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

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

3. 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.

4. 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.

5. 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 days before (In) and 60 days after (Out) the 6 month follow-up date.

6. 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).

7. 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 =Yes On Time and Completed
Required
1 =Yes = 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

8. 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 =Yes On Time and Completed
Required
1 =Yes = 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

9. 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 =Yes On Time and Completed
Required
1 =Yes = 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

10. 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

11. 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 =Yes On Time and Completed
Required
1 =Yes = 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

12. 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 =Yes On Time and Completed
Required
1 =Yes = 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

13. 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 =Yes On Time and Completed
Required
1 =Yes = 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

14. 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 =Yes On Time and Completed
Required
1 =Yes = 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

15. 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

16. 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 =Yes On Time and Completed
Required
1 =Yes = 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

17. 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 =Yes On Time and Completed
Required
1 =Yes = 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

18. 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 =Yes On Time and Completed
Required
1 =Yes = 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

19. 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 =Yes On Time and Completed
Required
1 =Yes = 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

20. 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 =Yes On Time and Completed
Required
1 =Yes = 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

21. 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 On Time Required 1
Mar 11 On Time Required 1
April 11 On Time Required 4
Total Total /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).

22. 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% 

23. 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% 

24. 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% 

25. 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% 

26. 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% 

27. 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% 

28. 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% 
( / ) = 75%  
11-Jan
August-11 6
100% 

29. 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% 
( / )
=75% 
11-Jan
August-11 6
100% 

30. 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
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.

31. 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?

32. 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.

33. 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.

34. 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.

35. 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.

36. 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

37. 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 Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the agency.

38. Anishnaabek Healing Circle 2956 Ashmun, Suite A
Access to Recovery
Anishnaabek Healing Circle
2956 Ashmun, Suite A
Sault Ste. Marie MI 49783
(906)
Staff
Eva Petoskey, Director / Financial Coordinator ( )
Terri Tavenner, Associate Director / Treatment Coordinator
Connie DePlonty, IT/ Voucher Coordinator
Cora Gravelle, Call In Center Client Access & Outreach
Sheila Hammock, Call In Center Client Access & Follow-up