Shared Assessment Education
GTA Shared Assessment Education
Training Objectives
By the end of this session, participants will have
the materials and processes necessary to:
- Carry out the vision of a single OCAN per
person every six months within the
Community Mental Health System
- Adjust to a new way of completing assessments
in a collaborative way involving consumers and
mental health workers in other services.
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GTA Shared Assessment Education
Agenda
•
•
•
•
•
Background, Anticipated Benefits & Challenges
Overview of Roles, Materials and Processes
Determining the OCAN Lead
Privacy and Security Responsibilities
Communications
– To Consumers
– To Staff
• Collecting Information
– MH Functional Centre Use
– Other Information
• Managing Challenging Scenarios
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GTA Shared Assessment Education
Background
• Your role in this Shared Assessment
implementation
• What is Shared Assessment?
• Shared Assessment vision
• Shared Assessment requirements
• Shared Assessment blueprint
• Anticipated Benefits and Challenges
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GTA Shared Assessment Education
Your role in this Shared
Assessment Implementation
• Using the materials provided, implement the
Shared Assessment process
• Participate fully by keeping track of your
successes, challenges, issues
• Be prepared to evaluate your participation and
offer suggestions for improvement
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GTA Shared Assessment Education
Shared Assessment Requirements
Assessments
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Increased
sharing
Technology
Technology
IAR
How
Howtoto
Share
Share
Shared
Assessment
Model / Business
Process Mapping
Common
Common
Consent
Consent
Processes
Processes
Common
Privacy
Framework
Outcome and
approach going
forward:
Joint
Assessment
and IAR
Implementation
GTA Shared Assessment Education
What is Shared Assessment?
• A process that reduces the number of times consumers
have to repeat the same information.
• Health Service Providers (HSPs) working together on
OCAN assessments to ensure that consumers are not
unnecessarily assessed across multiple Community
Mental Health (CMH) services.
• The guidelines and processes that support the goal of a
single OCAN assessment every six months for each
consumer, regardless of how many CMH services they
access.
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GTA Shared Assessment Education
Shared Assessment Vision
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GTA Shared Assessment Education
Shared Assessment Vision
Current Situation
Multiple assessments for same
consumer
Vision
One assessment and one
submission of CDS per consumer
Single Framework (CDS – OCAN)
Consumer Self
Assessment
Staff Assessment
Consumer Information Summary
Mental Health Functional Centre Use
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GTA Shared Assessment Education
Shared Assessment Blueprint
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GTA Shared Assessment Education
Benefits of Shared Assessment
•
•
•
•
•
Reduces the number of assessments
Assessment process is consumer-focused
Supports coordination of services between organizations
Improves information sharing through common practices
Increased collaboration resulting in a better working
relationship between organizations
• Workers have a common understanding of the
consumers’ needs and goals.
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GTA Shared Assessment Education
Challenges of Shared Assessment
• Collaborating on a single assessment takes
some additional time and energy
• Explaining the process of shared assessment to
consumers may take some practice
• Using a new technology like IAR can be
challenging at first
• Developing effective methods of communication
between HSPs takes effort and may evolve over
time
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GTA Shared Assessment Education
Roles, Materials and
Processes
GTA Shared Assessment Education
Shared Assessment Roles – OCAN
Lead
• Individual responsible for receiving assessment
information from other CMH functional centres
that provide service to a consumer. The OCAN
Lead is also responsible for completing and
submitting the OCAN assessment.
• The OCAN Lead is an individual within an
organization
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GTA Shared Assessment Education
Shared Assessment Roles –
Contributing Provider
• A Health service provider who provides
assessment information of a consumer to the
OCAN Lead, but is not responsible for
completing and submitting OCAN.
