CMS & AoA VISION
Technical Assistance to Support the Aging and
Disability Resource Center (ADRC) Grantees
To have Aging and Disability Resource Centers
in every community serving as highly visible
and trusted places where people of all incomes
and ages can turn for information on the full
range of long term support options and a single
point of entry for access to public long term
support programs and benefits.
Academy Health 2006
Lisa Alecxih
The Lewin Group
lisa.alecxih@lewin.com
(703)-269-5542
Karen Linkins, The Lewin Group
Susan Reinhard, Rutgers University
0
1
AGING AND DISABILITY RESOURCE CENTER GRANTEES
Research in Support of ADRCs
X
¾
X
VT
MT
ND
NH
MI
IL
UT
OH
IN
CO
WV
CA
KS
CT RI
NJ
DE
PA
IA
NE
NV
Hawaii
NY
WI
WY
Rosalynn Carter Institute, 2006 and numerous grantee surveys, 2004-2005
KY
MO
MD
VA
NC
TN
AARP, 2003
AZ
OK
NM
SC
AR
MS
Northern
Marianas
AL
GA
TX
LA
FL
Guam
Feinberg, 2003 and AARP 1996
FY 2003 ADRC Awardees
Louisiana
Maine
Maryland
Massachusetts
Minnesota
Montana
FY 2004 ADRC Awardees
New Hampshire
New Jersey
Pennsylvania
Rhode Island
South Carolina
West Virginia
Alaska
Arkansas
California
Florida
Georgia
Illinois
FY 2005 ADRC Awardees
Indiana
Iowa
New Mexico
North Carolina
Northern Marianas
Wisconsin
Alabama
Arizona
Colorado
DC
Guam
Hawaii
Idaho
Kansas
Kentucky
Michigan
Mississippi
Nevada
Ohio
Tennessee
Texas
Vermont
Virginia
Washington
Wyoming
2
3
Pilot Site Operating Organizations
Populations Served
Among 54 2003/04 Pilot Sites
ADRC Populations
25
25
20
19
20
20
20
15
10
15
4
5
2
2
2
2
2
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D
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DD = Developmental Disabilities
g
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PD = Physically Disabilities
MI = Mental Illness
Ag
Ag
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cie
Elderly & MI
only
ty
All Adults with Elderly & PD Elderly, PD & Elderly & DD
Disabilities
Only
Other
only
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All Ages &
Disabilities
St
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3
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5
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(A
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s
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ilit
10
C
ou
n
Number of Grantees
(45 with 2 CA & 2 IL sites serving different
populations)
ME
MN
SD
ID
Providing the right information, assistance, and access
to services at the right time can delay or prevent costly
institutionalization
¾
WA
OR
Most think that Medicare will cover long term support
needs and do not understand Medicaid is means-tested
¾
X
AK
People do not know who to turn to for information
about long term support services
5
ADRC Technical Assistance Exchange
(ADRC-TAE)
X
Functions of an ADRC
Led by The Lewin Group
¾
X
Awareness & Information
X
Assistance
¾
In conjunction with CMS TA that supports nearly all of CMS
System Change grants
¾
¾
– Rutgers University, Independent Living Research Utilization (ILRU),
National Academy of State Health Policy, National Association of
State Units on Aging, and others
X
Focuses on grant major components/requirements
Also addresses sustainability and scaling up
X
Relies on multiple sources for knowledge transfer
X
Uses proven techniques of reinforced learning
X
¾
¾
¾
¾
¾
X
Public Education
Information on Options
ACCESS
Options Counseling
Benefits Counseling
Employment Options Counseling
Referral
Crisis Intervention
Planning for Future Needs
CONSUMER
Access
¾
¾
¾
¾
¾
¾
Eligibility Screening
Private Pay Services
Comprehensive Assessment
Programmatic Eligibility
Determination
Medicaid Financial Eligibility
Determination
One-Stop Access to all public
programs
AWARENESS
&
INFORMATION
ASSISTANCE
6
The Audience
X
¾
¾
Knowledge Needs/Materials Refinement Feedback
43 state/territory grantees
62 pilot sites currently and 106 by end of 2006
Over 1,200 registered website users
Information Sources
• TA Requests
• LTC-TAC Faculty
• LTC Experts
• State Peers
• Research Literature
• Grantee Meetings/
Teleconferences
• Listserv Discussions
• Web Site
• Needs Assessments
Secondary Audience
¾
¾
¾
X
Coordinated Knowledge Transfer Framework
Primary Audience
¾
X
7
Policymakers
Researchers
Others interested in access to long term support services and
information and assistance
Varying levels of understanding of:
¾
¾
Knowledge
Development/
Synthesis
• Issue Briefs
• Matrices
• Tools
• Summaries of
Meetings & Work
Groups
• Grantee Progress
Reviews
Knowledge
Dissemination
& TA
• ADRC Website
• Weekly Newsletter
• Bi-annual National
Grantee Meetings
• Monthly All Grantee
Calls
• Peer Work Groups
• One-to-one TA/
mentoring
Stakeholders
• State Agencies
• Aging Network
• Disability Community
