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Awards for Quality Oklahoma Team Day 2011
“Working for Oklahoma!”
Specialty Awards:
Quality Crown Award:
Reducing Assaultive Behavior in an Acute Care Setting
Northwest Center for Behavioral Health
The Employee Empowerment Award:
Doubling Up: Facility Reorganization to Double Beds, Reduce Bed per Day Costs, and Maintain Service Quality
Department of Mental Health and Substance Abuse Services/Rose Rock Recovery Center
Extra Mile Award:
Sign Language Video Saves Money, Opens Doors for Deaf Oklahomans
Department of Rehabilitation Services/Oklahoma School for the Deaf
The Motivating the Masses Award:
OHCA Online Enrollment
Oklahoma Health Care Authority
Red Tape Reduction Award:
e-Maintenance Work Order System
Department of Mental Health and Substance Abuse Services/Griffin Memorial Hospital
Best Booth Award:
BUZZ: OCSS’ Exciting New Communication Tool
Department of Human Services/Child Support Services
Commendations of Excellence:
Becoming a Medicare Part D Prescription Drug Plan
State and Education Employees Group Insurance Board
BUZZ: Oklahoma Child Support Services' Exciting New Communication Tool
Department of Human Services/Child Support Services
Child Support Debit Card Activation
Oklahoma Department of Human Services
Culture Vision
Oklahoma Department of Mental Health and Substance Abuse Services
Doubling Up: Facility Reorganization to Double Beds, Reduce Bed per Day Costs, and Maintain Service Quality
Oklahoma Department of Mental Health and Substance Abuse Services
e-Maintenance Work Order System
Oklahoma Department of Mental Health and Substance Abuse Services
Field and Lab Connection: Cross-Training for Better Understanding
Oklahoma Conservation Commission
General Ledger Systems Replacement
Office of the State Treasurer
Hiring Process Improvement: Phase I
Oklahoma Department of Human Services
Improving Quality of Life While Increasing Life Expectancy
Oklahoma Department of Mental Health and Substance Abuse Services/Central OK Community Mental Health Center
Introduction to Process Improvement Training and Development and Deployment
Department of Human Services/Data Services Division
Measuring Success: SoonerCare’s Payment Accuracy Project
Oklahoma Health Care Authority
OCSS Credit Bureau Process Improvement Team
Department of Human Services/Child Support Services
OHCA Online Enrollment
Oklahoma Health Care Authority
Oklahoma Crystal Darkness Phase II Campaign
Oklahoma Department of Mental Health and Substance Abuse Services
Oklahoma Partnership Initiative
Oklahoma Department of Mental Health and Substance Abuse Services
Positively the BEST Way to Receive Pay: ODMHSAS Transition to Employee Self-Service
Oklahoma Department of Mental Health and Substance Abuse Services
Practice Facilitation: Strengthening Primary Care for Chronic Illness in Oklahoma through the SoonerCare Health Management Program
Oklahoma Health Care Authority
Reducing Assaultive Behavior in an Acute Care Setting
Oklahoma Department of Mental Health and Substance Abuse Services/NW Center for Behavioral Health
Second Chance Program
Oklahoma Department of Corrections
Sign Language Video Saves Money, Opens Doors for Deaf Oklahomans
Oklahoma Department of Rehabilitation Services
SoonerCare Choice: Oklahoma’s Patient-Centered Medical Home Program
Oklahoma Health Care Authority
State Government Legal Education Collaborative Program
Oklahoma Department of Mental Health and Substance Abuse Services
Statewide Care Management Oversight Project
Oklahoma Health Care Authority
We Are Surviving!
Oklahoma Department of Mental Health and Substance Abuse Services/Carl Albert Community Mental Health Center
Other Project Participants:
Awards and Recognition Committee
Oklahoma Conservation Commission
Behavioral Health Consolidated Claims Processing and Outcomes Data
Oklahoma Health Care Authority
Collaboration of Specialty Groups: Continued Education at Work in Our Community
Oklahoma Department of Mental Health and Substance Abuse Services
DDD and SSA on the Air
Department of Rehabilitation Services/Disability Determination Division
DDSD Streamline for RDQ Process
Department of Human Services
Drug-Free Workplace and Drug Testing Policy Electronic Reference Guide
Oklahoma Department of Mental Health and Substance Abuse Services
Electronic Provider Notifications
Oklahoma Health Care Authority
Eligibility and Premium Accounting System
Oklahoma State and Education Employees Group Insurance Board
Enhancing the Statewide Methadone Central Registry and Emergency Methadone Database
Oklahoma Department of Mental Health and Substance Abuse Services
Family Service Initiative
Department of Human Services
Focus on Excellence
Oklahoma Health Care Authority
Four-Day School Week: Braving Seas of Change Without Sinking the Ship
Department of Rehabilitation Services/Oklahoma School for the Deaf
Good Health Is Good Business: OKHealth Screening Fair 2011
Oklahoma Department of Mental Health and Substance Abuse Services
How the Best was Done
Oklahoma Department of Labor
Innovative Workforce Development, ODMHSAS and OPM Exit Survey Partnership
Oklahoma Department of Mental Health and Substance Abuse Services
Integrating Behavioral Health in Primary/Emergency Care
Oklahoma Department of Mental Health and Substance Abuse Services
Item Maintenance
Department of Central Services
Medication Error Reduction
Department of Mental Health and Substance Abuse Services/Tulsa Center for Behavioral Health
Oklahoma Forensic Center’s Incentive Morale Campaign
Oklahoma Department of Mental Health and Substance Abuse Services
Oklahoma's Watershed Program
Oklahoma Conservation Commission
Online: Proposed Rule Change
Oklahoma Health Care Authority
Outplacement Assistance Program
Oklahoma Department of Mental Health and Substance Abuse Services
Project Search
Department of Rehabilitation Services
Reducing Psychiatric Residential Treatment Expenditures
Oklahoma Health Care Authority
Revisions to Administrative Code Regulating ODMHSAS Provider Certification (Quality Processes and Beneficial Results)
Oklahoma Department of Mental Health and Substance Abuse Services
SoonerCare Member Advisory Task Force
Oklahoma Health Care Authority
SoonerEnroll: Partnering for a Healthy Oklahoma
Oklahoma Health Care Authority
SoonerQuit Prenatal Tobacco Cessation Initiative
Oklahoma Health Care Authority
White Pages
Oklahoma Department of Mental Health and Substance Abuse Services
Project Descriptions
Awards and Recognition Committee: Improving Unity, Recognition and Morale
Oklahoma Conservation Commission
Shellie Willoughby, Ben Pollard, Cheryl Cheadle, Stacey Day, George Moore,
Sheryl Gibson, Dianne Ireton, Kim Tweed, Karen Potts, Candace Cunningham,
Ann Craven, Ashley Rhea, Tashina Mitchell, Jill Ashbrener and Monty Ramming
The Oklahoma Conservation Commission recognized the need for greater understanding among its seven divisions and for more public appreciation of its employees. An Awards and Recognition Committee was created to accomplish these tasks. The Awards and Recognition Committee instituted Employee of the Quarter and Employee of the Year Awards, based on nominations submitted by staff. In addition, the Committee organizes quarterly full staff meetings which incorporate team-building exercises and provide opportunities for the entire OCC staff to learn about the activities that go on in other divisions. The Committee has also organized opportunities for staff to participate in community service each year and has helped increase the State Charitable Campaign contributions. Finally, the Committee was responsible for the creation of the current Oklahoma Conservation Commission logo. All of these activities have resulted in greater unity among the staff and higher employee morale.