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GTA Shared Assessment Education
Overview of Materials and
Processes
•
•
Materials
Processes
– Determining the OCAN Lead
– Communication
• To consumers
• To staff
– Privacy and Security
– Collecting Information
– Sharing information
– Addressing Challenging Scenarios
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GTA Shared Assessment Education
Determining OCAN
Lead
GTA Shared Assessment Education
Steps to determine OCAN Lead
1. Determine if other service providers are
involved
2. Review Lead Criteria with other service
providers
3. Propose an OCAN Lead to the consumer
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GTA Shared Assessment Education
1. Determine if other service
providers are involved
Steps:
1. ask the consumer if other services are involved
2. check IAR
If no other service is involved: You are the OCAN
lead
If other services are involved: Review OCAN Lead
criteria with other service providers
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GTA Shared Assessment Education
2. Review OCAN Lead Criteria with other
service providers
For new and existing consumers
Sequential criteria for workers to determine OCAN Lead:
1. Organization(s) with the fullest OCAN collection (i.e.,
who completes the type of OCAN with the most
information)
2. Services without planned regular contact will not be
the OCAN lead where individuals are receiving other
services (unless sole service provider)
3. Service provider choosing to be responsible for
assessing on the broadest range of needs
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GTA Shared Assessment Education
3. Propose an OCAN Lead to the
Consumer
1. Propose OCAN Lead to consumer
•
•
•
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If consumer agrees, proceed to collaborate on a
single OCAN
If consumer does not agree, ask for consumer’s
preference between multiple service providers
completing the same type of OCAN, who are
able/willing to assume the OCAN Lead role
Communicate consumer preference to participating
service providers
GTA Shared Assessment Education
OCAN Lead Checklist
Service 1
Service 2
 Full
 Core+Self
 Core
 Full
 Core+Self
 Core
 Full
 Core+Self
 Core
2. Service has planned
regular contact.
 Yes
 Yes
 Yes
3. Service choosing to
assess on the broadest
range of needs.
 Yes
 Yes
 Yes
 Yes
 Yes
 Yes
1. Fullest Level of OCAN
Proposed OCAN Lead.
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Service 3
GTA Shared Assessment Education
OCAN Lead Checklist – more than
one service
Clubhouse
1. Fullest Level of OCAN
 Full
 Core+Self
 Core
 Full
 Core+Self
 Core
N/A
 Full
 Core+Self
 Core
2. Service has planned
regular contact.
 Yes
 Yes
 Yes
3. Service choosing to
assess on the broadest
range of needs.
 Yes
 Yes
 Yes
Yes
Yes
Yes
Proposed OCAN Lead.
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Peer SelfHelp
GTA Shared Assessment Education
OCAN Lead Checklist – more than
one service
Support within Dual
Diagnosis
Housing
1. Fullest Level of
OCAN
 Full
 Full
 Full
 Core+Self
 Core
 Core+Self
 Core
 Core+Self
 Core
2. Service has planned
regular contact.
 Yes
 Yes
 Yes
3. Service choosing to
assess on the broadest
range of needs.
 Yes
 Yes
 Yes
 Yes?
 Yes?
 Yes
Proposed OCAN Lead.
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Vocational
Employment
Support within Housing and Dual Diagnosis both assess on a broad
range of needs and complete Full OCAN. Support within Housing and
GTA Shared Assessment Education
Dual Diagnosis will decide together who will be OCAN Lead.
OCAN Lead Checklist – more than
one service
Community
Mental Health
Clinic
1. Fullest Level of OCAN
 Full
 Core+Self
 Core
 Full
 Full
 Core+Self
 Core
 Core+Self
 Core
2. Service has planned
regular contact.
 Yes
 Yes
 Yes
3. Service choosing to
assess on the broadest
range of needs.
 Yes
 Yes
 Yes
 Yes
 Yes
 Yes
Proposed OCAN Lead.
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ACTT
Social
Rehab/Rec
GTA Shared Assessment Education
OCAN Lead Checklist – more than
one service
Case
Management
Concurrent
Disorder
 Full
 Full
 Full
 Core+Self
 Core
 Core+Self
 Core
 Core+Self
 Core
2. Service has planned
regular contact.
 Yes
 Yes
 Yes
3. Service choosing to
assess on the broadest
range of needs.
 Yes
 Yes
 Yes
Proposed OCAN Lead.
 Yes?
 Yes
 Yes?
1. Fullest Level of OCAN
Counseling &
Treatment
Case management and C&T both assess on a broad range of needs and
complete Full OCAN. Case Management and C&T will decide together
who will be OCAN Lead.
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GTA Shared Assessment Education
How do you propose a Lead?
• It’s all about the conversation!
– Between the service providers involved
– Between the consumer and service providers
• Together let’s work through some scenarios.
