Injury Prevention/Safe Sleep Learning Collaborative - Wave 3 - Recruitment Packet

Injury Prevention/Safe Sleep Learning Collaborative

PRACTICE RECRUITMENT PACKET _____________________________________________________

INJURY PREVENTION/SAFE SLEEP LEARNING COLLABORATIVE Thank you for your interest in participating in the Injury Prevention/Safe Sleep Learning Collaborative (IPLC). The Ohio Chapter of the American Academy of Pediatrics will coordinate the project’s planning, implementation, and evaluation. The goal is to offer pediatricians a tool that enables them to screen families for the greatest injury risks at every well child visit in the first year of life; allowing them to address targeted, individually pertinent issues with families; and providing them with standardized talking points.

Participating practices will work with a multi-­‐disciplinary “core team” of clinical and administrative staff from their office to provide children with the opportunity to grow up to reach their fullest potential by eliminating unintentional injuries. Successful “core teams” are made up of a physician champion, a practice manager, and an RN or MA. Practice teams will participate in a 1-­‐day Learning Session to learn quality improvement strategies and how to use provided anticipatory guidance screening tools. Throughout the collaborative, teams will be supported by the Injury Prevention Expert Workgroup and will be introduced to available resources within their local community. Practices will be asked to collect baseline data, and then collect and record data monthly that address outcome measures as determined by the Injury Prevention Expert Workgroup and participate in monthly action period calls. Action period calls are used to discuss successes and areas for improvement, as well as to have a discussion on a relevant injury topic. All participating physicians in the practice will receive 25 ABP Part 4 MOC Credit.

If you would like to find out more information about the project, we invite you to join us for one of our Informational Calls, which will take place at the following times:

-­‐ Friday, Dec, 12, 2014 from 12:15-­‐12:45pm -­‐ Thursday, Dec. 18, 2014 from 8:00-­‐8:30am -­‐ Thursday, Jan. 8, 2015 from 5:00-­‐5:30pm -­‐ Monday, Jan. 12, 2015 from 12:15-­‐12:45pm -­‐ Tuesday, Jan. 27, 2015 from 12:15-­‐12:45pm Call-­‐in Information: 1 (800) 466-­‐8543, Code: 342604# (All times listed are Eastern)

For specific information about the project expectations, please review this recruitment packet, which includes a checklist to help you understand the requirements and a link to enroll your practice in the learning collaborative. If you are unable to participate in an informational call but still have questions about the project, please feel free to contact one of the project’s Medical Directors or the project manager, whose contact information can be found below.

We look forward to working with you to keep all children free from injuries!

Mike Gittelman, MD -­‐ Medical Director Sarah Denny, MD -­‐ Medical Director Cincinnati Children’s Hospital Nationwide Children’s Hospital (513) 636-­‐2274 (614) 722-­‐4384 Mike.Gittelman@cchmc.org Sarah.Denny@nationwidechildrens.org

Sean O’Hanlon -­‐ Project Manager Ohio Chapter, AAP (614) 846-­‐6258 SOHanlon@ohioaap.org

Practice Checklist This checklist serves as a guide to help you understand the requirements of the Injury Prevention/Safe Sleep Learning Collaborative, and to gauge your practice’s readiness for participation.

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Identify a practice Quality Improvement team or “QI core team.” The team consists of a physician leader, a nurse/nurse practitioner or someone with clinical responsibility, and administrative staff/office manager. One of the team members must commit to being the day-­‐to-­‐day contact. In addition, the QI team members need to formally devote some of their time to the project. The QI core team should plan to attend the learning session as a group.

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Rationale: A multidisciplinary team is a key to practice success. The leader of the practice needs to help carve out time for each team member to do this work.

All physicians within a practice must agree to support the project, but not necessarily actively participate. One or more physicians within a practice must agree to actively participate.

