Behavioral Health Partnership Oversight Council

Quality Management & Access Subcommittee

Legislative Office Building Room 3000, Hartford CT 06106

(860) 240-0321 Info Line (860) 240-8329 FAX (860) 240-5306
www.cga.ct.gov/ph/medicaid
 

Meeting Summary: December 14, 2005
Chair: Dr. Davis Gammon
(Next meeting: Friday January 6, 2006 from 1-4 PM, place TBA)

Web-based Registration Form & Process

The ASO ValueOptions (VOI) team has been developing a client registration form that will be implemented by May 1, 2006 for outpatient behavioral health services. The Quality Subcommittee reviewed the web-based model at the VOI Hamden office in November, at which time recommendations about items were made and the Subcommittee had a subsequent opportunity to make written comments to VOI. Further discussion at this meeting included the following key areas:

• Family confidentiality concerns were raised related to questions about involvement in programs such as Juvenile Justice or special education. It was agreed that:

o The practitioner could explain/anticipate parental/caregiver concerns at the outset.
o Data from the forms would be used in aggregate for program reporting and VOI's identification of multi-system service need.
o The issues raised speak to clinic processes already in place for protection of sensitive information.
o VOI staff will internally discuss these issues further.

• The goal of the registration form design is to keep questions to a minimum while collecting useful information. VOI will edit the format, provide age appropriate options, easier drop down boxes (i.e. consent/contact questions of primary providers, school etc.) and review the content with the BHP and Dr. Gammon. Further discussion in January will focus on defining registration policies, addressing more complex questions on the form. The final web-based form may be ready in early in February for the SC could review.

• At a previous meeting it seemed that two family-related questions were needed on the form:
1) Who in the family/social unit is involved with the client's treatment and 2) family members that may currently be in treatment themselves, as this may suggest ASO VOI intensive care management support.

• There are plans to test the final registration form to evaluate the time it takes for a provider to complete the form.

• Concept of the form was raised: register the client quickly vs. register with additional population questions. It was noted that it is important to register the client into the system within a timely period and collect relevant population data. While the final criteria for Enhanced Care Clinics have not been decided, the time of the referral will be linked to the first visit.

• Registration will include entry of ongoing cases that will still be receiving services May 1, 2006 and new cases. Practitioners may want to begin entering cases earlier in 2006.

Subcommittee Recommendation: streamlining data collection within the BHP Program

ü There was further discussion about the recommendation for the BHP to consider how data requirement administrative burdens can be minimized for practitioners. There was consensus that data streamlining would start with DCF & DSS, although DMHAS participation would be welcomed. Where this type of evaluation activity would reside was open to discussion with the BHP Oversight Council.
ü At the December BHP Oversight Council Dr. Schaefer (DSS) noted this is an important focus area that would reduce administrative burdens for the providers and agencies and supports the BHP agencies looking at this. Mr. Walter will review this further with Dr. Gammon and the agencies and put the recommendation on the January BHP Oversight Council agenda.

Two dates have been decided for the BHP Council Quality Management & Access Subcommittee:

§ Friday January 6, 2006 from 1 – 4 PM
§ Friday January 20, 2006 from 1-4 PM