Chicago Family Health Center Dental Communications Plan
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Transcript of Chicago Family Health Center Dental Communications Plan
Dental Communications Plan
Prepared by:
Valerie M. Reynolds
Community Affairs Manager
E-mail: [email protected]
March 12, 2012
OVERVIEW Founded in 1977, Chicago Family Health Center is a community-based, nonprofit Federally Qualified Health Center (FQHC) that provides comprehensive, accessible and culturally competent primary care, dental, social services and support programs to the residents in the far South, Southeast and Southwest communities and surrounding areas. Chicago Family Health Center operates 5 community health centers, four of which offer dental services: South Chicago, East Side, Pullman and Chicago Lawn. Between these four sites we have seven full time dentists and one full time hygienist. In 2011, Chicago Family Health Center saw 8, 388 patients through 19, 270 dental visits. 34% (2,851) of
these patients were children (ages 0-18 years), while 66% were comprised of adults (18 years and
older). Looking at Chicago Family Health Center as a whole, there are 10, 514 patients between the
ages of 0-18 years old. However, only 27% of these patients are dental patients at Chicago Family
Health Center.
GOALS & OBJECTIVES
Primary Goals: Foster an increased focus on pre-natal, child and adolescent oral health through
targeted staff awareness through a joint, site wide effort. To increase volume of pre-natal, child and
adolescent oral health visits at each of the 4 sites providing dental services.
Secondary Goals: To increase the knowledge surrounding the importance of oral health as
related to overall health and well-being among patients and in our communities through
targeted community outreach.
Secondary Goal II: To Increase the children’s dental visits by 50%
Tertiary Goals: To decrease wait time in obtaining appointments, reduce no-shows and ease
emergency/ walk-in procedures.
KEY MESSAGES
#1: Oral health holds the same level of importance as medical health and well-being.
#2: Chicago Family Health Center, your local community health center, now offers affordable
dental health care at all 5 sites.
INREACH
Chicago Family Health Center as a whole sees over 10, 000 patients between the ages of 0-18 years old.
However, only 27% of these patients are dental patients at Chicago Family Health Center. These
statistics evidence the need for expanded dental inreach among current CFHC patients as a means to
increase our pre-natal and pediatric dental volume. Creation of a jointed effort that fosters the
importance for medical and dental well-being is key.
INREACH GOAL: Within one year following implementation of our dental plan we hope to have 50%
of CFHC medical patients aged 0-18 years old also being seen as dental patients.
Chicago Family Health Center Staff Buy In
Staff needs to be instilled with the messages above and we will need to work to change the mindset of
staff to a more comprehensive view of health that includes dental, especially pre-natal and pediatric
dental.
The new dental plan, procedures and initiatives will be presented at the next All Staff meeting as
an introduction to the direction we will be taking towards increased pre-natal and pediatric
capacity. This will include breakout sessions depending on position held at the health center to
discuss how this will affect their current roles and expectations.
Semi-Annual lunch and learn meetings with providers to discuss implementation of this plan and
to work out kinks in creating stronger unity between CFHC staff (medical and dental).
Dental Brochures will be designed and distributed to staff as informational pieces to distribute
to all patients 0-18 years of age.
Anticipatory Guidance Outreach/ Education
Inreach Environment
CFHC Dental Program Initiatives
Chicago Family Health Center Staff Roles
Chicago Family Health Center medical and support staff will provide the primary means of delivery and
dissemination of oral health information, its importance for overall health and well-being and creating
the necessary links for patients to schedule dental appointments.
Providers: Will provide the bulk of the evidence based research behind oral health importance,
how to maintain good oral health and effects of basic behaviors on oral health. (Accountability
will be noted through Anticipatory Guidance requirements- more below). Pediatricians and
OBGYNs will provide dental bags to each patient following their conversation. These bags are
prepared by external affairs and include pertinent information regarding either prenatal or child
oral health quick facts, a toothbrush, toothpaste, coloring book, information to make a dental
appointment at CFHC.
Medical Assistants: MAs will ensure that the physicians have an oral health conversation with
each patient and distribute the dental bags. They further will inquire about the patient’s need to
make a dental appointment
Frontline/ Check-In Staff: Frontline staff will distribute our oral health newsletter to each
patient upon check-in along with an oral health quick facts sheet to look over while they wait for
their medical appointment.
