SpecialDiabetesProgramforIndians(SDPI)2017DiabetesinIndianCountryConference

SDPIOutcomesSystem(SOS)Basics

KarenSheff,MSandMelanieKnightIHSDivisionofDiabetesTreatmentandPrevention

September20,2017

Objectives

1. ExplainthepurposeoftheSOS.2. LocateresourcesnecessaryforusingtheSOS.3. IdentifymethodsforsubmittingRKMdataintothe

SOS.4. GenerateandusereportsofRKMresultsusingthe

SOS.

SDPI– CommonlyUsedAbbreviations

• ADC=AreaDiabetesConsultant• Audit=IHSDiabetesCareandOutcomesAudit• BestPractice=SDPIDiabetesBestPracticeforFY2016• DDTP=IHSDivisionofDiabetesTreatmentandPrevention• DGM=IHSDivisionofGrantsManagement• EHR=ElectronicHealthRecordSystem• NoA =NoticeofAwardforyourFY2016SDPIGrant• PHI=ProtectedHealthInformation• PII=PersonallyIdentifyingInformation• RKM=RequiredKeyMeasure• SDPI=SpecialDiabetesProgramforIndians• SOS=SDPIOutcomesSystem

SDPIBestPracticeRequirements:2016-2018

– 18differentDiabetesBestPractices,eachincludes:• One RequiredKeyMeasure(RKM)• TargetGroupGuidance• Formoreinformation:https://www.ihs.gov/sdpi/sdpi-community-directed/diabetes-best-practices/

– Foreachyear,selectone BestPracticeforyourprogram:• Describeandimplementproposedactivities/services• DescribeyourTargetGroup,includingthenumberofmembers• Seeyourprogram’sProjectNarrative

– CollectRKMdataforyourTargetGroupandsubmitviaSDPIOutcomesSystem• Required:Baselineandfinal|Optional:Mid-yearandothers• Formoreinformationhttps://www.ihs.gov/sdpi/sdpi-outcomes-

system-sos/

Remember!

YoudonothavetouseallofyourSDPIfundsforBestPracticerelatedactivities/services;yourprogramcanimplementotheractivities/services,asresourcesallow.

SDPIDiabetesBestPractices

https://www.ihs.gov/sdpi/sdpi-community-directed/diabetes-best-practices/

Focusedareasforimprovementofdiabetespreventionandtreatmentoutcomesincommunitiesandclinics

BestPracticeWebpageforDiabetes-relatedEducation

TargetGroupGuidanceforDiabetes-relatedEducation

RequiredKeyMeasureforDiabetes-relatedEducation

SelectingaBestPracticeandTargetGroup

Keyconsiderations:– Primarygoalistoshowimprovementinanareaofneed.– YoualsohavetobeabletocollectandsubmitRKMdata.

Otherconsiderations:– Whataretheneedsinyourclinicandcommunity?– Whatresourcesareavailable?– Isthereroomforimprovement?– HowwillyouidentifyyourTargetGroupmembersandkeep

trackofthem?– HowwillyoucollectRKMdata?

WhyissubmissionofRKMdatarequired?(PurposeoftheSOS)

– ToshowthenationalresultsofSDPIactivities.• Areimprovementsbeingmade?• Howbigaretheimprovements?• HowmanypeoplearereceivingBestPracticerelatedactivities/services?

– Toshowstakeholdersthegoodworkthat’sbeingdone.• Youcanshareyourresultswithtriballeaders,community

members,andothers.• Aggregate(notindividualprogram)RKMdatawillbeshared

withIHSleadership,Triballeaders,andothers.

Yourprogram’sRKMdata

– Willnot besharedwithanyoneotherthanDDTP,DGM,andADCs

– Willnot beusedtodeterminewhetherornotyouwillreceivefutureSDPIfunding

– Willnot evaluateactivities/servicesthatarenotrelatedtoyourBestPractice• Evaluatetheseactivities/servicesasdescribedinyour

ApplicationProjectNarrative

WhenisRKMdatasubmitted?