Becoming a Medicare Part D Prescription Drug Plan
Oklahoma State and Education Employees Group Insurance Board
Kelly Wilson, Bob Chrisman, Marti Hamer, Jim Tubb, Suzy Livesay, Bill Crain,
Frank Wilson, Lynne Bajema, Bo Reese, Paul King, Diana O’Neal, George Demos,
Kathy Pendarvis, Kent Bynum, Kathy Landeros, Patti Claxton, Shuqin Li, Teresa Robinson,
Partners: Medco, Jerry Hercenberg, AON Consulting and Dr. Elgene Jacobs
Upon the enactment of Medicare Part D, which became effective January 1, 2006, the Oklahoma State and Education Employees Group Insurance Board successfully contracted with the Centers for Medicare and Medicaid Services to be an Employer Direct Medicare Part D Prescription Drug Plan. This huge endeavor has resulted in revenue of over $125 million from CMS between 2006 and 2010. The contract may continue indefinitely. One hundred percent of the funds received as a part of this endeavor are used to reduce the monthly HealthChoice premium rate for the Medicare retirees of the State of Oklahoma who participate in the OSEEGIB plan.
Behavioral Health Consolidated Claims Processing and Outcomes Data
Oklahoma Health Care Authority
John Calabro, Carrie Evans, Garth Splinter, Howard Pallotta, Cindy Roberts, Carrie Slatton-Hodges
Debbie Spaeth, Dan Alcorn, Leo Fortelney, Richard Bowden, Durand Crosby and Steve Davis
Partners: HP, OHCA MMIS Contractor and APS
Behavioral health services represent a significant portion of the health care services purchased by the state of Oklahoma on behalf of its citizens. As partners the Oklahoma Health Care Authority and the Oklahoma Department of Mental Health and Substance Abuse Services developed a system that will ensure real time eligibility determination at the point of care and better clinical outcomes. For providers, this new system would create several administrative benefits including a single service contract, a single entry point for claims submission and one set of rules for claim payments. For the agencies involved in this project, the proposed system would build better opportunities for consumer and provider profiling, reduce the duplication in contracting and services, improve data reporting and ensure timely and appropriate care.
BUZZ: Oklahoma Child Support Services' Exciting New Communication Tool
Department of Human Services/Oklahoma Child Support Services
Gary W. Dart, Deidre Lockwood, Jeff Wagner, Konrad Baltes,
Elaine Hudson, Tawana Laurent, Rachel Mitchell and James Pesek
The Center for Communications and Community Relations created BUZZ, a standing committee within Oklahoma Child Support Services to promote positive two-way communication of ideas and vision for OCSS through all its activities. CCR defines “marketing buzz” as “the interaction of people serving to amplify a message.” Because positive “buzz” was the intended outcome, the name was a natural fit. It offers an effective way to get ideas from every location quickly and has become the “go to” group for obtaining organization-wide input. In this way, BUZZ has created “snapshots” of the organization’s thinking for a host of issues, driving the development of core values, organizational meeting rules, etc., and has made great strides in advancing communication for the benefit of OCSS and its customers.
Child Support Debit Card Activation
Department of Human Services
Heidi W. Randell, Renee Banks, Steve Byrom, Cory Cloud, Kelly Copeland,
Karla Crawley, Cynthia Edwards, Dave Gulick, Jon Kirchen, Larry Kelly,
Daniel Lindsey, Barbara Millikan, Tiffany Patswald, Dan Reiss, Ronald Taffe,
William Thompson, Steve Tunder, Kent Vice and Dawn Zellner
OKDHS, Oklahoma Child Support Services, and the families we serve lose over $1 million a year because of non-activation of debit cards. When a new child support case opens, the custodial person is automatically issued a new debit card after we receive the first collection. Each month, 195 CPs were failing to activate their cards within the 90-day required time frame resulting in refunds of $100,000 per month to the non-custodial persons. The creation of system generated letters, along with automated telephone calls, now provides multiple notifications to CPs regarding the issuance and status of their card. These two processes have reduced the dollar amount and number of refunds by 81 percent and 69 percent, respectively.
Oklahoma Department of Mental Health and Substance Abuse Services
A. Amber Guerrero, Sherris H-Ososanya, Angie Kopp and Ramona Gregory
This was a collaboration to provide necessary continuing education over Ethics, Boundaries, and Strengths Based services for Case Managers and Recovery Support Specialists working in the community. These trainings were offered in four areas of the state at no cost to the class participants as a way to provide needed support to community based providers. By traveling to the communities where the providers work we were able to limit the number of hours away from the office and mileage reimbursement.
Culture Vision
Oklahoma Department of Mental Health and Substance Abuse Services
David Harris, Cortney Yarholar, Tuong Thai, Tony Kunnel, Robert Blue and Lorrie Byrum
Partners: HOPE Community Services, Specialized Outpatient Services and North Care
Respecting and valuing how cultural traits, barriers and differences effect an individual receiving behavioral health services is a crucial to providing high quality health care. Exploring the unique culture of our individual consumers through personal interaction and the therapeutic alliance allows for true healing and recovery to take place and how we achieve cultural competency. We recognized a need to enhance the cultural competency skills and knowledge of our staff as well as the entire provider system. We have designed a pilot project that is overcoming this challenge by providing well researched cultural information to ODMHSAS staff, and professionals at over 100 partner agencies. Culture Vision is a web-based comprehensive database that provides instant access to information on over 45 ethnic-cultural and religious groups.
DDD and SSA on the Air
Department of Rehabilitation Services
Disability Determination Division
The Disability Determination Division partners with statewide Social Security Field Offices to determine applicants’ eligibility for Social Security Disability benefits. One way we managed to reach a large target audience is by teaming with the Enid Social Security Field Office to produce shows via public access channels on Enid’s cable system. We meet every three months and tape three shows, each dealing with a different relevant Social Security topic. Shows are also taped and broadcast in Spanish. Using public access television to get our message out is a low cost, (many times free) way to broadcast to a possibly otherwise unreachable market. It also allows the same message to be presented in different languages. Value far outweighs cost.
DDSD Streamline for RDQ Process
Department of Human Services/DDSD Area I
Debbie Moneypenny, Casey Browning, Jerry Durham, Sharon Maxwell,
Angela Combs, Cindy Holloway, Mitch Clay and Paula Green
Our agency has undergone many changes due to budget crisis and reduction of staff either through retirement or elimination of positions. As a result we lost many key personnel and added duties to already overloaded staff. In turn, our goal was to streamline the effectiveness of how we conducted business by going paperless, reducing staff time on projects, cutting red tape, reducing cost and being more efficient for our customers. Allowing staff to acknowledge what their needs were, giving them the freedom to chose a path of least restriction within the scope of polity, then as a tem formulating a plan of action resulted in very positive results and feedback.