Check-out Staff: Check-out staff will generate report from their visit and will ask if patient needs
to schedule a dental appointment and will help to facilitate that process with dental scheduling.
** Are same day appointments feasible? ** How can we best get these patients scheduled-
would a dental scheduler be able to take these referrals?
Outreach Staff: Outreach will provide oral health information in conjunction with already
provided medical information at outreach events. Further, outreach staff will be trained to
provide expanded dental outreach presentations to targeted schools, headstarts and pre-
schools.
Chicago Family Health Center Newsletter/ First Friday
Community Affairs Manager, Valerie Reynolds will create, print and disseminate a monthly oral
health newsletter for the waiting rooms at each of our 5 sites. Newsletters will be provided in
English and Spanish and at a reading level appropriate for our patient base.
Community Affairs Manager, Valerie Reynolds will develop a quarterly Dental Plan update in the
internal employee First Friday newsletter.
Chicago Family Health Center Dental Operatory Field Trip
Through outreach/ partnership efforts, school aged students will be able to participate in a CFHC
Dental Center field trip to become oriented with a dental visit experience. (Visit health center,
meet staff including dentist, see a dental operatory and tools used during dental visit). These
will be offered at each of our 4 center locations with specified dates, scheduled on an as needed
basis.
CFHC Community Open House Events
CFHC will conduct open house style events centered on oral health during Oral Health Month
(February) and the Back to School Health Fair Season (August). Open Houses will be conducted
at each of the 5 sites for an entire working day. Outreach staff will provide oral health
information, giveaways and will help link patients to CFHC dental services.
TIP Management
The AmeriCorps member will coordinate with the TIP team including Marie Ferro to include oral
health components for pre-natal patients during their TIP home visits. Outreach staff will
provide appropriate pre-natal dental bags to give to patients that will include appropriate oral
health information and information regarding how to make appointments.
ANTICIPATORY GUIDANCE
Anticipatory guidance involves the process of providing developmentally- appropriate, practical and
helpful information about children’s health to prepare parents and care givers for the milestones to be
expected in their child’s development. Oral hygiene counseling should involve both the parent and the
patient. Initially, oral health and hygiene is the responsibility of the parent. As the child develops, these
responsibilities will be taken on by both the parent and the child. The health care professional should
counsel the parent and child appropriately, moving more towards a child centered approach once the
child demonstrates the understanding and ability to perform personal hygiene techniques. The efficacy
of oral health practices at home should be monitored at every visit, being sure to address the
consistency of daily preventive activities and behaviors.
Anticipatory Guidance for Oral Health varies slightly depending on the audience (Pregnant Women,
Parents, and Caregivers of Infants / Toddler). This guidance can be broken down into 6 categories:
Take home message for caregivers
Oral health and hygiene
Oral Development
Fluoride Adequacy
Oral Habits
Diet and Nutrition
Implementation at Chicago Family Health Center
Chicago Family Health Center’s Dental Plan will foster an increased focus surrounding participatory
guidance especially as related to prenatal, infant and child oral health.
Anticipatory Guidance for Oral Health has been added as a required quality measure for
providers to discuss with patients (6 months and older).
Performance Improvement Coordinator will review guidance requirements with providers,
including where and how to appropriately document in NexGen.
Goal: 90% of providers attend this meeting
Moving forward, providers will be held accountable for completion of oral health anticipatory
guidance, proper electronic documentation and encouragement of CFHC dental service
scheduling.
Quarterly reports will be generated and peer-physician auditing will be conducted to determine
if providers are adhering to proper oral health anticipatory guidance requirements for patients
with a targeted focus on prenatal and infant/ child population.
Compliance Goal:
Quarter 1 60% of Participatory Guidance
Requirements are discussed at
medical visit
80% of Providers in
compliance at this level
Quarter 2 60% of Participatory Guidance
Requirements are discussed at
medical visit
80% of Providers in
compliance at this level
Quarter 3 80% of Participatory Guidance
Requirements are discussed at
medical visit
80% of Providers in
compliance at this level
Quarter 4 80% of Participatory Guidance
Requirements are discussed at
medical visit
80% of Providers in
compliance at this level
ENVIRONMENT
In order to really target and appeal to a youthful dental population the dental operatory, medical exam
rooms and waiting rooms should provide a kid- friendly environment, that is welcoming and engages
their senses.
