Evidence Based Practice (EBP) Fidelity Site Visits Program Peer Mentor Training Evidence Based Practice (EBP) Fidelity Site Visits Program Webinar presentation December 07, 2016 (10:00 a.m. – 12:00 p.m.)

Peer Mentor Training Introduction and Purpose of Webinar Promote awareness of the Evidence-Based Practice (EBP) Fidelity Program Increase understanding of “What the SAPT Block Grant means to Florida service providers” Gain knowledge of the EBP fidelity site visits process and forms required

Why The EBP Peer Mentor Program Developed to assist The State of Florida Comply with federal reporting requirements Block Grant (Priority Populations) EBP Fidelity Implementation Quality and Appropriateness of Services

“It’s Everybody’s Problem” The Unofficial Slogan Could easily be: SAPT Block Grant - “It’s Everybody’s Problem” This funding affects provider agencies that are licensed through DCF Substance Abuse, Mental Health and/or Prevention treatment

Remember This Slide… There are a few more requirements for the SA grant. Recipients of the grant must prioritize admission for PW, and IDUs. This requires capacity management (waitlists), and interim services when the indicated level of care is not available. For PW – within 48 hours… The state is also required to meet a number of requirements related to SYNAR. So, this is one of those things that falls outside the realm of DCF’s jurisdiction, but if we don’t collect this information, then the Block Grant will not be paid.

Prevention Priority Population State of Florida is required to: Meet requirements related to SYNAR Tobacco Use Prevention – SYNAR Amendment 1992 Alcohol, Drug Abuse, and Mental Health Administration Act (PL 102-321) Aims to decrease youth access to tobacco Prohibits sale, distribution of tobacco to minors SAMHSA oversees implementation of amendment

SYNAR Amendment In order to receive full Block Grant funds: Must enact and enforce laws prohibiting sale or distribution of tobacco to minors Conduct random, unannounced inspections of tobacco outlets Report annual findings to the Secretary of DHHS each December 31st Must report SA prevention by CSAP strategy

Falls Outside of DCF Jurisdiction… If data not collected: Block Grant is NOT PAID SYNAR Amendment Requirements Spending requirements Prevention – Must report SA prevention by CSAP strategy and IOM classification Link between infectious disease and SA (neither HIV nor TB are in DCF jurisdiction – but required) Universal infection control policy in rule Women services – treating family as a unit and aimed at ensuring minimum level of care

EBP Self-Assessment Tool (Agency) EBP Self-Assessment Tool (Agency) (See File: 1-Self_Survey.pdf) https://www.surveymonkey.com/s/JZW8MGZ

EBP Self-Assessment Review Tool (Peer Mentor)

EBP Self-Assessment Tool (Agency) Measures Fidelity of Implementation Completed by EBP Program for both: Treatment and Prevention Programs Self-Assessment Tool Based on the Following Domains

EBP Self-Assessment Tool (Agency) Content Domains Process and implementation Program fidelity Organizational structure Human resources and staffing Program and practice evaluation Continuous quality improvement

EBP Self-Assessment Review Tool (Peer Mentor) EBP Self-Assessment Review Tool (Peer Mentor) (See File: 2-Self_Survey_Review.pdf)

EBP Self-Assessment Review Tool (Peer Mentor)

EBP Self-Assessment Review Tool (Peer Mentor) Validates the EBP Program’s responses to the Self-Assessment Review Tool Completed by Peer Mentors for Treatment Programs One checklist completed for each EBP Program reviewed Current field test includes only treatment programs

EBP Self-Assessment Review Tool (Peer Mentor) How to Complete the Self-Assessment Review Tool: Preparation before site visit Filling out tool during site visit Fill out top of form Determine if applicable (N/A) If applicable determine sufficiency of Information Describe source of information Comments (always if not sufficient or N/A)

EBP Client Record Review Checklist (Agency) EBP Client Record Review Checklist (Agency) (See File: 3-Record_Review.pdf)

EBP Client Record Review Checklist (Agency)

EBP Client Record Review Checklist (Agency) Contains topics identified by the Federal Block Grant requirements for independent peer review Completed by the EBP program only for treatment programs One checklist completed for each client record reviewed Currently in field test form and subject to revision based on feedback and findings

EBP Client Record Review Checklist (Agency) Selection of Records for Review: Agency will review 6 of their client records for clients who have been discharged within the last six months If less than 6 discharges have been made by an EBP program within the past 6 months then the six month period will be extended Selected client records will be labeled with a number from 1 to 6. Agencies will maintain a record of these numbers

EBP Client Record Review Checklist (Agency) How to Complete the Client Record Review Checklist: Fill out top of form Review date is the date the program finished completing this form In the space after identifier provide the temporary ID number from 1- 6 Determine if applicable (N/A) Some items may not apply to a specific EBP program. These items should be answered with N/A. Complete all items by indicating Yes, No, or N/A Explain in all No’s and N/A’s in the spaces provided. Additional comments are also OK.

EBP Client Record Review Checklist (Peer Mentor) EBP Client Record Review Checklist (Agency) (See File: 3-Record_Review.pdf) Note: The same checklist is filled out by both the EBP program and the peer mentor.

EBP Client Record Review Checklist (Peer Mentor)

EBP Client Record Review Checklist (Peer Mentor) Peer mentor completes the record review checklists Team facilitator randomly selects three client records from the 6 provided by the EBP program From three to six charts will be reviewed based on available time Peer mentors will complete one checklist for every client record reviewed Items are answered in the same way with No’s, N/A’s, and ratings that differ from the programs requiring comments. Additional comments may also be useful.

Entrance Interview Meeting with site visit Peer Mentor and EBP program staff (See File: 4-Exit.pdf)

Entrance Interview

Entrance Interview Peer mentor will meet with the program staff Agency provides staff to answer questions All written materials provided to the Peer Mentor Participant names written on Evidence-Based Practice Peer Mentoring Visit form

Exit Interview Peer mentor summarizes observations and suggestions. The summary includes: Identified strengths of program Challenges for improvement Suggestions Additional comments The written summary is copied and presented to the EBP program staff during the exit interview

EBP Definitions Definitions related to evidence based practices are included in the enclosed file: (See File: 5-Defns.pdf)

Details of the Process (Itinerary) The review process is scheduled to be completed in one day (morning and afternoon) The peer mentor completes: The EBP File Review Checklist Performs the clinical record reviews Verifies the PP checklists from Desk Audit Completes Exit Interview Form

Details of the Process (Continued) Upon arrival, meet with program staff (1/2 hour + -) Peer mentor randomly selects three client records for review If provider has EHR a staff is made available to assist with access to client file documentation The exit interview is presided by the peer mentor and lasts about ½ to 1 hour

Peer Mentor Training All completed documentation is forwarded to FADAA If done on hard copy – please mail packet Complete all travel reimbursement Submit invoice

Any Questions? Thank you for your participation !!! Peer Mentor Training Any Questions? Thank you for your participation !!!