Doubling Up: Facility Reorganization to Double Beds, Reduce Bed per Day Costs
and Maintain Service Quality
Oklahoma Department of Mental Health and Substance Abuse Services
Janie Hogue, Cheryl Steddum, Melissa Marcotte and Amanda Pipins
Partners: ODMHSAS Leadership Team, ODMHSAS Finance Department
and ODMHSAS Oklahoma Forensic Center
Rose Rock Recovery Center designed and implemented a facility wide re-organization initiated by Department requirements to improve efficiencies, increase beds, and decrease costs while maintaining quality of services. The RRRC management team designed and implemented the reorganization plan to increase counselor case load capacity, increase beds, reduce operating costs, and engaged the staff and consumers in the process to ensure everyone had the opportunity to be involved in changes. RRRC staff and consumers were able to carry out and sustain the changes as evidenced by doubling the bed census from 24 to 48 within six months, reducing the daily bed cost from $258 to $139 per person per day to and maintaining high consumer satisfaction with the program quality, services and treatment involvement.
Drug-Free Workplace & Drug Testing Policy Electronic Reference Guide
Oklahoma Department of Mental Health and Substance Abuse Services
Kimberly Poff, Crystal St. Pierre, Sherry Kollmann and Doye Johnson
The Oklahoma Department of Mental Health and Substance Abuse Services’ Drug-Free Workplace and Drug Testing Policy Reference Guide is a customized, electronic guide that serves the need of Drug Program Coordinators throughout our state facilities. The electronic guide provides an easy to use, sequenced instructional aid that directs DPC on how to properly conduct assessments. The ability for DPC to conduct assessments in an appropriate and time sensitive manner minimizes the likelihood that a problem may go undetected. The development and implementation of this reference guide ensures the safety of our consumers and employees. This alone holds a value that is priceless. In addition, this process, when completed correctly, allows us the opportunity to assist staff who may require treatment or other services.
e-Maintenance Work Order System
Oklahoma Department of Mental Health and Substance Abuse Services
Jennifer Reeves and Rex Huckeby
Partners: The Norman Transcript
Staff at Griffin Memorial Hospital identified an electronic process to more efficiently bill agencies for maintenance labor, as well as an easier way to request work orders. GMH, Children’s Recovery Center, Central Oklahoma Community Mental Health Center, and Oklahoma City Crisis Intervention Center now use an electronic system to enter work orders and track their own individual work orders. This system also allows the maintenance crew the ability to document the time spent and materials used on each individual work order and to send an electronic message when the job is complete. GMH has increased billing revenue, increased efficiency and demonstrated accountability of staff’s individual work.
Electronic Provider Notifications
Oklahoma Health Care Authority
Demetria Morrison, Tywanda Cox, Joseph Fairbanks, Trish Harland, Likita Gunn
Peggy Hansen, Melody Anthony, Terrie Fritz, Trevlyn Cross, Kelly Botten, Brandi Candelaria,
Jo Kilgore, Nancy Nesser, Debbie Spaeth and Paula Printup-Porter
Partners: Sonya Colberg (The Oklahoman) and Shannon Muchmore (The Tulsa World)
In an effort to reduce the Oklahoma Health Care Authority’s overhead costs and carbon footprint, a workgroup comprised of employees from various departments within the agency was established to assess the possibility of moving toward an electronic provider notification system. The workgroup was tasked with evaluating and analyzing the pros and cons associated with converting to an electronic notification system, costs associated with mailing over 300,000 provider letters, and any possible avenues that could ensure information reaches providers in a timely and cost effective manner. As a result, the agency has implemented an eco-friendly electronic provider notification process. The electronic provider notification process consists of three sources of communication instead of the paper letter process: e-mail notification, web alerts, and fax blasts.
Eligibility and Premium Accounting System
Oklahoma State and Education Employees Group Insurance Board
Patti Claxton, Lynne Bajema, Frank Wilson, Carol Bowman, Kent Bynum, Marti Hamer, Cheryl Hendrix, Jeanne Horn, Paul King, Kathy Landeros, Diana O’Neal, Bo Reese, John Santos and Shuqin Li
In 2003, the Oklahoma State and Education Employees Group Insurance Board completed a very successful implementation of an eligibility and premium accounting system customized to meet the different needs of over 1,000 participating groups and approximately 165,000 members and dependents. The implementation lasted a year and went live on time and within budget. The new system significantly improved production speed, accuracy, account reconciliation and reporting, and provided a web-based enrollment application for use by the Insurance Coordinators of participating entities. Approximately 75 percent of coverage changes are now made by the participating entity. In the eight years since this successful implementation, OSEEGIB has cut approximately 20-25 percent of personnel costs in the Accounting Division and has saved $4.1 million in software support fees.
Enhancing the Statewide Methadone CR and Emergency Methadone Database
Oklahoma Department of Mental Health and Substance Abuse Services
Ray Caesar, Linda Eakers, Armisha Harrison, Kevin Marble, Eric Nickel and Kelli Reid
Partners: Oklahoma Association for the Treatment of Opioid Dependence,
Opioid Treatment Programs, Behavioral Health Group-Oklahoma City, Price Consulting,
Keetoowah Counseling Services-Tulsa, Mission Treatment Services-Oklahoma City,
Mission Treatment Services-Tulsa, Quapaw Counseling Services-Miami, Greg Freeland,
Quapaw Counseling Services-Oklahoma City, Rightway Medical Clinic- Bartlesville,
Rightway Medical Clinic-Oklahoma City, Rightway Medical Clinic-Roland, NETalytics,
Rightway Medical Clinic- Tulsa, Southern Oklahoma Treatment Services- Ardmore,
Southern Oklahoma Treatment Services-Mead, Treatment Software Solutions, Inc.,
Southern Oklahoma Treatment Services-Oklahoma City and E. Elk Run Software
The Central Registry and Emergency Methadone Database are pivotal first response safety features for patient care. Beginning with the original “paper and pencil” system and evolving to the third generation electronic database for the overall management of quality opioid treatment services in the state of Oklahoma. The CR application has the ability to identify dually enrolled patients eliminating diversion of the drug methadone. The EMD application will increase the safety of the Opioid Treatment Program patients in emergency dosing situations. The enhancement of the statewide CR and EMD will provide a seamless demonstration of data sharing and a cost effective use of staff time all while meeting the continuous needs of patients.
Family Service Initiative
Department of Human Services/FamilyStart
Toni Taylor, Janice Liggett, Jenny Milner, Leslie Lewis, Jim Struby, Anthony Jackson,
Hank Brame, Sandra Lindsay, Ari Brooks, Gail Southwell and Barb Clemmons
FamilyStart serves Medicaid recipients whose children were born at OU Medical Center in the past year. The program provides education and referral resources to help the family’s transition with the newborn child. FamilyStart provided TANF vouchers to purchase car seats for families that needed them. Similarly to promote safe sleeping habits in newborns and reduce sleep related deaths, families in need were provided vouchers to purchase a full size crib, mattress, and bedding to ensure that baby had a safe sleeping area. In January 2010, FamilyStart proposed to pre-purchase car seats and portable cribs, in order to continue providing services to families, while being cognizant of the current budget shortfall.
Field and Lab Connection: Cross-Training for Better Understanding
Oklahoma Conservation Commission
Personnel in the Oklahoma Conservation Commission Water Quality Division and
Oklahoma Department of Agriculture, Food and Forestry, Brooks Tramell, Greg Kloxin,
Stacey Day, Jerry Carr, Daniel Franke, Leonard Moore, Jason Ramming, Ashley Rhea,
Wes Shockley, Mike Talkington, Brenda Snodgrass, Robert Whitney, Paul Kerr,
Tanna Kilpatrick, Nina Patton, Jeanette Lamb, Thuy Ta and Yvette Turner
Partner: Oklahoma Department of Agriculture, Food and Forestry
Personnel in the Oklahoma Conservation Commission Water Quality Division and he Oklahoma Department of Agriculture, Food, and Forestry Laboratory Services Division recognized the need for greater understanding between the staff collecting water samples out in streams and the staff analyzing the samples in the lab to produce water quality data. Supervisors of both agencies encouraged personnel to spend a day or two cross-training with the other group in order to increase their understanding of the entire process. As a result, OCC field staff and ODAFF lab staff have greater communication with each other and more fully appreciate the work being done by both agencies in partnership to accomplish the shared goal of accurately assessing Oklahoma’s waters.