• Indep. Living Centers
• Consumers/Families
• Service Providers
• Program Staff
• Private Insurers
• Legislators/Regulators
• General Public
Knowledge
Exchange/
Feedback
Key grant components
Use of the web and technology
On-Site TA
Recipients &
Grantees
8
Reinforced Learning Process
On-site
Assistance
9
Written Materials
X
Listservs
Issue Briefs
¾
¾
Work
Groups
Consolidate research and highlight key elements
Make relevant to ADRCs
– Provide “real life” examples – bridge research and practice
Individualized Standardized
Knowledge
Knowledge
¾
Web Site
Content
¾
¾
Teleconferences
X
Resource Documents and Tools
¾
Needs
Assessment,
TA Plans
Consolidated information for a particular topic
– e.g., Information & Referral Software Matrix and Web-based Resource
Databases
– 70 downloaded 1,662 times
National Meetings
& Regional
Teleconferences
¾
AoA, CMS, Experts,
TA Collaborative
Try to keep to less than 10 pages
Provide sources for more detail
25 downloaded 3,762 times
Documents from the field
– e.g., RFPs, forms, brochures, MOUs, marketing materials
– 344 downloaded 3,487 times
State Expertise
10
11
Teleconferences
X
On-Site Technical Assistance
Topics based on grantee needs
¾
Monthly all grantee calls
¾
Smaller work groups calls
– Average 26 grantees of 43 since Nov; 65 participants per month
X
X
X
X
Background materials and/or slides in advance
Use of web-based meeting capability
Expert or state representatives featured
Summary, including questions and answers, posted on
website
¾
X
Onsite requests from grantee or identified need by
funders
Support grantees with other stakeholders
X
Facilitate meetings
X
Individualized TA needs
X
Monthly calls also recorded and available for future access on
the website
12
National Meetings
X
X
Opportunity for peer-to-peer TA
X
Tackle issues more in-depth
X
Reinforce federal messages
X
Two each year
X
Other Forums
Permit in-person exchange among grantees
¾
13
¾
1-2 days
¾
Between 100 and 250 attendees
Online Peer-to-Peer Exchange
¾
¾
¾
X
30 topics with 101 posts
e.g., naming the project and customer satisfaction survey
2,872 total hits
FAQs to Funders
¾
¾
14 questions and answers
3,220 hits
– Most for single question – 836 on Medicaid eligibility determination
X
Also send TA staff to other national meetings that
grantees attend
Weekly newsletter
¾
¾
New resources
Upcoming events
14
Feedback Mechanisms
X
TA and Grant Management
Online surveys for all monthly calls and national meetings
¾
¾
15
X
¾
¾
¾
¾
¾
– Possibly because of dinner for two incentive
X
Funders ask about TA in their semi-annual calls
¾
X
“In my 20 years of state government services, I have never seen anything so
comprehensive and useful as the ADRC technical assistance website” 2005
ADRC project coordinator
Informal mechanisms
¾
¾
Web-based TA Tracking Tool
Record grantee requests and TA responses
Prioritize TA activities
Ensure responsiveness to grantees
Coordinate multiple TA providers
Identify common themes to maximize resources and plan
activities
¾ Accountability to funders
Poor response rate for calls – most=9, mode=4
Better for national meetings – 30-50%
X
TA leads solicit in regular one-on-one calls with grantees
Ask at end of every peer workgroup call
Online semi-annual report tool
¾
¾
– Feedback on format
– Topics for future calls
X
16
Grantees submit narrative, check box and outcomes info.
Database allows easy of analysis
Produce reports for internal and external purposes
17
Grantee Baseline & Progress
X
Sources of information
¾
¾
X
Website – www.ADRC-TAE.org
X
Primary mechanism to disseminate & exchange
information
Over 1,200 registered users
Averages 70 visits and 15,000 hits per day
X
Average 2,000 to 3,000 visits and 500,000 hits per month
X
Built a grantee online community
X
Baseline from initial needs assessment calls
Progress from
– Semi-annual reports,
– TA requests and activity related case notes for grantees (TA
Tracking Tool)
– AoA-CMS Grants Monitoring call notes
X
¾
Provides information for evaluative efforts
Up from 40 visits and 3,200 hits per day a year ago
18
19
Audience of Implementers –
NOT Researchers, sooo …
Website – www.ADRC-TAE.org
X
Know your audience:
X
Attract and keep their interest:
¾
¾
¾
¾
Boil relevant research down to the high points
Repeat messages frequently and in variety of ways
Provide a couple (not too many) of resources for more depth
X
Meet them where they are:
X
Monitor what works and what does not:
X
Try new things:
¾
¾
¾
¾
¾
20
Preferred method of receiving information, tech savvy, concerns and
challenges
Stage information based on readiness
Solicit feedback constantly, both formally and informally
ACT on the feedback!!!
Keep eyes and ears open for how other successfully teach/support
Experiment with different formats (e.g, consultancies)
21