every womans life program manual update 2012-2013
TRANSCRIPT
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Every Woman’s Life
PROGRAM MANUAL UPDATE
2012-2013
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RECRUITMENT
• No Changes
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RECRUITMENT
ATTACHMENTS:• None
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ELIGIBILITY & ENROLLMENT
• Eligibility – no change• Federal Poverty
Guidelines – no change• Client Participation
Agreement – added info on “What you need to know about Every Woman’s Life”
• Client Transfer – no change
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ELIGIBILITY & ENROLLMENT
ATTACHMENTS:• Client Participation Agreement – no
change
• Client Transfer – no change
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SERVICES
• Client Education – no change
• Cervical 18-39 – no change
• Breast 18-39 – New NCCN Breast Cancer Screening and Diagnosis Guidelines
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SERVICES
• Cervical 40-64 – New USPHS Cervical Screening Guidelines
• Breast 40-64 – New NCCN Breast Cancer Screening and Diagnosis Guidelines
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SERVICES
• Managing Abnormal Cervical – New USPHS Cervical Screening Guidelines
• Managing Abnormal Breast – updated NCCN version
• Over Age 65 – no change
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SERVICES
• Rescreening – no change
• Referrals – no change
• Cancellation of Services – no change
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SERVICES
ATTACHMENTS:• EWL Screening Guidelines – no change• CBE Core Competencies – no change• Cervical Diagnostic Guidelines – no
change• Breast Diagnostic Guidelines – no change• QuitNow Virginia Order Form – no change
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CASE MANAGEMENT
• CM for Women with Abnormal Screening Results – no change
• CM Needs Assessment – no change• CM Care Plan – no change• Tracking System – added clarification to
patient confidentiality• Tracking & Follow-up – added clarification
for inactivating patients
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CASE MANAGEMENT
ATTACHMENTS:• Needs Assessment & Care Plan – no
change
• Tracking & Follow-up Diagram – no change
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DATA COLLECTION, REPORTING & RETENTION
• Data Collection Forms – no changes to policy (Forms Changes will be discussed at the end of this presentation)
• Reporting Requirements – removed section on Community Health Worker Annual Work Plan
• Medical Record Management – no change
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DATA COLLECTION, REPORTING & RETENTION
ATTACHMENTS:• Forms Changes will be discussed at the
end of this presentation • Monthly Screening Log – no change• Match Form – no change
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REIMBURSEMENT
• Reimbursement for EWL Services – added:– Clarifications on the forms needed to submit
for reimbursement– Removed section on Community Health
Workers– Updated the state EWL address
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REIMBURSEMENTChanges to Federal Forms
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REIMBURSEMENTChanges to State Forms
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TREATMENT
• BCCPTA – Updated policy to include information on
Project Wish
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TREATMENT
ATTACHMENTS:• BCCPTA Application – no change• BCCPTA Policy – no change• Medicaid FAQ – Added question 22• DSS Regional Consultants – no change
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QUALITY ASSURANCE & IMPROVEMENT
• Federal Performance Indicators – no change
• State Performance Indicators – no change
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QUALITY ASSURANCE & IMPROVEMENT
• Observational Site Visit – No changes
– No changes
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QUALITY ASSURANCE & IMPROVEMENT
• Problem-Focused Visit– No changes
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QUALITY ASSURANCE & IMPROVEMENT
ATTACHMENTS:• None
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STAFFING
• EWL Provider Site Staff – removed the section on Community Health Workers
• Training & Technical Assistance – no changes
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STAFFING
ATTACHMENTS:• None
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EWL Data: Overview and Update
Changes to the Data Forms
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Why does EWL collect data?
• To monitor program– Quality
• Timeliness of screening to diagnosis and diagnosis to treatment…
– Outcomes• Number of women served, number of cancer
diagnosis…
– Cost• Cost of screening per women served, estimated
cost to serve projected number of women…
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What does EWL do with the data?
• Submit to CDC in the form of MDEs– Sent to the CDC in April and October each year– Analyzed by CDC for performance indicators, trends,
and missing/erroneous data• Analyze for trends and problem areas
– By provider site, by year, etc.• Collaborate with partners to provide information and
conduct research– Local universities, community organizations, other
VDH agencies, other provider sites
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How do we ensure data quality?
• Accurately complete all necessary fields on data forms
• Be aware of changes in data requirements• Use the most current forms• Submit data in a timely manner
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Why are we changing the data forms….again?
• Reflect the new changes in the cervical guidelines
• To more accurately reflect the MDEs• To better capture currently clinical
practices• To provide more accurate information to
the CDC
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Client Eligibility Form
Removed the breast symptom questions from the Breast Screening and Diagnostic Form.
The client self reports any abnormal breast symptoms.
Change #1
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Client Eligibility Form
Removed “Unknown” as a choice in order to better capture race data. If a patient truly does not know their race please call the State office for guidance.
Change #2
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Client Eligibility Form
*A referral includes offering clients Virginia Quit Line or other tobacco information
Change #3
Check “Yes” even if the client refuses the referral information
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Breast Screening and Diagnostic Form
Change #1
Asterisk (*) procedures require further diagnostic evaluation
Moved the breast symptom question to the Eligibility form
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Breast Screening and Diagnostic Form
Added Unilateral/Bilateral to mammogram type.
Please use this box for all Diagnostic mammograms and not Additional Mammogram Views.
Change #2
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Breast Screening and Diagnostic FormChange #3
Asterisk (*) results require further diagnostic evaluation
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Breast Screening and Diagnostic FormChange #4
• Assessment is incomplete (BI-RADS 0) should only be used in instances were the radiologist/clinician does not feel comfortable determining whether there is cancer present. All other instances should use Unsatisfactory, if the film cannot be interpreted, or Unknown if the results are not known.
• Instances of Assessment is incomplete should have additional imaging done or a film comparison only if required by the radiologist• Film comparisons as part of a routine visit should NOT be documented.
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Breast Screening and Diagnostic FormChange #5
Added new result options for an Ultrasound to be reflect CDC data collection requirements.
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Breast Screening and Diagnostic Form
Change #6
Added the result Atypical Ductal Hyperplasia, to better reflect CDC data collection requirements
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Breast Screening and Diagnostic Form
Separated Repeat CBE from Surgical Consult for clarity.
Please only use the choices under each procedure as results.
Change #7
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Breast Screening and Diagnostic FormChange #8
• Added Deceased to more accurately capture data• Added short-term follow up options for when clinicians/radiologists
recommend short-term follow up in lieu of immediate diagnostic work.
Please use the short term follow up check boxes rather than hand writing in notes.
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Cervical Screening and Diagnostic Forms
Change #1
Added 3 year (without HPV test) and 5 year (with HPV test) to the data forms to reflect the new changes in cervical guidelines.
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Cervical Screening and Diagnostic Form
Change #2
Asterisk (*) results require further diagnostic evaluation
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Cervical Screening and Diagnostic Form
Change #3
Removed “Clearly defined lesion of CIN” as per the CDC
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Cervical Screening and Diagnostic Form
Change #4
Added No tissue presentThis should only be used for ECC
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Cervical Screening and Diagnostic Form
Change #5
• Added Deceased to more accurately capture data• Added short-term follow up options for when clinicians/radiologists
recommend short-term follow up in lieu of immediate diagnostic work.
Please use the short term follow up check boxes rather than hand writing in notes.
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These new forms will go into effect
January 1, 2013.