Focus on Excellence
Oklahoma Health Care Authority
Jennifer Wynn and Dena Marchbanks
Partners: Sonya Colberg (The Oklahoman) and Shannon Muchmore (The Tulsa World)
Focus on Excellence is a tiered reimbursement program that was initiated on January 1, 2008. We have 309 Oklahoma Nursing Facilities participating and working toward excellence. The program is goal oriented to enrich nursing facilities’ overall quality of care. Our purpose is to allow nursing facilities’ established and rooted in Oklahoma the opportunity to achieve above and beyond the standard level of care already being provided. This program enhances not only the nursing facility, but families, consumers, employees and the entire State of Oklahoma.
Four-Day School Week: Braving Seas of Change without Sinking the Ship
Department of Rehabilitation Services/Oklahoma School for the Deaf
Larry Hawkins, Carolyne Paradiso, Thomas Thompson,
Traci Prince, KaAnn Varner and Betty Stephens
Federal legislation like No Child Left Behind and tough economic times has encouraged more mainstreaming of children with special needs. This has created a critical shortage of services for students with deafness. This scarcity of professionals is even more profound in states with large rural populations, such as Oklahoma. OSD has been called on to service more students, schools and agencies; last year, those numbered over 40,000. OSD implemented a four day school week to combat these challenges. Over a 2 year process, they coordinated with various stakeholders and implemented the new calendar this school year. To date, they have seen increase student attendance and enrollment (highest in over a decade), student services and $30,000 savings in utility costs in only 6 months.
General Ledger Systems Replacement
Office of the State Treasurer
Susan Nicewander, Sam Moore, Accounting Department Staff, Lee Cosby, HuiChin Shih, Information Services Staff, Sherian Kerlin, Securities Operations Staff, Carole Bailey, Banking Services Staff, Jennie Pratt, Mark Adkinson and Cherry Road Technologies Inc.
The Treasurer’s Office replaced a 25-year-old computer system used to balance daily financial activity of the state, involving more than 200 banks accounts, billions of dollars and thousands of agency funds. Written in COBOL, an obsolete computer language, the old system had become unmanageable and unreliable. Using funds saved through efficiency projects within the agency to purchase the new system, it was written, installed and put into operation January 1, 2011. Numerous improvements have been realized. Reports that used to take three days to develop, test and place into production can now be implemented within minutes. Bank and agency statements previously unavailable can be produced. Personnel time has been saved by automating reports that previously required manual entry.
Good Health Is Good Business: OK Health Screening Fair 2011
Oklahoma Department of Mental Health and Substance Abuse Services
Terri White, Durand Crosby, Donnita Heck, Ellen Buettner and Debbie Mankin
Since 2006, 273 ODMHSAS employees have enrolled in the Employees Benefits Council OK Health Program, which provides all active state employees the opportunity to participate in the state’s wellness mentoring program, which focuses on improving health, including diet, exercise, smoking cessation, stress management, and other important health issues. To promote participation in this program, ODMHSAS and EBC conducted a Health Screening Fair on February 17, 2011, in Shepherd Mall in Oklahoma City. The Wellness fair was attended by 71 state employees from a variety of agencies. As a result of the Wellness Fair, DMHSAS projects record enrollment in the program for the upcoming year, with more employees have enrolled in the Program within the first two month of 2011 as did in 2010 in total.
Hiring Process Improvement - Phase I
Department of Human Services
Diane Haser-Bennett, Karen Luman, Gail Leard, Stan Turner, Anita Cook, Margot Barnes,
Tracy Meeuwsen, Karen Duncan, Jon Trushenski, Pat Cowell, Delphine Hill,
Randy Reynolds, Ed Sweeney, Tara Walker-Price, Linda Haley and Audra Stegman
Originating as a Six Sigma Black belt investigation to streamline the OKDHS hiring process, this project soon discovered that the process, while complex, was not broken. But it was discovered that HRMD was spending excessive time on data entry, correcting many data entry errors, and the remaining, uncorrected errors were preventing the HRIS system from generating useful reports. Using the tools of Failure Mode Effect Analysis and Risk Prioritization, a process quality improvement effort was identified and undertaken. By simultaneously delegating part of the process and using Poke Yoke (translation: mistake proofing) in redesigning the data entry process within the HRIS system, errors are reduced, duplication of effort is eliminated, accurate tracking reports of HR actions may be generated, and application processing time is reduced.
How the Best was Done
Oklahoma Department of Labor
Cindy Sullivan, Liz McNeill and Cheryl Williams, Sherri Henderson, Don Schooler, Lester Claravall and Diana Jones
The Department of Labor’s theme, “How the Best was Done,” highlights accomplishments of the various divisions, including Finance, IT, General Counsel, OSHA/Safety Pays and Child Labor. These new programs either saved DOL money, streamlined systems or provided the taxpayer a needed service. All of these featured programs were kicked off in the first 60 days of the new administration. PowerPoint and other fun presentation materials are used to timeline our accomplishments and create an interactive and educational booth.
Improving Quality of Life While Increasing Life Expectancy
Oklahoma Department of Mental Health and Substance Abuse Services
Tanya King; Quinisha Oatis; Perry Pendergraft; Hansel Ratliff, MD; Dr. James Silman, MD;
Anita Tanner; Kathleen Wandel; Claudette Wispé, DDS; Susan Yeutter; Leslie DeHart;
J.B. Fancher; Larry Gross; Michelle Laurent; Emily Lott and Tina Stiefmiller
Partners: Cleveland County Mental Health Court, Thunderbird Clubhouse, Transition House, a variety of pharmaceutical companies and 25 nursing homes
Data from the Oklahoma Department of Mental Health and Substance Abuse Services indicate that life expectancy of Oklahomans with mental illness, substance abuse disorders, or both is 14.2, 28.5, and 31.1 years shorter, respectively, than that of the general population. One important reason is lack of access to primary health care services. Using federal funding, Central Oklahoma Community Mental Health Center established the Wellness Center, a medical home for people with mental illness and/or substance abuse disorders that also provides dental care, smoking cessation, and health and wellness classes and activities. From July through December of 2010, COCMHC measured an improvement in physical health for 2,825 adults receiving services at COCMHC. This represents 43.76 percent of adults served at COCMHC during that time period.
Innovative Workforce Development, ODMHSAS and OPM Exit Survey Partnership
Oklahoma Department of Mental Health and Substance Abuse Services
J. Andy Sullivan, Durand Crosby, Donnita Heck, James Bond, Ellen Buettner, Tyler Franks and Ross Tripp
The Oklahoma Department of Mental Health and Substance Abuse Services partnered with Office of Personal Management to establish a pilot exit survey program. The survey is designed to ask a series of standardized questions to better understand why an employee has left employment with ODMHSAS and provides the departing employee the ability to express his or her opinions in a method that is confidential and independently administered. Reported information is collected on a quarterly basis to create a variety of statistical analysis used by facility directors and leadership to improve retention and morale of existing employees, decrease costs in recruitment and training costs due to frequent turnover, and foster a workplace that promotes a healthy environment for employees to carry out the ODMHSAS Mission.
