Category: Uncategorized

  • Thamesview FHT hosts free program for cancer survivors

    April 8 – The Thamesview Family Health Team is hosting the RENEW program in the Chatham-Kent area. RENEW (Resources, Education, Nutrition, Exercise, Wellness) is a free four-week program for cancer survivors featuring experts, including a genetic counsellor, registered dietitian and physiotherapist, who provide insight into the next steps in the cancer journey. When patients are discharged from cancer treatment they and their caregivers are often left with a lot of questions and need for support. At Thamesview FHT patients and caregivers can get information on screening, prevention and potential long-term side effects of previous treatments.  By meeting at Thamesview, they also connect with other local survivors and share their own experiences. Designed by the Erie St. Clair Regional Cancer Program in collaboration with the University of Windsor Faculty of Human Kinetics, there are plans to expand the program to the Sarnia-Lambton area and offer related exercise programs.

    Read the article “Free program being held at Thamesview Family Health Team” for further details.


  • Data to Decisions eBulletin #8 – April 2, 2015

    Contributing to D2D 2.0

    The deadline to request ICES data is April 21, 2015. A detailed timeline for D2D 2.0 implementation is available on the AFHTO website along with the D2D 2.0 data elements and data dictionary. The most important next steps are:

    1. Sign up to contribute data to D2D 2.0 and create a codename to retrieve data from the report once it’s live.
    2. Schedule meetings with your Board and/or physicians to get the necessary permissions to request ICES data by April 21, 2015.  You will receive your ICES data by May 17th. Note: A signed version of the form is required.  Please scan and email to AFHTO or fax to (416) 920 6556 attention Denise Pinto.
    3. The deadline to submit data from all sources via the D2D 2.0 submission platform is May 28, 2015. Note for NPLCs: we are developing a submission plan so stay tuned!

    The Patient-Doctor Relationship Survey is live – have your say! This patient survey measures what’s important to patients in their relationship with their doctor and results will be a used to inform D2D 2.0. It’s being administered to patients nation-wide. We encourage you to complete the survey yourself, as a patient, and share and/or tweet the following to your patients and peers:

    #HaveYourSay: @PatientsCanada  & @afhto want to know- what matters to you in your patient-doctor relationship?  http://ow.ly/L5P9Z

    Contact Puja Ahluwalia for more details.

    Using D2D 1.0 to improve data quality and care

    Does you EMR need a spring tune-up? Consider hiring a student to clean up the data in your EMR. The hire a student toolkit will help you recruit a student, write a job description, and conduct an interview.  In addition to the toolkit, AFHTO would like to support members by offering to host orientation sessions for their students. To help us gauge the need, please complete this survey to tell us what type of session would be useful. For more information contact Greg Mitchell.    Strengthening the connection between primary care and the cancer system The regional sessions with the QIDSS hosted by Cancer Care Ontario (CCO) are bearing fruit! In the South East LHIN the CCO primary care cancer lead will be collaborating with local QIDSSs on a regional QI project to collectively reach under-screened patients using the screening activity report (SAR) and other relevant measures. The regional sessions continue in Thunder Bay in May.

    Other news

    Investment in primary care pays off! In a recent Hamilton Spectator editorial, managing editor Howard Elliott stated that family health teams “are a more holistic approach to primary care” and made the case for continued government support of the family health team model. AFHTO’S response “Investment in primary care lowers costs” quickly became the most popular letter of the day. This is why AFHTO members are working hard to advance measurement and improvement in primary care, with the objective of optimizing quality, access and total health system cost of care for patients. Guide the AFHTO 2015 Conference program and discover the thought leaders in primary care You, your colleagues and patients are invited to join the AFHTO annual conference program working groups. Help discover the thought leaders in your chosen topic area and shape the content of the annual AFHTO conference for your peers across the province. Click here to sign up before April 7, 2015 to confirm participation and select the conference theme that is of interest to you. By participating, a $50 discount will be applied to your registration for the AFHTO 2015 Conference taking place Oct. 28 & 29, 2015! What do you think? We hope you find value in the D2D eBulletin and will continue to subscribe to this newsletter. Other members of your team can sign up by clicking here. Once they complete the sign-up form a confirmation e-mail will be sent within 24 hours. In the meantime, if you have any comments or questions about the eBulletin, please let us know by e-mail to improve@afhto.ca. What is D2D? Data to Decisions (D2D) is a member-wide summary of performance on indicators that are both possible for members to measure and that are meaningful to members. See the D2D page on AFHTO’s website for more information.

