1. Health Capital Technical Topics
MOHLTC Orientation to the Community Health Capital Programs Policy Operational Framework – Part II – Module 2
Thank you for joining us today for the second of 2 education sessions on the Operational Framework of the Community Health Capital Programs Policy, otherwise known as the CHCP policy

2. Agenda
In Module 2 we will continue with the Blue River CHC example as the CHC begins Stage 2 Business Case planning

3. Learning Objectives
At the end of Module 2 participants will understand:
The purpose and outcomes of the Stage 2 Project Planning meeting
How to complete the following worksheets:
BC_1_Programs and Services
BC_2_Detailed FTE Data
BC_3_Care Team Model
The Checkpoint II activities required for the Endorsing Organization and ministry in finalizing the end-state program and service composition of the CHC’s service model

4. Project Planning Meeting: Ministry Funded Projects
Once a Planning Grant approval has been provided the ministry will:
Organize a project planning meeting with the Lead, Partner and Endorsing Organizations
Outline the worksheets that will require completion in the Business Case
Customize and return the CHCP Toolkit to the Lead Organization for completion of the BC_1_Programs & Services worksheet in the Business Case
This will be the only Business Case worksheet visible to the Lead Organization – all others will be hidden

5. Project Planning Meeting: Own Funds Projects
Once approval to proceed has been provided the ministry will:
Organize a project planning meeting with the Lead, Partner and Endorsing Organizations
Outline the steps that will required for technical review of the project and any additional approval points
If the Lead or Endorsing Organization requests a space calculation review, the Toolkit will be returned to the Lead Organization for completion the appropriate worksheets
Where this review is requested, all worksheets required for completion will be enabled

6. The Part II: Business Case Worksheet
This worksheet provides a summary view of all potential steps for completion of the business case

7. The Part II: Business Case Worksheet
The Business Case worksheet displays key information once individual business case worksheets are completed:
Below are listed the information that will be seen on this worksheet once all planning steps in the Stage 2 Business Case are complete
Relevant Worksheet
Information Displayed
Outcome of Checkpoint 2
Approval of P&S Composition/Space Eligibility
Outcome of Step 4.1: Examination Room Calculator
Numbers of examination rooms at 100% to 60% utilization
Outcome of Step 6: Space Requests
Amount of space approved and distribution for cost share
Outcome of Checkpoint 3
Approval of Space Requests
Outcome of Step 7: Site Search
Site selected
Outcome of Step 8: Cost Estimate
Summary of Project Total Estimated Costs
Outcome of Checkpoint 5
Ministry Review of Business Case – Decision per Implementation Grant recommendation

8. Completing BC_1 Programs & Services Worksheet
The Blue River CHC obtains a copy of the CHCP Toolkit from the LHIN
The only worksheet that they will see in the workbook is the Application Form.
Blue Water CHC assigns a staff member to work with the staff to complete the form.

9. BC_1_Programs & Services Worksheet

10. Completing BC_1_Programs & Services Worksheet
There are 18 information fields for the Lead Organization to complete for every program or service that is proposed to be in the end state service model composition
Name of Organization Providing Program/Service
Name of Organization administrating Program/Service
Lead or Partner Name of Program or Service
Program Type
Service Type
Existing or New Program/ Service
Description of Program/Service
Population Served by Program/Service
Endorsing Organization
Relationship of Endorsing Organization to MOHLTC
Does EO provide operational funding for program?
% of the program's operating budget
Other Source(s) of operational funding for the program
% of other source of operating budget

11. BC_1_Programs & Services Worksheet Example
In this view the Lead Organization describes 3 of the programs that will operate in the end state service model
Some of the first 9 fields are free text while others provide drop down options for selection
These first 9 fields provides basic information for each program/service
Who provides and/or administrates the program/service
The name of the program and services it provides
Is this an existing or new program/service
Description of the populations it serves

