self-management during the covid-19 crisis guidance #6...2020/08/27 · week one is session 0....
TRANSCRIPT
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Self-Management During the COVID-19 Crisis Guidance #6 Updated August 27, 2020
Ø Please note that SMRC has a new address: P.O. Box 219, Aptos, CA 95001 USA
Ø This guidance is an addendum to the previous guidance document and dealsmostly with training. To see our comprehensive guidance document fromJuly, see pages 5-12.
Updates about programs and manuals
• Spanish Diabetes Tool Kit and Scripts will be available in September. We will announce this on the list serve or you can pre-order the tool kit by contacting Emily at Bull Publishing: Emily Sewell [email protected].
• Phone scripts for the Tool Box may be requested by [email protected]
• Remember that we expect everyone to be using the 2020 CDSMP starting in January 2021. This includes using the 2020 edition of Living a Healthy Life with Chronic Conditions.
• We hope to have a 2021 update of Tomando ready in early 2021.
• There is no update to Diabetes as this was done a couple of years ago. We do have a handout with the page numbers for the new book, and the Workshop Overview/Homework handout also has the 2020 page numbers. [email protected]
Participant Virtual Workshops
• Participant virtual workshops should be 8-12 people, but we will allow a minimum of 6.Less that 8 could negatively affect the group process/interaction.
• All participants must come from geographic areas served by your licensed agency, or in thecase of umbrella licenses, those agencies named on your license.
• You may have up to two participants in each workshop from outside your “territory” butcannot charge for these people except for materials.
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Virtual Leader Training
SMRC is about one third finished with our first Virtual CDSMP (vCDSMP) Leader training. It is going well. We are learning new things every session which we will pass on to all of you as soon as we are finished.
• We are planning to offer 2 virtual certification update trainings for active Master Trainers in October. We will post the details to the list serves shortly.
• To register for the certification update, you must be an active MT and have facilitated at least one virtual workshop.
• For the very few of you who attended master training in the past 12 months but have not facilitated a workshop, you must complete two virtual workshops before you take the MT virtual certification update and return your certification form to SMRC.
• Once you have taken the certification update, you can train new Leaders virtually.
What does virtual Leader training look like?
• The training is 7 weeks. Week One is Session 0. Weeks 2-7 have two 2.5-hour sessions a week.
• The first session each week is a regular participant workshop and the second session is all the hats on stuff such as how do you do this, questions, scenarios, and practice teaches.
• Leader trainings are limited to 12 people. There is a manual for training vCDSMP Leaders which you will be given as part of the virtual certification update.
Who can we train?
• Leaders who will facilitate the virtual workshop for your organization.
• If you have an umbrella license, Leaders for any organization named on your license.
Can we train people from other organizations?
• You may have no more than two people from other organizations in any one training.
• You are responsible for finding out if they come from actively licensed organizations.(Ask to see their current license).
• If you charge more than $75.00, you must notify SMRC and remit 25% of the fee toSMRC.
• If another organization asks you to train for them, as in the past, contact SMRC. Do notmake any commitment to train without contacting SRMC [email protected]
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Master Training for vCDSMP
Existing Active MTs
1. Facilitate one virtual workshop.
2. Take the SMRC MT virtual certification webinar.
3. You are good to go!
New MTs (have never been trained)
All the details are not yet in place but for now SMRC will do all new virtual MT training. It will look a lot like Leader training. Potential Master Trainers must:
1. Attend a virtual participant workshop.
2. Attend a two to three session virtual master training coordinated through SMRC.
3. Facilitate two virtual workshops.
4. Return their Master Trainer certification form to SMRC.
5. Then they can train Leaders.
Existing T-Trainers
SMRC will be using some current T-Trainers to help with Leader and Master trainings (yes you will get paid but you are not going to get rich). Once you have met the requirements for existing MTs above and then have done a Leader training, let us know if you are interested.