– Who becomes the OCAN Lead?
– Who becomes the Contributing Providers?
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GTA Shared Assessment Education
How do you transfer a Lead?
• It’s all about the conversation!
– Between the service providers involved
– Between the consumer and service providers
• Together let’s work through a scenario.
– Who becomes the OCAN Lead?
– Who become the Contributing Providers?
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GTA Shared Assessment Education
The Lead and Contributing Providers are
determined … now what?
• Privacy and Security
• Communications
– To Consumers
– To Staff
• Collecting and Sharing Information
– MH Functional Centre Use
– Other Information
• Managing Challenging Scenarios
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GTA Shared Assessment Education
I’m the Lead – now what?
• Processes I am responsible for:
– Privacy and Security
– Communicating to Consumers
– Collaborating with other service providers
• What? Content: MH Functional Centre Use, etc.
• How? Communication Methods
– Inputting and uploading the single OCAN
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GTA Shared Assessment Education
I’m the Contributing Provider – now
what?
• Processes I am responsible for:
– Privacy and Security
– Communicating to Consumers
– Collaborating with other service providers
• What? Content: MH Functional Centre Use, etc.
• How? Communication Methods
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GTA Shared Assessment Education
Privacy and Security
Responsibilities
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OCAN Lead
Contributing Provider
•Manage Consent as per your privacy
policies
•Report Privacy & security incidents
and complaints to your Privacy Officer
•Provide consumers with access to
assessments upon request as per
your privacy policy
•Respond to requests for corrections
to assessment(s)
•Responsible for custody and control
of the information in the OCAN
•Manage Consent as per your privacy
policies
•Responsible for determining and
implementing practice for transferring
information to OCAN Lead in
accordance with your security policies
•Report Privacy & security incidents
and complaints to your Privacy Officer
•Refer consumer to OCAN Lead in
response to request for access to
assessment
•Refer consumer to OCAN Lead in
response to request for correction to
assessment(s)
GTA Shared Assessment Education
Communicating to Consumers
• Develop Key Messages for Consumers that
describe:
–
–
–
–
Purpose of having a single OCAN
Benefits and concerns of sharing
The Process of shared assessment
consent according to your local consent processes
and policies
Brainstorm activity
* Should there be any challenges in developing
messaging, flag these as a group.
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GTA Shared Assessment Education
Collaborating with
other Service Providers
on an OCAN?
GTA Shared Assessment Education
Topics
•
•
•
•
Timeline
Considerations for OCAN Lead
Considerations for Contributing Provider
What is shared? Functional Centre Use and
additional information
• How do we share? Communication methods
• Brainstorm activity
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GTA Shared Assessment Education
OCAN Shared Assessment 30-day
Timeline
OCAN Lead
contacts all
contributing
providers (Note:
Specify dates)
1
7
All input
received by
contributing
providers
25
30
OCAN Lead
Complete and
submit OCAN
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GTA Shared Assessment Education
OCAN Shared Assessment 30-day
Timeline
Considerations for OCAN Lead:
– It is the expectation as an OCAN lead that they will contact all
contributing providers in the time prescribed
– OCAN lead should specify dates at the time of initial contact
– There is only a 30 day window to complete an OCAN
Considerations for Contributing Provider:
– The expectation is that the Contributing Providers must provide
the information to the OCAN Lead in the time prescribed
– Absence of information from contributing providers will not be
included in submitted assessment
– Assessment contribution will not be attributed to your HSP
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GTA Shared Assessment Education
What is shared?
Functional Centre Use information
If a consumer already has an OCAN lead in place:
•
Contact the lead to identify yourself as a Contributing
Provider
– Provide your Functional Centre Use information to
lead
– Contribute to single OCAN
If a consumer does not have an OCAN lead in place:
– Complete an OCAN as the OCAN lead
– Include your Functional Centre Use information (as
you do now)
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GTA Shared Assessment Education
Core OCAN Elements Cheat Sheet
My Cheat Sheet
My Organization LHIN :
My Organization Name:
My Organization Number:
My Program Name:
My Program Number:
My Functional Centre Name:
My Functional Centre Number:
My LHIN
Sunny Community
Centre
1234
Sunny Days
6789
Social Recreation
715 10 76 81
**Have the individual who reports MIS develop your cheat sheet!
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GTA Shared Assessment Education
What is Shared?
