2015 Guidance for Community Engagement

Maine Shared Health Needs Assessment & Planning Process Project

Guidance for Community Engagement

Contents

Guidance

Community Engagement Mission……………………………………………………………... 1

Preparation for Community Engagement…………………………………………………….. 2

Role and Responsibilities of the SHNAPP Community Engagement Committee……….. 3

Element 1: Obtain Local Community Engagement Input…………………………………... 3

Element 2: Disseminating Local Community Engagement Input……………………….…. 5

Element 3: Coordinating Implementation Across Sectors………………………………….. 6

Attachments

Attachment A: SHNAPP Community Engagement Committee Reporting Form………… 9

Attachment B: Community Forums…………………………………………………………… 10

Attachment C: Shared CHNA Outreach and Marketing Plan Checklist………………….. 12

Attachment D: Worksheet for 2016 District Public Health Improvement Plan/ Implementation Strategies…………………………………………………… 18

Attachment E: Program Evaluation………………………………………………………....... 19

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Maine Shared Health Needs Assessment & Planning Process Project

Guidance for Community Engagement

The Maine Shared Health Needs Assessment & Planning Process (SHNAPP) was borne out of

a series of planning events and conversations among healthcare and public health leaders in

response to emerging state and federal mandates to improve the health of Maine communities.

A memorandum of understanding (MOU) was developed and signed in June 2014 signed by

CEO’s from Central Maine Healthcare, Eastern Maine Healthcare Systems, MaineGeneral

Health, and MaineHealth in addition to the Commissioner of Maine Department of Health and

Human Services. Tangible products include shared community health needs assessment

(CHNA) reports created from secondary quantitative data and primary qualitative data analyses

and health improvement plans. This guidance document has been created by the Community

Engagement Subcommittee and Steering Committee to address the Maine SHNAPP Project

objective of implementing a consistent community engagement process for hospitals and public

health agencies to incorporate in health needs assessment reporting and health planning

deliverables. It is not meant to be a work plan, but rather a reliable, contextually appropriate

example that community-based leadership might reference as they consider the capacities,

resources, and characteristics of Maine’s diverse communities. In addition, requirements of the

IRS rules and Public Health Accreditation Board (PHAB) standards and measures are

referenced throughout this document in bold.

Community engagement using shared CHNA reports for local and regional planning

purposes is a critical part of the needs assessment and health improvement planning

process. For some, working with “community” means engaging community partners at the

organizational or agency level and for others, it entails working with individual community

members or working with community leaders who represent specific populations. Both ways of

engaging satisfy the IRS and PHAB. This document includes a recommended process to guide

local efforts through an advisory community engagement committee and three overlapping

elements for community engagement.

Community engagement input and comments will be used to help generate health improvement

plans. The Maine CDC’s District Liaisons will be creating documents referred to as District

Public Health Improvement Plans (DPHIP) which in turn will help formulate the State Health

Improvement Plan (SHIP). Representatives from non-profit hospitals will be developing

documents referred to as Implementation Strategies (IS), sometimes called implementation

plans. In some areas, these documents may be created collaboratively; however, this step is

beyond the scope of this guidance.

Community Engagement Mission

The process co-led by Maine CDC District Liaisons (DL) and representatives from Maine

SHNAPP non-profit hospitals will achieve the following:

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Ensure broad interests of the local community are represented;

Obtain stakeholder input on identifying significant health needs based on review of

shared CHNA data;

Solicit stakeholder feedback on prioritizing significant health needs;

Identify local assets and resources that potentially may address local health

priorities:

o Who or what organizations are addressing the need?

o What infrastructure (assets) is available to assist community members in

addressing needs? Examples would be public transportation or bi-lingual

community leaders.

o What are gaps related to the need?

o What resources would address the gap(s) identified?

Document details from activities addressing preceding bullets for use by District

Liaisons and representatives from Maine SHNAPP signatory hospitals or other non-profit

hospitals.

Preparation for Community Engagement – 2014 through September 2015

The parties leading the health planning process should include the District Liaison from the

Maine CDC and representatives from participating Maine SHNAPP hospitals in the region.