CFHC Dental Operatory
Appropriate oral health signage will be posted in all pediatric operatory Monthly checks will be made to be sure signs are still in place and are in good condition
CFHC Medical Exam Rooms
Appropriate oral health signage will be posted in all pediatric exam rooms and pre-natal exam
rooms.
Monthly checks will be made to be sure signs are still in place and are in good condition
CFHC Dental Waiting Room
Kid friendly books, games, and activities should be provided for kids and families while they wait
for their appointments
COMMUNICATIONS, OUTREACH AND EDUCATION
Tactics
Media Relations
1. A press release highlighting our Children’s Dental Operatories now servicing all five sites will
be written and distributed; targeting neighborhood monthly newspapers, local dailies and
professional dental publications journals and magazines.
2. Op-eds from our CEO and Dental Director will be written in timely response to articles
posted referring to the Medicaid changes in dental care and to disseminate the CFHC
message/stance of dental health.
Social Media
1. Facebook: Post weekly dental health articles and images on the CFHC Facebook Wall
2. Twitter: Tweet links to dental health articles, information about our new initiatives and
events
Newsletter Partnerships
1. Concise articles will be written and shared with local community organizations in all five of
our service area sites to print in their constituent newsletters.
Signage
1. Wall signage will be developed to place in our medical exam rooms highlighting our dental
services
2. Wall signage will also be purchased or developed to post in partnering HeadStart classrooms
in all five service areas.
Dental Awareness Event
We will host an annual community awareness event for National Children’s Health Awareness
month at all five of our sites of which the resident dentist will conduct a parent workshop for
dental health of infants, toddlers and children.
TIMELINE
April 2012: CFHC Dental Plan approval by Dental Director, CEO and CMO
Anticipatory Guidance for Oral Health added as a required quality measure for providers
to discuss with patients (6 months and older).
Signage will be updated in all pediatric and pre-natal exam rooms
Initiate research regarding headstarts, schools and pre-schools to target in each of 5
CFHC service areas, begin scheduling meetings with principals/ staff and try to schedule
presentations for the Spring/ Summer
Observe Lindsey from Erie at one of her presentations
Begin to development of CFHC Oral Health Presentation curriculum
May 2012: Presentation at All-Staff meeting outlining the new dental plan and the need for a site-
wide CFHC effort outlining roles, responsibilities and expectations
Performance Improvement Coordinator will review guidance requirements with
providers, including where and how to appropriately document in NexGen.
Discuss Dental Plan with TIP Managers- make sure they have dental bags
Lucy will generate a dental brochure for outreach events, dental bags, and CFHC general
use
Distribute CFHC Dental Newsletter
Check Signage
Continue fostering partnerships among local schools, youth programs and summer
camps
Begin Oral Health Presentations (Goal: 3)
June 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Distribute CFHC Dental Newsletter
Check Signage
July 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Distribute CFHC Dental Newsletter
Check Signage
August 2012: Follow-up with TIP Managers- make sure they have enough dental bags
CFHC Community Open House- All 5 sites
Distribute CFHC Dental Newsletter
Check Signage
September 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Quarterly reports will be generated and peer-physician auditing will be conducted to
determine if providers are adhering to proper oral health anticipatory guidance
requirements
Dental Plan update in First Friday
Distribute CFHC Dental Newsletter
Check Signage
October 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Distribute CFHC Dental Newsletter
Check Signage
November 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Semi-Annual Provider Lunch and Learn to discuss Dental Plan updates, outcomes and
goals
Distribute CFHC Dental Newsletter
Check Signage
December 2012: Follow-up with TIP Managers- make sure they have enough dental bags
Quarterly reports will be generated and peer-physician auditing will be conducted to
determine if providers are adhering to proper oral health anticipatory guidance
requirements
Dental Plan update in First Friday
Distribute CFHC Dental Newsletter
Check Signage