xxxx What Happened With Those Referrals? Using Technology to Measure Your Outcomes

Presented at the AIRS 2014 Conference

Presenters:

Rebecca Hernandez, MSEd Director of Help Me Grow Orange County

Keith Stanislaw Chief Technology Officer of KJMB Solutions

Christine Stanislaw Director of Quality Assurance of KJMB Solutions

Presentation Objectives

• State the benefits of providing care coordination to improve the outcomes of I&R

• Describe how technology can enhance the work of identifying outcomes

• Define the outcomes of referrals as utilized in a Help Me Grow system

Have you ever wanted to know if the caller ever received the service you referred them to?

Wouldn’t you like to know the outcomes of

referrals without having to look in each file?

What is Help Me Grow?

Help Me Grow is an efficient and effective system – with a proven track record – that assists families and providers in identifying at risk children, then helping families find community-based programs and services.

Introduction to Help Me Grow

• Since 2002, Connecticut Help Me Grow (HMG) had not only successfully identified at-risk children, but it also had effectively linked those children and their families to services

• In 2005, with support from the Children and Families Commission of Orange County, Help Me Grow Orange County became the first site to replicate the HMG model

• In 2014, there are nineteen affiliate states replicating the HMG model

Program components include: Centralized Telephone Access Point Community Outreach Child Health Care Provider Outreach

Data Collection and Analysis

Introduction to KJMB Solutions

• KJMB Solutions is a technology consulting firm specializing in the management of full lifecycle application and database development, quality assurance, secure web hosting, training, and customer support

• KJMB Solutions has worked with Rebecca Hernandez and the rest of the Help

Me Grow Orange County team since 2007 to develop a tracking system to meet their dynamic needs

• System for Tracking Access to Referrals (STAR) has continuous refinement

History of STAR

• STAR was developed for Help Me Grow Orange County and launched in 2009

• The application was built to support staff in connecting children to services

• The tracking of referrals & follow-ups was its core purpose right from the start

• The technology was laid on top of the existing framework of service provision at HMG OC and enabled staff to more easily support this process

• STAR enabled the reporting of valuable outcome information to key stakeholders

• Help Me Grow OC knew the data that the application should provide to them, which contributed greatly to its success

STAR Today

• KJMB Solutions and Help Me Grow OC continue to work together to make improvements to the technology, with the ultimate goal of ensuring as many families are connected to services within the community as possible

• STAR has been implemented at three additional Help Me Grow affiliate sites as part of our early adopter program

• Early adopters have contributed many enhancements to the technology, which benefit not only the STAR users, but also the families that they serve

• We continue to offer this technology to other Help Me affiliates or affiliate like sites across the country

What Makes STAR Successful?

Key Features of STAR:

• View of Active Case List right on Main Menu • One-Click access to an open case right on Main Menu • Ticklers/Reminders to do Follow-ups, Care Coordination Tasks, and Developmental

Screenings, right on Main Menu • One-Click access to record a follow-up from the reminder • Ability to collect partial outcomes one follow-up at a time • The ability for Care Coordinators to schedule tasks for a case—and get reminders on

those tasks • Care Coordination log that can be categorized by Type of Work • Ability to create a Referral Letter for the family as soon as the referrals are recorded • Live reports without the burden of a cumbersome data download

Able to track progress of the Follow-Up

Able to record partial follow-up outcomes

Referral Letter to parent can be generated immediately after referrals are made

Letter can be customized for the recipient prior to PDF creation

• Letter is created as a PDF document

• Letter pulls

recipient name, address, child name, other information, right from STAR into the text

• Care Coordination Log tracks Work performed for the family

• Care Coordinators can set up Tasks and get reminded to do them

• Extensive Report Options

• Real Time

Data

• Numerous Report Filters

• Ability to compare two time periods

• Can combine filters as needed

• Meaningful Results

• Graphs automatically produced

Impact in Orange County

• Over 12,000 children were the focus of contact from 2010-2012 (3 year timeframe) • All of these children were entered into STAR • Caregivers were quick to reach out to HMG with a concern, with about 40% saying they

had had the concern less than a week • Nearly 80% of those who provided full information during the initial contact agreed to

follow-up care coordination • 20% of all referrals were made for communications issues and 17% for behavior issues • Over 60% of these children had a positive outcome of connected to or pending service

* Data from Help Me Grow Orange County, California, 3-Year Evaluation Report: 2010-2012

Questions & Answers

Live Demonstration

Thank you

Rebecca Hernandez, MSEd Help Me Grow Orange County

www.helpmegrowoc.org Rhernan2@uci.edu

Keith & Christine Stanislaw KJMB Solutions

www.kjmbsolutions.com Keith@kjmbsolutions.com