Integrating Behavioral Health in Primary/Emergency Care
Oklahoma Department of Mental Health and Substance Abuse Services
Dane Libart, Gary Parker and Linda Fanning
Partners: Terri White, Steven Buck, Jessica Hawkins and Karen Frensley
Mercy Health System of Oklahoma and the Oklahoma State Department of Mental Health and Substance Abuse successfully implemented two Screening, Brief Intervention, and Referral to Treatment programs. The goal of the project is to intervene early with Oklahomans who are consuming alcohol outside healthy limits and/or using drugs, which results in serious health/safety consequences and health care costs to the state. The ODMHSAS and Mercy Health System have partnered to implement SBIRT in the emergency department and a primary care clinic. The outcomes of this project have had a positive effect on Mercy patients and will soon be published in the American Journal of Nursing. The Mercy project serves as a model for SBIRT in Oklahoma.
Introduction to Process Improvement Training and Deployment
Department of Human Services/Data Services Division
Karen Duncan, Deb Garrett-Palmer, Mike Patrick, Vareeda Fenimore and Linda S. Warner
OKDHS Process Improvement program began in 2005. The goal was to ensure quality levels and improve customer satisfaction. The focus today includes process improvement projects but also the development and deployment of the “Introduction to Process Improvement” – White Belt Certification training to increase the awareness and education of our employees. This training offers the opportunity for OKDHS employees to take advantage of the tools and knowledge that Lean Six Sigma can provide. Students learn how to apply process improvement in daily activities assisting in better ways to operate and do business. The team has held five training sessions and has classes scheduled through June of 2011. White Belt training has become a sought after training. The challenge will be to keep up with the demand.
Item Maintenance
Oklahoma Department of Central Services/Central Purchasing
Elton Milton, Peggy Beaty, Jonathan Taylor and Vicki Rivas
The Item Maintenance Project provides the foundation for spend analysis of the state’s approximate $1,000,000,000 in annual spend. There are various statewide and agency contracts which utilize the spend data for purposes of cost analysis, benchmarking, target pricing, negotiations, and contract management. Correctly coded items, categorized, and analyzed provides the stat an immeasurable capability and insight never before achieved.
Measuring Success: SoonerCare's Payment Accuracy Project
Oklahoma Health Care Authority
Kelly Shropshire, Susan Crooke, Thi Nguyen, Robert Williams, Brett May, Tywanda Cox, Tom Wright and Jana Webb
Partners: Stuart McCollom, Cynthia Dannunzio, Felicia Lane, Linda Daily, Robin Reed and Linda Clark-Helms
Over 800,000 Oklahomans depend on the health care services of Oklahoma’s SoonerCare (Medicaid) program. To fulfill its role as diligent steward, OHCA must be able to measure its success and failure in meeting this primary objective. To assure fiscal integrity, state and federal auditors regularly review SoonerCare program expenditures and operations. However, until recently, little knowledge of payment error rates represented a substantial vulnerability for fraud, waste, and abuse. Measuring and reporting errors enables a program to identify root causes and implement corrective actions to reduce errors in subsequent years. This led to the development of OHCA’s annual payment accuracy program. The purpose of the program is to measure and reduce improper payments while protecting access to these essential services for all Oklahomans.
Medication Error Reduction
Department of Mental Health and Substance Abuse Services
Tulsa Center for Behavioral Health
Rebekah Erwin, Kelly Brown, Paula Hildestad, Vincent Peoples and Louise Price, DO
When mental health consumers are admitted to Tulsa Center for Behavioral Health they are in crisis. Our goal is to provide a safe and caring environment and to stabilize the consumer as quickly as possible. In the inpatient setting, medication management is a major component of treatment. The management team became aware of an unacceptable number of medication errors. Using a previously successful change model, a medication error reduction project was initiated. It was determined that consumer safety could be further improved and consumer care could be maintained at an optimal level by implementing the steps outlined in this project in order to decrease medication errors. From January 2010 through December of 2010 Tulsa Center for Behavioral Health reduced their medication error rate 66 percent.
OCSS Credit Bureau Process Improvement Team
Oklahoma Child Support Services
Anthony “Tony” Jackson, Marc A. Bonge, Kandice Baltes-McCollaum, Beverly Walker,
Kay Brooks, Brennen Brown, Cory Cloud, La-Vetta Henry, Robert Hoemann, Brunni Warren,
Jon Kirchen, Barb Klingerman, Wes Magerus, Sharon Tennyson and Thomas “Eddie” Yadon
Oklahoma Child Support Services sends 1,000,000 payment history transmissions to credit bureaus each year. As part of ongoing efforts to improve customer service, OCSS examined credit bureau reporting in 2007 and determined 10 percent of transmissions were inaccurate and affecting 8,400 Non-Custodial Parents’ credit scores. OCSS formed the Credit Bureau Process Improvement Team to refine credit bureau reporting processes. Since 2007, OCSS has reduced NCP complaints regarding credit bureau scoring inaccuracies by 50 percent, saving the division almost a quarter of a million dollars in personnel costs and 2,166 in human resource hours. The work of the CBPIT is an example of the importance OCSS places on improving customer service and ensuring child support is a reliable source of financial support for children.
OHCA Online Enrollment
Oklahoma Health Care Authority
Richard Evans, Tom Wright, Kyle Wang, Lafe Cruzan, Leslie Sickler, Dustin Oxford,
Alyssa Nguyen, Linh Conley, Halley Kinder, Ben Carter, Tracy Turner, Chris Dees,
Anita Buchanan, Brigido Espinosa, Derek Lieser, Buffy Heater, Likita Gunn,
Infrastructure, Software, and Support, Indian Health and Legal Services
Partners: Yvonne Myers, William Holmberg, Keith Lindsay, Peter Lemmon, Jim Strugby,
Helen Golden, Jim Hutchinson, Barbara Ore, Melinda Snowden, Barbara Perkins, Dave Gulick,
Tiffany Wilkerson, Dorinda Morris, Jay Burnside, Mary Beaver and Sandra Lahi
OHCA’s Online Enrollment project shows resounding success in its first six months, with nearly half of all applicants now choosing to apply from home instead of through a State agency. This frees up nearly 5000 person-hours of state employee time each month in processing paper applications, while also empowering SoonerCare and SoonerPlan members to manage their own benefit renewals and updates. The online application and supporting processes are also central to the $54 million Early Innovators grant recently awarded to OHCA for continuing to develop cutting-edge, cost-effective consumer-based technologies and models for insurance eligibility and enrollment.
Oklahoma Crystal Darkness Phase II Campaign
Oklahoma Department of Mental Health and Substance Abuse Services
Adrienne Rollins, Young Onuorah, Jessica Hawkins, Denotria Davis,
Krista Rhoades, Terri White, Steven Buck and Jeff Dismukes
Partners: Oklahoma Turning Point Partnership, Cherokee Nation, United Methodist Conference Center, Oklahoma Crystal Darkness Collaborative, The Burbridge Foundation and Area Prevention Resource Centers
Methamphetamine use destroys lives, families and communities, and Oklahoma is among the top states suffering from this menace. In 2009, leaders throughout our state supported Crystal Darkness Oklahoma, a campaign aimed at tackling methamphetamine abuse and the resulting social ills. A 30-minute documentary detailing the tragic consequences of methamphetamine use aired January 13, 2009, on local television stations and the internet, reaching millions of Oklahomans. The challenge became how to harness the public’s awareness of the problem into action. The ODMHSAS, in partnership with several agencies and tribes, provided 28 counties with training and support to develop community-based strategic plans to prevention methamphetamine use.
