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HomeMy WebLinkAboutAttch 2i Axis Community Health a: L= ® Q 12-15-09P03~37 RCVD CITY OF DUBLIN Fiscal Year 2010-2011 COMMUNITY GROUP/©RGANIZATION APPLICATION--.FOR FUNDS COVER 1~AGE AGENCY NAME: Tu:is Communit~.- Health PROPOSED PROJECT/PROGRA~1 NAME: Automa~ec~ Patient C~7essaginq FUNDING A1~I OUNT REQUESTED: $4 , o 0 0 J9-T7~l-~~m~=e'~7d o:® e CITY OF DUBLIN Fiscal Year 2010-2011 APPLICATION FOR FUNDS 1. Please select one expense category: ? Capital G~ Operating 2. Applicant Information: Organi~'atiun/:~~ren~~ Name his ~ommunit~;~ Health Mail~in~Addres~~ 4361 Railroad avenue, Pleasanton, CA 94556 Street :~~d~res~ same as above City same as above State C`'' Zip Sue Com~t'on ~ 925-201-5005 scompton~axishealth.org Executi~~r Uircctor/Chairper~un ~~'orkl'liunc Email James Pa,_son g5-?34-5510 james~l.ac~enda.org Board~Pre~~i~ent lif applicable) Work Phone ~~:mail Please list thePrinr,ii~ Nrojrc~ C~nuac~.Perti~~n ~~hu ~~~uld b~ ahlc i~, an~~~~~i yuc~ti~ui> uhuul Uu, application and projecdprogramdurin~~ ~hc 11u~Jin~ p~ri~~L Carol Beddome Development Director Contact Person for ProjectlP~ocran~ Job Title 925-201-6068 cbeddome@axi`s°health.org 925-417-1503 Work Phone Email Fax Federal Tax Identification No. (required) 9 4- 2 2 3 2 3 9 4 City of Dublin Business License No. (required) 10 8 3 2 dr 9'~ City of Dublin Fiscal Year 2010-2011 Application for Funds 3. Proposed Projeet/Program Infur~matian (Do not describe Organization.) Amount of Funds Requested $ ~ 0 0 (Maximum $25,000 per project.) Proposed Prnject/Pr~~g?•amName: Automated Patient Mes 'ayiilg Proposed >}'roject/Prn~rarxt Date(s): Start 0 7 ~ 01 ~ 10 acid End 06 ~ 3_0 ~ 11 mu. day ~~r. ~ i7m. d<<~~ yr: Please note: City Council Grant Funds are distributed on a reimbursement basis. If your Agency needs a 100/o disbursement at the beginning of the Fiscal Year, please indic~~t~ t}-~i` below and provide justification~far this need. ? ~~~~rnc~~s requesting 10~~~c disbursement at~the begii~nin? of the hiseal Year. If ~~lcc`tin~ this option, please pro~i~t justification in the blank space below. [Agency i~ nut requesting 100°Io disbur~cment~at the beginning of the Fiscal Year. Plea~c }n~ovide the frequency~th<<t reimbursements will be submitted to the City in the blank space. below; e.g., monthly, quarterly, at project completion, etc. Axis will submit azi invoice to. the "City of -Dublin at project completion., 6: 8i City of Dublin Fiscal Year 2010-2011 Application for Funds a. How would the requested funds be used? ¦ Describe, in detail, the PROPOSED P~O,JECT/PROGRAM (not the Agency). ¦ Bulleted text is acceptable. ¦ Identify if theproposed project program is a new service; or extension of an existing one. ¦ An additional page mu.' fie added, if needed. Axis is seeking $4, Oi=,Ci in support ~f the purchase, installation and training... of TeleMiri~er for ?Iea~ tl~_ ~~a which will advance the quality, increase acce~sibi_~t-•- grid improve the efficiency of the health care .services we provide. Thy total cost for this project is $43,308.08. TeleMinder for Healthcare is a autom~red messaging and notification system thatis used for a wide array of automated, interactive messaging applications for healthcare,lawenfor-~~ement, emergency managEn~ent'', and .other fields ~.,~here (coilti~_ued)' b. Hr>~~~ ~~~uildthe PROPOSED PROJECT/PROGRAM addressan unmet community need and improve the qualit~~ ~~f life for Dublin residents. ;Why is this project/program needed? (Additional page may be added, if needed): See attached page. e. ~ What`d~ocumentatior~/data/records support;the need for this PROPUSED PROJECT/PROGRAM?~ Please identify your data sources.~~ (Additional page may be added, if needed.) - Tri-Valley Needs Assessment, May-2003,.. Cities of Livermore and Pleasanton - Reducing Patient No Shows - An Automated Solution, Medical Group Management Association, 2007 a: L ~ City of Dublin Fiscal Year 2010-2011 Application for Funds d. Specify the PROPOSED PROJE('"1'/PROGRAM population to be served. I This project will target Duf~l,:n families-that are low income and uninsured: Using TeleMinder, we anticipate that over the course of the one-year project period we will serve over 1,200 Dublin residents by providing 4, 000 apprizitnrent reminder calls and 2,000 labresults.'25% of our patients are children. Nearly 67% are 4,~omen. 62o are nr~_-English speaking. ~ ~ e. 