WBOP PHO Smoking Cessation Programme Guide v2

WBOP PHO Smoking Cessation Programme

Objectives: Support SLM Performance to maintain 90% for smoking brief advice national health target.

Support achievement of SmokeFree Aotearoa 2025 & improve population health.

Intent: Facilitate WBOP PHO general practice to invest clinical resource to: 1. Start patients on the journey to stop smoking 2. Support setting a quit date & then to quit 3. Motivate the patient to try again if quit attempt not successful Provider Eligibility & Programme Delivery GP, Registered Nurse &/or Quit Card Provider Adherence to NZ National Guidelines for Helping People to Stop Smoking https://www.health.govt.nz/publication/new-zealand-guidelines-helping-people-stop-smoking

Patient Eligibility: 1. Enrolled & Funded with the WBOP PHO 2. Current Smoker as classified in PMS 3. Age of 15 years & over 4. Not enrolled in a WBOP PHO Smoking Cessation programme in previous 3 months Funding: (GST exclusive)  $120.00 for 3 month smoking cessation support per eligible patient  No patient co-payment may be charged  Claim full funding at the conclusion of the programme EITHER  At the end of 3 month smoking cessation support programme cycle OR

 At such time as the patient declines to continue with the programme **All Mandatory Requirements listed below MUST be completed in order to claim** Programme Mandatory Requirements: 1. Initial extended smoking cessation consultation which MUST:   

Be face to face or phone Include completing “Agreed Quit Plan” with the patient Record of plan in PMS & copy to the patient

2. Completing Agreed Quit Plan Plan MUST include:  Date for next 2 way contact (text, phone or face to face) o Aim to achieve 3 – 4 contacts in total  Set at least one initial goal **Setting a quit date is preferred but NOT mandatory as the programme supports the journey to readiness to quit as well as quit attempts** Use the paper based Quit Plan Template on page 3 or import into Medtech the Outbox document file using the “How to:” instructions on Page4.

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WBOP PHO Smoking Cessation Programme

3. RECALL set for the next planned contact 4. Read code in the PMS at each contact Cessation activity & change smoking status to Ex-Smoker when 1 month quit is achieved as per MOH website definition https://www.health.govt.nz/our-work/preventative-health-wellness/tobacco-control/tobacco-controlguidance-practitioners/definitions-smoking-status

Claiming & Claiming Deadline: Invoice WBOPPHO at the conclusion of the Smoking Cessation Programme Refer to Funding information on Page 1 or the manual claiming template for details about when to claim.

Claiming Deadline: Claims will be accepted for payment up to 5 months from the start date of each patient’s individual programme How to claim the funding: MY PRACTICE, PROFILE & HOUSTON: Complete manual WBOP PHO claiming form & fax to WBOP PHO on 07 5773191 See Page 5 for manual claim form template MEDTECH32 & EVOLUTION Submit electronically using WBPHO Advanced Form “SCPF Smoking Cessation programme” See “How to:” instructions for importing the advanced form on pages 7 to 9, including a screenshot of the advanced form template.

PMS Invoicing, Remittances PMS Invoice: Generate invoices manually or via Advanced Form to existing “Smoking Cessation” account Remittance Advices: BCTI will be posted to the “Practice Data Files” on the WBOP PHO website with 20th of the month payments Reporting Requirements:  Meet by completion of advanced form or manual claiming template  Includes confirming & recording the success of the quit attempt at both one month & three months Programme Re-Enrolment: 1. Eligible patients may participate in the programme once in a 6 month period. o 6 months between programme start dates.

2. There is no limit to how many times an eligible patient may be re-enrolled.

Should you require support please contact: Debbie Baillie DDI 571 7167 or Chris Langford Practice Liaison - DDI 571 716

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WBOP PHO Smoking Cessation Programme

QUIT SMOKING AGREED PLAN First Name:

Last Name:

Current Number of cigarettes per day Preferred Method of Contact

Face to face

Phone

Text

Timeframe for 3 Other Agreed Contacts Quit Date (once agreed)

Goal Setting for Smoking Reduction / Quit Goal 1.