Recruitment
One of the things we know is that one of the best ways to recruit for this or any other virtual class is to send emails directly to potential participants with links. If you have such an email list, senior center members, churches, service clubs, health care organizations, villages, use them. If you want suggestions or help, let me know [email protected]
Building Better Caregivers: Help to build the evidence
If you serve a rural area anywhere in the United States or know caregivers living in rural areas, the University of California San Francisco is conducting a study of our existing internet-based Building Better Caregivers program. This study is for adults caring for someone with dementia (thinking problems). It is free. The VA has nationally used the program for several years. For information or to sign up for the study, go to https://caregiverproject.ucsf.edu/
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Reminder: Licensed organizations can also do BBC in person or virtually, as well as other SMRC programs. Cross-training is available. If interested, contact SMRC. [email protected]
Gathering evidence for future funding and policy
Do not forget to fill out the EBLC survey each month so that we will have the data to set future policy and also to find future funding for evidence-based programs. Every organization that offers virtual programs (ours is not the only one) should do this. Once you have done the survey once, you will automatically get a new questionnaire to update once a month.
https://redcap.iths.org/surveys/?s=PJXAKHXW8C
Comprehensive Guidance #5
The previous comprehensive July guidance follows.
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Self-Management During the COVID-19 Crisis SMRC Guidance #5
Updated July 23, 2020
As we learn more and get questions, we will update SMRC Guidance during the time of the virus.
• There are 4 ways of continuing some or all the SMRC programs during this time. Short of a cure or avaccine, we expect that most face-to-face programs will be suspended for six months or more.
• If you use any of the following programs, please complete the short questionnaire athttps://redcap.iths.org/surveys/?s=PJXAKHXW8C (if you did this once you will automatically get thefollow-up.) Please be sure to fill out the questionnaire every time you get it. This is the only way we haveof knowing what is happening and we use the data to help secure national and other funding for theprograms.
The link can also be found on the SMRC website in the resources section and the home page; it is the firstlink in the dropdown menu labeled Workshop Resources During COVID-19 Pandemic.
• We know that to date approximately 150 organizations are using the SMRC virtual programs and theseorganizations have reached about 1200 people.
• Clarification on allowing participation by telephone during a virtual workshop: It is NOT allowed. Thiswould be like allowing participants to sit out in the hall during a face-to-face workshop. It’s not fair to theother participants that they can be seen on camera and someone else isn’t. It does not work.
The only exception to this is in case of internet connection problems, broken computer or the like, butONLY if the person has started Session 1 of the workshop with a camera. The rest of the participants havemet them during the first session and any that follow before they lose connection. They should, of course,attempt to return to the workshop with the camera as soon as possible.
If they do not want to or cannot participate with a camera, they should be using the Tool Kit or Tool Kitwith Conference Calls option.
1. Online Better Choices Better Health Workshops
• For information on how to purchase less than 150 seats contact Jennifer Raymond [email protected]
• For 150 seats or more contact Katy Plant [email protected]
BCBH is an asynchronous program. This means that each week for six weeks, participants can log on as many times and whenever they want. All communication is done via threaded discussion boards. For this option Canary provides all materials including books, Leaders, online platform, etc. Organizations are responsible for recruitment. Canary will report the number of people who register and those that complete (log on 4 or more weeks).
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2. Vively: Online Program in Spanish / Programas en línea en español (outside US only)
• For information contact Nacho Muñiz [email protected]• (Read below Spanish for English translation.)
Vively pone a disposición de las organizaciones los programas de SMRC en formato Online. Manteniendo la metodología de SMRC, en un modelo asíncrono (permitiendo que el participante acceda en cualquier momento durante la semana a la plataforma), con una solución “llave en mano” en un entorno seguro. Servicio basado en modelo de proyecto y adaptándonos a las necesidades de la organización. En español, además de la plataforma, disponemos de Facilitadores y Master Trainers, en el caso de otros idiomas, es posible la traducción del contenido de la plataforma
Vively makes Online SMRC programs available for the organizations. Vively’s SMRC Online Platform maintains SMRC methodology, in an asynchronous model (this allows the participant to access anytime and anywhere during the week), delivered in a secure “turnkey” solution. Service is based in projects, Vively adapts to the organization needs. For Spanish, besides the Platform, Vively also has its own Facilitators and Master Trainers. For other languages, the Platform content can be translated.
3. Virtual Video Workshop via Zoom, Skype, etc.
May be used for * CDSMP 2020* CDSMP 2012* Workplace CDSMP* Chronic pain* DSMP* Cancer survivors* BBC* PSMP
* Tomando* Spanish workplace CDSMP* Spanish diabetes* Spanish chronic pain* Spanish cancer survivors* Spanish BBC* Spanish HIV
These may only be provided for people served by your licensed organization. You may not contract with other organizations outside your geographic catchment area to offer programs. If organizations outside your service area contact you about contracting for virtual workshops, please have them contact SMRC by emailing [email protected].