Active participation is defined as a physician who: • • • •

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Plans and facilitates monthly practice meetings to discuss the project Collects, enters and reviews improvement data on a monthly basis Intends to complete the requirements for American Board of Pediatrics, Maintenance of Certification Part 4 Credit by participating in the project The physician champion represents the practice at learning sessions and monthly conference calls, and then passes the information on to other participating physicians in the practice.

Rationale: The QI work is initiated by the lead physician (on a small scale), it will later need to be spread to other physicians’ and providers’ work in the practice, getting general participation agreements from all physicians in the beginning, will help the practice manager, lead physician and core QI team to spread their improvements throughout and after the learning collaborative.

A supportive, non-­‐active physician will: • Be supportive of changes, and of the overall project • Potentially adopt some changes for QI • Not intend to complete the requirements for American Board of Pediatrics, Maintenance of Certification Part 4 Credit by participating in the project Senior practice leaders should support the IPLC project.

Rationale: The office administrator, director, and physician partners all need to support and help remove barriers for the practice team in order for the practice team to meet their goals.

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Once registered for the project, the entire practice core QI team must participate in (face-­‐to-­‐face if local or via webinar if participating from out of state) the 1-­‐day Learning Session on Thursday, March 19, 2015 from approximately 10am-­‐3pm Eastern and participate in monthly conference calls. (If it is not possible for all members of the practice QI team to attend the learning session, please do not let this be an immediate distraction to your participation. Feel free to contact one of the physician co-­‐leaders or the project manager to discuss your participation.)

Rationale: This is critical for the success of the practice. Large amounts of information are covered at the learning session. Also, the learning session provides devoted periods of time for the team to work together and plan. This time is lost if the leader or the day-­‐ to-­‐day person most familiar with the details is not present.

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Ensure office has access to the Internet.

Important Dates for Starting the Injury Prevention/Safe Sleep Learning Collaborative The Injury Prevention/Safe Sleep Learning Collaborative will host three pre-­‐work calls prior to the Learning Session to answer questions from practices regarding the 8-­‐month quality improvement project, as well as to review the work that is required of practices in preparation for the Learning Session. The Pre-­‐Work Calls will be held: • • •

Call #1: Monday, February 9, 2015 from 12:00-­‐1:00pm Eastern ** Call #2: Monday, February 9, 2015 from 5:00-­‐6:00pm Eastern ** Call #3: Tuesday, February 17, 2015 from 8:00-­‐9:00am Eastern **

Participating practices are only required to participate in one (1) of the scheduled Pre-­‐Work Calls.

Calls are anticipated to last less than one hour, but could run longer or shorter depending on the questions asked by the participants. Practice leaders and identified Quality Improvement Core Team members are all invited to participate. These calls are primarily geared to help get your team ready to easily implement the tool after the learning collaborative.

**Please Note: Pre-­‐Work call information, including the phone number to access the call as well as the link to access the webinar portion, will be sent out upon completion of the “Practice Enrollment Form” for the project (see below).

The learning session will take place at the Ohio AAP Headquarters, located at 94 Northwoods Blvd., Suite A, Columbus, OH 43235. Webinar will be available for practices that are not located regionally.

The date and time for the meeting is:

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Thursday, March 19, 2015 – approximately 10 am -­‐ 3 pm Eastern. Registration will begin half hour before the start of the session and lunch will be served.

Learning Collaborative Registration A brief, online enrollment form must be completed by each of the participating practices prior to the Learning Session on March 19, 2015. To ensure your practice’s information is included, please complete the practice enrollment form no later than Friday, February 13, 2015. Practices will be accepted on a first come, first serve basis based on the order that the Practice Enrollment Form is received.