'Projects/programs must be e~~iluat~d to determine if they are being can~i~~l uut efficiently ~inct if project/program foals are being met. Nle~i~~ dc~crihe how you plan t~~ monitor ~uurproject/program"s success and im~r~rt. ¦ An addition~~l page may~bea~irlyd. if~ needed. Tl~e goal o~ this project. i~, to improve- the delivErr of care provided to low inc,m~ individuals by streamlining ~~trr;c~ezations. Success will be de~Ln~c_3 by i1; i-nplementing TeleMinucr for Healthcare within the ~stabllstied budget and timeline; advancing Axis's ?uality Assurance Program through 'measurable improvements; and (3 i increasing the nu<<~t~er ~f patients we are able to serve througi~ r_he use of Telebli.nd~z z%~~~ H~_ ~lthcare. (continued) f. Specify numbers of clients serval h~~ <rgency, then by PROPOSED PROJECT/PROGRAIVi: Partici{~:~ni Lnl'urt~ation I Total Number of Partici ants Se;rvcd by Agency ~i1~ a ~~~I i~~~ihlz~ Total Number of Dt~hlin Residents Served by :1ge~~c~~ ~ il~ u~~~~lic,able) 1, 200 - - _ - - Pro'c ct/Yrorain P~srtici 32nt Ir~l'oa-?a~aiiun ~ Total Pro osed Partici ants Served by this Project/Program Total Number of Dublin Residents Served by this Project 1, 2 0 0 vi r.....~i~ City of Dublin Fiscal Year 2010-2011 Application for Funds b. Revenue Budget F~ 20~ E~-2~l~?1 I~1~:~'~ Nl~~~ ~3trF~csl~T ~~rc~.~w~w,a~,lo~~ Pl~c~.~l~.c~/h~~cu>>~:a~~i Cunlrx~~z~~:~/~.~~st~~cted Finds (ti:~ccif~ scurccj State of ~'alifornia $580, 549 . n0 Federal $717;..,,000.00 Alameda County $2,309,310.°00 Fe~sPrivate Pay/Insurance $3,836,406.00 ~s?n-C'~mr~~ig~edli~~~5te-~~ted .Funds is ~ci~y ~~~urce j Local " .1. v Foundat i'on ~ , _0 Q 0.0;0 Community .Donations X50 ,500 . 00` T~T~L $7, ~"49, 670.00 Further Comrnents/Explanati~ns (if necessary)`.` The revenue projections are at risk, as we anticipate decreases in reimbursement rates from Medical and other publicly funded programs, as state officials develop plans to alleviate the current state budget crisis. p . City of Dublin Fiscal Year 2010-2011 Application for Funds 5. Financial Information -Operating Budget a. Ex ense Budget Ili' 2~1~18~2~9U9 Tiii~ ~''~20.JFC"1~/ :~[~1~~>H~ ~~,1~~~,~r Olac_~~lr~a~rlc~ti~ ~li~~ca:~~~t C~z:~,~~~, rZ>~~c~t!i~.~ti~r Yel~~onnE3 ~'osts ~i»~,I~~~~~ S~il~u~ics Bcnrtit~ `~(,,U-~~,~i~? ~??,~)~~.(l~ $0 ~±~~-Pc~r~sor~~el Costs Contracted Services $226,003 $2,500.00 $0 Occupancy $397,775 Consumable Supplies $562 775 Other (insurance/fees/dues/record $689,451 storage/pagers/telephone/training/tr avel/equipment/equipment maintenance/uniforms Other: TeleMinder Software $15,750.00 $15,750.00 $4,000 Other: TeleMinder Software Annual $2,100.00 $2,100.00 $0 Support Ca tai Costs GM Clinic Renovation $100,000 Clinic Conversion $250,000 TOTAL $8,295,036.00 $43,308.08 $4,000 L ® ~ City of Dublin Fiscal Year 2010-2011 Application for Funds 6. General Agency Information f C~ Past grant applicants may c1le.ck this b~~s in lieu ~~f ~om~lztin« item 6 (a-d) if the program organizational description on the with:-thc City is e~~rrcct and current. a. Listallvears~that C)r~anization has pre~~ic~u~ly rec~i~cdCity~f Dublin flin~iin~~ (not C~ommunit~ Dc~~lopment Block Grant - CDBG). b. Descrihz the populationis) sewed by the Or~~anization. C. Deseribe all the services the Or~~anizati~~n currcntl~ pr~~vides to Dublin re~i~ients. ~,n additional page ma~~ he added, if needed. d. Has your agency everpre~iousl;~ re~cived lwids ii~c~ill the City of Dublin? If yes, please specify in what Fiscal Years and`the>amount received each year. ~ r City of Dublin Fiscal Year 2010-2011 Application for Funds Section A. How would the requested funds be used? (continued) advanced, cost-effective, and automatic messaging is.becoming increasingly important: This project will be an on-going project and will be integrated as a core component of our Quality Assurance Program to monitor the quality of care given to all of our patients. Axis currently provides health services to over 1,200 Dublin residents a year. Axis provides health services from two clinic sites, one is located in Pleasanton on Railroad Avenue and the second clinic is located in Livermore on Pacific Avenue. TeleMinder will be used for appointment confirmation, notifying patients of lab results, reminders for prescription refills, last-minute schedule changes, annual check up reminders, treatment compliance reminders, and rescheduling notifications. City of Dublin Fiscal Year 2010-2011 Application for Funds Section B. How would the proposed project/program address an unmet community need and improve the quality of life for Dublin residents. Why is this project/program needed? (continued) The local health care infrastructure is not meeting the needs of the Tri-Valley's growing population. The gravest service gap in the field of health care is insufficient local capacity to provide comprehensive