• The workshop is presented for six weeks and uses the existing Leader manuals, adapted slightly.Adaptation guide for virtual CDSMP (vCDSMP) is available, and a general guide to use for other programs isalso available. [See Guidance #6 for updated information]
• SMRC has developed a standardized set of slides. These are available for the SMRC programs listed above.Licensed organizations can request the slides and the adaptation guide they need by [email protected]. Include the name and license number of the organization.
• We now have a nearly complete 6-session Leader’s Manual and a new slide set for vCDSMP, adapted forthe video platform. Because you asked for it, it includes two 5-minute breaks and one 10-minute break(included in the slides). The manual will be available July 27. Unfortunately, we do not have time to redoall the manuals at this time, but if you have the vCDSMP manual, the processes are the same for all the
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other programs. Contact [email protected]. Include the name and license number of the organization.
• We now have a video of the Moving Easy Program, which has been integrated into the CPSMP slides toshow during the workshop. This will enable facilitators to show the MEP by video, rather than trying to fittheir whole body into the camera shot to demonstrate correctly. To obtain the new slide set containingthe video and instructions on how to adapt the manual for the MEP activities, [email protected]. Include the name and license number of the organization.
Video Platform Workshop FAQs
• All participants MUST have a webcam and use it during the workshop. If a participant doesn’t have theequipment to participate fully, including sharing their webcam, they should not be taking the virtualworkshop. Phone participation by itself is NOT allowed. If these requirements are not met, they should betaking the Tool Kit plus conference call option.
• We are standardizing the video platform workshop materials and guidance just as we have for all otherSMRC manuals to assure fidelity. You are free to put your own logos on the materials in addition to theSMRC logo. Remember that these materials are copywritten just as are all other SMRC materials.
• Everyone must have a book and should attend via video platform not only be phone. Make sure to getbooks and handouts to participants before the first workshop. Bull Publishing has digital options inaddition to the printed book.
• Workshop size should be between 8-12. Fewer that 8 impedes group process, and more than 12 is difficultto manage virtually.
• Be sure to schedule a session 0 to assure that everyone can get on to the platform and to troubleshoot anytechnical problems before the workshop starts.
• You must have 2 Leaders, just like any other workshop.
• These materials will no doubt change as together we learn more about how best to do video platformprograms.
• You will need to ask your program officer if video platform workshop attendance meets your deliveryrequirements.
• No more than 10% of the workshop participants may come from outside your service area. If you getrequests from those covered by another license, please check with the license holder before lettingsomeone from outside your area into a workshop. (No poaching please). [See Guidance #6 for updatedinformation]
4. Mailed Tool Kits
• You must use the whole tool kit or NO tool kit.
• The CDSMP Tool Kit for Active Living with Chronic Conditions (English and Spanish) are now available fromBull Publishing.
• The CDSMP Tool Kits in both English and Spanish include the 2020 Living a Healthy Life book or the 4th
Edition of the Tomando Control de su Salud book, a CD for exercise (with 3 different exercise routines) a
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relaxation CD, tip sheets, a self-test that directs people on how to individualize their use of the tool kit, and drawings of all the exercises in each routine on the CD.
• The DSMP Tool Kit (English) is available now. You can order from Bull Publishing:https://www.bullpub.com/diabetes-self-management-program-tool-kit-g.html
• The Spanish Diabetes (Manejo) Tool Kit will be available in August. You can pre-order now from BullPublishing [email protected]. It will contain the Spanish versions of materials that are in the English kit.
• Both the English and Spanish Diabetes Tool Kits include the latest edition of the book (2020 Living aHealthy Life book or 4th edition Tomando Control de su Salud), an exercise CD, a My Diabetes Platemagnet, tip sheets, self-test, and drawings of all the exercises in the routines.
• The CPSMP Tool Kit is available now from Bull Publishing. It contains the Living a Healthy Life with ChronicPain book, Moving Easy CD, a relaxation CD, self-test and booklet. https://www.bullpub.com/cdsmp-tool-kit-order-form.html
Mailed Tool Kit FAQs
• Yes, you can assemble your own Tool Kits, but they must each contain all the materials listed above. Orderthe components from Bull Publishing: https://www.bullpub.com/cdsmp-tool-kit-order-form.html
• You may not copy any materials; they must be purchased either as a complete tool kit or as individualpieces from Bull Publishing. This is an issue of copyright.