  • AFHTO 2015 Conference: deadline to join working groups April 7

    Thank you to all those who’ve volunteered to be a part of our working groups so far. We’ve received a truly gratifying number of responses; however, there is still space in a few select groups. Sign up to any of the groups below before April 7, 2015: 1. Population-based primary health care:  planning and integration for the community 4. Building the rural health care team: making the most of available resources 6. Leadership and governance for accountable care 7. Clinical innovations keeping people at home and out of the hospital (Click here for descriptions) You’re also invited to inform any colleagues, staff and patients you think might be interested so they have the opportunity to lend their expertise to the conference program.  

  • Essex County & VON –Belle River NPLCs to introduce physiotherapy and back pain treatments

    Mar 31- On Friday Mar 27, funding for the Erie-St. Clair LHIN was announced including a new two-year pilot project to treat lower back pain and for physiotherapy in primary care. Physiotherapy, chiropractic and massage therapy will be available at the Essex County Nurse Practitioner-Led Clinic, the VON — Nurse Practioner-Led Clinic and City Centre Health Care. The pilot is part of the province’s Low Back Pain Strategy in which other AFHTO members also participate. Pauline Gemmell, executive director of the Essex County NPLC, believes these services will be popular. “A lot of our patients don’t have the financial resources for that,” she said, noting that keeping seniors active helps them avoid emergency rooms. “So this is an opportunity for more people to access the services. On top of financial resources, you have transportation issues, so access becomes a problem. Embedding physiotherapy into a nurse practitioner-led clinic really eliminates those barriers.” Click here for the full article with video.

  • Physician Leaders focus on Demonstrating Value, Optimizing Capacity & Strengthening Governance/Leadership

    To: Leaders in all AFHTO member organizations In the words of Dr. Sean Blaine, chair of AFHTO’s Physician Leadership Council (PLC), the three key points from the March 29th PLC meeting of are:

    1. Despite the recent breakdown of MOHLTC / OMA negotiations and the imposition of unilateral action by government, we as physician leaders in FHTs know there is more work to be done to guide the continued transformation of the primary care system. As champions of innovation in primary care, we want to help lead these changes.
    2. There is a need for demonstrating and assuring value in primary care – AFHTOs D2D project has helped to make this more attainable for the broad range of FHTs in the province.  Choosing Wisely Canada is another initiative that has many merits and deserves our attention.
    3. The impending release of the Price Report (Expert Panel on Primary Care) will likely have profound implications for primary care and the possible transition to a more regional/geographic population-based approach to primary care through organized accountable networks. We are ready to lead once these announcements come our way.

    This e-mail summarizes PLC’s discussion:

    • What’s ahead for Team-Based Primary Care
    • PLC’s Priority Objectives
    • Demonstrating & Assuring Value
      • Advancing Manageable, Meaningful Measurement: Role of Physician Champions
      • Choosing Wisely Campaign
      • Optimizing Team Capacity
        • Access to Team Based Care
        • Physician Entry Restrictions
        • Harmonization
        • Strengthening Governance & Leadership

    What’s Ahead for Team-Based Primary Care

    PLC members reviewed recent Ministry announcements and key messages, including an email summarizing Associate Deputy Minister Susan Fitzpatrick’s meeting with the AFHTO board on March 3, and a summary of what’s ahead for primary care in Ontario based on a March 5th meeting between AFHTO’s representatives and the PHC Branch. The following 3 key messages were highlighted:

    “Comprehensive regionally governed, population-based primary health services for Ontarians.”