Since Maine SHNAPP is meant to be an inclusive process, these leaders should reach out to

community benefit leadership among other local non-profit hospitals, local public health

departments, and other organizations and community sectors whose work impacts the health of

the communities in the district. It is strongly recommended to have an advisory community

engagement committee, referred to in this document as a SHNAPP Community Engagement

Committee, which includes diverse local perspectives. The committee may need to be

established for this purpose or a current body may take on this role to carry out the needs

assessment and health improvement planning process commitments. The committee should

reflect the populations that need to be engaged, and include individuals with diverse expertise

or community roles, including representatives of:

Public health

Community health coalitions

Healthcare providers, including oral and behavioral health care providers

Minority populations (e.g. Maine NAACP members, Latino student club, recent

immigrant services)

Business and civic leadership (e.g. local employers, civic organizations, community

oriented leaders)

Funding agencies (e.g. local philanthropic organizations, bank and credit union services)

Local and state government

Non-profit organizations, including hospitals

Colleges or Universities

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Low-income and/or medically underserved people

(http://www.apapracticecentral.org/ce/courses/diverse-populations.aspx)

Role and Responsibilities of the SHNAPP Community Engagement Committee

SHNAPP Community Engagement Committees, in their objective to satisfy health needs

assessment and health improvement/implementation strategy planning requirements, are

charged with the following roles and responsibilities:

Defining “local” for their area.

Identifying additional agencies, organizations, and groups in the local area to participate in

community engagement.

Working with agencies, organizations, and groups to identify the best methods for engaging

community members and organizations. (See Element 1 for further details.)

Soliciting input from key informants for methods to collect input among hard-to-reach groups

within the defined area and obtaining this input based on recommendations. (A resource for

reaching out to diverse populations can be found at:

http://www.apapracticecentral.org/ce/courses/diverse-populations.aspx)

Creating a timeline with goals for obtaining community input and monitoring progress toward

these goals. (See Element 3 for more details.)

Recruiting and training representatives from local agencies, organizations, and groups to

obtain input using data from the shared CHNA reports to learn their perspective on health

needs, priorities, and/or assets/resources.

Coordinating among SHNAPP Community Engagement Committee members to share

resources (staff time, data collected, plans for group meetings, etc.).

Documenting input for use in in District Public Health Improvement Plans (DPHIP)

and Implementation Strategies (IS). Groups would be encouraged to use the SHNAPP

Community Engagement Committee Reporting Form [Attachment A].

Circulating DPHIP and IS documents back to the groups who provided input. (More details

outlined in Element 2 and 3.)

District Liaisons and/or representatives from Maine SHNAPP signatory hospitals provide

leadership in forming and/or sustaining the SHNAPP Community Engagement Committee

throughout each of the elements.

Element 1 Obtain Local Community Engagement Input

October 2015 through March 2016

In public health districts containing one or more Maine SHNAPP signatory hospitals, a minimum

of one community forum [Attachment B] should take place, based on collaboration between the

hospital(s) and the District Liaison. In addition, the SHNAPP Community Engagement

Committee should collect input through the best methods determined locally. The number of

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sessions to gather input will be determined by the SHNAPP Community Engagement

Committee and depend on capacity, resources, and ability to train and recruit others to gather

input. Input should be reported using the SHNAPP Community Engagement Committee

Reporting Form [Attachment A].

The core methodology for collecting input will be Community Forums [Attachment B]: These

may also be known as town meetings or public forums. Representatives from various interests

within the community are invited so people from diverse backgrounds have the opportunity to

share their perspective about the issues at hand. For more information (FMI) about forums:

http://ctb.ku.edu/en/table-of-contents/assessment/assessing-community-needs-and-

resources/conduct-public-forums/main. Since community forums maximize resources (staff

time, social and professional capital, meeting space, community benefit activities), it may be

useful to hold more than one forum although this depends on local resources and will. Local

leadership will determine the location and number of forums for their area.

The Community Engagement Committee also may collect input as resources allow through the

best methods determined locally. Other suggestions for obtaining input from organizations and

groups include, but are not limited to:

Additional Community Forums (see above).