Goal 2.

Indicate Support for Quit Goals Cessation Information

Yes / No

Referral to Quitline

Yes / No

NRT Prescribed

Yes / No

Behavioural Support

Yes / No

Resource (eg. website, brochure): Date & Type of Support Requested: Date & NRT Product:

Progress Notes

**Plan MUST be scanned into PMS & a copy given to the patient**

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WBOP PHO Smoking Cessation Programme

How to Import the Smoking Cessation Quit Plan Outbox document

Step 1 Save the SCPQP SCP Quit Plan.ctd file attachment to your Desktop using copy & paste.

Please note that this file is unable to be opened until imported into Medtech.

Step 2 Log on to Medtech32 and follow the instructions below: Go to the menu option - Setup ► In / Outbox ► Outbox Document.

The Document Designer window will be displayed - shown below.

Step 3: Then from the top main menu options - select Document ► Import Disk – shown below.

An information window will be displayed. Click OK or press Enter.

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Step 4: The Open window will be displayed as shown below.

Now to go to your Desktop to find the SCPQP SCP Quit Plan.mtd outbox file you saved earlier.

Highlight the file to be imported so that it appears in the File Name box as below..

Click Open & another Information window will be displayed. Click OK or press Enter.

The Document Template has now been successfully saved in to your Medtech32 database and can now be selected from the Outbox Document Template options

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WBOP PHO Smoking Cessation Programme

MANUAL CLAIM & REPORTING FORM FAX to WBOP PHO - 07 5773191 General Practice Name Cessation Provider

Patient Details First Name:

Last Name:

NHI:

Age:

Gender: F

Enrolled & Funded WBOP PHO Confirm Programme start date:

M /

Ethnicity:

Yes

day/month/year

2 Mandatory Actions – Confirm Completed Extended Cessation Consultation

Yes

Quit Plan Agreed & Saved in PMS

Yes

Additional Achieved

2

Way

Reporting Milestones

Contacts (Enter number)

Quit (Mandatory circle below)

Record Quit Date (Not mandatory)

One month from programme start date

Yes / No

Quit Date

Three months from start date

Yes / No

Quit Date

/ /

/ /

PMS Manual Invoice Number Full funding of $120.00 + GST is claimable at the conclusion of the programme EITHER  At the end of 3 month support cycle OR  At such time as the patient declines to continue **All Mandatory Requirements listed in the programme guidelines MUST be completed*

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WBOP PHO Smoking Cessation Programme How to Import the Medtech Advanced Form Advanced form is available as an attachment as shown below.

1. Save this file onto your Desktop (it is an Import .xml file & can’t be opened) 2. Go into Medtech/Setup/Advanced Forms/Advanced Forms Manager

3. Change the publisher to WBPHO

4. Make the old Smoking Cessation 1 form Inactive.

Once all claims paid on previous programme inactivate Cessation 2 form as well.

To make a form Inactive double click on the Form Name & this box opens

Put a tick in the Inactive box on the bottom of the form & click OK

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WBOP PHO Smoking Cessation Programme 5. Import the Advanced Form SCPWBPHO.xml into Medtech Go into Advanced Forms & then Import Form

Browse for the form / select the file / click open to Import

This box pops up: Click Validate & then Import

Advanced Form now imported & shows in your WBPHO Advanced Form list.

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WBOP PHO Smoking Cessation Programme 6. Open the new Smoking Cessation Programme form / then open Actions tab A. Set up to send the claim to your HLINK folder drive Note: Not all general practices use the same drive eg. H:\HLINK\other_out\westbpho Or copy HLINK pathway from an existing advanced form eg. Cx Smear – Maori B. Set up to send the invoice to the correct account Use Smoking Cessation account already set up for the previous programme

7. Smoking Cessation Programme form is now ready to use as shown below

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