Aug. 2011 Sept. 2011 Quarter 4 Total ATR III Annual Target 15 13 87% 6   40% 0% 19 32% 60 This intake report is sent to you every 3 weeks. It shows the Access Center how many intakes have been received by month. It shows quarterly and annual client target numbers and percentage of target reached.

Client Satisfaction Survey What is the client Satisfaction Survey? When to conduct the Client Satisfaction Survey? How to conduct the Client Satisfaction Survey? Why we conduct the Client Satisfaction Survey?

What is the Client Satisfaction Survey: The ATR program provides some unique direct client care to help support treatment and recovery. These services are designed to make it possible for people to become fully engaged in recovery. The survey is the only direct method for ITC to determine how the client feels about the effectiveness of ATR services. The survey is an essential tool to help ATR evaluate the effectiveness of the program.

When to conduct the Client Satisfaction Survey: At the 6 month follow-up:  Complete the survey at the same time as the GPRA, for privacy purposes the satisfaction survey should be stapled separately from the GPRA Fax the Client Satisfaction Survey to ITC, for privacy purposes the satisfaction survey should be faxed separately from the GPRA follow-up.

How to conduct Make it consistent on how you’re going to conduct the Client Satisfaction survey. Most people detest completing surveys of any kind and are reluctant to take the time to complete them. Therefore, let’s make it a pleasant event.

Things to consider in completing a Client Satisfaction survey Reassure the client that their survey is confidential and their opinion is important. When the client is completing the survey ask the client to drop the survey off with the receptions or have a drop off box at the front desk on their way out. Ask the client not to fold their survey.

Client Satisfaction Survey The Client Satisfaction Survey is the only tool we use that asks the client directly about how the unique ATR services they received affected their recovery. Questions

SAMHSA/CSAT Center for Substance Abuse Treatment Grant No. 1H79TI025514 Produced under a grant funded by the Center for Substance Abuse Treatment, Substance Abuse and Mental Health Services Administration, U.S. Department of Health and Human Services Center for Substance Abuse Treatment, 1 Choke Cherry Road, Rockville, MD 20857. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the agency.  

Anishnaabek Healing Circle 2956 Ashmun, Suite A Access to Recovery Anishnaabek Healing Circle 2956 Ashmun, Suite A Sault Ste. Marie MI 49783 (906) 632-6896 Staff Eva Petoskey, Director / Financial Coordinator (231-357-4886) epetoskey@centurytel.net Terri Tavenner, Associate Director / Treatment Coordinator ttav@itcmi.org Connie DePlonty, IT/ Voucher Coordinator connied@itcmi.org Cora Gravelle, Call In Center Client Access & Outreach cora@itcmi.org Sheila Hammock, Call In Center Client Access & Follow-up shammock@itcmi.org