Baseline Mid-Year FinalRequired? Yes No Yes

Reflects Startingpoint Progresssofar Finalresults

Collected Beforestartingactivities/services

Aroundthemiddleofthebudget periodand/orothertimes

At theendofthebudgetperiod

Value Couldbe0%orhigher Generallyhigher than0%

Up to100%orevenhigher

Consider -ForeducationBPs0%isoftenappropriate-ForClinicalBPscouldbe>0%

CollectingandsubmittingRKMdata

1. SelectTargetGroupandsetuplistofmembersa. TargetGroupmembersknownatbaselineb. TargetGroupmembersnotknownatbaseline

2. CollectRKMdataforTargetGroupmembersa. RPMSorotherEHR->PullfromWebAudit inSOSb. Otherdatasource->EnterIndividualinSOS

3. GetAccesstoSOS(ifyoudon’talreadyhaveit)4. EnterBestPractice&TargetGroupinfointheSOS5. SubmitRKMDataintotheSOS.

1.SelectTargetGroupandsetuplistofmembers

SelectTargetGroupmembers

ATargetGroupisthelargestnumberofpatients orparticipantsthatyoucanrealisticallyincludeintheactivities orservicesforyourselectedBestPractice.

– Option1(preferred):TargetGroupmembersknownatbaseline• DetermineTargetGroupmembersonoraroundyourbudgetperiod

startdate.• FollowthesameTargetGroupmembersthroughtheentirebudget

period.– Don’taddmembers.– Don’tremovemembers,exceptspecialcircumstances(e.g.,death,

relocation).• Example:BestPracticeisglycemiccontrol.Granteeidentifiesdiabetes

patientswithmostrecentA1C>9andselectsthoseforwhomA1C<8isanappropriategoal.

SelectTargetGroupmembers

– Option2:TargetGroupmembersnonknownatbaseline• Don’tknowwhotheirTargetGroupmembersareatthe

beginningofthebudgetperiod.• WilladdTargetGroupmembersthroughoutthebudgetperiod.• Example:BestPracticeisphysicalactivityeducation.Granteeis

providingcommunity-basededucationsessions,sotheycan’tidentifytheentiregrouptheywillserveaheadoftime.Theywilladdmembersastheyholdsessions.

2.CollectRKMdataforTargetGroupmembers

TargetGroup&RKMDatafromRPMSorEHRSOS:PullfromWebAudit

Usedatafromanelectronichealthrecordsystem(RPMSorother)foryourTargetGroupandRKM.Basicsteps:

1. SetupTargetGrouplistinRPMS.a. Ifyoudo knowwhomembersareatthebeginningoftheBudgetPeriod,add

them.b. Ifyoudon’t knowwhomembersare,addthemasyougoalong.

2. RunanAuditonyourTargetGroup.a. Baseline:Jan1-Dec31ofpreviousyear.b. Final:Jan1-Dec31ofbudgetperiod.

3. UploadtheAuditdatafileintotheWebAudit asanInterimAudit.4. SubmitdataintoSOS: PullfromWebAudit

Possibleexception:AggregateentryforbaselineonlyandgenerallyforeducationBestPractices

RPMSorEHRDataConsiderations

– Requirements:• AccesstoRPMS(orotherEHR)and/orWebAudit.• AbilitytocreateregistryortemplateofTargetGroupmembers.• TimelyandaccurateentryofdataforRKMintosystem.• AbilitytouploaddatafilewithTargetGroupmembersintoWebAudit.

– Pros:• OnceTargetGroupissetupinRPMS/otherEHR,datacanautomaticallybepulled

intoadatafile.• DoesnotrequireseparateentryofRKMdataforeachTargetGroupmemberinto

SOS.• RPMSandWebAudit toolscanbeusedforyourTargetGroup,includingreportsand

graphs.– Cons:

• NotavailableifprogramdoesnothaveRPMS/otherEHRandWebAudit access.• IfdataarenotaccurateorenteredintoRPMS/otherEHRinatimelymanner,RKM

datawillnotbecurrentorcorrect.

TargetGroup&RKMDatafromOtherSourceSOS:EnterIndividual

IfitisnotpossibletouseRPMSorEHRdata:1. SetupaTargetGrouplist usingExcel,othersoftware,orpaper.

a. Ifyoudo knowwhomembersareatthebeginningoftheBudgetPeriod,addthem.

b. Ifyoudon’tknowwhomembersare,addthemasyougoalong.2. EnterTargetGroupmember’sindividualinformationintoSOS.3. Enter/SubmitRKMdataforTargetGroupMembers

a. Baseline:i. Individual,ifpossibleii. AggregateEntryisok

b. Final:i. FinishentryofindividualdatainSOStobesureitiscomplete.ii. SubmitfinalRKMresultintheSOSusingIndividualEntry.iii. AggregateEntrymethodrequiresawaiver.

ConsiderationsforOtherDataSources(notRPMSorEHR)

– Requirements:• LocalsystemforinitialtrackingofTargetGroupandRKM.• EntryofinformationforeachTargetGroupmemberintoSOS.