    This statement has appeared on slides used by both the Deputy and the Associate Deputy Ministers – the intent is clear, but not much more is known at this time.  In his March 9 speech, the Deputy emphasized the critical need for a strong foundation of primary care, and went further to speak of a “possible move to Accountable Care Organizations as our primary care system strengthens.”

    Review of primary care team models

    AFHTO’s March 3 email also reported the ministry will be reviewing the team-based models from the perspectives of performance and accountability, funding, and use of interprofessional teams (recruitment and retention, ratios of team members, opportunity to leverage these resources). The ministry is developing terms of reference for this review, and is considering the range of team-based models to be included. One of the ministry’s drivers is to ensure that Ontarians who could benefit most from team-based care have access to this. The review is still in early development but the PHC Branch confirmed that AFHTO and related associations will be involved to inform the review process.

    Process for determining “high needs” areas / replacement of FHO+FHN physicians

    The ministry has communicated changes to primary health care physician payments, such that, “effective June 1, 2015 and onwards, monthly registration into these models will be limited to 20 physicians per month in areas of high need.” By end of March, the ministry is aiming to have the criteria and process in place for determining “areas of high need”. LHINs will be playing a key role.

    PLC Priority Objectives

    In light of the recent Ministry announcements and direction, members agreed on the following 3 priorities for their work:

    • Demonstrating & Assuring Value
    • Optimizing Team Capacity
    • Strengthening Governance & Leadership

    Demonstrating & Assuring Value

    1. Advancing Manageable, Meaningful Measurement – The Ministry’s recent announcement to review interprofessional primary care models puts new emphasis on providing solid evidence of the value of FHTS/NPLCs and team-based care. The Deputy’s consistent messaging regarding the need to improve performance measurement / management in primary care will also be a strong influencing factor in the development of new MOHLTC-FHT contracts. Physician participation is critical to making the case that the investment in team based care pays off by, among other things, optimizing total health system costs. PLC members spoke about the need to broaden the reach of physician involvement in manageable, meaningful measurement and the need to champion the work of D2D as the vital platform to demonstrate FHT value and drive quality improvement efforts. PLC encourages physician leaders to consider participating in D2D 2.0 and to stay informed – sign up for the bi-weekly D2D ebulletin.
    2. Choosing Wisely Canada (CWC) CWC is a campaign to help physicians and patients engage in conversations about unnecessary tests, treatments and procedures, and to help physicians and patients make smart and effective choices to ensure high-quality care. PLC members endorse the concept of system stewardship / appropriate use of resources and encourage MDs and NPs to learn more about the Choosing Wisely Initiative. There are a number of early adopter health care organizations across Ontario that are beginning to implement CWC recommendations; HQO, OCFP and CFPC are also all actively involved. AFHTO will conduct further outreach to determine the value and applicability of the CWC initiative for our members and depending on what is found, consider measures related to Choosing Wisely recommendations for future iterations of D2D.

    Optimizing Team Capacity

    Deputy Minister Dr. Bob Bell has publicly stated that all Ontarians who would benefit from team-based care should have access to teams. Associate Deputy Minister Susan Fitzpatrick announced the review of interprofessional primary care models will include review of the use of interprofessional teams and the “opportunity to leverage these resources”. The recent FHT Evaluation report points to opportunities to improve team functioning and capacity. There are many facets to addressing this issue – including:

    1. Physician participation in teams – PLC members discussed ways that physician participation in primary care teams could be broadened and the potential issue of allowing physicians from outside of teams to refer to interprofessional health providers inside teams. PLC reps agreed to form a smaller working group to focus on approaches to maximizing resources/capacity to improve access to team based care and to identify potential risks, mitigation strategies and funding implications.
    2. Physician entry restrictions – There is understandable concern about the ministry’s new policy regarding managed entry into FHO and FHN models. The policy allows for replacement of positions vacated by an existing member of that FHO or FHN, outside of the “managed entry” process; however this is on a one-to-one basis – it does not allow for two physicians to divide the roster. AFHTO will continue to assist members and advocate for resolution of problems. PLC members also agreed it would be prudent for FHTs to work with their LHIN in identifying potential pockets of underserviced areas in their geographical region if they want to position themselves to meet the criteria of “high need”.
    3.  Improving team capacity through greater harmonization of FHT and FHO/FHN – PLC members briefly discussed the need and possible approaches to harmonize working relationships and practices for effective and efficient teamwork. AFHTO will look at developing a better understanding of the approaches FHTs are taking and at establishing a repository of tools, resources and/or frameworks that have been developed to support FHT-FHO/FHN relations and to drive the development of high performing teams.

    Strengthening Governance & Leadership

    There is a clear need to ensure that team-based primary care is rich with strong leaders and champions to lead the way for the sector as the ministry and stakeholders work to transform the health system. Given the Ministry’s upcoming review of primary care team-based models, the Ministry-FHT contract renewal, and the new requirements for FHTs/NPLCs outlined in the Governance and Compliance Attestation – this is a timely opportunity for FHT leaders to reflect on their own internal governance and leadership practices and for AFHTO to determine from a provincial perspective, opportunities to support ongoing governance and leadership development. PLC will continue to look at ways to support knowledge translation, improve collaborations/communications and strengthen physician leadership at the local level, including the development of FHT physician networks. The next meeting of the Physician Leadership Council will be held in late May / early June. Click here for the list of members. For further information, please contact:

    Sean Blaine, MD, Chair, Physician Leadership CouncilLead Physician, STAR FHTblaines@sympatico.ca Bryn Hamilton, MHSc, CHE, Provincial Lead, Governance & Leadership Program647-234-8601Bryn.Hamilton@afhto.ca

             

  • Media coverage highlights value of team-based primary care

    Recent media coverage about family health teams and team-based primary care as a whole have pointed to its value to patients in Ontario and the government’s intent to review primary health care models and balance healthcare spending.

    Total cost of care – Team-based care improving the bottom line

    AFHTO emphasizes that the real issue for the sustainability of our health system is the TOTAL cost of care to keep people as healthy as possible. Research in BC found that total cost of care is $30,000 for the sickest patients who don’t have a strong primary care relationship and $12,000 when well-supported by primary care. This is why AFHTO members are working to advance measurement and improvement in primary care, with the objective to optimize quality, access and total health system cost of care for patients.

    Recent Media Coverage

    Mar 24 – The Spectator’s View: Family health teams still make sense The Hamilton Spectator editorial states, family health teams “are a more holistic approach to primary care”. In this editorial managing editor Howard Elliott makes the case for continued government support of the family health team model. Mar 26 – The Hamilton Spectator published AFHTO’S response “Investment in primary care lowers costs.” It quickly became the most popular letter of the day. Feb. 25 – The Agenda with Steve Paikin, Healthcare in a Time of Austerity On TVO’s The Agenda with Steve Paikin, Claudia Mariano, Nurse Practitioner at West Durham FHT and AFHTO Board Member, appeared on the show to discuss the need for increased support for recruitment & retention in primary care. Panelists discussed OMA negotiations and the government’s intentions towards team-based primary care. Feb 16 – Globe and Mail highlights value of team-based primary care The Globe and Mail reported, “Family health teams – which put doctors, nurses, dietitians and social workers in the same office — offer a holistic and convenient approach embraced by patients and doctors alike. Why then is the Ontario government backing away?” In this feature article, journalist Kelly Grant delves into the value of FHTs from the perspective of patients as well as the findings of the recent Conference Board of Canada’s evaluation of the FHT initiative. The article presents the promising benefits of team-based care. It also reports on the associated physician payment models and the challenge of recruiting and retaining other health professionals whose provincially-funded salaries cannot compete with other parts of the health system.