12. BC_1_Programs & Services Worksheet Example
The next 9 fields describe sources of funding and whether each program is requesting ministry funded space
The section is used by the ministry to determine space funding eligibility under the criteria described in the CHCP policy
These fields provides for each program/service
Describe operational funding sources and proportion of each source
Request ministry funded space
Where requesting ministry funded space:
Identify staffing composition
Describe financial commitment to staff funding and proportion of operational building cost funding

13. Checkpoint II: Endorsing Organization and Ministry Reviews of Program and Services
Once the Lead Organization completes the BC_1_Programs & Services Worksheet, the Toolkit Workbook is ed to the Endorsing Organization
The Endorsing Organization will review and decide whether to confirms/endorse the inclusion of all or some of the listed programs and services in the end-state service provision model

14. BC_1_Programs & Services Worksheet: Endorsing Organization Review
At the bottom of the worksheet are sections for the Endorsing Organization and the Ministry to document the review
In this section the Endorsing Organization documents
Date of the review
Who did the review
If there are operation cost increases know or anticipated how they will be managed
Sign-off on the review

15. Checkpoint II: Endorsing Organization and Ministry Reviews of Program and Services
The Toolkit workbook will then be ed to the ministry
The ministry will review and determine space funding eligibility as defined by the criteria in the CHCP policy
These decisions will determine the composition of the final end-state service model.

16. BC_1_Programs & Services Worksheet: Ministry Review
In this section the Ministry documents
Date of the review
Who did the review
Confirmation of completion of the space eligibility review
Sign-off on the review
Once the composition of the Program and Service Model is finalized, the Toolkit Workbook is returned to the Lead Organization to continue Business Case planning

17. Completing BC_2_Detailed FTE Data Worksheet
The Blue River CHC obtains a copy of the CHCP Toolkit from the LHIN
The only worksheet that they will see in the workbook is the Application Form.
Blue Water CHC assigns a staff member to work with the staff to complete the form.

18. BC_2_Detailed FTE Data Worksheet

19. BC_2_Detailed FTE Data Worksheet Example (Columns C-E)
Continuing the Blue River CHC example, this is what the first three columns (C to E) of the BC_2_Detailed FTE Data worksheet will look like when you first open the worksheet
This information corresponds exactly to what is in Columns G, H and I of the finalized BC_1_Programs & Services worksheet

20. BC_2_Detailed FTE Data Worksheet Example (Columns C-E) – Expanding for all Program Staff
The Lead Organization uses the “insert” rows function to add the number of additional rows necessary under each program to equal the number of full-time and part-time FTE’s that comprise the total FTEs for that program

21. BC_2_Detailed FTE Data Worksheet Example (Columns C-E) – Expanded for all Program Staff
This view shows the first 4 programs with rows added to accommodate staff

22. BC_2_Detailed FTE Data Worksheet: Adding Staffing Types
The next step in completing this worksheet is to add programs and staffing types that would not be captured in BC_1_Programs & Services and therefore not automatically populate this worksheet
These would include Indirect Service Providers, Administrative Staff and Support Staff
Column C is free text, Columns D & E provide drop-down options
The example above shows four Administrative Staffing Types created

23. BC_2_Detailed FTE Data Worksheet Example (Columns C-E) – Expanding for all Program Staff – Final View
Once all the rows are added, the worksheet would now show rows for staff for all the Programs listed (Lead & Partner Organizations) and Administrative & Support Staff

24. BC_2_Detailed FTE Data Worksheet Example (Columns F-N)
In this view columns D & E are hidden to show only Column C and all remaining columns for completion (D to N)
In the following slides we will walk through each of these sections for the first three programs
Addiction Counselling
Family Practice MD
Family Practice NP

25. BC_2_Detailed FTE Data Worksheet Example (Columns F to I)
In Column F (Staffing Type) the Lead Organization selects from a drop down list the most appropriate staffing type
In columns G, H & I, information is provided on whether the staff is full-time, part-time, the amount of hours worked per week and the FTE equivalent for that staff
From this level of detail it becomes evident that the 3 FTE MD positions are actually 4 staff persons
The fourth NP position is added as it will exist in the end state model although there is no staff allocated to this row in the current staffing model