– Pros:DoesnotrequireaccesstoanyEHRsystem.– Cons:MustkeeptrackofTargetGroupmembersoutside

ofSOSalso– noPIIcanbeentered.

IndividualEntryintotheSOS- Notes1. Chartnumbers,fulldatesofbirth,andotheridentifiers

cannot beenteredorstoredintheSOS.2. ThenumberassignedbytheSOSisjustanumber.Thereis

nowaytoconnectitwithidentifyinginformationaboutanindividual.Yourprogrammust beabletoconnectinformationinyourlocalfile/listwiththeSOS,usingtheSOSnumber.

3. Sinceyourlocalfile/listwillcontainpersonalidentifiers,besuretostoreitinanappropriatelysecurelocationonyourcomputerornetwork.

4. Besurethatmorethanoneteammemberknowswhereyourlocalfile/listisstoredandhasaccesstoit.

RPMS/EHR OtherTargetGroup List Setuparegister ortemplate

(differentfrommainDMregistry)

KeeptracklocallyusingExcel,paper,other

TargetGroupMembersInformation

UploadandstoreinWebAudit EnterintoSOS

TargetGroupMembersRKMData

UploadandstoreinWebAudit EnterintoSOS

BaselineRKMResult Twooptions:1. Preferred:Uploadintoand

PullfromWebAudit forJan-Decofpreviousyear

2. Aggregate(generallyonlyforeducationBPs)

Twooptions:1. Preferred:SubmitRKM

resultfromIndividualEntry2. Aggregate(oftenappropriate

foreducationBP)

FinalRKMResult UploadintoandpullfromWebAudit forJan-Decofbudgetperiod

SubmitusingIndividualEntry

ComparisonofSourcesforRKMData

3.GetAccesstoSOS(ifyoudon’talreadyhaveit)

AboutSOSAccountsandAccess– AnIHSWebAccountisrequiredforSOSaccess.

• AnyonecancreateanIHSWebAccount.• IHSWebAccountsarecompletelyseparatefromIHSemailaccounts.• Youdonot needtohaveanIHSemailaccounttogetanIHSWebAccount.• IHSWebAccounts aredirectlylinkedtotheemailaddressprovidedbytheuser.

– MorethanonepersonfromthesameprogramcanhaveSOSaccess.– EachpersonwhoneedstousetheSOSshouldrequestaccessusingtheir

ownIHSWebAccount.– Usersdonot needtohaveaccesstoRPMSortheWebAudit togetSOS

access.• If usersdo haveaccesstotheWebAudit,theyneedtousethesameIHSWeb

Account foraccessingtheSOS.• Ifusersdonot haveaccesstotheWebAudit,theyneedtorequestanIHSWeb

AccountbeforetheycangetaccesstotheSOS.– SeeSOSwebsiteforadditionalinformationandtosubmitarequestfor

access.

4.EnterBestPractice&TargetGroupinfointheSOS

EnterBestPractice&TargetGroupinformationintoSOS

– EntertheinformationfromyourApplication(ProjectNarrativeand/orapprovedrevisions).• BestPractice:Must bethesameasyouroriginalapplication.• NumberinTargetGroup• BriefdescriptionofTargetGroup

– SameprocessregardlessofhowyouwillsubmitRKMdataintotheSOS

OtherConsiderations

– YourprogramcanonlysubmitRKMdataforyourone selectedBestPracticeandTargetGroupatthistime.

– RKMdatacanonlybesubmittedfortheTargetGroupasawhole;itcannotbesubmittedseparatelyforsub-groupsatthistime.• Forexample,ifyourBestPracticeisPhysicalActivityEducationandyour

TargetGroupincludesbotheldersandyouth,theRKMdatahavetobesubmittedforallofthemtogether– notseparatelyforeldersandyouth.

– TheSOSisaworkinprogress.• Additionaltools,reports,andotherimprovementswillbemadeonan

ongoingbasis.• Userswillbenotifiedasnewfunctionalityisavailable.

5.SubmitRKMDataintotheSOS

SOSWebsite&Demonstration

Resources

– SDPIwebsite:https://www.ihs.gov/sdpi/– SOSwebpages:https://www.ihs.gov/sdpi/sdpi-outcomes-system-sos/

• GeneralInformationpagehasRKMduedatesandchecklists• SOSTrainingpagehaslinksforliveandrecordedwebinars

– DiabetesAuditwebsite:https://www.ihs.gov/diabetes/audit/– RPMSwebsite:https://www.ihs.gov/RPMS/

Questions?

Thankyou!

WantmoreSOStraining?

Stayrighthere!AdvancedFeaturesintheSOSiscomingupnext.