How To Read & Understand the

GPRA Follow-up Report

Follow-up Report

• Objectives of this presentation:

Why the Follow-Up is important? How to read and understand the follow-up report.

Importance of a Follow-Up• There are many reasons why a GPRA follow-up

should be conducted.

– To learn how your client is doing. – To find out what may contribute to your clients long-

term success.– To understand which clients drop out and why.– To get client feedback on your program and services

provided under ATR III.– To support clients in their efforts to stay clean and

sober.

CSAT-GPRA Website GPRA’s are received here at ITC by fax from all Access Centers.

Completed GPRA’s are then entered into the CSAT-GPRA Website. All ATR III GPRA’s are entered by staff at ITC. This includes:

◦ Intakes◦ Follow-ups ◦ Discharges

Each Follow up and Discharge is then passed on to the Follow-up Coordinator and entered into individual follow up reports.

DefinitionsClient ID – Voucher System generates the number.Tribal Access Center - Starting point for client entering into

ATR III. Intake Interview date - The date the GPRA is faxed to ITC. In and out of the window - 30 days before and 60 days

after the intake date. (The follow up window = 90 days). Required - the follow-ups that are due On time – the follow-up interview was completed and on

time.Veteran – Is client a veteran or in the Armed Services? Discharged – Date discharged from ATR III Program. No

longer receiving ATR III Services.

Client ID Generated from the Voucher System.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Tribal Access CenterStarting point for a client to enter ATR III.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Intake Interview DateThe date the GPRA is faxed to ITC .

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Follow-up Interview Window 30 days before (window open) - 60 days after (window

closed) the 6-month anniversary of the intake date the follow-up is due. This gives you a 90 day window to obtain the GPRA follow-up.

Formula◦ Window opens: • The interview date and add 5 months to that date

– Example: » Interview date 01/01/2011» The follow up date would be 05/01/2011

◦ Out of the window:• The interview date and add 7 months to that date

» Interview date 01/01/2011» The window closing date would be 08/01/2011

Follow-up Window Opens

Earliest Day the follow-up GPRA interview can be collected. * The 90 window begins * begin now to collect the Follow-up, it’s best not to wait.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Follow-up Window Closes:

The final day a follow up can be collected and be counted towards your follow-up rate. After this date it will count against your mandated 80% follow-up rate.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Date Follow-up Completed

Actual date the follow up was completed.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Completed or IncompleteCompleted or Incomplete: Did the GPRA have ALL questions answered and was it accepted by the

CSAT/SAIS system? See next slide for details.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Complete or Incomplete Follow-up

• Complete Follow-up – Completed the interview during the window time frame

• Incomplete Follow-up– Completed interview outside specified window– Located but refused, unspecified – Located, but unable to gain institutional access– Located, but otherwise unable to gain access– Located, but withdrawn from project– Unable to locate, moved– Unable to locate, other

On Time Did the Tribal Access Center meet the 90 days window time frame?

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

RequiredAll follow-ups required.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

VeteranIs the client a veteran or in the armed services?

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Discharge

Date a GPRA discharge interview was completed. Client No longer receiving ATR III services.

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Cumulative

Did the Tribal Access Center meet the 90 days window time frame?

Follow- up Window

Client ID

Tribal Access Center

Intake Interview Date

Window opens: Earliest Day the follow-up can be completed. Start now

Window closes: After this date the follow-up is out of the window

Date FU is Completed

Completed / Incomplete

0 = No 1 =Yes On Time and Completed Required

1 =Yes 0 = No Veteran Discharge

Monthly Rate (6 mo)

010242 CIC 11/22/2010 04/22/11 07/22/11 04/30/11 Completed 1 1

020339 CIC 11/22/2010 04/22/11 07/22/11 07/23/11 Incomplete 0 1

129807 CIC 11/22/2010 04/22/11 07/22/11 1

039102 CIC 11/22/2010 04/22/11 07/22/11 05/01/11 Completed 1 1 1 05/01/11

200900 CIC 11/22/2010 04/22/11 07/22/11 04/22/11 Completed 1 1

224900 CIC 11/22/2010 04/22/11 07/22/11 1

100242 CIC 11/23/2010 04/23/11 07/23/11 1

129100 CIC 11/24/2010 04/24/11 07/24/11 1

040351 CIC 11/24/2010 04/29/11 07/29/11 1

Cumulative

Summary Tab The Intake Month – is the month the GPRA was faxed into ITC .