Oklahoma Forensic Center's Incentive Morale Campaign
Oklahoma Department of Mental Health and Substance Abuse Services
William Burkett, Danna Straw, Miriam Harris, Glenda Satterwhite, Satwant Tandon and Steve Willy
Partner: Samina R. Christopher
An incentive-morale campaign was initiated to address low morale among staff at Oklahoma Forensic Center. Factors such as no raise/low pay, lack of appreciation, favoritism, and lack of communication between administration and staff and between staff/shifts were identified as contributing to the low morale. As a result, the Executive Management Team implemented programs in an effort to increase appreciation and recognition, increase communication, and encourage appreciation and spreading of positivity/kindness. Five month post-survey results indicated that while morale continues to be perceived as low, the programs implemented by EMT were personally rewarding to several staff. EMT is encouraged by these results and dedicated to continuing to improve employee morale, especially via verbal praise/positive feedback/direct appreciation from supervisors and administration.
Oklahoma Partnership Initiative
Oklahoma Department of Mental Health and Substance Abuse Services
Elicia G. Berryhill, Amy White, Kyle McGraw, Jody Brook and Tom McDonald
Partners: Terri White, ODMHSAS Commissioner, and Steven Buck, ODMHSAS Deputy Commissioner of Communications and Prevention
The Oklahoma Department of Mental Health and Substance Abuse Services collaborated with the Oklahoma Department of Human Services to implement the Oklahoma Partnership Initiative. The purpose of the OPI project is to increase the well-being of and improve the permanency outcomes for children affected by substance abuse. The goal is to intervene effectively and early to prevent and reduce the risks for children associated with parental substance abuse. The collaboration has resulted in the implementation of the UNCOPE, a universal alcohol and drug screening, to be utilized for all parents involved in the child welfare system whose children are at imminent risk of removal.
Oklahoma's Watershed Program
Oklahoma Conservation Commission
Joe Parker, president, Oklahoma Association of Conservation Districts, and Christina Richard, president, Oklahoma Association of Conservation District Employees for the Conservation Districts and Private Landowners; Mike Thralls, executive director, Oklahoma Conservation Commission, for the Oklahoma Conservation Commission; and Ron Hilliard, state conservationist, Oklahoma Natural Resources Conservation Service, for the USDA Natural Resources Conservation Service
Oklahoma’s Watershed Program protects our people and protects our land. Oklahoma is a national leader in the Small Watershed Program. Through the watershed program partnership 2,107 small watershed flood control dams have been constructed throughout the state. These flood control structures have established a $2 billion public infrastructure that provides more than $81 million in benefits annually to the state and our citizens. In addition to the monetary benefits, protection is provided to 1,439 bridges and 21,206 farms and ranches. Forty-two cities receive their municipal water supply from a flood control water impoundment. More than 9.4 million tons of sediment is captured each year and more than 45,000 acres of wetlands is created or enhanced.
Online: Proposed Rule Change
Oklahoma Health Care Authority
Tywanda Cox, Reginald G. Mason and Trent Dugas
Partners: Sonya Colberg (The Oklahoman) and Shannon Muchmore (The Tulsa World)
The State of Oklahoma enacted the Oklahoma Government Web-Site Information Act. This new law requires any proposed administrative rule change be made available to the general public, by way of the agency’s internet web-site. In doing so, Oklahoma Health Care Authority has implemented an online proposed rule change site. Not only do we publish all proposed rules changes in accordance with the OGWI, but we also give the public an opportunity to comment on the proposed rule. OHCA’s online comment site seeks advice and consultation from medical professionals, tribal organizations and the general public in developing new or amended policies and rules. Thereby, providing a forum for the public to share comments and suggestions related to the proposed rule change.
Practice Facilitation: Strengthening Primary Care for Chronic Illness in Oklahoma through the SoonerCare Health Management Program
Oklahoma Health Care Authority
Carolyn Reconnu, Harvey Reynolds, Casey Dunham, Sammie Fraijo, Sherris Harris-Ososanya, Mike Herndon and Marlene Asmussen
Partners: Iowa Foundation for Medical Care, Health Management Program and Practice Facilitation staff: Ronda Scruggs, Vickie Bouffleur, Cindy Webster, Jona Rutherford, Jimmi Norris, Carri Lord, Becky House, Stacy Wilde, Tabitha Knowles, Jerilyn Davidson
The Oklahoma Health Care Authority, along with our partner, Iowa Foundation for Medical Care, is achieving cost savings and improved quality of care for patients with chronic disease through an innovative process known as Practice Facilitation. This component of the SoonerCare Health Management Program, operating since February 2008, provides direct process improvement support to primary care medical practices. With chronic illness prevalence rising dramatically in Oklahoma, as the availability of physicians simultaneously decreases, the work being done by the SoonerCare Health Management Program is critical. An independent evaluator credits practice facilitation with saving 2.8 million dollars in the first 17 months of operation. Key quality measures in diabetes, asthma, hypertension and coronary artery disease have also been positively impacted by this innovative program.
Outplacement Assistance Program
Oklahoma Department of Mental Health and Substance Abuse Services
Durand Crosby, Donnita Heck, James Bond, Sherry Kollmann, Pam Champeau, Doye Johnson, Brischelle Skidmore, Pam Mulvaney, Jason Maricle and Tyler Franks
The Oklahoma Department of Mental Health and Substance Abuse Services implemented a reduction-in-force strategy in Year 2010 to meet budget challenges. Above all else, we wanted to ensure our employees were treated with dignity and respect throughout this difficult process. We went well beyond typical services by creating an Outplacement Assistance Program. Employees had the opportunity to work with Human Resources professionals to explore employment interests, assess skills, and discuss ways to prepare to move forward in their career. Support services included resume development, skills training, and technical assistance for employment searches. The program offered 44 hours of skills development training and 121 hours of one-on-one coaching and assistance, with over 40 contacts made. Employees were appreciative of the respect and kindness shown by the Department.
Positively the BEST Way to Receive Pay: ODMHSAS Transition to Employee Self-Service
Oklahoma Department of Mental Health and Substance Abuse Services
Pam Mulvaney, Carol Peil, Tyler Franks, Joyce Pettey, Rosangela Miguel, Judy Nave,
Jason Maricle, Patricia Smith, Debbie Mankin, Lindsey Pianalto, Carolyn Merritt, Kay White,
Debbie Davis, Julie Jacobs, Sherryll Taylor, Jennifer Mundt, Donna Baldwin, Donnita Heck,
Ellen Buettner, Garry Jennings, Tony Kunnel, Kevin Marble, Sherry Kollmann and James Bond
ODMHSAS and the Office of State Finance – CORE has significantly reduced the amount of agency costs both in time and money. This project significantly streamlines a burdensome process allowing the agency to more effectively allocate its human resources, thus continuing to develop a thriving and effective workforce in order to effectively carry out the ODMHSAS Mission.