Key Informant Interviews: Interviews are focused conversations. They are useful to learn

details about assumptions and perceptions in our communities about health issues,

resources, and actions to take. FMI: http://ctb.ku.edu/en/table-of-

contents/assessment/assessing-community-needs-and-resources/conduct-interviews/main

Focus Groups: A focus group is a discussion led by a trained facilitator among a small group

of people. Members of the group share opinions about the topic at hand and offer

suggestions for action. FMI: http://ctb.ku.edu/en/table-of-contents/assessment/assessing-

community-needs-and-resources/conduct-focus-groups/main

Written or Electronic Surveys: Surveys provide a consistent and structured method for

asking questions among a selected group of people. People responding to surveys share

their experience or feedback at their convenience without the potential influence of

responding to a person. FMI: http://ctb.ku.edu/en/table-of-contents/assessment/assessing-

community-needs-and-resources/conduct-surveys/main

Group Presentations with Structured Feedback: Instead of a forum or focus group, a

presentation of an issue using prepared slides or handouts can be planned during a

regularly scheduled meeting of a group such as a Rotary Club, school booster club, public

health nursing staff meeting, or patient advisory board, etc. with the goal of gaining input

through nominal group process or a variation to obtain individual votes and

recommendations.

A few additional examples of possible ways to obtain input locally as resources allow include:

In an urban area, a SHNAPP Community Engagement Committee member may have an

informal discussion with an employee from an organization serving minority populations and

learn how best to collect input. Methods may involve the committee member facilitating a

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small group session or representatives from this organization conducting a small number of

interviews.

In a rural area, obtain time on the agenda for a town meeting or staff meeting within the

FQHC to solicit input from all in attendance. Input may be completed by a SHNAPP

Community Engagement Committee member or someone from the community trained and

committed to collecting input from community members.

Within a hospital service area, a hospital representative may request input from a group of

healthcare providers during a regularly scheduled committee meeting.

It will be important for SHNAPP Community Engagement Committee members to communicate

with one another to identify the groups or subpopulations that did not attend the community

forum. The SHNAPP Community Engagement Committee should make a plan about which

groups or agencies to approach for additional input, the best method for obtaining input from

the people identified, the responsible party for obtaining the input (someone from the SHNAPP

Community Engagement Committee or a trained community member), and the responsible

party for collecting and sharing the input on the SHNAPP Community Engagement Committee

Reporting Form.

For people who plan forums and other community engagement events, an Outreach and

Marketing Checklist [Attachment C] has been developed. Alerting local media about events and

activities may be appropriate and sample press releases have been included after the

checklists.

Element 2 Disseminating Local Community Engagement Input

October 2015 through March 2016

Community input should be made available for any interested party to review and use.

Dissemination activities occur concurrently with collection of community input, provide for

sharing information collected among stakeholders creating the DPHIP and IS for their respective

agencies and create a transparent process in which organizations and community members

may be involved. There is a consistent method for posting information from SHNAPP

Community Engagement Committee Reporting Forms on the internet for SHNAPP Community

Engagement Committees. This will ensure input from community members is consistently

available to organizations drafting their DPHIP and IS, and the community at-large.

Completed SHNAPP Community Engagement Committee Reporting Forms should be

forwarded to Jayne Harper at Jayne.Harper@mainegeneral.org so they may be posted on the

Maine SHNAPP webpage located at https://www.mainegeneral.org/Pages/Maine-SHNAPP-

Project.aspx. (A subpage for these forms will be created by October 2015.) For training and

assistance on consistently completing SHNAPP Community Engagement Committee Reporting

Forms, webinars will be posted at the same webpage link noted.

Since District Liaisons and representatives from signatory hospitals create the leadership for

SHNAPP Community Engagement Committees and have the responsibility for creating health

improvement planning products, they may additionally plan to create a listserv among members

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of the SHNAPP Community Engagement Committee for the purpose of sharing SHNAPP

Community Engagement Committee Reporting Forms in a timely manner. Local committees

should determine the timeframe desired to sharing information collected.