    In response to The Globe and Mail, a member, Bruyere Academic Family Health Team, sent the following message to their staff: 

    To all staff, Several people have commented about the Globe and Mail article on Family Health Teams that appeared over the weekend. The commentary in the article gave the impression that the provincial government is moving away from family health teams, likely based upon the Auditor General’s report. We thought that this would be a good opportunity to comment on what our FHT has been specifically doing to achieve the goals of the Family Health Team model. The first thing to point out is that the government concerns about receiving value for what they have invested in the family health teams has been present for quite some time. The widespread use of the FHT model is a relatively new phenomenon for this province so some growing pains can be expected. In our FHT we have undertaken numerous activities that would be very difficult for us to accomplish if we did not have all of the members of our team or the infrastructure that supports us. We have an excellent team of providers  and staff. Access:  Since becoming a FHT in 2006, we have opened a new site (Primrose) and have moved from 4,539 enrolled patients to almost 12,000 across both sites. We continue to try and improve our enrollment numbers, and are taking Ontario patients from Health Care Connect and other sources. In addition, we serve about 4,000 non-enrolled patients for a total of 16,080 patients. We target vulnerable populations, who may have difficulty finding primary care services. Our clerical staff work hard to schedule patients when they wish to be seen and with their appropriate teams. Integration: We continue to work closely with the CCAC and discharging hospitals to deliver seamless care. Our referrals clerks achieve prompt and appropriate referrals to services within the region. Procedures on site: Within the walls of our clinics we provide patients with a very wide scope of primary care services delivered by their most responsible provider, residents and other members of the team.  This includes numerous procedures such as biopsy, excision of skin lesions, endometrial biopsy, IUD placement, and MSK injections that many other family practices have moved away from. Specialty care on site: Our work with integrating shared care has allowed our patients to access a wide scope of psychiatric services, ambulatory gynecology and orthopedic surgery. The latter two services build upon the capabilities that we derive from our MSK clinics and Women’s Procedures clinic. Preventive care: To prevent more serious health issues for our patients in the future, we have teams that provide chronic disease management, therapeutic lifestyle guidance, diabetes management, and smoking cessation. Other members of our Allied Health group provide assistance with dietary management, medication oversight, social work, kinesiology services, and foot care. We encourage patients in self-management and recommended screenings. We are embarking on a FHT wide primary preventive care emphasis this year with plans for activities centred around obesity prevention and physical activity. Outreach: The team based activity that we are engaged in does not stop at our front door. We currently deliver outreach services at St. Mary’s Home, the Bethany Hope Center, Maycourt Hospice and the Mission for men. In addition to the other services, we have other focused practice activities that are designed to assist with our educational mission such as procedures, maternal health and well-baby clinics. Quality: We also have an extremely active continuous quality improvement program that is allowing us to work in a highly reflective manner. As part of this, we are aggressively measuring multiple aspects of our operation to ensure that we are meeting the goals that we have set for ourselves and that we are being good stewards of the public money entrusted to us. One particularly important measurement is our ongoing patient satisfaction survey. What all the data is telling us is that the work that we are doing is helping us to move forward. We are doing well on our prevention targets, we are keeping patients out of the emergency departments and our patient satisfaction levels are high. We continue to be excellent teaching sites for the family physicians and other health professionals of the future, who are provided with many opportunities to learn about the FHT priorities such as collaboration and comprehensive and team based care. The debate about the value of FHTs will continue for quite some time. Debbie and I feel very strongly that we as a group have done, and continue to do, the kind of work that clearly demonstrates that with the right mix of people and resources, it is possible to profoundly improve care delivery and patient outcomes. This is precisely the goal that the FHT model was created to achieve. Regards to all, Jay and Debbie

  • Invitation to all members to guide the AFHTO 2015 Conference program

    We invite you, your colleagues and patients to participate in a conference program working group and earn a $50 discount on registration for the AFHTO 2015 Conference. Play a valuable role by discovering the thought leaders in your chosen topic area and by shaping the content of the AFHTO conference for your peers across the province. Please inform your colleagues, staff and patients so they have the opportunity to participate. Based on our experience, and feedback from last year’s conference, we strongly encourage patient participation in the conference working groups. The theme for the 2015 Conference is Team-Based Primary Care: The Foundation of a Sustainable Health System. Seven concurrent streams will focus on:

    1. Population-based primary health care:  planning and integration for the community
    2. Optimizing capacity of interprofessional teams
    3. Transforming patients’ and caregivers’ experience and health
    4. Building the rural health care team: making the most of available resources
    5. Advancing manageable meaningful measurement
    6. Leadership and governance for accountable care
    7. Clinical innovations keeping people at home and out of the hospital

    (Click here for descriptions) Working groups are being set up for each of the seven concurrent streams and for the Bright Lights Awards program. Concurrent program working group members: The task requires a total of 4-10 hours of effort between April and early June, specifically:

    • April 7 – May 11: AFHTO staff will manage the call for proposals process.
    • April 8 to 14: each working group will have an initial teleconference to brainstorm ideas on specific topics and speakers to pursue.
    • May 13 to 26: each working group member individually reviews and scores presentation abstracts for their program.
    • May 28 to June 3: working groups will teleconference to review scores and determine the program for this theme.

    Click here to sign-up before April 7, 2015 to confirm participation and select your conference theme. “Bright Light” Awards Review Committee: The task requires a total of 6-12 hours of effort in August and September, specifically to individually review and score nominations followed by a group teleconference to determine the award winners. Click here to sign up before May 29, 2015.

    Registration Fees for Conference Working Groups:

    • Conference working group members and presenters receive a $50 discount off their registration fee.
    • We understand patients face additional financial and time pressures and do not want the registration fee to limit participation in a working group. Patients participating in full in a conference working group will be eligible for complimentary registration (to be determined once the working group task is complete).
    • Conference registration fees for AFHTO members remain the same for the third year in a row.

    Conference key dates:

    • April 7, 2015: Applications for concurrent session and poster abstracts open
    • May 11, 2015: Deadline to submit concurrent session and poster abstract
    • End of June 2015: Conference registration opens
    • October 28 & 29, 2015: AFHTO 2015 Conference

    For more information you can contact us by phone (647-234-8605) or e-mail (info@afhto.ca). Saleemeh Abdolzahraei, Membership Engagement Lead Phone: (647) 234-8605 ext. 200 | Email: saleemeh@afhto.ca Paula Myers, Membership, Communications and Conference Coordinator Phone: (647) 234-8605 ext. 206 | Email: paula.myers@afhto.ca

  • Prince Edward FHT’s ‘Hospital at Home’ Praised

    Mar. 23 – Lauded as the possible future of healthcare, Hospital @ Home is a partnership project with the aim to divert appropriate patients requiring inpatient care to a program that wraps the necessary care around the patient in their own home – ‘the right care at the right time in the right place’. The subject of an AFHTO 2014 conference presentation, the program provides services patients wouldn’t typically receive from home care, but would have access to in the hospital setting, and at significant cost savings. Partners include Prince Edward Family Health Team, the South East CCAC, Quinte Healthcare Corporation and Saint Elizabeth Healthcare. Click here for the full article. Click here for the AFHTO 2014 conference presentation. (Members log in first)

  • Data to Decisions eBulletin #7 – March 19, 2015

    Contributing to D2D 2.0

    Deadlines to collect data and submit information have been set: In response to feedback from members burdened with year-end pressures, deadlines have been set for the end of April. Next steps should be started now with your team:

    1. Sign up to contribute data to D2D 2.0 and create a codename to retrieve data from the report once it’s live.
    2. Schedule meetings with your Board and/or physicians to get the necessary permissions to request ICES data by April 21, 2015.  You will receive ICES data by May 17thNote: A signed version of the form is required.  Please scan and email to AFHTO or fax to 416 920 6556 attention Denise Pinto.
    3. Deadline to submit data from all sources via D2D 2.0 submission platform is May 28, 2015.

