August 19th Medical Neighborhood Pilot Design Team Record

Medical Neighbor Project August 19, 2014 Design Team Meeting Record of Learning Project Purpose: Improve referral infrastructure across the medical neighborhood in Greater Columbus Meeting Objectives  Introduce examples of infrastructure functionality and terminology.  Introduction to the functionality of cloud-based, shared client data infrastructure: ClientTrack Meeting Participants  Steve Albanese, Maryhaven  Parminder Bajwa, MD, Columbus Neighborhood Health Center  Stephanie Baker, Clintonville-Beechwold Community Resource Center  David Ciccone, United Way of Central Ohio  John Gregory, LifeCare Alliance  Isi Ikharebha, Physicians CareConnection  Nadia Kasvin, US Together

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Tricia Kincaid, OhioHealth Heather McCormick, LifeCare Alliance Colleen O’Brien, The Ohio State University Wexner Medical Center Christine Patella, The Breathing Association Greg Sawchyn, MD, OhioHealth Greg Whisman, MD, The Medical Group of Ohio Matthew Yannie, United Way of Central Ohio

Framing & Purpose

Critical functionality of shared infrastructure identified by design team during July meeting.

Coordinated by:

Introduction to the functionality of cloud-based, shared client data infrastructure: ClientTrack After a brief look back at last month’s meeting and framing of the session’s purpose, participants were taken through a product demonstration for ClientTrack. Additional information can be found here: http://www.clienttrack.com/ Key observations from ClientTrack demonstration              

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ClientTrack is able to place clients within households. Some systems have been customized to track what services are being offered to an address. For example, the amount of meals being delivered to the same house.

Clients can be identified via biometrics, id cards, or demographic information.

Database is able to determine if a new client already exists and merge the two records. Also provides users with the ability to manually merge client records.

Infrastructure could be set up to allow for client access.

Infrastructure could be customized to allow users to indicate the referral’s level of urgency Infrastructure is HIPAA complaint and will automatically be updated as regulations evolve.

Infrastructure is being used in other communities with multiple organizations. Some of their clients encompass an entire state.

May have the ability to integrate with organization’s existing database.

Participating organizations could set common criteria that would need to be collected for every new client.

Provides the ability to generate reports that could be customized for each organization.

Provides organizations with the ability to limit what data is shared for each client.

Referral forms can be customized based on the needs of each organization.

Referral would be a two-step process: o Step 1: Organization makes referral to second organization with agreed upon client info. o Step 2: Second organization would collect program specific information directly from client.

Service eligibility rules o Created for each organization to determine if a client is eligible for their programs. o Rule changes would be reflected in real time. o When referring a client the infrastructure will show what services that individual is eligible for.

When implementing infrastructure, vendor would spend a day visiting each participating organization to learn about their processes and current systems. Infrastructure would be customized to integrate into existing workflow.

Next Steps Over the next two months the design team will be introduced to two more infrastructure products. Starting at the November meeting participants will select potential infrastructure through a collaborative process.

Scheduled 2014 Meeting Dates and Tentative Topics (All dates from 8:30 – 10:00 AM @ United Way of Central Ohio, Room 300) Sept 16

Oct 21

Demonstrations with vendors

November and Beyond Infrastructure selection process and planning for potential pilot