1. Presented by Andrew O’Grady, LCSW-R

2. Today’s Goals Discuss conference goals Focus on time management
Making this as useful for everyone
There must be give and take. If someone has a question we can all try to assist.

3. Disclaimer
While all Health Homes have an overriding commonality and regulations they are all different. Each CMA agency, hospital, FQHC or wherever you may work is different. All supervisors are different. So while I will talk common language please note that some of what I say may be irrelevant to your specific job.

4. Your Day 24 hours in a day How are we spending it?
Likely an 8 hour work day (atleast it should be)
How do YOU use the 8 hours????

5. Fact and Fiction Stress and Time Management

6. All stress is bad FALSE
Good stress: such as excitement, thrills, safety etc.
Recognizing bad stress: such as burn-out, headaches, being overwhelmed
Stress can keep us sharp (Mike Tyson)
Stress can keep us safe
Mike Tyson

7. Planning my time takes more time
Planning my time takes more time YES UP FRONT BUT FALSE in the long term
Research shows the opposite
It will help you
It will organize you
You will be a happier you

8. A time management problem means that there is not enough time to get done what needs to get done FALSE
A time management problem is not using your time to your advantage.
A time management problem is something you can change.
A time management problem is something you have to change.

9. Being busy does not always mean that time is being used most advantageously TRUE
Work smart, not hard
Why are you so busy
We will complete exercise later that may explain it.

10. Feeling busy must mean I have a time management problem. FALSE
Not if you’re getting done what you need to get done.
You should feel busy if you are busy
Some days will be overwhelmingly busy. Is it a norm?

11. I feel okay, so I must not be stressed FALSE
Look for physical warning signs such as headaches, backaches, twitches
Job security? Are you oblivious?

12. This is why our clients miss appointments. But what about YOU???

13. Always Running?

14. Missing Key appointments?

15. Are you disorganized??? Or

16. Video Clip

17. Are Organized?

18. What messes your day up? Clients that don’t keep appointments?

19. Remember this slide. Well what do you think supervisors think when you miss appointments? Supervision appointments? Client appointments?

20. BUT…. was it you that did not keep the appointment
BUT…..was it you that did not keep the appointment? What A Supervisor thinks when you are not organized You Don’t Care You are Forgetful Bad Communicator

21. Your Job has gotten more difficult!
This is a FACT!!! It makes sense that you may struggle.

22. Poll of Room
How many in this field for less than year? How many for 1-4 years? How many for 5-10 Years? How many for over 10 years?

23. Lets talk change
How many people have had what they do and how they do it change over the last month?
How bout over the past 6 months?
How bout over the past year?
And so on……………….

24. Increased Census Equals
Increased Everything
Crisis situations
Needs
Phone calls
Documentation

25. Increased Census Equals
Increased need for Organization!!!!!!

26. Where is it all coming from?
PRESSURE
That trickles down…
TO YOU!!!!!!!!!!

27. Where is it all coming from?
DOH, OMH, OASAS designs. They roll out and have expectations, In turn the put it on Managed Care Companies and Health Homes  Managed Care companies Pressure Health Homes  Health Homes Pressure Care Management Providers  Care Management Providers pressure the Care Managers!!!!

28. Is it Fair????
It is not fair
However in this time of change it is unfortunately necessary until we get to place of stability.
It is horribly stressful on management as well!

29. Let’s Wake Up Though The State and HH and MCO’s have been patient.
Care Managers need to be Organized
Your work is being monitored by people other than your supervisors (Electronic communication means real time data)
What are they looking for?

30. Quality Review First Outreach Attempt within 5 Days
Comprehensive Assessment completed in 30 days
Consent Form completed
Care Plan completed within 30 days of Assessment
HH look for measures that show that you are providing active care management
Make NOTES

31. Quality Review continued
HCBS Assessments
Extended care plans
Roster changes if Medicaid status changes
EASY TO ASSURE ACCURACY
What else??? Complain, it’s OK!!!
Make Notes of Everything YOU Do!!!!!!!!!!

32. Quality Review Now the MCO are generating reports.
Talk about Big Brother
They know in real time when a person goes to ER
They know in real time when a D/C for an inpatient stay will happen.
They know in real time if a prescription was filled.
This will help us all do our jobs better!!!!!!
However
Make Notes of Everything YOU Do!!!!!!!!!!
Make NOTES

33. Organization is Key For those who feel they need help in this area…
ASK YOURSELF
Is your desk a mess?
Do you have an accurate list of clients?
Does the list include?
Medicaid recertification date?
PCP Name
Clinician name

34. Negative Outcomes Late for appointments Not returning phone calls
Frustration
Personal Toll
No Sleep
Short with family
Working from home to catch up

35. Verbalizing how many clients you have to other clients
Late for appointments
Not keeping appointments
Forgetting key paperwork
Short with co-workers and clients

36. VIDEO CLIP

37. I submit to you that you cannot be as empathic as you should if you are unorganized because Being unorganized = stress.

39. Exercise Break into groups of????
Someone in your group has a calendar?
Choose a typical day from the calendar
You have the things that must get done?
Now place a time next to the task that it will take to complete.
Now add the BEFORE AND AFTER TIME
Now letter them in order of most important
Now put the number of work hours you have
And next to it put the total time those tasks took

40. You will have realized
You will realize you should have much more time?
You will realize you are scheduling too much?
You will realize you are not prioritizing what is important?
You will see where there is room for improvement DISCUSSION

41. Identifying Techniques That Work For You
Getting organized: take one hour (or day) to clean out your desk or briefcase etc.

42. Identifying Techniques That Work For You
Order office supplies: binders, briefcase, writing materials, special pens, carrying case with latch on top to hold papers etc.

43. Identifying Techniques That Work For You
Set your watch 5 minutes ahead

44. Identifying Techniques That Work For You
Setting an alarm that goes off 15 (or whatever time you need) prior to an appointment
Use a head set if your work place is too noisy

45. Identifying Techniques That Work For You
Learning the difference between knowing that you need to do something right now or knowing that it can wait.

46. Identifying Techniques That Work For You
Identify your prime time (morning/afternoon) and do your hardest task at that time
Don’t leave the end of your day a disorganized mess

47. Identifying Techniques That Work For You
Ask for help when you need it
Have a place for everything and put everything in it’s place (Garage)

48. Identifying Techniques That Work For You
Use rewards for yourself after completing a task or at the end of the day
Figure out where you are wasting time

49. Identifying Techniques That Work For You
Make a “to do” list at the beginning of every day, review it throughout the day and check off or cross out each thing as you go along-you’ll begin to feel like you are accomplishing things.

50. Organization and Time Management
It will make you shine!!
You will be:
More empathic
More patient
Happier
More detailed
You will be a better Care Manager
A better Team player
A better Supervisor
A better family member and a happier person

51. TIME………. You can’t hold on to it It will sometimes go too slowly
Sometimes, too quickly
But you can’t stop it…..
So always use it to your advantage before it slips by you

52. You do not want a reactive life….. You want a STRATEGIC LIFE
You don’t want to be motivated by impulse and interruptions…… Instead you want to be motivated and driven by INTENTION & INTERVENTION.