• Kits can be mailed directly by the publisher to the participant (allow 2 weeks for receipt), or you can mailthem.
• The CDs are both available as MP3s and you can ask Bull Publishing for download codes in place of CDs.
• The kits can be used without phone calls.
• The CDSMP Tool Kit is an approved evidence-based mode of delivery.
• You will need to ask your program officer if they will accept the DSMP tool kit to meet your deliveryrequirements.
5. Mailed Tool Kits with Weekly Telephone Contact
This is a new mode of delivery. It was developed specifically to reach the most isolated, those without computer access or those who cannot or will not use a computer or attend face-to-face classes.
• Participants receive Tool Kits and weekly conference calls (4-6 people). SMRC has both English andSpanish Leader scripts for the CDSMP program.
• English scripts for the DSMP program are available. Spanish scripts are developed and will be availablewhenever the Spanish DSMP (Manejo) Tool Kit is ready.
• CPSMP scripts are now available.
• These are available to all licensed organizations by writing to [email protected] name the organization and if possible, provide your license number. The organizations thendistribute the scripts to the Leaders.
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Tool Kit and Conference Call FAQs
• Use only telephone for this mode. Remember the population you are trying to reach.
• “May we make our own scripts or change the scripts?” No, just as with the face-to-face programs, do nothave innovation attacks. Stick to the scripts!
• You should be able to count those using this mode of delivery to meet your delivery requirements, at leastfor CDSMP, as the CDSMP Tool Kit is evidence-based.
• For DSMP you will need to ask your program officer if they will accept the DSMP tool kit plus phone calls tomeet your delivery requirements.
Leader Certification
We have been getting questions about whether or not video-platform workshops and/or mailed tool kits with conference calls will count toward certification for Leaders and Master Trainers during this time with the restrictions brought on by the COVID-19 crisis. The following is what we will be allowing:
• Conducting the 6-week video-platform workshop (2.5 hours per session) will be counted (just as in-personworkshops were) to meet the requirement for new Leaders or Master Trainers to complete certificationand become active in a program. Facilitating a video-platform workshop will also count for active Leadersto remain certified/active in a program, where the requirement is to complete at least one workshop peryear.
• New Leaders will need to complete at least one workshop (in-person or video-platform) within 12 monthsof the date they were trained. New Master Trainers will need to complete 2 workshops (in-person orvideo-platform) within 12 months before or after the date of their Master Training.
• Facilitating the 6-weeks of conference calls with participants using the mailed Tool Kit will not counttoward completing certification for new Leaders or Master Trainers, as these calls do not encompass all ofthe expected skills required to conduct a full 6-week in-person workshop.
• We will, however, allow active Leaders or Master Trainers (who have already conducted workshops) tocount the mailed Tool Kit with conference calls toward their requirements to remain active. Updatedcertification guidelines document is coming soon.
New Leader Training
We are working on providing training virtually for new Leaders. Here are the current working guidelines:
Existing Active Leaders
• To facilitate video-platform workshops or Tool Kit with Conference Calls, no additional training is required.
New Leaders
We are developing Leader training for both the video-platform workshop and the Tool Kit with conference calls option. [See Guidance #6 for updated information]
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New Leader Video-Platform Training
• New Leaders trained for the video-platform workshop may facilitate video-platform workshops only.
• Leader trainees must have and know how to use reliable internet connection, computer, speakers andwebcams. Using a mobile device is problematic.
• Leader trainees must have experience or be willing to quickly learn how to use the video platform thattheir organization has adopted. Only Master Trainers who have been certified for virtual training canconduct virtual Leader training. (See below for details about MT Certification requirements for virtualtraining.)
• Leader training for the video-platform with take place over 7 weeks. Weeks 2-7 will be 2 days per week.Each session will be 2 to 2.5 hours.
o Week 1: Session 0, pre-work: introduction of training, introduction of trainees to each other,expectations of training.
o Weeks 2-7: The first day of each week’s training will be the actual video workshop, which they willattend as a participant. The second day of each week’s training will be training activities, includingpractice teaching. Content for the training activities session:
Ø Review of any new training techniques that week.
Ø During the workshop session, no training questions are allowed. Trainees will write downquestions and submit them to the trainers within 24 hours of each session (expanded parking lot).