Project SEARCH
Department of Rehabilitation Services
Holly McVay, Morgan Lamberton, Shelly Rentz, Melinda Lucas, Joni Moore, Katrina Simpson, Jamie Thomison, Ann Williams, Tera Latta, Tricia Mitchell, Dennis Moore, Jill Wimmer, Bonnie Allen, Denise North, Kristen Wiley, Theresa Flannery, Shanel Armstrong, Judi Goldston
Partners: University of Oklahoma National Center for Disability Education and Training; Oklahoma State Department of Education; Central Technology Center, Oklahoma State Department of Education, Valley View Regional Hospital, Byng Public Schools, Jenks Public Schools, Allen Public Schools, Roff Public Schools, Latta Public Schools and Stonewall Public Schools and Not Just Jobs
The Oklahoma Department of Rehabilitation Services is a statewide agency that helps individuals with disabilities prepare for, obtain, retain, and sustain employment. The primary objective of the agency is to put people to work - helping clients get “cool jobs with benefits.” Agency staff and higher education partners found it prudent to work toward meeting the United States Department of Education’s goal for improving outcomes for young adults with disabilities. We strive for independent competitive employment for all individuals we serve. Three years ago, we implemented Project SEARCH™ - a full immersion in the workplace internship program for high school seniors and young adults with disabilities.
Reducing Assaultive Behavior in an Acute Care Setting
Oklahoma Department of Mental Health and Substance Abuse Services
Kevin Reeves, Richard White, Sanzee Suthers, Stephanie Harper, Melyssa Thomas, and Monty Grider
Experiencing rising levels of assaults toward staff and property by clients, Northwest Center for Behavioral Health sought and implemented interventions to reduce the number and severity of assaults on its Acute Care Unit. These interventions were provided at minimal cost utilizing training materials already available at the facility and through improved client management techniques which increased the availability and modified the approach of staff to clients. In the year preceding the start of the project, the NCBH Acute Care Unit experienced 6.2 assaults per month the most serious costing approximately $1300.00 in property damage and the loss of approximately six months of staff time on the unit. Since implementation the average has fallen to 1.7 per month and no staff time lost or property damaged.
Reducing Psychiatric Residential Treatment Expenditures
Oklahoma Health Care Authority
Debbie Spaeth, Jolene Ring, Nichole Burland, Jennifer King, Tony Russell, Leah Taylor,
Erin Meyer, Danielle Sorrels, Joni Jones, Kim Sardis Shelly Waller, Jackie Shipp,
Karen Frensley, Danielle Fields Kenneth Jones, Nancy Long and Dawn Carson
Since 2005, the expenditures for children in inpatient Psychiatric Residential Treatment Facilities had continued to increase to the point of being almost double the expense by 2008. The Oklahoma Health Care Authority was very concerned about the ability to pay for an expense that was increasing at such a pace. In 2005, the PRTF expenditure was $53,307,495 and by 2008, it was $99,142,247. Steps were taken to reduce the behavioral health PRTF expenditures that included increased and enhanced care coordination and increased work force availability. The results of all of these combined steps to reduce the PRTF expenditure was a reduction of $9,062,057 in the first two quarters of the State Fiscal Year 2010-2011 from the previous state fiscal year.
Revisions to Administrative Code Regulating ODMHSAS Provider Certification: Quality Processes and Beneficial Results
Oklahoma Department of Mental Health and Substance Abuse Services
John Hudgens, Durand Crosby, Steven Buck and Deneka Cain
Partners: ODMHSAS Board Certification Committee, Carrie Slatton Hodges, Caletta McPherson, ODMHSAS Providers, Provider Certification Staff, Mental Health Recovery Division Staff, and Substance Abuse Recovery Division Staff
The ODMHSAS, ODMHSAS Board members, and provider representatives worked together to build consensus, establish priorities, and propose recommendations to the rules regulating the certification of behavioral health providers codified in the Oklahoma Administrative Code Title 450. Analyses of regulatory compliance trends, reviews of statutes and similar codes from other states, and use of a web-based provider survey were used as additional data to guide and propose revisions to the OAC. The process culminated in revisions to OAC 450.1 signed into effect by Governor Brad Henry in July 2010. As a result of the changes, efficiencies are being realized in terms of ODMHSAS staff time, limited disruptions to the provisions of services, and more timely completion of Oklahoma’s statutory certification processes.
Second Chance Program
Department of Corrections
Kenny Holloway, Clint Castleberry, Leon Hawkins, Jay Hodges, Apryl Owens, Karl Willett, Scott Martinson, Dr. Mike Connelly, Chris Hyde, Courtney Charish,Renée Philipp, Reginald Hines, Dan Reynolds, Leroy Young, Randy Matthews, Deborah Romine, Felicia Mack, Alecia Reed, Eddie Williams, Karen White, Kristie Phillips, Robert Truitt, Glenroy Hines, Mike Fenner and Travis Russell
Partners: Oklahoma Department of Mental Health and Substance Abuse Services; Career Tech, City of Oklahoma City, Hope Community Services, University of Oklahoma, Francis Tuttle, Metro Tech, Specialized Outpatient Services, CARE for Change and Tri-City Youth and Family
The Oklahoma Department of Corrections received a Second Chance grant in hopes of addressing the complicated needs of offenders returning to Oklahoma County and the surrounding areas. By helping offenders with a high risk of returning to prison, it ultimately benefits the people of our state through savings the cost of future incarcerations. ODOC has collaborated with other local and state agencies to help address the needs of the offenders and help them become productive law-abiding citizens. This done through programs to help change participants thinking and substance abuse, providing money for essential items such as housing and clothing, introducing participants to their Probation/Parole Officer before their release, and providing vocational and employment assistance.
Sign Language Video Saves Money, Opens Doors for Deaf Oklahomans
Department of Rehabilitation Services
Hope Crumley, Cody Francisco, Johny Penny, Candace Lewis, Jody Harlan, Jim Ward, David Harper, Jody Wickersham, Kimmi Ray, Jessica DuPree
Deaf Oklahomans now have equal access to information that helps them go to work and become taxpayers, thanks to an award-winning video produced in American Sign Language by Oklahoma Department of Rehabilitation Services’ Services to the Deaf and Hard of Hearing, DRS Public Information Office and Garman Productions. Interpreters previously signed a vocational rehabilitation and employment program booklet mandated for distribution by federal law for Deaf clients, limiting their ability to review the information later and taking valuable interpreter time. The video - the first of its kind in the U.S - bridges the communication gap for Deaf clients, saves a minimum of $8,100 per year and enables Services to the Deaf staff to spend more time interacting with clients and working on employment goals.
SoonerCare Choice: Oklahoma's Patient-Centered Medical Home Program
Oklahoma Health Care Authority
Marlene Asmussen, Beth Van Horn, Becky Pasternik-Ikard, Kelly Botten, Traylor Rains,
John Giles, Melody Anthony, Amiee Rizzo, Marjorie Snyder, Kimrey Suttles and Della Gregg
Partners: OHCA Medical Advisory Taskforce
The Oklahoma Health Care Authority provided healthcare to 900,000 Oklahomans in FY 2010, with 60 percent receiving healthcare through the SoonerCare Choice Program. During 2004-2008, a primary care case management delivery model was utilized, with a per member, per month payment to primary care providers for a defined benefit package. To improve access and quality, OHCA transitioned to a
patient-centered medical home model in January 2009. The PCMH is patient-centric and fosters a team approach to healthcare delivery, engaging the patient and family, as well as medical staff. The PCMH utilizes a care coordination fee based on a tiered PCP classification system with a fee-for-service and incentive payment structure, all within the same budget parameters as the previous model.
