Competitive Grant Program: Year 2 Meeting 3

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Jeanne Amos CC HH Data Coordinator Data Coordinator Training Workshop

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Coordinator Responsibilities  Data Collection  Data Submission  Quality Assurance

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Collection

SCREENING, REGISTRY, RECRUITMENT Ongoing until recruitment goals met BASELINE ASSESSMENTS In month before (or during) the first Case Management visit INTENSIVE ACTIVITIES Monthly Case Management visits and HGHH curriculum FOLLOW-UP ASSESSMENTS (DP ONLY) ANNUAL ASSESSMENTS Anniversary of first Case Management visit ANNUAL (DECEMBER) REPORTS AND QUESTIONNAIRES ONE TIME TELEPHONE INTERVIEW Selected providers interviewed by CC 1 STEP ACTIVITY OVERVIEW OF DATA COLLECTION

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 STEP 1 Overview

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Registry Input Form R1.H (does not get submitted) Participant Record Form R2.H (does not get submitted) Recruitment Team Meetings Form R3.H (December) Participant Consent R4.H (does not get submitted) HIPAA B R5.H (does not get submitted) Community Screening Worksheet R6.H (upon completion) Step 1 Forms: Screening, Registry, & Recruitment

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Excel Registry

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 A way to do a pre-post comparison of whether the projects implemented the core elements and required intensive activities. We also needed to know whether the participant’s clinical and behavioral measures improved specific to the goals and targets in the core elements. All clinical measures are based on IHS standards. Step 2:Baseline Assessment

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Baseline Assessment of Core Elements Purpose: –gather information related to implementation of Core Elements at baseline Content: –Physical, Clinical, Laboratory measurements –Health Behaviors and education around project goals –Medications Timing: –Within month prior to start of Intensive Activities Filled out by: –Project Coordinator or staff as assigned – usually case manager

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Baseline Assessment of Core Elements B1.H Participant Baseline Questionnaire B2.H Family Baseline Questionnaire B3.H Family Consent B4.H (does not get submitted) ☞ Forms colored in blue need to be completed before beginning Intensive Activities, and need to be submitted together after completion. Step 2 Forms: Baseline Assessment

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Case Management Team Meetings Form I1.H (December) Participant Attendance Form I2.H (December) Individual Retention Form I3.H (December ) ☞ Although these forms are due every Dec., they should be filled out monthly or whenever applicable throughout the year. Step 3: Intensive Activities Forms

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Annual Assessment of Core Elements A1.H Participant Annual Questionnaire A2.H Family Annual Questionnaire A3.H ☞ These forms need to be completed within one month of the 12-month anniversary of the first Case Management visit, and need to be submitted together after completion. Step 5: Annual after Intensive Activities Forms

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Recruitment Activities Annual Report AD1.H (December) Retention Activities Annual Report AD2.H (December) Provider Annual Questionnaire AD3.H (December) Organization Annual Questionnaire AD4.H (December) Community Annual Questionnaire AD5.H (December) ☞ Forms colored in blue are due every Dec., but they should be filled out monthly or whenever applicable throughout the year. Step 6: Annual December Forms

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Submission

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 Each grantee submits data to CC every other Tuesday Submission dates of Gamma group: Submission dates of Omega group: Data Submission Schedule

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 Tracking Logsheet (Phase 1) Excel Registry Must be sent on every scheduled date What to Submit by Phase 1

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 ● Tracking Logsheet ● Community Screening Worksheets ● BACE (B1.H), PBQ (B2.H), FBQ (B3.H) ● Serious Adverse Events Form (SAE) if any ● Incident Report Form (IRF) if any ☞ Only send a package if you have complete forms to submit. What to Submit by Mail Phase 1

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 ● Tracking Logsheet ● Community Screening Worksheets ● Assessment forms and questionnaires: BACE/PBQ/FBQ; AACE/PAQ/FAQ ● Intensive Activities forms: - Case Management Team Meetings Form I1.H - Participant Attendance Form I2.H - Individual Retention Form I3.H What to Submit by Mail December

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 ● Annual (December) ○ Recruitment Activities Annual Report (AD1.H) ○ Retention Activities Annual Report (AD2.H) ○ Provider Annual Questionnaire (AD3.H) ○ Organization Annual Questionnaire (AD4.H) ○ Community Annual Questionnaire (AD5.H) What to Submit by Mail December - Continued

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 HH Data Submission Reference card Mailing Labels Avery 5266 Filing Labels Data Flow Document How to Submit

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Quality Assurance

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 Best Practices to Assure Data Quality Include as few steps as possible in the data collection and handling processes Focus on error prevention Focus on process monitoring Should not focus on inspecting quality at the final stage

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 ☞ Check completeness of each form you are submitting. ☞ Make sure to have NDPID #, Site #, and Participant ID # on each form. ☞ For scannable forms, check that all the fields are properly bubbled by a pencil. Quality Assurance – Before Submission

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 SDPI CGP website  Username: hh  Password: hh ☞ username and password are case sensitive Data Coordinator Resource

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Operations Manual Tip Of The Week (TOTW) Frequently Asked Questions (FAQs) Data Coordinator Resources

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 CC HH Data Coordinator – Jeanne Amos Telephone Data Coordinator Resources

SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Data Coordinator Workshop Q & A