Element 3 Coordinating Implementation Across Sectors

October 2015 through end of Fiscal Year 15-16 for participating entities

District Liaisons and representatives from Maine SHNAPP signatory hospitals (and any other

non-profit hospitals participating in this process) should coordinate with one another to ensure

components of DPHIP and IS are completed for Maine SHNAPP stakeholders and circulated

back to the groups who provided input. Non-profit hospitals must complete their IS according to

their fiscal year and deadlines imposed by the IRS. Public health entities have more flexibility in

their timelines due to guidelines and standards that differ from the IRS. The table below shows

the timeline for Maine SHNAPP community engagement affected by the IRS deadlines for

hospitals’ IS. (Completing the IS means the county-level community health needs

assessment has been completed, the IS has been written, both documents have been

approved by the hospital’s Board of Directors, and the documents are posted on the

hospital’s website.)

Timeline for Community Engagement and Health Improvement Plan Completion

Activity from Guidance Present-

9/2015

10/2015-

3/2016 6/2016 9/2016 12/2016

Preparation for Community Engagement: Create or sustain Local SHNAPP Committee

X X X X X

Element I: Obtain Local Community Engagement Input

X

Element II: Disseminate Local Community Engagement Input

X

Element III: Coordinate Input Across Sectors & Write Plans

CMH & MGH X X

MH & EMHS X X X

St. Mary’s (to coordinate with CMH) but

can add input through FY

X X X X

District Liaisons working with hospitals in

their districts

X X X X

State Health Improvement Plan developed

from completed DHIPs/ISs as well as input

from state-level stakeholders

X

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Using input obtained through SHNAPP Community Engagement Committees, the District

Liaison and hospital representatives will ensure the following items are included in DPHIP and

IS submitted for approval by authorized bodies.

Items to include in health improvement plans IRS Final Rule: Page

Number PHAB:

Measure Number

Service Area of Shared CHNA

79002

Area defined in Shared CNHA

5.2.2.1d

Consideration of “local”/District priorities

List of Significant Health Needs

79003 5.2.1.1c

Issues and Themes

-Description of actions to address the need

79003 5.2.2.1a

SMART Objectives

-Identify who is responsible (organization and/or person)

n/a 5.2.2.1a

SMART Objectives

-Describe anticipated impact of actions

79003 5.2.2.1a

SMART Objectives

-Detail programs/resources that will be committed to address need

79003 5.2.1.1d

Assets and Resources

-Describe any planned collaboration among stakeholders

79003 5.2.1.1d

Assets and Resources

-Identify needs not being addressed and reason for not addressing

79003 n/a

IRS Regulations: http://federalregister.gov/a/2014-30525

PHAB Standards & Measures: http://www.google.com/url?url=http://www.phaboard.org/wp-content/uploads/SM-Version-1.5-Board-adopted-

FINAL-01-24-2014.docx.pdf&rct=j&frm=1&q=&esrc=s&sa=U&ei=v4zTVKGTA436ggTvp4GgDw&ved=0CBoQFjAB&usg=AFQjCNEs-

LNr_uJqVPUpEK60c6mFvvobZw

Each hospital and Public Health District may have a different format for their health

improvement plan approved by their organizational leadership. While DPHIP and IS may be laid

out in various formats, they should include the common elements identified in the bullets above.

A worksheet has been included as Attachment C that DLs and hospital representatives may use

to consistently gather information for respective DPHIP and IS.

District Liaisons and representatives from Maine SHNAPP signatory hospitals will hold a

meeting once all of the information gathered from Element 2 has been compiled. An efficient

method of coordinating this communication would be to set the agenda during a District

Coordinating Council (DCC) meeting prior to the end of the (earliest) fiscal year for hospitals

within the district. The objective of the meeting will be for each entity to share details about

items outlined in Attachment D (or bulleted list above) that need to be included in DPHIP and IS.

When carried out this way, two outcomes can be met: District Liaisons gain valuable insight

from DCC members for writing DPHIPs and all parties responsible for IS or DPHIP share

necessary details. Setting the agenda during a DCC meeting for this communication is ideal but

may not be possible. Another option is for the SHNAPP Community Engagement Committee to

hold a formal meeting to coordinate and share information outlined in Attachment D (or table

above). Regardless, coordination can be achieved among Maine SHNAPP stakeholders.

