Shared Assessment Education GTA Shared Assessment Education Training

Shared Assessment Education GTA Shared Assessment Education

Training Objectives By the end of this session, participants will have the materials and processes necessary to: - Carry out the vision of a single OCAN person every six months within the Community Mental Health System - Adjust to a new way of completing assessments in a collaborative way involving consumers and mental health workers in other services. 2 GTA Shared Assessment Education

Agenda • • • Background, Anticipated Benefits & Challenges Overview of Roles, Materials and Processes Determining the OCAN Lead Privacy and Security Responsibilities Communications – To Consumers – To Staff • Collecting Information – MH Functional Centre Use – Other Information • Managing Challenging Scenarios 3 GTA Shared Assessment Education

Background • Your role in this Shared Assessment implementation • What is Shared Assessment? • Shared Assessment vision • Shared Assessment requirements • Shared Assessment blueprint • Anticipated Benefits and Challenges 4 GTA Shared Assessment Education

Your role in this Shared Assessment Implementation • Using the materials provided, implement the Shared Assessment process • Participate fully by keeping track of your successes, challenges, issues • Be prepared to evaluate your participation and offer suggestions for improvement 5 GTA Shared Assessment Education

Shared Assessment Requirements Assessments 6 Increased sharing Technology IAR How to Shared Assessment Model / Business Process Mapping Common Consent Processes Common Privacy Framework Outcome and approach going forward: Joint Assessment and IAR Implementation GTA Shared Assessment Education

What is Shared Assessment? • A process that reduces the number of times consumers have to repeat the same information. • Health Service Providers (HSPs) working together on OCAN assessments to ensure that consumers are not unnecessarily assessed across multiple Community Mental Health (CMH) services. • The guidelines and processes that support the goal of a single OCAN assessment every six months for each consumer, regardless of how many CMH services they access. 7 GTA Shared Assessment Education

Shared Assessment Vision 8 GTA Shared Assessment Education

Shared Assessment Vision Current Situation Multiple assessments for same consumer Vision One assessment and one submission of CDS per consumer 9 GTA Shared Assessment Education

Shared Assessment Blueprint 10 GTA Shared Assessment Education

Benefits of Shared Assessment • • • Reduces the number of assessments Assessment process is consumer-focused Supports coordination of services between organizations Improves information sharing through common practices Increased collaboration resulting in a better working relationship between organizations • Workers have a common understanding of the consumers’ needs and goals. 11 GTA Shared Assessment Education

Challenges of Shared Assessment • Collaborating on a single assessment takes some additional time and energy • Explaining the process of shared assessment to consumers may take some practice • Using a new technology like IAR can be challenging at first • Developing effective methods of communication between HSPs takes effort and may evolve over time 12 GTA Shared Assessment Education

Roles, Materials and Processes GTA Shared Assessment Education

Shared Assessment Roles – OCAN Lead • Individual responsible for receiving assessment information from other CMH functional centres that provide service to a consumer. The OCAN Lead is also responsible for completing and submitting the OCAN assessment. • The OCAN Lead is an individual within an organization 14 GTA Shared Assessment Education

Shared Assessment Roles – Contributing Provider • A Health service provider who provides assessment information of a consumer to the OCAN Lead, but is not responsible for completing and submitting OCAN. 15 GTA Shared Assessment Education

Overview of Materials and Processes • • Materials Processes – Determining the OCAN Lead – Communication • To consumers • To staff – Privacy and Security – Collecting Information – Sharing information – Addressing Challenging Scenarios 16 GTA Shared Assessment Education

Determining OCAN Lead GTA Shared Assessment Education

Steps to determine OCAN Lead 1. Determine if other service providers are involved 2. Review Lead Criteria with other service providers 3. Propose an OCAN Lead to the consumer 18 GTA Shared Assessment Education

1. Determine if other service providers are involved Steps: 1. ask the consumer if other services are involved 2. check IAR If no other service is involved: You are the OCAN lead If other services are involved: Review OCAN Lead criteria with other service providers 19 GTA Shared Assessment Education

2. Review OCAN Lead Criteria with other service providers For new and existing consumers Sequential criteria for workers to determine OCAN Lead: 1. Organization(s) with the fullest OCAN collection (i. e. , who completes the type of OCAN with the most information) 2. Services without planned regular contact will not be the OCAN lead where individuals are receiving other services (unless sole service provider) 3. Service provider choosing to be responsible for assessing on the broadest range of needs 20 GTA Shared Assessment Education

3. Propose an OCAN Lead to the Consumer 1. Propose OCAN Lead to consumer • • • 21 If consumer agrees, proceed to collaborate on a single OCAN If consumer does not agree, ask for consumer’s preference between multiple service providers completing the same type of OCAN, who are able/willing to assume the OCAN Lead role Communicate consumer preference to participating service providers GTA Shared Assessment Education