Intake month Follow-up

Window opensFollow-up

Window Closes On-Time Required Monthly TallyQuarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary Tab Follow-up Window Opens : Earliest month the follow up GPRA can be collected.

* The 90 window begins. * Begin at once to collect that Follow-up: It’s best not to wait.

I Intake month Follow-up Window opens

Follow-up Window Closes On-Time Required Monthly Tally

Quarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary Tab

The Final month a follow up can be collected and be counted towards your follow up rate. After this date it will count against your mandated 80% follow-up rate.

Intake month Follow-up

Window opensFollow-up

Window Closes On Time Required Monthly TallyQuarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary Tab

On Time: How many GPRA’s were completed and on time and faxed within window to ITC for that month.

Intake month Follow-up

Window opensFollow-up

Window Closes On-Time Required Monthly TallyQuarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary Tab Required: How many follow-ups are due during that time frame (month).

Intake month Follow-up

Window opensFollow-up

Window Closes On-Time Required Monthly TallyQuarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary TabT

Monthly Tally: How many completed GPRA’s faxed to ITC for that time frame (month).

Intake month Follow-up

Window opensFollow-up

Window Closes On-Time Required Monthly TallyQuarterly Achieved

Cumulative [Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76%

11-Jan June-11 August-11 6 6 100%

Summary TabT

Quarterly : How many completed GPRA’s faxed to ITC for that time frame (month).

Intake month Follow-up

Window opensFollow-up

Window Closes On Time Required Monthly Tally Quarterly Achieved

Cumulative [Monthly

Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76% (10+30+13/10+20+ 10)

= 75%

11-Jan June-11 August-11 6 6 100%

Summary Tab

Cumulative : To figure out the cumulative Follow-up rate, we tally up the total number of follow-ups that were required every month and divide that by how many were actually

completed and on time. This gives us the cumulative rate.

Intake month Follow-up

Window opensFollow-up

Window Closes On Time AchievedMonthly

Tally Quarterly AchievedCumulative

[Monthly Tally]

10 -Oct Mar -11 May -11 10 10 100%

10-Nov April-11 June-11 20 30 66%

10-Dec May -11 July-11 10 13 76% (10+30+13/10+20+10)

=75%

11-Jan June-11 August-11 6 6 100%

Intake Report Tab

•This intake report is sent to you every 3 weeks. •It shows the Access Center how many intakes have been received by month. •It shows quarterly and annual client target numbers and percentage of target reached.

Client Satisfaction Survey

• What is the client Satisfaction Survey?• When to conduct the Client Satisfaction

Survey?• How to conduct the Client Satisfaction

Survey?• Why we conduct the Client Satisfaction

Survey?

What is the Client Satisfaction Survey:• The ATR program provides some unique direct

client care to help support treatment and recovery. These services are designed to make it possible for people to become fully engaged in recovery.

• The survey is the only direct method for ITC to determine how the client feels about the effectiveness of ATR services.

• The survey is an essential tool to help ATR evaluate the effectiveness of the program.

When to conduct the Client Satisfaction Survey:

• At the 6 month follow-up: Complete the survey at the same time as the GPRA, for privacy purposes the satisfaction survey should be stapled separately from the GPRA

• Fax the Client Satisfaction Survey to ITC, for privacy purposes the satisfaction survey should be faxed separately from the GPRA follow-up.

How to conduct

• Make it consistent on how you’re going to conduct the Client Satisfaction survey

• Most people detest completing surveys of any kind and are reluctant to take the time to complete them. Therefore, let’s make it a pleasant event.

Things to consider in completing a Client Satisfaction survey

• Reassure the client that their survey is confidential and their opinion is important

• When the client is completing the survey ask the client to drop the survey off with the receptions or have a drop off box at the front desk on their way out.

• Ask the client not to fold their survey

Client Satisfaction Survey

• The Client Satisfaction Survey is the only tool we use that asks the client directly about how the unique ATR services they received affected their recovery.

• Questions

• SAMHSA/CSAT• Center for Substance• Abuse Treatment• Grant No. 1H79TI023118• Produced under a grant funded by the Center for Substance

Abuse Treatment, Substance Abuse and Mental Health Services Administration, U.S. Department of Health and Human Services

• Center for Substance Abuse Treatment, 1 Choke Cherry Road, Rockville, MD 20857. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the agency.

•