Outcomes: How Do I Collect Data?PRESENTED BY:

DAVID WAWRZYNEK, MS, MBA

ASHLEY FUSS, LMSW

APRIL 5, 2017

Housekeeping:

• Slides are posted at MCTAC.org

• Questions not addressed today will be:

• Reviewed and incorporated into future trainings and presentations

• Added to Q&A resources when possible

• Feedback forms

Reminder: Information and timelines are current as of

the date of the presentation

Introduction & Housekeeping

What is MCTAC?

MCTAC is a training, consultation, and educational resource

center that offers resources to all mental health and

substance use disorder providers in New York State.

MCTAC’s Goal

Provide training and intensive support on quality

improvement strategies, including business, organizational

and clinical practices to achieve the overall goal of

preparing and assisting providers with the transition to

Medicaid Managed Care.

CTAC & MCTAC Partners

Small Business Initiative Partners

About Our Presenters

David Wawrzynek MS, MBA Senior Consultant

Center for Collaboration in Community Health

Coordinated Care Services Inc.

Ashley Fuss, LMSWResearch Scientist

Managed Care Technical Assistance Center

Webinar Series

Outcomes: From Ideas to Action

Webinar 1: Deciding What to Measure

Wednesday March 22nd, 12:00 – 1:00 PM

Webinar 2: How to Collect Data

Wednesday April 5th, 1:00 – 2:00 PM

Webinar 3: Making Sense of Data and Communicating the

Findings

Wednesday April 19th, 12:00 – 1:00 PM

Webinar 4: How to Use Your Data

Wednesday May 3rd, 12:00 – 1:00 PM

Today’s Agenda

‣Where to start

• Look to your existing data

‣ The Anatomy of an Outcome Measure

• Overview of components of an outcome measure

‣ Building your Outcome

• Collecting data and the process of measuring an outcome

Where to start‣ Once you have determined your outcome measures

the first step is to review the reports and data you can

already get out of your EHR and billing systems

‣ Look to reports that help you better understand the

consumers you serve, the types and scope of services

you provide, and the payers you will be accountable to

An example of Reporting with Existing Data

‣ MCTAC/CTAC in partnership with McSilver developed a

pair of standardized reports that are now integrated

within organizations’ EHRs using existing data

‣ Collaboration with 7 NYS agencies and 4 EHR vendors:

(Netsmart, Foothold, Accumedic, IMA)

‣ The reports focus on Payer Mix and Service Delivery

• Each report is available at the agency, program type, and

individual program level

• Can be drilled down by diagnostic category and service type

‣ Reports are available free of charge and available to ALL

current and future NYS clients of the 4 EHRs

What Can These Reports Tell Me?

‣Get a sense of who they’re serving

‣The types of services they are delivering

‣The types of services individuals with specific

diagnoses are receiving

‣Breakdown of clients by Insurance Type

‣Key feature: standardization of definitions and

terms across organizations and vendors

You may already have some of the data you need!