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Injury Prevention Learning Collaborative Practice Enrollment Form: http://www.surveymonkey.com/s/InjuryWave3Registration

Please note that data should only be entered into the form for the practice core team members and for those physicians who are actively participating in the project (agreeing to enter data monthly and participating in monthly action period conference calls). The following information will be collected from active physicians for the sole purpose of enrollment and to document meaningful participation for the American Board of Pediatrics, Maintenance of Certification Program: •

Physician Name

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Physician e-­‐mail Address

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Practice Address

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AAP Identification Number

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American Board of Pediatrics Identification Number (can be located by logging into the ABP’s website, abp.org)

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Date of birth

Please be prepared to enter the above information prior to beginning entry into the online practice enrollment form.

Definitions for ABP Maintenance of Certification Meaningful Participation Requirements The following definitions for meaningful participation requirements will be helpful to share with each physician as they are enrolled in the project so that they are clear as to what is expected of them in order to obtain American Board of Pediatrics Maintenance of Certification Part 4 credit.

The physician leader within the practice will need to attest for each physician’s meaningful participation using the criteria below. This includes ensuring that data is entered monthly by all active physicians in the practice.

Participating practices are expected to: 1. Organize a core team of at least 3 team members (includes Physician Leader, Nurse/Nurse Practitioner or Medical Assistant, Administrative Staff/Office Manager – one of whom must

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commit to being the day-­‐to-­‐day team contact). The entire team attends the learning session and meets at least bi-­‐weekly to plan and carry out tests of change using the Change Package Secure senior leadership’s commitment for the improvement team’s work in the Collaborative Perform pre-­‐work activities to prepare for the Learning Session, which will include practice assessment and collection of baseline data (chart reviews, office systems inventory, storyboard comprised of persona (fictional “typical” patient) and aim statement, provider surveys).

Align the goals of the Collaborative work to the strategic plan of the participating practice.

Perform tests of changes that lead to improvements towards the desired outcomes and submission of at least two PDSA worksheets.

Collect data at the point of care using the Injury Prevention materials.

Attend (or view webinar) of Learning Session held on March 19. 2015.

Submit monthly data for Injury Prevention Collaborative measures (minimum of five patient encounters per age group within the first year, per physician).

Participate in monthly webinars/teleconferences to learn from one another and share improvement ideas, tools and methodologies.

Submission of monthly progress reports to Collaborative leadership.

Share and review practice-­‐identified data transparently across the collaborative (Identifiable practice data cannot be shared outside of the collaborative without permission from the involved practices and from the PI).

Physician practice leaders attest to other physicians’ meeting participation requirements for ABP MOC Part 4 credits.

The project team is expected to: 1. Provide evidence-­‐based information on injury prevention for pediatric patients 1 year of age and younger 2. Offer coaching to participating teams on applying the Model for Improvement to implement key changes at the Learning Session, on monthly conference calls, and through the email communications 3. Meet with practices individually (in office for local practices or via teleconference for practices outside the state of Ohio) early on in the project to help ensure successful implementation of the project 4. Provide each team monthly feedback on data and narrative reports 5. Provide web-­‐based workspace for posting of individual teams data and narrative reports, and a library of tools and training materials 6. Provide documentation of project results in order to meet American Board of Pediatrics Maintenance of Certification standards 7. Provide communication support to keep teams connected to faculty and colleagues during the Collaborative

Injury Prevention/Safe Sleep Aims The Injury Prevention/Safe Sleep Learning Collaborative will achieve best clinical care and health outcomes for participating children, aged birth to 1 year, by using two developmentally appropriate and targeted screening tools. Primary care providers will determine and document injury risk for all

participating families and provide targeted advice and guidance at all well child visits 90% of the time during the 8-­‐month learning collaborative.

Specifically, from March 2015 through November 2015, each practice will work to reduce unintentional injuries in children 1 year of age and younger. The specific aims of the project include: 1. Pediatricians will document that they addressed at least 90% of risks families are found to have based upon screening tool responses.

2. At least 5o% of families will make at least one self-­‐reported behavior change based on screen and discussions with pediatrician.

3. At least 90% of families that are given a sleep sack will have documentation of use at subsequent visits (newborn to 4 month visits).