Hospital stakeholders may be discussing draft IS plans as internal committees and boards will

need to review, edit, and ultimately approve of the plan. District Coordinating Committees may

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be creating draft DPHIPs during or after this communication process. For organizations writing

joint IS and/or DPHIP, the coordination and communication may be more formalized and

beyond the scope of this guidance.

Once the IS and DPHIP has been adopted and posted on the respective website, the SHNAPP

Community Engagement Committee member associated with that document should inform the

rest of their SHNAPP Community Engagement Committee how to access it. Community

members should be informed about and encouraged to review and comment on these

documents. Additionally they should be informed of ways in which they can remain involved in

assisting with the health improvement plans (for hospitals or Public Health Districts).

Maine CDC will access district public health improvement plans and hospital implementation

strategies to help create the State Health Improvement Plan, in addition to gathering data from

state-level stakeholders.

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SHNAPP Community Engagement Committee Reporting Form

Name of Mtg/Group: Name:

Phone: Date of Event:

Location of Event: Geographic area of group:

Population served: County or District:

# people present:

Format of Event (highlight or circle one):

Community Forum Key Informant Interview Focus Group

Survey Group Presentation Other:

Representation from (highlight or circle all that apply):

Public Health Community Health Coalition Business/Civic Leadership

Healthcare Providers Funding Agencies College/University

Local/State Government Non-Profit Agencies Professional Member Orgs.

Medically Underserved Low Income Minorities (Racial/Ethnic)

Other:

Details about organizations (explain medically underserved, low income, and/or minorities and “other”

here):

Type of Input (highlight or circle all that apply):

Shared CHNA Presented & Discussed

Identified Significant Health Needs

Selected Priorities among Needs

Named Local Assets/Resources

Perception of health & social/environmental factors affecting health outcomes

Other:

Details to summarize input (use more pages as needed or copy/paste notes/minutes):

Important: Your name and phone number will be confidential. 7-10-15 ver

Attachment A

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Community Forums

The SHNAPP Community Engagement Committee will sponsor at least one community forum.

The objectives of the forum include:

Provide awareness among community stakeholders of the data/results from the

Maine SHNAPP or subsequent research built on that resource;

Invite local input on what the data means to each local community/region;

Solicit local input on what issues should be prioritized locally;

Solicit local ideas on existing resources, assets, or new initiatives that should be

aligned/developed to address the prioritized issues.

Capture and share input from the forum using the Model Local SHNAPP Committee

Reporting Form.

Invitations for the forum should be sent to:

Hospital and physician leaders (including FQHCs)

Public health representatives

Community health coalitions

Business and civic leaders

Legislators, or other governmental leaders

Minority populations and agencies serving these groups

Social service agencies (including United Way and Community Action Program)

Local news media

Ideally, the forum agenda will acknowledge members of the SHNAPP Community Engagement

Committee and other providers and/or public health organizations aligned with it, perhaps

allowing them to offer opening comments to increase the sense of broader community

involvement.

Leaders from the SHNAPP Community Engagement Committee should keynote the forum by

indicating the community engagement mission and providing examples of the data/findings from

Maine SHNAPP or subsequent research/surveys. To increase the sense of community

ownership, where possible, local experts (medical, behavioral, public health, etc.) may form a

panel to provide the forum attendees with their observations.

After the keynote and panel, participants should be invited to select one of several breakout

sessions. Breakouts should be carefully designed to solicit feedback from participants on priority

issues to be addressed, existing resources and assets to be engaged in the issue, and ideas on

the types of initiatives that might be successful in favorably impacting the issue. Breakout topics

should be chosen from major themes that have emerged from the Maine SHNAPP, especially

those that resonate with local concerns. Facilitators for each breakout should be selected and

oriented in advance to assure:

Attachment B

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Their neutrality in collecting unbiased feedback from participants;

Their comfort level with the subject matter;

And their awareness of the Maine SHNAPP, and the standardized questions to be asked at

each breakout session. Suggested standard questions are noted below as bulleted items.