26. BC_2_Detailed FTE Data Worksheet Example (Columns J to L)
In Columns J to L the Lead Organization describes the end-state service model composition
In this example the LHIN has committed funding for 1 net new FTE NP in the end state model
All other services anticipate to maintain the same FTE allocation and distribution between P/T and F/T staff
This information is populated in this section

27. BC_2_Detailed FTE Data Worksheet Example (Columns M to N)
The final two columns show whether the approved FTE staff positions were filled or vacant for a proportion of the current or previous fiscal year
The percentage of the year that the position was filled is rounded to the nearest full percentage for the fiscal year (e.g. 4 months vacancy = 75% of the fiscal year filled)

28. BC_2_Detailed FTE Data Worksheet Complete
This worksheet is completed when:
There is a row for each full-time and part-time staff FTE position approved in the current and end-state staffing model organized within Programs & Services
All information regarding hours of work, part-time vs full-time status is complete and accurate
All information regarding the percentage of current and previous fiscal year the staff positions were occupied is complete and accurate
Those projects that require Examination Rooms will proceed to BC_3_Care Team Model worksheet
Those that do not will proceed to BC_6_Space Requests worksheet

29. Completing BC_3_Care Team Model Worksheet
The Blue River CHC obtains a copy of the CHCP Toolkit from the LHIN
The only worksheet that they will see in the workbook is the Application Form.
Blue Water CHC assigns a staff member to work with the staff to complete the form.

30. BC_3_Care Team Model Worksheet
Care Teams can be led by an MD or NP and consist of one lead and any other staff that engage/have encounters with a client/patient in an examination room during one visit
Once the number of Care Teams are entered, the worksheet automatically provides a Care Team information box for each Care Team

31. BC_3_Care Team Model Worksheet: Initial Steps
The first step is that the Lead Organization identifies the number of care teams in the service model and describes the Care Team composition
In the CHC example there will be 4 MD led care teams and 4 NP led care teams in the end-state model
Therefore there will be 8 Care Teams with some leads being full-time and some part-time
In addition to the lead there will be a phlebotomist as a member of all care teams

32. BC_3_Care Team Model Worksheet: Number of Care Teams
Once the number of Care Teams is entered the worksheet provides a Care Team “information box” for each Care Team
In the CHC example there will be 4 MD led care teams and 4 NP led care teams in the end-state model
Therefore there will be 8 Care Teams with some leads being full-time and some part-time

33. BC_3_Care Team Model Worksheet: Completing Care Team Information Window
For each Care Team
Give the team a unique name (usually name of lead MD or NP)
Identify if the lead is an MD or NP
Enter for the Care Team
Hours of work per average day
Average # days worked per week
Average # weeks worked per year
For each Care Team Member
Enter:
% of FTE per week dedicated to that team (e.g. full time 1.0 FTE Phlebotomist supports 4 teams = .25% FTE for this team)
Average length of routine encounter
Average length of complex encounter
% of complex encounters

34. BC_3_Care Team Model Worksheet: Care Team Information Calculations
Once these fields are complete the Care Team worksheet calculates the Average Visit Length and the Total Maximum Visit capacity for each Care Team

35. BC_3_Care Team Model Worksheet: Complete
The worksheet is complete when
Each MD or NP in the staffing model is assigned as a lead for a Care Team
All additional Care Team staff are identified for each Care Team
All data fields are completed for each Care Team
The information from the worksheet in addition to data from the BC_4_Service Volume worksheet will be used to calculate the number of examination rooms required for Care Team use

36. Completion of Programs and Services and Staffing Model Information
This brings us to the conclusion of Module 2 of the Orientation to the CHCP Operational Framework – Part II
In Module 3 we will continue with the Blue River CHC example as they:
Document Service Volumes
Model Care Team Scheduling
Define Space Needs