Poll Question

Anatomy of an

Outcome Measure

The Anatomy of an Outcome Measure - Types

‣ Measures of specific

steps in a process when

meet it is anticipated that

it will have a positive

impact on a consumers

status or condition

‣ Measurement of the

change in a consumers

status or condition

based upon an

intervention

Process measuresClinical Outcome

measures

The Anatomy of an Outcome Measure - Components

‣ Description

‣ Data Source

‣Measurement Period

‣ Definition

‣ Numerator

‣ Denominator

‣ Reporting

classifications

The Anatomy of an Outcome Measure - Components

‣ Narrative Description of

the outcome measure

The percentage of new

consumers with an initial

evaluation provided

within 10 business days

of first contact

Description Example

The Anatomy of an Outcome Measure - Components

The agency specific

source or sources of

the information

necessary to report

out on the data

Intake call log

Electronic scheduling

system

Billing system

Data Source Example

The Anatomy of an Outcome Measure - Components

• Time period

requirements of the

measure –

frequency of

reporting

Monthly

Quarterly

Yearly

Measurement Period Example

The Anatomy of an Outcome Measure - Components

• Description or

definition of the

eligible population -

all individuals that

must be measured

New consumers not

seen in your program

during the last six

months with and initial

evaluation completed

Definition Example

The Anatomy of an Outcome Measure - Components

• A subset of the

eligible population

that met the

condition of the

measure

The number of

consumers in the

eligible population who

received an initial

evaluation within 10

business days of the

first contact during the

measurement year

Numerator Example

The Anatomy of an Outcome Measure - Components

• The total number of

consumers in the

measurement

population

The number of

consumers in the

eligible population who

received an initial

evaluation during the

measurement year

Denominator Example

The Anatomy of an Outcome Measure - Components

• Reporting rules that

requires the metric

for subsets of your

eligible population

◦ Example 1: The

percentage of new

consumers with initial

evaluation provided

within 10 business

days of first contact

that are between 12

and 17 years old

Reporting classification Example

The Anatomy of an Outcome Measure - Components

• Reporting rules that

requires the metric

for subsets of your

eligible population

◦ Example 2: The

percentage of new

consumers with initial

evaluation provided

within 10 business

days of first contact

that are 18 years or

older

Reporting classification Example

Poll Question

Putting the Pieces

Together: Building

your Outcome

Measure

Four Steps Using our Example

‣Example: The percentage of new consumers

with initial evaluation provided within 10

business days of first contact”

‣Step One: Figuring out your denominator

‣Step Two: Figuring out your numerator

‣Step Three: Marrying your data for reporting

and analysis

‣Step Four: Process Changes

Step One

‣Collecting data on your eligible population• Who do I need to identify?

◦ All consumers who contact the agency requesting an initial evaluation who have not been seen in the agency in the last six months

• How am I going to identify them? ◦ Determine what method is going to be used to record on

what day a consumer contacts the agency for an initial evaluation and how you are going to know they have not been seen in the last 6 months

Denominator

Step One

‣Evaluate‣What do you currently record when a consumer calls for

an initial appointment?

‣ Determine if the information you need already recorded

and available for reporting?

‣ If not, what changes to your process will need to be put in

place to assure that you can capture the data elements

you need?

‣ Date of call

‣ Initial evaluation requested (how is this defined and applied

consistently?)

Denominator

Step One• Determine what tools you are going to use to

capture the information in a manner that can

easily be translated into numbers.

◦ Electronic scheduling systems

◦ Call logs in an excel document

◦ Notes in an EHR

• Define the workflows that will assure that the

information will be recorded accurately and in a

timely fashion.

◦ Who is responsible for recording the data?

Denominator

Step Two

‣Collecting data on the subset of the eligible

population that met the measurement

requirement

• Who?◦ All consumers who contact the agency requesting an initial evaluation

who have not been seen in the agency in the last six months who had the

initial evaluation within 10 days of initial contact

• How? ◦ What method is going to be used to record if a consumer received their

initial evaluation within 10 days of first contact

Numerator

Step Two‣Evaluate• Where and how are the data elements you require recorded?

◦ Initial evaluation performed

◦ Date of the initial evaluation

◦ If the consumer was a member of the eligible population

◦ Age of the consumer

• Determine what tools you are going to use to capture the information in a manner that can easily be translated into numbers

◦ Electronic billing system

◦ Notes in an EHR

• Define the workflows that will assure that the information will be recorded accurately and in a timely fashion.

◦ Who is responsible for recording the data?

Numerator

Step Three

‣Bringing your data into a single source

for reporting and analysis• It is possible that the data necessary for the numerator

and for the denominator come from different sources

• You will need to have enough information about each

consumer in your eligible population to match that with

that individual’s change in status or condition across your

different data sources

◦ In this case the challenge is in matching the date of the evaluation with the

date of the initial call to determine if the 10 day requirement was met and

knowing the age of each member of the eligible population

Create your data source

Step Four

‣Determine if your current policy,

procedures and processes are sufficient

to meet your outcome target goal◦ Decide what outcome target goal is: 100%, 98% etc.

◦ Based upon your goal determine if your current

processes will assure that you will meet your goals

◦ If not, make necessary changes to expectations, staffing,

and processes

◦ Monitor your results and make additional changes when

necessary

Process Changes

Next in the SeriesApril 19th from 12-1pm

Making Sense of Data and Communicating Findings

‣ Demonstration of some of the basic data management

tools in Excel

‣ Demonstration of some of the basic data visualization

tools in Excel

Questions and Discussion

Please email additional questions tomctac.info@nyu.edu and register for future events at

http://www.mctac.org under “Upcoming Events.”