SoonerCare Member Advisory Task Force
Oklahoma Health Care Authority
Melody Anthony, Marlene Asmussen, Joni Bruce, Wanda Felty, Terrie Fritz, Paula Gullion,
Sheryl Houck, Paul Keenan, Carter Kimble, Traylor Rains, Sue Robertson, Kevin Rupe,
Duane Howell, Danielle Howell, Amanda Chapman, Lora Roberts, Ryan McLaughlin,
Tamra Young, Amy White, Theresa Sharp, Wanda Felty, Nellie Green and Brandy Jewell
Partner: Oklahoma Family Network
The Oklahoma Health Care Authority has always strived to involve consumers, agency stakeholders and healthcare professionals in the development and implementation of SoonerCare programs. In many of our efforts, SoonerCare member voices are sometimes lost in the process. OHCA has made effort to inform SoonerCare members of changes to the program, which affect their benefits through targeted mailings, quarterly newsletters and a user-friendly website, until recently; the agency has not had an advisory group consisting solely of SoonerCare Members and/or their families. In January 2011, years of planning and collaboration alongside the Oklahoma Family Network culminated in the creation of the SoonerCare Member Advisory Task Force. Just in its short existence, the MATF has contributed greatly to the direction of the SoonerCare program.
SoonerEnroll: Partnering for a Healthy Oklahoma
Oklahoma Health Care Authority
Nico Gomez, Ed Long and Dana Miller
Partners: Centers for Medicaid and Medicare Services and more than 200 statewide and community partners
Approximately 60,000 children in Oklahoma qualify for SoonerCare, but are not enrolled in the program. As a member of SoonerCare, these children would have access to a host of services including immunizations, dental, vision, and medical care. The Oklahoma Health Care Authority implemented SoonerEnroll, an innovative plan to create a statewide infrastructure for outreach and enrollment for uninsured but qualified children. The goal of SoonerEnroll is to empower non-profit, public, and private community resources to assist their own community members with accessing the SoonerCare program. With over 200 community partners and an increase in SoonerCare enrollment, SoonerEnroll is a successful model of a state agency and local communities working together for a health Oklahoma.
SoonerQuit Prenatal Tobacco Cessation Initiative
Oklahoma Health Care Authority
Shelly Patterson, Daryn Kirkpatrick, Terrir Fritz, Carolyn Reconnu, Harvey Reynolds, Sammie Fraijo, Tracey Strader, Jonas Mata, Sjonna Paulson, Lance Thomas, Sally Carter, Jennifer Smith
Partners: Sonya Colberg (The Oklahoman); Shannon Muchmore (The Tulsa World)
Oklahoma ranks among the highest in the nation for tobacco use, including use among pregnant women, with over 30 percent of Oklahoma’s new mothers smoking just before pregnancy and nearly one in five continuing throughout pregnancy. Tobacco use during pregnancy is a preventable cause of poor birth outcomes. The Oklahoma Health Care Authority partnered with the Oklahoma Tobacco Settlement Endowment Trust and the Oklahoma State Department of Health on a new initiative to improve Oklahoma birth outcomes, thereby improving health care quality and reducing associated health care costs. This initiative arms SoonerCare obstetric care providers with information and tools to provide best practices for tobacco cessation. Working with the Iowa Foundation for Medical Care, providers receive hands-on technical assistance using an innovative “Practice Facilitation” approach.
State Government Legal Education Collaborative Program
Oklahoma Department of Mental Health and Substance Abuse Services
Durand Crosby, Donnita Heck, Dewayne Moore, Ellen Buettner, James Bond, Cynthia McClarence and Tom Patt
The State Government Legal Education Collaborative Program creates collaboration among state agencies and allows agency attorneys to draw upon each others’ individual and department expertise in an effort to improve overall understanding of the legal processes, as well as to create a network of knowledgeable resources to address current topics facing governmental agencies. This program was designed both as an educational and networking tool to promote shared-ideas concerning issues of mutual interest, as well as to create camaraderie among governmental employees in an effort to promote agency attorneys as leaders in their field. At the same time, attorneys also earn free continuing legal education credit for attending these programs that are focused on topics that are relevant to legal issues in state government.
Statewide Care Management Oversight Project
Oklahoma Health Care Authority
Debbie Spaeth, Jennifer King, Nichole Burland, Tony Russell and Jolene Ring
Partners: Oklahoma Department of Mental Health and Substance Abuse Services: Jackie Shipp, Danielle Fields and Kenneth Jones; Innovation Center: Karen Frensley; Oklahoma Office of Juvenile Affairs: Robert Hendryx; University of Oklahoma e-Team: John Vetter, Geneva Strech and Betty Harris; Oklahoma Federation of Families: Jeff Tallent and Paul Calmes; Oklahoma Department of Human Services: Nancy Long and Dawn Carson; Oklahoma Commission on Children and Youth and APS Healthcare, Inc.
Based on a successful pilot project in 2005, a Statewide Care Management project was implemented. The project studied the effects of state level care management for children who were at moderate to high risk of future inpatient behavioral health hospitalizations and was funded by the Innovation Center’s Transformation of System’s Infrastructure Grant. The project was collaboration between multiple state agencies. The University of Oklahoma’s e-Team was included to evaluate the results of the study and APS Healthcare assisted with prior authorization and care coordination. The results showed a reduction in inpatient average length of stay by 58 days per treatment study member, totaling a savings of $2,214,040 in inpatient expenditures.
We Are Surviving!
Department of Mental Health and Substance Abuse Services
Carl Albert Community Mental Health Center
Debbie Moran, Vicki Shepherd, Tammy Mahoney, Mavis Risenhoover, Connie Glasco, Betty Dixon, Connie Gray, Yolanda Cummings, Carol Garvin, Annette Ashmore, Denise Nick, Tommie Hamilton, Amy Lewis, Kristie Leak, Susan McNeal, Jenell Walla, and a host of other revolving licensed and unlicensed clinical staff
A mass reduction in licensed clinical staff occurred November 2008 – November 2010 in our outpatient service department facility wide. The trend began when we lost the first two licensed clinical staff in November 2008 and December 2008. We were faced with the dilemma of providing services to our consumers in a timely and quality manner, all while minimizing the negative impact on consumers and also supporting existing clinical staff. This resulted in intense brainstorming sessions from onset and continues to date. This process produced positive results providing consumer services in a timely and quality manner, but also resulted in a financial savings of one Psychiatrist FTE, and one clinical supervisor FTE. It is believed that this project is reproducible at other similar agencies.
White Pages
Oklahoma Department of Mental Health and Substance Abuse Services
Kevin Marble, Donnita Heck, Thomas Ferguson, Eric Nickel and Tony Kunnel
The White Pages application is a natural progression and extension of the centralized human resources system. It benefits any user that requests publicly available information on an ODMHSAS employee. With an agency of over 2,999 employees and duty stations throughout the state of Oklahoma, this application will minimize the time required in location and requesting public employee information. This application could be ported to use the latest mobile technologies. If the application were to be used in a mobile application, the information could be used for emergency preparedness. ODMHSAS interfaces the White Pages data with other applications like HR, Emergency Management Team system, and Microsoft Outlook through a unified Microsoft standard called “Active Directory”. This allows for a single change to affect multiple systems and allow users multiple paths to get to the same accurate data.
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