Additional Information
• What additional information do you share?
• Why do you think this information should be
included in the OCAN?
• How is it Helpful to the Consumer?
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GTA Shared Assessment Education
How is Information Shared?
Communication Methods
• How do you share the information?
• What methods of communication would you use
to exchange information with other services
providers?
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GTA Shared Assessment Education
Brainstorm: What and How
• Think about the questions from the previous
slides as you brainstorm:
1. What additional information do you share?
2. How do you share the information?
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GTA Shared Assessment Education
As a contributing provider, how can I
make use of OCAN information?
• I can use it …
– In the conversation with the consumer
– To inform the service plan
– In conversations with other workers (with appropriate
consent)
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GTA Shared Assessment Education
As a contributing provider, what
information do I need to keep locally?
When I review a completed single OCAN, how can I make use of this information?
Recommendation: Follow organizational policy
regarding use of existing OCAN in service provision
–
–
Step 1: Review OCAN with consumer
Step 2: Record using one of the following options
•
Option 1: Record any changes to case notes or use your HSP specific
template for documentation
•
Option 2: Enter changed assessment as a ‘review’ OCAN
•
Option 3: Enter identical assessment as a ‘re-key’ OCAN
Assumptions:
•
We want to reduce duplication where possible.
•
There is now no need for contributing provider to have a copy of the assessment for
reporting or viewing purposes.
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GTA Shared Assessment Education
Review or Rekey? The Contributing
Provider’s OCAN
Rekey
Review
• You receive a copy of a
consumer’s OCAN
• You are entering
information from OCAN
and are making updates to
the consumer’s current
situation
• The reassessment cycle
remains the same
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•
You receive a copy of a
consumer’s OCAN
•
You are entering information
exactly as it appears on the
OCAN
•
You are rekeying to have an
electronic copy of the
assessment in your local
system
•
The reassessment cycle
remains the same
GTA Shared Assessment Education
Managing Challenging
Scenarios
GTA Shared Assessment Education
Activity: Managing Challenges
In small groups, brainstorm about how you would manage
the following challenging scenarios:
1. You and others disagree on selection of the Lead.
2. A participant is not meeting timeframes for information
sharing (Lead and/or Contributor)
3. OCAN Lead not completing OCAN within the 6-month
timeframe
4. What if person wants to do self assessment with one
agency and they are not the lead?
5. Disagreement on domains (e.g.: no need vs. met need)
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GTA Shared Assessment Education
Managing Challenges
In Implementing the Shared Assessment model, some challenges may
arise:
Steps:
1. Attempt to resolve at the worker level.
2. In the event of a discrepancy, the Lead is responsible for the
information. E.g. If there is a variation in the need rating, the
Lead’s determination appears in the OCAN with the discrepancy
documented in comments
3. Follow agency policy/processes around escalation if required
What do you need to do?
•
Review your organization’s policy
•
If necessary, who do you escalate to?
•
What is the procedure for resolution of conflict/ issues with other
organizations?
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GTA Shared Assessment Education
Shared Assessment Model
OCAN and
Sharing
OCAN
and
Sharing
Results in
multiple
instances
of OCAN
and CDS
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OCAN and
Sharing
No OCAN
Non-HICs
Results in
one
instance of
OCAN and
CDS
Results in
multiple
instances
of CDS
(highest
aggregate
level)
GTA Shared Assessment Education
Who is involved in Shared
Assessment?
• Functional Centres in HSPs that have agreed to
participate (Shared Assessment go-live dates to
be determined)
• Anyone using IAR with whom you have clients in
common and wants to collaborate on
assessment (you may have to teach them about
it!)
• HSPs that are not using IAR may not participate
in this implementation of shared assessment
(DSA)
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GTA Shared Assessment Education
Next Steps
• Train internal staff
• Commit to go-live dates for:
– OCAN
– IAR
– Shared Assessment
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GTA Shared Assessment Education
Supports
Website: www.ccim.on.ca
Email: cmhcap@ccim.on.ca
Telephone: 1-866-909-5600, Option 4
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GTA Shared Assessment Education
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GTA Shared Assessment Education