Ø Review of activities and answering trainees’ pre-submitted questions.
Ø Scenarios related to techniques or activities of the sessions.
Ø Two practice teaches, weeks 2-7.
• Participation in all sessions, including practice teaching, will be used to make decisions about approving atrainee to go on to facilitate a video-platform workshop toward certification.
• Certification as a Leader requires successful completion of training as decided by Master Trainer andsuccessful facilitation of one video-platform workshop, including one fidelity check. Fidelity check may bedone by someone other than the original Master Trainers.
New Leader Mailed Tool Kit with Conference Calls Training
SMRC is developing training for new Leaders to facilitate this option. This training will be done by conference call.
• Must complete a six-week Tool Kit with conference calls workshop.
• Training 3-6 trainees per workshop by Master Trainers.
• Timing being developed, but probably no more than 2 hours total, going over:
Ø Action Planning and Feedback.
Ø How to make calls to participants who miss sessions.
Ø Scenarios.
• Must facilitate one Tool Kit with conference calls workshop within one year of training
• Fidelity check of one call by a Master Trainer
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Video Platform Certification for Existing Master Trainers [See Guidance #6 for updated information]
For a Master Trainer to be certified for the video platform, they must:
1. Have facilitated 2 video participant workshops
2. Attend a 3-4 hour virtual certification for Master Trainers webinar. The first will be offered in mid-October. When they are added to the SMRC website’s training calendar, you can register. The enrollmentnumber in each training will be limited. First come, first served, and the cost will be $450. As you aregiving your virtual workshops, you need to keep a list of questions about training so that they can beanswered during the webinar. You will be required to submit your questions before the webinar.
Video-Platform Training for NEW Master Trainers [See Guidance #6 for updated information]
Steps for New Master Trainers:
1. Must successfully complete a video-platform Leader training.
2. Must have facilitated at least 2 video-platform workshops during which time they keep notes ofproblems/concerns (parking lot).
3. Must attend a two-session video-platform Master training offered by SMRC.
4. Must facilitate at least one Leader training within one year of having completed video-platform Mastertraining.
SMRC will offer step 3 above in October 2020 and as necessary.
How to Move from Certification of One Mode of Delivery to Another
Tool Kit with conference calls Leader to video-platform Leader
• Must take either an in-person or video platform Leader training.
Video-platform Leader to in-person workshop Leader
• Must facilitate in-person workshop with another Leader already certified through an in-persontraining.
• Must have a fidelity check.
Master Trainer from video-platform to in-person Master Trainer
• Must train with 1 or 2 Master Trainers who were certified through an in-person training.
In-person Master Trainer to video-platform Master Trainer
1. Must facilitate one complete video-platform participant workshop during which they keep weeklynotes of problems and concerns.
2. Attend a video-platform certification session of approximately 2 hours offered by SMRC by Zoom.There will be a charge.
3. Facilitate a video-platform Leader training within one year.
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In-person T-Trainer to video-platform T-Trainer (We are not currently offering this option, but might do so in the future.)
1. Must facilitate one complete video-platform participant workshop during which they keep weeklynotes of problems and concerns.
2. Attend a video-platform certification session of approximately 2 hours offered by SMRC on Zoom.There will be a charge.
3. Facilitate a video-platform Leader training within one year.
4. Facilitate a video-platform Master training arranged by SMRC within one year.
• T-Trainer not limited geographically.• SMRC will arrange Virtual Master trainings which can be given for a set geographic area.• T-Trainers are paid, either by organization requesting a Master Training or by SMRC (if SMRC is
providing the training and collecting training fees).
What we are Learning about Recruitment
For online workshops it is best to recruit online with a link to a registration site. Use Facebook, Nextdoor, church or senior center email lists, or if you are working with health care systems, invitations sent through electronic patient portals, etc. Be sure to give both email and phone contact information and, if possible, a link to an electronic registration form.
For Tool Kits, use print media, newsletters (sent by postal service), local newspapers, mailed church bulletins, notices in meals on wheels deliveries, etc.
We would love to hear other ideas that have worked!
What is coming next?
We continue to work on implementation kits for using online video platforms that will contain ways to specifically modify the activities in the Leader’s Manual for online use, slides for charts, and best practices for online video workshops. A generalized Adaption Guide is available now, contact [email protected]
How can I help?
• If you can help with translations to other languages, please let us know.
Together, we can do this!