Community members attending the forum should be made aware of the location(s) on the

internet of the 2016 Maine SHNAPP Reports and posting of the SHNAPP Community

Engagement Committee Reporting Forms. Access to this information should be broadly

promoted as well as opportunities to maintain involvement in carrying out activities within health

improvement plans.

Local media coverage subsequent to the community forum is very helpful. SHNAPP Community

Engagement Committee members should contact the media to inform them about community

involvement in the shared CHNA, the forum taking place, and encourage coverage of this event.

Suggested Breakout Discussion questions

What issues in the data should be prioritized for follow up action?

What additional questions do we have about the data, and how can we get these questions

answered?

What opportunities exist for collaboration to address each priority health issue?

What are some action steps that we can take now to address this issue in a collaborative

way?

Are there specific issues for people who experience health disparities that will need to be

addressed?

Who else needs to be brought into the conversation?

What is the next action step?

What agencies or organizations can provide leadership to assure the next steps are taken?

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Shared Community Health Needs Assessment (CHNA) Outreach and Marketing Plan Checklist

The tables below provide guidance for tasks that may be useful in completing outreach,

marketing, and dissemination of Shared CHNA reports through actively engaging community

members in sharing input and perceptions based on the Shared CHNA Reports. Tasks listed

below may or may not apply to each situation. This is a living document – please share

improvements with Jayne Harper (Jayne.Harper@mainegeneral.org). The tables are divided

into sections for various community engagement activities.

Community Forum or Group Presentation for Shared CHNA

Step I – Identify Community Forum audience and sponsor

-Is this a District-wide forum? If so, hospital representative(s) and DLs may actively collaborate in planning, setting dates, etc.

-Is this a community-wide forum for a hospital service area? If so, hospital representative(s) may take primary lead while DL remains informed but may not be able to lead the process and/or attend the forum.

-Is this another organization’s forum or meeting? If so, the role of the hospital representative(s) and/or DL would be as an invited speaker.

Task Person Responsible

Due Date

Date Completed

Notes

Lead organizer(s): A point person from each

system or hospital marketing or community relations dept. will be appointed to work with collaborator hospitals. Responsibilities include working with DL (District Forum) and completing tasks below as identified for any community event.

Outreach to hospitals: Letter from Systems’ CEOs

(may or may not include signature of DLs) to regional Maine hospitals (affiliate and non-affiliate) announcing plan for community engagement with at least one district forum, possible hospital service area forums, and support for additional activities to gather input.

Outreach to HMP/DCCs: A similar letter from

hospital CEO and/or DL will be sent to Healthy Maine Partnership and District Coordinating Council (DCC) representatives, inviting their involvement in the forum process.

Presentation materials: Maine SHNAPP will

provide standardized presentations for each district and county. Co-leaders of the CE event should ID the presentation for use and make any customizations prior to the event.

Attachment C

13

Task Person Responsible

Due Date

Date Completed

Notes

Presenters: Determine who will speak-

-Intro/Backgound -Presentation of data -Facilitate discussion -Wrap-up

Nancy Birkhimer & Jayne Harper will attend one District-wide Forum per district. Inform them which forum to attend. For other forums, the lead organizers will determine who will present.

Logistics: Set date and location, determine if there

will be food/drink.

Costs: If costs will be incurred, identify who will

handle them.

Handouts: Copy handouts (i.e. summary data

reports, agendas, evaluation forms, etc.).

Technology: Identify technology needs & bring/set

up equipment.

Distribution: Determine mailing list (hospital

marketing or community relations depts & DLs have access to useful lists; see pg 4 for ideas).

Invite: A cover letter for the invitation to the Forum

should be signed by the lead System CEO (may be co-signed by DL), will identify the Systems’ statewide Shared CHNA initiative, and will credit the local collaborating hospitals, their CEOs, and other community sponsors such as Maine CDC. If sending invitations electronically, include language from entities mentioned above in body of email text or software tool.