OCAN Lead Checklist Service 1 Service 2 Full Core+Self Core 2. Service has planned regular contact. Yes 3. Service choosing to assess on the broadest range of needs. Yes Proposed OCAN Lead. Yes 1. Fullest Level of OCAN 22 Service 3 GTA Shared Assessment Education

OCAN Lead Checklist – more than one service Clubhouse 1. Fullest Level of OCAN Full Core+Self Core N/A Full Core+Self Core 2. Service has planned regular contact. Yes 3. Service choosing to assess on the broadest range of needs. Yes Yes Proposed OCAN Lead. 23 Peer Self. Help GTA Shared Assessment Education

OCAN Lead Checklist – more than one service Support within Dual Diagnosis Housing 1. Fullest Level of OCAN Full Core+Self Core 2. Service has planned regular contact. Yes 3. Service choosing to assess on the broadest range of needs. Yes Proposed OCAN Yes? Lead. Support within Housing and Dual Diagnosis both assess on a broad range of needs and complete Full OCAN. Support within Housing and GTA Shared Assessment Dual Diagnosis will decide together who will be OCAN Lead. Education 24 Vocational Employment

OCAN Lead Checklist – more than one service Community Mental Health ACTT Clinic 1. Fullest Level of OCAN Full Core+Self Core Yes 3. Service choosing to assess on the broadest range of needs. Yes Proposed OCAN Lead. Yes Core 2. Service has planned regular contact. 25 Social Rehab/Rec GTA Shared Assessment Education

OCAN Lead Checklist – more than one service Case Management 1. Fullest Level of OCAN Concurrent Disorder Counseling & Treatment Full Core+Self Core 2. Service has planned regular contact. Yes 3. Service choosing to assess on the broadest range of needs. Yes Proposed OCAN Case management and C&T both assess on a broad range of needs and Yes? Lead. complete Full OCAN. Case Management and C&T will decide together who will be OCAN Lead. 26 GTA Shared Assessment Education

How do you propose a Lead? • It’s all about the conversation! – Between the service providers involved – Between the consumer and service providers • Together let’s work through some scenarios. – Who becomes the OCAN Lead? – Who becomes the Contributing Providers? 27 GTA Shared Assessment Education

How do you transfer a Lead? • It’s all about the conversation! – Between the service providers involved – Between the consumer and service providers • Together let’s work through a scenario. – Who becomes the OCAN Lead? – Who become the Contributing Providers? 28 GTA Shared Assessment Education

The Lead and Contributing Providers are determined … now what? • Privacy and Security • Communications – To Consumers – To Staff • Collecting and Sharing Information – MH Functional Centre Use – Other Information • Managing Challenging Scenarios 29 GTA Shared Assessment Education

I’m the Lead – now what? • Processes I am responsible for: – Privacy and Security – Communicating to Consumers – Collaborating with other service providers • What? Content: MH Functional Centre Use, etc. • How? Communication Methods – Inputting and uploading the single OCAN 30 GTA Shared Assessment Education

I’m the Contributing Provider – now what? • Processes I am responsible for: – Privacy and Security – Communicating to Consumers – Collaborating with other service providers • What? Content: MH Functional Centre Use, etc. • How? Communication Methods 31 GTA Shared Assessment Education

Privacy and Security Responsibilities 32 OCAN Lead Contributing Provider • Manage Consent as per your privacy policies • Report Privacy & security incidents and complaints to your Privacy Officer • Provide consumers with access to assessments upon request as per your privacy policy • Respond to requests for corrections to assessment(s) • Responsible for custody and control of the information in the OCAN • Manage Consent as per your privacy policies • Responsible for determining and implementing practice for transferring information to OCAN Lead in accordance with your security policies • Report Privacy & security incidents and complaints to your Privacy Officer • Refer consumer to OCAN Lead in response to request for access to assessment • Refer consumer to OCAN Lead in response to request for correction to assessment(s) GTA Shared Assessment Education

Communicating to Consumers • Develop Key Messages for Consumers that describe: – – Purpose of having a single OCAN Benefits and concerns of sharing The Process of shared assessment consent according to your local consent processes and policies Brainstorm activity * Should there be any challenges in developing messaging, flag these as a group. 33 GTA Shared Assessment Education

Collaborating with other Service Providers on an OCAN? GTA Shared Assessment Education

Topics • • Timeline Considerations for OCAN Lead Considerations for Contributing Provider What is shared? Functional Centre Use and additional information • How do we share? Communication methods • Brainstorm activity 35 GTA Shared Assessment Education

OCAN Shared Assessment 30 -day Timeline OCAN Lead contacts all contributing providers (Note: Specify dates) 1 7 All input received by contributing providers 25 30 OCAN Lead Complete and submit OCAN 36 GTA Shared Assessment Education

