PHAB accredited health departments future cycle planning

Wed, 06/12/2013 - 16:56 -- Torney Smith

Let's discuss what we are all doing to prepare for our next cycle. Learning from our preparation for accreditation has given us insights on how to do it better next time. Our agency is exploring how to capture documentation in real time. Doing so helps staff understand relevant measures as they do their work and aligns our work with national standards. We plan to develop a SharePoint application to collect necessary data.

I would love your thoughts and ideas for your agency.

up
4 users have voted.

Submitted by snusslock on

We are currently collecting documents in a set of folders on our network drive labeled for the 12 Domains. All staff have access to the folders and are encouraged to place documents there. We are working out a method to show which documents supports that we are still meeting the standards/measures and which show what is new or changed under each.

I am very interested in what others are doing!

up
1 user has voted.

LowrieWard's picture
Submitted by LowrieWard on

In NACCHO's Accreditation Preparation Toolkit, there is a document created by the Northern Kentucky Health Department that they use for this sort of document tracking and organization: http://www.naccho.org/toolbox/tool.cfm?id=2597

I am also happy to share contact info for the coordinators there, who are always happy to share their stories!

up
2 users have voted.

Submitted by joycem on

To prepare for our next cycle at the Oklahoma State Department of Health we are setting up a Sharepoint site. This site is being developed to house our annual reviews and documentation for the next cycle, along with serve as a discussion arena, make documentation/examples/templates available to central office and county health departments, a calendar for trainings/updates/sharing sessions, and to track and review submitted documentation for consideration.

up
2 users have voted.

Submitted by pbryant on

Our agency uses SharePoint and it is a time saver to access shared documents, the ability to modify documents, and all the team members have access to the latest version of the documents.

up
1 user has voted.

Pam Bryant

Submitted by Torney Smith on

For those of us working to use SharePoint we should share concepts and structure to benefit from broader thinking. Currently we are developing from the great work done in Minnesota to modify for our particular agency.

up
0 users have voted.

Grace Gorenflo's picture
Submitted by Grace Gorenflo on

It sounds as though several structures are in place! It would be great to hear about processes as well. How do you keep accreditation "alive" with staff? How do you remind them to share appropriate documents? What feedback are accredited health departments starting to get from staff as you enter this next cycle?

up
1 user has voted.

Submitted by Torney Smith on

I believe the structures that are put in place can act as a framework for the processes to follow. Using SharePoint we hope to be able to have staff submit documentation on a regular basis as they do their daily work. This reinforces the learning of what the measures are seeking to define and aid staff in knowing more about what the measures are driving us to practice. Tracking the PHAB measures should become engrained on the culture as opposed to gathering documents when applying then let them drift off until the next round.

up
1 user has voted.

prusso's picture
Submitted by prusso on

Is there a way to tie this to your performance management plan? Or a central health department policy site that is linked to the specfic areas? Prospective colllection and organization of new documentation as a part of daily work is definitely the way to improve performance and streamline annual reports and reaccreditation.

up
0 users have voted.

Submitted by Lynnsey on

For those using SharePoint, did you choose this over using a common shared drive? We are currently using a common drive on the server with folders for each Domain- just wondering if anyone had chosen SharePoint over this method. I'd also be interested in sharing structures and ideas for keeping accreditation on everyone's mind. We are still figuring out what will work best moving forward.

up
1 user has voted.

prhoades's picture
Submitted by prhoades on

For those using SharePoint or still in the planning stages of using SharePoint for the Accreditation process, have you developed a SharePoint Site Map or Data Dictionary that you would be willing to share?

up
0 users have voted.

Submitted by Torney Smith on

Great question Pamela. Yes, the intent is to use SharePoint to link the work agency teams to on a regular basis to the PHAB requirements that relate to their work so there is ongoing populating of documents to corresponding measures. This will serve as a means of educating the staff on measures relevant to their work as well as serving as a collection of documents for the next cycle.

Relating to Lynnsey's question, we did use a shared drive for our first application as well as a software that helped manage the collection and review phases. Our desire to utilize SharePoint is primarily related to the feedback to Pamela above. Additionally, we are relatively new at using SharePoint across the agency so want to link those on various teams to the standards and measures right up front.

up
0 users have voted.

Submitted by christinaperea on

Our department is using SharePoint to gather our documentation and has been very helpful with the process. We are able to track documents and develop a system that will help us have a smooth transition to EPHAB. If you would like to learn about our process please feel free to contact me.

up
1 user has voted.

