1. Special Diabetes Program for Indians Competitive Grant Program SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Orientation for New Staff Day 1 Data Requirements – Baseline Activities

2. 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 Jeanne M. Amos CC HH Data Coordinator Data Requirements: Baseline Activities

3. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Step 2 Baseline Assessment Overview of Forms Overview of Forms

4. RECRUITMENT: SCREENING, REGISTRY, RECRUITMENT Ongoing until recruitment goals met BASELINE ASSESSMENTS DP: Within month before beginning curriculum HH: Within month before beginning case management INTENSIVE ACTIVITIES HH: Case management and HGHH Curriculum DP: DPP Curriculum and Lifestyle Coaching FOLLOW-UP ASSESSMENTS (DP ONLY) Within a month of completion of DPP Curriculum ANNUAL AFTER INTENSIVE ACTIVITY Anniversary of Baseline Assessment ANNUAL (DECEMBER) Annual reports and Questionnaires ONE TIME TELEPHONE INTERVIEW Selected providers interviewed by CC 1 STEP ACTIVITY 2 3 4 5 6 7 FIGURE 2: OVERVIEW OF DATA COLLECTION 4a AFTER-CORE ACTIVITIES (DP ONLY) Lifestyle Coaching and Reinforcement Activities

5. Baseline Assessment Baseline Assessment of Core Elements (BACE/B1) Participant Baseline Questionnaire (PBQ/B2) Family Baseline Questionnaire (FBQ/B3) SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

6. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Baseline Assessment of Core Elements Purpose: –To have a starting point (baseline) for participants prior to starting the intensive activities for an annual comparison. –To know whether the projects implemented the core elements and required intensive activities. Content: –Physical, Clinical, Laboratory measurements, medications, health behaviors & education around project goals. –All clinical measures are based on IHS standards of care. Timing: –Within month prior to start of Intensive Activities (first case mgmt visit)

7. Baseline Timing Start Baseline Assessment of Core Elements, BACE (B1) –You have a 30 day window from start to finish in which to complete the BACE (B1) form. –The PBQ (B2) & FBQ (B3) also need to be completed within the same 30 day time period. –Once complete please submit all 3 forms (B1, B2, B3) to the CC on your next scheduled data submission date. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

8. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Baseline Assessment of Core Elements Baseline Assessment of Core Elements (B1.H) BACE Instructions (B1.H.03In)BACE Instructions Common Submission Issues Helpful Hints Baseline Assessment of Core Elements

9. Baseline Assessment of Core Elements: Common Submission Issues Make sure what you have listed on the tracking log sheet is what is in your package. Scan through the form to make sure all questions have been completely answered. Make sure to include the dose, frequency, and purpose for all medications and note any participant compliance issues. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

10. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Baseline Assessment of Core Elements Before Submission  Double-check that NDPID# and Participant ID# are correct.  Double-check that all questions are answered and applicable dates/measurements are filled.  Double-check that the participant’s name does not appear anywhere in the BACE form (especially medication question and comments section).

11. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Medication NameDose and Frequency Purpose/Prescribed for: Comments (e.g.: compliance with prescription) Metformin500mg BIDdiabetes Takes every other day to save on pills ASA81mg QD Anti-platelet therapy 46.Please document the Participant’s medications at baseline: If the Participant is not taking any medications please write NONE.

12. Baseline Assessment of Core Elements: Helpful Hints Work closely with Providers from your local clinic, get their buy-in and offer participant progress reports as a way to keep them in the loop. Develop a detailed way to distribute incentives and have participants work for more expensive prizes, e.g., shoes. This might be a way to get them to keep important appointments, like getting their physical completed. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

13. Participant Baseline Questionnaire Participant Baseline Questionnaire (B2.H) Talking Points Topic Citations Answers to Knowledge Questions Common Submission Errors Helpful Hints SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

14. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Participant Baseline Questionnaire Common Submission Issues Questionnaires being filled in by blue or black ink do not necessarily need to be transcribed on a new scannable form, EXCEPT if: Bubbles are being X’d out due to a change in answer. Answers not completely erased. Staff need to educate participants regarding specific questions requiring single-choice answers.

15. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Scannable form example

16. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Participant Baseline Questionnaire Example

17. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Participant baseline questionnaire example

18. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Participant baseline questionnaire example

19. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Participant baseline questionnaire example

20. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Participant baseline questionnaire example

21. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Participant Baseline Questionnaire Example

22. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Participant Baseline Questionnaire Before Submission  Double-check NDPID #, site # and Participant ID# are bubbled correctly.  Double-check that information is bubbled correctly.  Try to keep the questionnaires intact because when they get mangled the scanner won’t read.  If forms are filled out okay, but done in blue or black ink, do not need to transcribe them.

23. Family Baseline Questionnaire Family Baseline Questionnaire (B3.H) Family Consent Family Consent (B4.H, does not get submitted) Common Submission Issues Helpful Hints SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

24. Family Baseline Questionnaire: Common Submission Issues Make sure participants are not filling out the family questionnaire for themselves. The Family Baseline Questionnaires must be filled out by person >18 years of age. Make sure the completion date is bubbled in. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

25. Family Baseline Questionnaire: Helpful Hints Let Family members know they do not need to attend classes with the participant. They are only required to sign the family consent and fill out the initial FBQ and one questionnaire annually until the end of the project. Host a dinner for new participants and invite family members and have both the participants/family members fill out the questionnaires at that time. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

26. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Family Baseline Questionnaire Before Giving to Family Member  Complete the box at the top of the page  DO NOT use duplicate ID #’s or send multiple forms with the same ID #  Review how to correctly fill out the questionnaire  Participants cannot fill out the Family Questionnaire for themselves.

27. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Family Baseline Questionnaire Example

28. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Family Baseline Questionnaire Before Submission  Double check that information is bubbled correctly and that scannable forms are being used.  Double check that Participants did not fill out the Family Questionnaire for themselves.  We encourage you to develop strategies for collecting more family baseline questionnaires.

29. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program SDPI CGP website http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm  Username: hh  Password: hh ☞ username and password are case sensitive Resources

30. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program

31. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Operations Manual http://www.uchsc.edu/ai/sdpi/hh/data/hh_manual.htm Tip Of The Week (TOTW) Frequently Asked Questions (FAQs) http://www.uchsc.edu/ai/sdpi/hh/resources/hh_resources.htm Resources

32. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program CC HH Data Coordinator Jeanne M. Amos Jeanne.Amos@UCHSC.edu 303.724.0423 Data Contact Resource

33. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program Data Requirements Baseline Activities Q & A