OCAN Shared Assessment 30 -day Timeline Considerations for OCAN Lead: – It is the expectation as an OCAN lead that they will contact all contributing providers in the time prescribed – OCAN lead should specify dates at the time of initial contact – There is only a 30 day window to complete an OCAN Considerations for Contributing Provider: – The expectation is that the Contributing Providers must provide the information to the OCAN Lead in the time prescribed – Absence of information from contributing providers will not be included in submitted assessment – Assessment contribution will not be attributed to your HSP 37 GTA Shared Assessment Education

What is shared? Functional Centre Use information If a consumer already has an OCAN lead in place: • Contact the lead to identify yourself as a Contributing Provider – Provide your Functional Centre Use information to lead – Contribute to single OCAN If a consumer does not have an OCAN lead in place: – Complete an OCAN as the OCAN lead – Include your Functional Centre Use information (as you do now) 38 GTA Shared Assessment Education

Core OCAN Elements Cheat Sheet My Cheat Sheet My Organization LHIN : My Organization Name: My Organization Number: My Program Name: My Program Number: My Functional Centre Name: My Functional Centre Number: My LHIN Sunny Community Centre 1234 Sunny Days 6789 Social Recreation 715 10 76 81 **Have the individual who reports MIS develop your cheat sheet! 39 GTA Shared Assessment Education

What is Shared? Additional Information • What additional information do you share? • Why do you think this information should be included in the OCAN? • How is it Helpful to the Consumer? 40 GTA Shared Assessment Education

How is Information Shared? Communication Methods • How do you share the information? • What methods of communication would you use to exchange information with other services providers? 41 GTA Shared Assessment Education

Brainstorm: What and How • Think about the questions from the previous slides as you brainstorm: 1. What additional information do you share? 2. How do you share the information? 42 GTA Shared Assessment Education

As a contributing provider, how can I make use of OCAN information? • I can use it … – In the conversation with the consumer – To inform the service plan – In conversations with other workers (with appropriate consent) 43 GTA Shared Assessment Education

As a contributing provider, what information do I need to keep locally? When I review a completed single OCAN, how can I make use of this information? Recommendation: Follow organizational policy regarding use of existing OCAN in service provision – – Step 1: Review OCAN with consumer Step 2: Record using one of the following options • Option 1: Record any changes to case notes or use your HSP specific template for documentation • Option 2: Enter changed assessment as a ‘review’ OCAN • Option 3: Enter identical assessment as a ‘re-key’ OCAN Assumptions: • We want to reduce duplication where possible. • There is now no need for contributing provider to have a copy of the assessment for reporting or viewing purposes. 44 GTA Shared Assessment Education

Review or Rekey? The Contributing Provider’s OCAN Rekey Review • You receive a copy of a consumer’s OCAN • You are entering information from OCAN and are making updates to the consumer’s current situation • The reassessment cycle remains the same 45 • You receive a copy of a consumer’s OCAN • You are entering information exactly as it appears on the OCAN • You are rekeying to have an electronic copy of the assessment in your local system • The reassessment cycle remains the same GTA Shared Assessment Education

Managing Challenging Scenarios GTA Shared Assessment Education

Activity: Managing Challenges In small groups, brainstorm about how you would manage the following challenging scenarios: 1. You and others disagree on selection of the Lead. 2. A participant is not meeting timeframes for information sharing (Lead and/or Contributor) 3. OCAN Lead not completing OCAN within the 6 -month timeframe 4. What if person wants to do self assessment with one agency and they are not the lead? 5. Disagreement on domains (e. g. : no need vs. met need) 47 GTA Shared Assessment Education

Managing Challenges In Implementing the Shared Assessment model, some challenges may arise: Steps: 1. Attempt to resolve at the worker level. 2. In the event of a discrepancy, the Lead is responsible for the information. E. g. If there is a variation in the need rating, the Lead’s determination appears in the OCAN with the discrepancy documented in comments 3. Follow agency policy/processes around escalation if required What do you need to do? • Review your organization’s policy • If necessary, who do you escalate to? • What is the procedure for resolution of conflict/ issues with other organizations? 48 GTA Shared Assessment Education

Shared Assessment Model OCAN and Sharing OCAN and Nand OCA Sharing No Sharing Results in multiple instances of OCAN and CDS 49 OCAN and No Sharing OCAN and Sharing No OCAN Non-HICs Results in one instance of OCAN and CDS Results in multiple instances of CDS (highest aggregate level) GTA Shared Assessment Education

Who is involved in Shared Assessment? • Functional Centres in HSPs that have agreed to participate (Shared Assessment go-live dates to be determined) • Anyone using IAR with whom you have clients in common and wants to collaborate on assessment (you may have to teach them about it!) • HSPs that are not using IAR may not participate in this implementation of shared assessment (DSA) 50 GTA Shared Assessment Education

Next Steps • Train internal staff • Commit to go-live dates for: – OCAN – IAR – Shared Assessment 51 GTA Shared Assessment Education

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