SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 DATA UPDATE / REVIEW Jeanne Amos CC HH Data Coordinator

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 3 QUALITY ASSURANCE (QA) Unless you try to do something beyond what you have already mastered, you will never grow. Ralph Waldo Emerson Everyone makes errors Expect “good faith effort” CC doesn’t like to make assumptions

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 4 TIMELINES Baseline Annuals Document activities and meeting regularly. Don’t wait until the end of the year!

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 5 BASELINE TIMELINES Baseline (B1/B2/B3) Within 30 days PRIOR to the FIRST Case Management Visit –Start with the hardest thing to schedule, e.g., physical exam and labs –Hand out questionnaires (B2/B3) to be collected at first CMV –Schedule the first CMV before the 30 days is up

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 6 ANNUAL TIMELINES Annual (A1/A2/A3) Within the 30 days following the 12 month anniversary of the FIRST Case Management Visit –The Lab values and measurements are important to have done within the time frame…start here! –Hand out questionnaires (A2/A3) to be collected at next CMV. –Keep trying till you get it!

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 7

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 8 Data “LINGO” Participant-Level Forms (on website) or questionnaires (scannable) associated with a particular participant (B1-B3, A1-A3, I2, I3, SAE, IRF) Grantee-Level Forms (on website) or questionnaires (scannable) specific to each site’s project staff meetings or activities (R3, I1, AD1, AD2, AD3, AD4, AD5)

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 9 How To Avoid Using the Wrong Form  Download the most current forms off the CC website  If the incorrect version of a form is submitted, the grantee may be asked to transcribe it to the correct form.

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 10

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 11 Current Form Versions Step 2 forms –Baseline Assessment of Core Elements (B1) Step 3 forms –Participant Attendance Form (I2) –Individual Retention Form (I3) Step 5 forms –Annual Assessment of Core Elements (A1)

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 12 Training Resources The CC website –View previous meeting presentations Technical Assistance Training, Oct Technical Assistance Training DVD Laminated Data Submission Reference Card CC Data Coordinator Other Grantees!!!

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 13

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 14 Changes to the I2/I3 forms I2: The first page has been modified so that it clearly states which dates need to be recorded. No changes to other pages. 6/13/08 – 7/13/08

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 15 I3:The third page has been modified with a check box to indicate if the participant has dropped out. No changes to other pages. For participants who have not dropped out, the Retention Efforts (page 2) and the check box (page 3) will be the only required information. In May, 2007, a notice was sent out by the CC requiring that these forms be updated for all current participant files and that all new enrollees from that date forward use the updated form. 9/27/2007

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 16 Tips to Avoid Errors: I2/I3 forms TOTW August 17, 2007: When to submit I2/I3 Forms. Must be submitted together. TOTW Sept 14, 2007: Refresher on how to correctly fill out the I2 form. Make sure the 1 st Case Management Visit date is consistent!

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 17 Common Question: I2/I3 What do you do if a participant has been inactive (officially dropped) and wants to come back? Note on their existing I3 form when they decided to come back and notify the CC via the tracking logsheet in the comments section that the individual is now active (list PID and date of return). Please also review the Retention and Drop-out Policy when in doubt.

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 18 Common Errors: SAE/IRF forms Serious Adverse Event (SAE) Make sure to have a staff member sign the SAE form Review the materials carefully for PHI – Obliterate any PHI found & re-copy Incident Report Form (IRF) This form is used very rarely Check the Operations Manual if you’re unsure how to use this form DO NOT check the IRF box on the Tracking Logsheet if you are submitting an I3 form…they are not the same form! The acroynms are listed at the bottom of the Tracking Logsheet as a reminder.

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 19 Responding to an ENL All initial ENL responses are to be submitted via e- mail to the address. Direct other concerns/questions to On rare occasions you may need to re-submit a partial or full form in response to an ENL. Then and ONLY then should an ENL response be submitted along with a data submission package. The form also needs to be labeled clearly, separating it from NEW data!

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 20 Reminder s Not the same as ENL’s Reminder s list participants who are coming up on their one-year anniversary This list includes both ACTIVE and INACTIVE participants May also include 2006 I2 and or I3s not yet received

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 21 Tips for Data Submission Tracking Logsheet (TLS) Start with a clean TLS Include a copy of the TLS in the submission package Update the # Consented bi-weekly

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 22 Tips for Data Submission (continued) Only list the PID numbers of participants for whom you are sending new forms List PID numbers in numeric order Please staple all non-scannable forms (e.g., B1, A1, I2, I3) DO NOT staple top or side of the scannable questionnaires Separate new forms from requested “ENL responses”

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 23 Tips on How to Avoid Sending Personal Health Information (PHI) Violations as of Make sure a second person reviews and certifies the bi- weekly electronic data submission (16/47) Double-check each participant form/questionnaire for written names (14/47) Double-check ENL responses (17/47)

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 24 Confidentiality/Privacy in Everything Paperwork/forms visible on screening table Computer screen visible to people walking by Staff discussions/consult on a participant Consenting process PHI on data submission

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 25 Grantee-Level Forms Thank you for submitting Annual December forms. Get ready for another round! “ Doing all this paper work has actually been good for me because it tells me what I didn’t do and should be doing. There is going to be a change for the better in my project this year”

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 26 Tips on Annual December (AD) forms Write clearly Write legibly Write clearly Make sure it’s decipherable Write clearly We’ll get back to you if we have questions or concerns

SPECIAL DIABETES PROGRAM FOR INDIANS Healthy Heart Project: Year 4 Meeting 1 27 UPDATE/REVIEW Q & A Jeanne M. Amos CC HH Data Coordinator