Christina Perea, MA
Office of Policy and Accountability
1190 St Francis Drive S 4253
Santa Fe, NM 87505
Phone: 505-827-2531
Fax: 505-827-2942

4Sloan's picture
Submitted by 4Sloan on

Torney,
When do you expect to have your application ready for sharing? Our PHAB site visit is coming up in June and automating our document storage system in such a way that staff training in standards is enhanced is very much on our minds. Best, Susan

up
0 users have voted.

Submitted by Torney Smith on

Hi Susan
I am certain that the application will not be done in time for your application to PHAB. During our first cycle we used a product called Mind Manager that worked very well for us. If you wanted to use it we can provide the "maps" that incorporate all of PHAB ver 1.0 in it for all domains.

up
0 users have voted.

Grace Gorenflo's picture
Submitted by Grace Gorenflo on

PHQIX "Quality Matters" March 2014 edition includes a link to a tool that can track efforts to remain accredited. Although formatted for Version 1.0, it appears that it would be relatively easy to reformat for Version 1.5. Thanks to Alicia Plati from Oklahoma City-County health department for sharing!

up
0 users have voted.

Submitted by Torney Smith on

I think we are speaking about different types of tools in this discussion. One is a set of folders or filing strategies to track where documents are located and the other is a mechanism that also includes all of the related PHAB standards, measures and associated content to be linked to the filing of documents. The intent of the SharePoint utilization is to track the documents, however, more importantly it is to assist staff in understanding the measures that apply to their work on a regular basis so that the standards become engrained in our agency culture.

As we develop our SharePoint site map and data dictionary it is useful to understand what others are doing so we may be more well rounded in our structure which we hope to make available to any that want to use it. Please keep posting your work so we may gravitate together in our various efforts.

up
0 users have voted.

Submitted by klouther on

Other than SharePoint, are there other data libraries used? What are the pros/cons with SharePoint directory? Our agency is in the beginning steps of organizing things and wanted to see what others thought before developing a SharePoint site or other library. Any tips?

up
0 users have voted.

Submitted by klouther on

Other than SharePoint, are there other data libraries used? What are the pros/cons with SharePoint directory? Our agency is in the beginning steps of organizing things and wanted to see what others thought before developing a SharePoint site or other library. Any tips?

up
0 users have voted.

Submitted by jmcadams on

Would anyone be willing to share their experience with setting up a Sharepoint for their department? Did you complete it in house or hire consultants? What other processes are you using the Sharpoint for
Thanks!

up
0 users have voted.

Submitted by Torney Smith on

The SharePoint site we planned to build is now complete.  It is designed to run on either SharePoint Foundation 2013 or the Enterprise version of 2013.  We are looking into what it will take to make it backward compatable with SharePoint 2010 in either the Foundation or Enterprise versions.

The Foundation version is fully complete and the Enterprise version is undergoing some workflow designing.  The workflows may need to differ by agency though we are not certain of how much variation there may need to be.

up
3 users have voted.

Submitted by Torney Smith on

Be aware that PHAB is working currently on defining the process and components for an agency review for an accredited department. I expect that the process will differ from the original though it is too early to know specifics yet.

up
0 users have voted.

Submitted by Georgianna on

I'm glad to find this thread.  We are expecting our Site Visit in May, and are already planning how to manage documentation in a sane and routine way.  We have shared folders for each domain and measure in a shared drive, but it feels messy.  Our umbrella Dept. of HHS uses Sharepoint for our intranet, but PH doesn't have it's own pages.  It's possible our IS unit could help.  There's been talk of sharing site maps.  Anyone ready/able to do that?  Also, I'm holding out hope that PHAB will allow for access to an e-PHAB interface to manage documentation between Accreditation cycles.

up
0 users have voted.

Georgianna Wood
Accreditation Coordinator
Humboldt County DHHS Public Health

Submitted by Torney Smith on

Congratulations on your being in the que for a site visit. We are experiencing similar challenges in identifying filing methodologies for QI that also support accreditation documentation. SharePoint 2013 is our platform and I am eager to learn from you naming conventions, filing strategies and review techniques you employ.

For our initial accreditation docunmentation we used MindManager software that worked well but is not our long range tool as we will continue to refine SharePoint.

up
0 users have voted.