1. Competitive Grant Program: Year 2 Meeting 3

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: Year 2 Meeting 3 Jeanne Amos CC HH Data Coordinator Baseline Assessments - Common Errors

3. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Downloading Most Current Version of Forms off the Web

4. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm http://www.uchsc.edu/ai/sdpi/sdpi_index2.htm Username: hh Password: hh  username and password are case sensitive SDPI CGP website

5. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3

6. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Baseline Assessment of Core Elements Common Errors Common Errors  Missing Q4: Data Tracking Systems  Missing Q9, Q10: Waist & Hip CircumferenceMissing Q9, Q10: Waist & Hip Circumference  Q46. Medications comments and medication names hard to read missing dose/frequency/purpose including names of participants in the RPMS Medication print out – Do not send PHI!

7. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Baseline Assessment of Core Elements Common Errors Common Errors Topic/MeasureStatus 4. What type of primary tracking system do you plan to use for this Participant (Flow sheet, DMS/RPMS or other Electronic Health Record (EHR))? (please answer yes or no for each type of tracking system) Flow sheet ○Yes ○No DMS/RPMS ●Yes ○No Other EHR ○Yes ○No

8. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Medication NameDose and Frequency Purpose/Prescribed for: Comments (e.g.: compliance with prescription) Metformin500mgdiabetes Atenolol 46. Please document the Participant’s medications at baseline: If the Participant is not taking any medications please write NONE.

9. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3  Use the correct version of the BACE form (6-15-06) Use the correct version of the BACE form (6-15-06)  Complete the box at the top of the page: Initials of staff administering the form date form completed NDPID# site # Participant ID# Baseline Assessment of Core Elements Before Starting

10. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 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: Year 2 Meeting 3 Participant Baseline Questionnaire Common Errors Common Errors  Questionnaire filled in by pen  Answers not bubbled or not properly bubbled  Answers not completely erased  Multiple choices for a single-choice question

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

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

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

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

16. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3  Complete the box at the top of the page: Initials of staff administering the form Date form completed NDPID# site # Participant ID#  DO NOT use duplicate ID #’s or send multiple forms with the same ID #. Participant Baseline Questionnaire Before Giving to Participants

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

18. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3  Review with participant how to correctly fill out the questionnaire: Use a pencil The bubbles must be completed darkened Erase the previous answer completely if changing answer Pay attention to the difference between single-choice and multiple-choice questions Participant Baseline Questionnaire Before Giving to Participants

19. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Scannable form 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 Before Submission  Double check NDPID #, site # and Participant ID#  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.

22. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Family Baseline Questionnaire Common Errors Common Errors  Questionnaire filled in by pen  Answers not bubbled or not properly bubbled  Answers not completely erased  Not getting family questionnaire: # of FBQ /# of PBQ = 63%

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

24. 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.

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

26. 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.

27. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Error Notification Letter  Purpose: To request missing information be provided to complete participant forms (in the future) to request clarification for out-of- range and/or inconsistent data.

28. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Error Notification Letter  Why: As the CC staff review the data (forms) that are submitted, omitted information and errors are identified. It is important to submit as complete a set of data as possible to assure data quality.  What to do: Provide missing/correct data to the CC ASAP

29. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 2 Best Practices to Assure Data Quality Include as few steps as possible in the data collection and handling processes Focus on error prevention Focus on process monitoring Should not focus on inspecting quality at the final stage

30. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 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 Data Coordinator Resources

31. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 CC HH Data Coordinator – Jeanne Amos E-mail Jeanne.Amos@UCHSC.edu Telephone 303.724.0423 Data Coordinator Resources

32. SPECIAL DIABETES PROGRAM FOR INDIANS Competitive Grant Program: Year 2 Meeting 3 Baseline Assessments Q & A