RSVPs: Each mailer (paper or electronic) should

include the invitation, agenda and a method register/RSVP with name and organization (fax form, postcard, electronic reply, etc.).

Press Releases: Outline local media plan for event

& engage media. Each System/hospital or district community relations office (coordinate with DL) should work with the collaborating hospital’s community relations reps to plan the engagement of local media. (Template press releases provided after checklist.)

Agenda: Set agenda; Format as full group,

breakout, panel, and/or Q&A

-If using standard presentation, prepare slides for format and contacts

Recording input: Determine who will gather input

and submit to website (Has this person watched the SHNAPP training webinar?)

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Obtaining Input for Shared CHNA

Key Informant Interview

Focus Group

Task Person Responsible

Due Date

Date Completed

Notes

Recruitment plan: Identify ways people will

be recruited for interviews or focus groups and follow through on plan

Logistics: Identify place, time, and person(s)

who will participate in interview or focus group; Determine if there will be food, drink, or incentives; Have items ready for meeting

Costs: If there will be food, drink, or

incentives, identify who will handle them

Confirmation: Confirm meeting with

participants a day or two before event

Handouts: Copy handouts (i.e. summary

data reports, releases, contact details for staying engaged)

Meeting materials: Prepared statement of

project background, objectives of meeting, list of questions

Note taking: Identify someone to take notes

&/or record the dialogue (focus groups)

Analysis: Create a summary report of

themes noted for responses to each question

Recording input: Has the person who will

complete the “reporting form” watched the SHNAPP training webinar?; Is s/he prepared to submit input from the meeting to Jayne at Maine SHNAPP?

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Obtaining Input for Shared CHNA

Surveys (written, electronic, telephone)

Task Person Responsible

Due Date Date Completed Notes

Survey: Identify

which survey format and survey tool to use

Purpose & confidentiality:

Prepared statement of project background, objectives of survey, statement about “no personally identifying details will be included”

Survey sample:

Create sampling frame for who will be surveyed and timeline for input/data collection

Analyze & report:

Develop methodology for analyzing & reporting on respondent input/data

Recording input:

Has the person who will complete the “reporting form” watched the SHNAPP training webinar?; Is s/he prepared to submit results from the survey to Jayne at Maine SHNAPP?

Press release: Will

results from the survey be shared with local media outlets to highlight health issues within the community?

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Release to invite community members to a public forum

FOR IMMEDIATE RELEASE

Contact: [insert name]

Phone: [insert phone]

E-mail: [insert address]

[Name of partners] Share Initial Findings from Shared Community Health Needs

Assessment Community Encouraged to Participate

[city/town of forum] – The Maine Shared Health Needs Assessment and Planning Process

(SHNAPP) Project has completed a major milestone in the 2015 Shared Community Health

Needs Assessment (CHNA). The Shared CHNA Report for [county/district/urban area]

represents several months of analyzing data from many sources, including the online

Stakeholder Survey conducted in May-June of 2015. [insert name of event organizer known to

community members] said, “The next step in the process is to learn from community members

about what is important to them, local resources that are available, and get suggestions for how

to address these issues.” Members of the community are invited to attend a community forum

on [Time, Date, Location], when findings will be highlighted for the public and community

members will be invited to share input.

The last State Health Assessment was conducted in 2012 and the OneMaine Health

Collaborative CHNA, representing coordinated hospital needs assessments, was conducted in

2011. The Shared CHNA combined these two assessments to produce cost savings, share

information, and collectively better understand Maine’s community health needs.

With this new report, health officials , including those in traditional public health

organizations/departments and those working in hospitals, will develop and implement a health

improvement plan, with the goal of improving community health and guiding future decision

making based on the strengths and needs of the community. The input of community members

is important and helps strengthen health improvement plans.