    Additional details and the timeline for D2D 2.0 implementation are available here. D2D 2.0 indicators: Following input from members and the Indicators Working Group the list of indicators and data elements are now available online. The Diabetes and FTE measure indicators are being deferred to later iterations of D2D. See the data dictionary for more details on the indicators included in D2D 2.0. D2D video coming soon to a screen near you: Production is underway to produce a short 2-3 minute video explaining what D2D is and how it can benefit your team.  Teams can use it with staff, physicians, boards and other stakeholders to inform discussions about contributing to D2D 2.0.  Contact Carol Mulder for more information. Patients Canada and AFHTO launch the patient-doctor partnership survey:  Finishing touches are being put on a survey that will go out over Patients Canada’s network of patients later in March.  The survey will find out what’s most important to patients in their relationship with their family doctor. The results will be used in the upcoming D2D 2.0 report to create a “roll-up” indicator of quality that reflects the strength of the patient-doctor partnership.  This is a big step forward in patient-centered performance measurement.  Contact Puja Ahluwalia for more details.

    Using D2D 1.0 to improve data quality and care

    Hire a student to clean data in your EMR: The toolkit to assist members in hiring a student now includes detail on recruiting a student including relevant placement programs, sample job description and sample interview questions. Get started on a COPD registry: Teams interested in generating a list of patients with COPD can get started with a standardized EMR query built by the QIDSS.  The query is currently available for Telus PS and Accuro EMRs.  It isn’t perfect — about 15% of the patients found might not actually have COPD.  However, teams might find it is easier to start with this rather than try to come up with a list from scratch.  Click here for more detailed instructions on how to use the standardized query to get started with building a COPD registry with your team.  Volunteer to be part of the Patient Contact System – Pilot Project:  We are nearly at the 50-team mark for volunteers to pilot this exciting new way to connect with patients! If you were not able to participate in the demos this week (possibly because the webinars filled up quickly), see the recording of the demo or slide deck from the demo. For more information and eligibility requirements please check out the FAQ section and contact Marg Leyland if you’d like to sign up. Get easier access to your cancer screening reports: One of the outcomes of the regional sessions Cancer Care Ontario (CCO) has been hosting with QIDSS are tips to make it easier to access cancer screening activity reports (SAR).  As a first step, QIDSS are working to streamline the permissions process (e.g. OneID and delegate status) to help doctors more easily get current cancer screening data.  Contact your QIDSS or Carol Mulder for more information.  The regional sessions continue in Thunder Bay in May.

    Other news

    Tips from HQO for submitting your QIP in the Navigator: Quality Improvement Plans (QIPs) are due by April 1, 2015. HQO has provided the following tips:

    • At any time, you can test the submission of your QIP in order to see if any information is missing. In order to test the submission of your QIP, click the SUBMIT button – this will generate a detailed list of omissions that you can print. If you get to the sign-off window, it’s a sign that you are able to submit your QIP successfully (if you are not ready to submit, you can simply close the sign-off window).
    • There is no need to send a signed copy of the QIP to HQO. During the submission process you will be asked to include the names of those accountable on the QIP (this is considered sign-off approval). After submission you can export all three components of the QIP, format as desired, print, sign and post.

    What do you think? We hope you find value in the D2D eBulletin and will continue to subscribe to this newsletter. Other members of your team can sign up by clicking here. Once they complete the sign-up form a confirmation e-mail will be sent within 24 hours. In the meantime, if you have any comments or questions about the eBulletin, please let us know by e-mail to improve@afhto.ca. What is D2D? Data to Decisions (D2D) is a member-wide summary of performance on indicators that are both possible for members to measure and that are meaningful to members. See the D2D page on AFHTO’s website for more information.

