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!
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Stayrighthere!AdvancedFeaturesintheSOSiscomingupnext.