Community Health Assessment Forum (Open to Public) [Date]

[Time]

[Location]

To attend, please RSVP to [Name and contact]

###

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Release announcing the Shared CHNA Public Forum or event that

took place

FOR IMMEDIATE RELEASE

Contact: [insert name]

Phone: [insert phone]

E-mail: [insert address]

[Name of partners] Sponsor Forum on Community Health Needs Assessment

Community Turnout Exceeds Expectations

[city/town of forum] – After several months of analyzing data from many sources, the Maine

Shared Health Needs Assessment and Planning Process (SHNAPP) completed a major

milestone with the 2015 Shared Community Health Needs Assessment (CHNA). On [day or

date] [number] members of the community attended the [name of event] sponsored by [name

partners]. “We were thrilled with the number of people and how engaged they were in providing

input about how to prioritize and address health issues in our community,” said [insert name of

event organizer known to community members].

Residents in [name county/district] are [positive element from summary report such as more

physically active], but need to improve [negative aspect from summary report]. Those are some

of the findings of the Shared CHNA conducted by the Maine SHNAPP, a collaborative of Central

Maine Health Care, Eastern Maine Healthcare Systems, MaineGeneral Health, MaineHealth –

and the Maine Center for Disease Control and Prevention.

With this new report and input from community members, health officials will develop and

implement a health improvement plan, with the goal of improving community health and guiding

future decision making based on the strengths and needs of the community.

All community members are welcome to share input about the [name county/district] Shared

CHNA Report by going online [insert link to hospital website or www.maine.gov/SHNAPP/] and

submit a comment form.

###

18

Worksheet for 2016 District Public Health Improvement Plan/Implementation Strategies (Please note a sample priority is listed in the first row)

CHNA Service Area: Identify the hospital or Public Health District service area described within the 2016 Community Health Needs Assessment.

Priority Activities Actions Taken Programs and

Resources Committed

Collaboration with other organizations

Evaluation of the Impact of the Actions Taken

Access to care

Providing access to care by eliminating or reducing the financial burden

Extended hours at health centers/primary care offices Saturday hours through health centers/primary care offices Held three meetings with community partners Submitted a grant application to the Maine Health Access Foundation

IE. Six hours added to Saturday’s schedule at ____ health care centers.

2 Medical assistants, 1 RN and 1 doctor added to Saturdays schedule.

CarePartners Primary care offices Private medical practices

Drafted the Report to the Community for 2014-15.

Identified priorities for FY 16.

The number of insured individuals increased by _____ due to the actions taken.

The extended hours resulted in ______ number of additional individuals having access to care.

Grant was approved and additional funds will be available for _____.

If available the amount of free care provided. HOSPITALS ONLY - If the above priority was not addressed, check reason(s) □ Resource constraints □ Lack of expertise/competencies to effectively address the need □ A relatively low priority assigned to the need □ A lack of identified effective interventions to address the need □ The need is being addressed by other facilities/organizations in the community □ Other:

Priority Activities Actions Taken Programs and

Resources Committed

Collaboration with other organizations

Evaluation of the Impact of the Actions Taken

HOSPITALS ONLY - If the above priority was not addressed, check reason(s) □ Resource constraints □ Lack of expertise/competencies to effectively address the need □ A relatively low priority assigned to the need □ A lack of identified effective interventions to address the need □ The need is being addressed by other facilities/organizations in the community □ Other:

From MaineHealth, May 2015

Attachm

ent C

Attachm

ent D

19

Program Evaluation

Shared CHNA Forum Location

Date

Thank you for attending this Community Forum on the

Shared Community Health Needs Assessment (CHNA).

Please take a moment to fill out this evaluation and questionnaire.

Program Evaluation – PLEASE COMPLETE

1. The speaker(s) providing an overview of the assessment process, and some local

statistics/priorities were worthwhile.

○ ○ ○ ○ ○ Strongly Agree Agree Neutral Disagree Strongly Disagree

2. The people and organizations present at this Forum will help stimulate local collaboration.

○ ○ ○ ○ ○ Strongly Agree Agree Neutral Disagree Strongly Disagree

3. The session was worth my time today.

○ ○ ○ ○ ○ Strongly Agree Agree Neutral Disagree Strongly Disagree

4. Who was not present today that should be contacted to provide input about the Shared CHNA?

5. What topics should have received more attention today?

6. What suggestions do you have for making Forums more useful?

7. Other comments:

Thank you!

Attachment D Attachment E