NC-TOPPS January 24, 2011 Conference Call Meeting Participants Beacon Center: Terri Silver CenterPoint: John Coble Crossroads: Teresa Caudle Cumberland: Rose-Ann Bryda and April Chambers Durham Center: Tina Howard East Carolina Behavioral Health: Susan Massey Eastpointe: Leatte Black Five County: Jim Kinnan Guildford: Wes Early Johnston: Janet Bentley Mecklenburg: Paula Cox Mental Health Partners: Beth Lackey and Wendy Powers Pathways: Janet Noblett PBH: Kelly Shepherd Ingram and Reid Thornburg Sandhills: Andy Smitley Smoky Mountain: Heather Brown Southeastern Center: Diocles Wells Wake: Tammy Bonas and Kim Ware Western Highlands: Leslie Kingsbury Division MHDDSAS: Becky Ebron NCSU Center for Urban and Community Affairs (CUACS): Donna Hughes, Jaclyn Johnson, Kathryn Long and Kathleen Snyder NDRI (National Development and Research Institutes, Inc.): Gail Craddock and Marge Cawley LME NC-TOPPS Questions or Concerns Issue: How do we deal with agencies no longer doing business and did not conduct Episode Completions? Should administrative discharges be completed? Answer: The policy preference is to wait 60 days to see if the consumer shows up at another provider agency in your LME catchment area. If this happens the new agency will need to contact the LME or the Help Desk indicating they are unable to enter NC-TOPPS information. At this point, the LME Superuser can transfer the consumer to the new provider agency. If the consumer does not show up, then an administrative discharge should be done. Discussion: A concern was expressed that by waiting the 60 days compliance numbers would go down. It was stated that new providers and CABHAs need to know that consumers need to be in TOPPS. Plus, providers and CABHAs need to know what their responsibilities are to ensure services are provided to eligible consumers. Issue: Based on the scrutiny of Value Options on PSR service applications shouldn’t PSR be added as one of the services for which NC-TOPPS is required? Answer: Ebron shared that there has been discussion to have all services be included in NC- TOPPS along with discussion on streamlining NC-TOPPS. Ebron will take this input back to the division. Ebron stated if others want to provide comment on this issue, pro or con of adding services for which NC-TOPPS is required, please send her an email, firstname.lastname@example.org. Issue: Ebron asked if there are any issues surrounding CABHAs and transitioning of consumers. Answer: These answers were shared at various points through out the call. One participant shared that consumers are dropping out of the system before getting placed into services when providers close. Another call participant wanted verification on what to do when a consumer NC-TOPPS January 24, 2011 Conference Call Meeting moves from enhanced services to Outpatient services. These consumers should have an Episode Completion done, since they are moving from a mental health service that requires NC-TOPPS to one that does not. One LME noted that one of its CABHAs serves 4,000 consumers annually, but provides only enhanced services of ACTT and PSR to a small group of consumers. Of these two services only ACTT is a NC-TOPPS required service. The LME expressed concern over using NC-TOPPS to evaluate performance of CABHAs and in this case, there would be very few consumers for which data was available. Ebron is going to discuss this concern with Division staff and search for a possible solution. NC-TOPPS Modifications Ebron shared that the push to streamline NC-TOPPS is going to be slowed down in order to allow for the Division’s Quality Improvement Committee to provide guidance. Ebron has requested that this Committee review NC-TOPPS and any related modifications. The Committee’s review along with the user survey feedback and input from consumers and family members will guide NC-TOPPS modifications. The Committee’s involvement will slow down the implementation of modifications. CABHAs and NC-TOPPS Ebron stated that the Division is looking at how well the CABHAs are doing with NC-TOPPS. She did a review of those CABHAs certified by January 7, 2011. Based on her review of a couple weeks ago of NC-TOPPS Outcomes at a Glance 2.0 data for these CABHAs, she found that about 4 out of 10 CABHAs (all locations aggregated) had enough cases to get charts. But, 6 of 10 did not have enough cases. Three CABHAs were not even registered in NC-TOPPS. Ebron notified the LMEs to get these three registered. LMEs need to make sure the CABHAs in their area are doing NC-TOPPS on appropriate consumers. New providers and CABHAs need to know that consumers in specific services are required to be in NC-TOPPS. Ebron asked the LMEs to share when training providers and CABHAs that beyond the dashboard, providers and CABHAs can get their data to conduct their own analysis. This could allow these agencies to match their service and claims data to outcomes. What are LMEs doing to increase consumer awareness and involvement with NC-TOPPS? Ebron stated we need to aid consumers and family members in learning about NC-TOPPS. Additionally, we need feedback from consumers. From recent presentations to various groups, she has learned that most consumers don’t know anything about NC-TOPPS. What are LMEs doing to inform consumers of NC-TOPPS? One LME recently presented data to their local CFAC using NC-TOPPS. The presentation was well received as was the dashboard. Another LME’s QM manager presents data from the dashboard showing how the LME and providers are doing at quarterly presentations. Ebron asked how we can increase consumer and clinician awareness of the Individual Report. She asked everyone to remind consumers and clinicians about this feature as this feature was developed solely for benefit of these two groups. SFY 2011 2nd Quarter Provider Compliance Report Johnson shared that by the end of the week provider compliance reports will be emailed to LME NC-TOPPS contacts. SFY 2010 Matched Reports NC-TOPPS January 24, 2011 Conference Call Meeting Craddock informed the group that the SFY 2010 matched reports are being created. The reports will be available in Superuser accounts next week. The reports will be sent to the Division for posting at that time also and will be posted as the Division is able. Looking into NC-TOPPS Advisory Committee Conference Call Meeting Cawley shared that we had hoped to have an in person Advisory Committee meeting, but due to the budget constraints, we will not be able to have an in person meeting this year. Now we are investigating the possibility of having a conference call meeting. Other Cawley pointed out the recent posting of Snapshot Issue 1, 2011. This Snapshot compares Adult SA consumers who have completed treatment to those who have not completed treatment. Ebron provided updates on NC-TOPPS Outcomes at a Glance 2.0. Within a couple of weeks, for SA consumers a user will be able to match Initial Interviews to either 3-Month Updates or Episode Completions, whatever is appropriate. An additional enhancement to the dashboard will come in a couple of months. For mental health consumers, the user will be able to choose between matching Initial Interviews with either 3-Month or a 6-Month Updates. Currently, matches for mental health consumers are between an Initial and a 6-Month Update. These changes are being done based on input from users. Next LME Monthly Call Meetings: February 21, 2011 at 1:30 p.m.