1. 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.)

2. 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

3. 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

4. “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

5. 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.

6. 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 )
Aims to decrease youth access to tobacco
Prohibits sale, distribution of tobacco to minors
SAMHSA oversees implementation of amendment

7. 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

8. 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

9. EBP Self-Assessment Tool (Agency)
EBP Self-Assessment Tool (Agency) (See File: 1-Self_Survey.pdf)

10. EBP Self-Assessment Review Tool (Peer Mentor)

11. 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

12. 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

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

14. EBP Self-Assessment Review Tool (Peer Mentor)

15. 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

16. 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)

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

18. EBP Client Record Review Checklist (Agency)

19. 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

20. 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

21. 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.

22. 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.

23. EBP Client Record Review Checklist (Peer Mentor)

24. 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.

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

26. Entrance Interview

27. 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

28. 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

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

30. 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

31. 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

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

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