  • Recruiting the Student

    This spreadsheet contains details on timelines for posting job descriptions, interviewing, placement time and duration, type of activities sought by the institution, and salary expectations. Please note that for some of the institutions there is no salary expectation, but AFHTO encourages some kind of remuneration be paid to the student in recognition of their contribution.  If the schools rules forbid paying the student for the placement, a Thank You gift or a stipend at the end of the term of employment would be appropriate.  Links to further program details and any relevant forms or documents are also within the spreadsheet. Explanation of Spreadsheet Explation of student spreadsheetBe specific in the activities that you want the student to undertake during the placement as this will form the basis of the job posting with the institution. You have a choice of what type of student you wish to hire. However, it is important to remember that if you plan to hire a student from a recognized program this is a work term with specific requirements.  It is recommended during a placement that the following should be considered:

    • Create a comprehensive plan for their work term at the beginning of their term and review it part way through the term and again at the end.
    • Students should interact with and receive guidance from key staff in the team on a regular basis and be included in staff/team meetings to ensure their work is consistent with the priorities of the team.
    • Projects assigned should have clearly defined deliverables that the student can complete within his or her work term and that he or she will also have an opportunity to test the recommendations from these quality improvement studies.
    • This is an opportunity for students to be introduced to the field of quality improvement and quality assurance in healthcare and, where quality work is headed.

    Below is a list of some of the activities you may want to have your student involved with.

    • EMR Roster cleanup – compare EMR roster with MOH roster list
    • Chronic disease coding in problem list (diabetes, COPD, asthma, HTN etc.) – identify patients with chronic diseases and code in EMR so records are searchable
    • Risk factor codinge.g., identifying and coding patients who smoke
    • Cancer screening (pap smear, mammogram, FOBT tests) – create lists of patients who are out of date with screening
    • Install WHO growth charts in charts of children 2-18 yrs. old to monitor trends in growth patterns
    • Work on a series of projects designed to evaluate current processes and make recommendations for process improvement
    • Create benchmark reports, auditing of programs, and the establishment of regular reports on key quality indicators.
    • Update e-forms, patient satisfaction surveys

    The above activities and any additional qualifications you require should be included in your job description.  See Appendix D for a sample job description for a student from a recognized program.   (Thank you to the Queens Family Health Team for sharing this with us).  

    a)       Start the recruitment process.

    This varies according to the choice of student and institution. (Refer to this spreadsheet to compare options) .  AFHTO is considering a number of ways to support Family Health Teams in hiring a student and the toolkit is just one. If you have other creative suggestions on how AFHTO could support you further, please let us know by contacting Catherine Macdonald.

    • Choose the school or local organization you’d like to work with based on timelines
    • Initiate contact with the designated person at the institution (see spreadsheet) to discuss how to proceed and how student resumes will be reviewed and shortlisted for interviews
    • Determine how student resumes will be reviewed and shortlisted for interviewed if you are hiring locally.
    • Complete government forms and/or application forms for the school of choice
    • Post the job description with the appropriate school or local newspaper as needed
    • Provide the timeline and the review process for how students are to apply

    b)       Interview and select candidates.

    Interviewing applicants requires a consistent process to allow for a fair evaluation.  Schools may have their own processes to pre-screen students. Your practice will be interviewing the final candidates as well, so preparing your interview staff will be important.  You will want to design a scoring process to ensure the evaluation is done consistently regardless of who is interviewing. Interview questions should be developed to allow the student and your team to determine a good culture fit. During an interview you may want to start with the following guidance and questions, but you may also want to create some questions that are specific to the needs of your team.   See Appendix E for a sample interview guide. (Thank you to the Queens Family Health Team for sharing their guide)

    • Introduce Interviewers and explain their roles – (this gives the student an opportunity to see what types of roles exist within the practice and how they work together)
    • Review interview process – (what’s the process, start with first interview, will there be a second interview, how will they be notified if they are successful)
    • Give an overview of the position and department (salary and accommodations to be discussed at end)
    • Review their resume and clarify questions with the candidate as required

    Sample Questions and what to look for in the students responses:

    Student toolkit - recruitment Once the questions have been completed:   

    • Answer any questions from the candidate
    • Request References
    • Indicate timeline for final decision  (how will the successful candidate be notified)