PHC-Sponsored Coleman RDPI Program

Informational Webinar

April 1, 2015

Presenters:

Melissa Stratman, CEO, Coleman Associates, LLCMonica Mais, FNP, Fairchild Medical Clinic

Rachel Joseph, Partnership HealthPlan of California

Audio Instructions

Audio Instructions

All participants have been muted to eliminate any possible noise interference/distraction.

If you have a question or would like to share your comments during the webinar, please type your question in the “question” box.

Agenda

1. Introduction2. Overview of RDPI Program3. Health Center Testimonial4. Application Details: timeline, eligibility, standards for participation5. Q&A

Background

2013-14

• PHC expands by more than 50%• Membership more than doubles: 520,000 members• ACA implementation

2014

• PHC partners with Coleman Associates, LLC to run Access Collaborative

• 7 Practices in 5 counties graduate from the Collaborative

2015• PHC, Coleman Associates, Inc, and expert guest faculty

launch RDPI Program in 3 practices.

Who is Coleman Associates, LLC?• Independent consulting firm with expertise in CHC operations

• 22 years experience (founded in 1993)

• Served over 1,500 practices across the nation

• Chispas Team (Coleman Coaching and Training Staff): Multidisciplinary Team: clinicians, medical assistants, operations and EMR

experts Skills: Team development, leadership engagement, change catalysis,

implementation of Coleman Associates tactics, data collection, analysis and reporting

• Primary focus: Improving access and operational efficiency in primary care

RDPI Program: OverviewWhat is an RDPI?

A Rapid Dramatic Performance Improvement Program.

What happens during Coleman’s part of the RDPI?• Prep Period: 4 weeks

• Operational leads work with Coleman to select the RDPI Team• Collect baseline data, document other relevant details about the practice (i.e. floor plans)• Prepare clinic staff to begin the partnership with Coleman

• RDPI Site Visit: 4 clinic days• 2-3 Coleman Associates Coaches (including one clinician) come on-site to observe current

clinic activities• Coaches help the Team to test and implement accepted recommendations for improvement

• Telephonic Coaching, Phase I: 4 weeks of phone-based coaching on use of tactics

• Mid-Course Site Visit: 2-day visit to evaluate success, further coach

• Telephonic Coaching, Phase II: 4 weeks of phone-based coaching on use of tactics

• Capstone Site Visit: 1-day visit to provide final recommendations

RDPI Program: Method

Measure

Tweak

Assess

Chispas Deployment in Clinic

Chispas Huddle: Develop Advice

Huddle with Ops Team: Present Advice

Ops Team Implements & Chispas Continues

to Assess

RDPI Program: Leadership Time Commitment

Phase of RDPI Average Hours of Leadership Time

Prep Period (4 weeks) 2 hours/week

RDPI Site Visit 1 (4 days) 8 hours/day (32+ hours)

Coaching Phase 1 (4 weeks) 12 – 15 hours (weeks 1 – 2)8 - 12 hours (weeks 3 – 4)

Mid-Course Site Visit (2 days) 8 hours/day (16 hours)

Coaching Phase 2 (4 weeks) 8 – 18 hours (weeks 1 – 2)8 – 12 hours (weeks 3 – 4)

Capstone Site Visit (1 day) 8 hours

RDPI Program: Wins and Challenges

What kinds of gains might a primary care practice anticipate from participating in the RDPI Program?

What kinds of challenges might a practice anticipate facing?

RDPI Program: High-Level Overview

Spread and Sustainability

Operational Improvements

Data

• Leadership Training

• Leadership Coaching

• Team Development

• On-Site Coaching• Vetted Tactics• Data Steward

Coaching• Dashboard

Training

TARGET METRICS: Third-Next Available Appointment No-Show Rate

Cycle Time Productivity

Capacity Used

RDPI Program: TimelineApril 2015

•April 10: Application due to PHC

•April 13-17:Telephonic interviews

•April 20: Acceptance notifications

May 2015

•May 6: Kickoff webinar

•May 20: leadership webinar 1

August 2015

•August 5: leadership webinar 2

September 2015

• September 2: share-and-learn webinar

May – June 2015• Data Dashboard

Coaching: 5 hrs

May – July 2015• RDPI Site Visit

June – August 2015• RDPI Mid-Course Site Coaching Visit

July – September 2015• Capstone Site Visit

July – December 2015• Leadership Coaching Calls (3)

Alumni Testimonial

Monica (“Mo”) Mais, FNPColeman DPI Collaborative Alumna, 2014

Fairchild Medical ClinicYreka, CA

Program RequirementsEligibility Criteria:• PHC-Contracted Primary Care Practice• Commit to sending PHC monthly operational data through 12/31/2015• Commit to the following attendance standards:

Event RDPI Team Members Practice Leaders Data Steward

Kickoff Webinar

RDPI Site Visits (7 days)

RDPI Team Coaching Calls

Share-and-Learn Webinar

Leadership Webinars

Leadership Coaching Calls (3)

Data Coaching (up to 5h)

Program Cost

Application RequirementsTo apply, please submit:

1. A completed, signed RDPI Program application (pages 3 – 8).2. A copy of your operational data (optional).

Completed applications can be sent to:

The Partnership Improvement AcademyE-mail: improvementacademy@partnershiphp.org

Phone (707) 430-4838 | Fax (707) 863- 4316 Applications are due April 10, 2015 by 5:00 pm.

Questions?

For more information or support, contact:Rachel Joseph, MPHImprovement AdvisorPartnership HealthPlan of Californiarjoseph@partnershiphp.org(707).430.4838