care to the Tri-Valley's most vulnerable populations - primarilyworking poor families, children and seniors. It's clear from the numbers of new enrollments every month that there's a need for our services and the need is only going to grow with the current economic climate we are facing. Our goal is to provide high quality care for all patients seeking medical services at Axis Community Health. However, it is becoming increasing difficult to meet the demand to provide health care services. Axis's daily operation has grown increasingly busy due to the growing number of individuals seeking our services. Our staff is working hard to give patients the best care, however, due to the increased demand for our services it is becoming increasing difficult to keep up with making appointment reminder calls, reporting routine test results and handling all inbound phone traffic manually. Technology has become increasingly essential to the quality of care, efficiency, and financial viability of community health centers like Axis. Automated telephone reminder systems have been around for, several years and have proven to be an easy-to- use, effective technology with a rapid return on investment. There are numerous studies that show the impact of automated telephone reminders to improve health care quality and efficiency of care provision. Regular patient follow-up is important for all patients, and some need frequent attention because their health is unstable, their treatment is complex, or their social supports are inadequate. However, many patients live with barriers that limit their use of our outpatient services. Consequently, they fail to attend appointments and as a result experience worse health outcomes. Every medical practice has patients who have missed appointments, forgotten essential information for their appointments or called unnecessarily for lab results. Our staff is spending 3-5 hours each day pulling medical records for patient calls and making an average of 3-5 calls to each patient to remind them of upcoming scheduled appointments or to deliver lab results. With over 40,000 appointments and over 29,000 lab tests annually (and growing), each minute staff has to devote to contacting patients is becoming increasingly burdensome in terms of labor costs and declining efficiency. The automated TeleMinder solution has been in place for several years at three of our sister clinics, namely, Asian Health Services, Lifelong Medical Care, and La Clinica De le Raza. We will be leveraging a system that is stable, locally based and will seamlessly integrate with our practice management system. We will work together with other sister clinics who have implemented TeleMinder for Healthcare to share experiences and "best practices," develop common configurations, reporting, and training. Using TeleMinder for Healthcare will streamline our operations and help improve patient compliance, which will lead to improved patient outcomes and ultimately free staff resources so that we will be able to increase our capacity to provide direct medical care as recommended in the Tri-Valley Needs Assessment's in May 2003. All of this results in a healthier community for all Tri-Valley residents. City of Dublin Fiscal Year 2010-2011 Application for Funds Section E. Projects/programs must be evaluated to determine if they are being carried out efficiently and if project/program goals are being met. Please describe how you plan to monitor your project/program's success and impact. (continued) Axis has a comprehensive Quality Assurance program which tracks all aspects of the services we provide. We also collaborate with the Community Health Center Network, which is a consortium of community clinics in Alameda County, to evaluate the quality and outcomes of our medical services. Baseline measurements are developed in collaboration with CHCN clinics and epidemiological data and are based upon best practices in public health programs across the nation. All baseline data elements align with national benchmarks. Within our own clinical practice, a variety of data is collected, and includes individual patient laboratory results, case management tracking information, immunization tracking data, and clinical assessment and diagnostic information. Additional elements, such as patient satisfaction surveys, compliance reports, evaluations of formal improvement processes and utilization reports are components of our operational measurements as well. This process is overseen by our QA Committee, which is led by our Medical Director and involves all clinical staff. Our internal mechanisms are coordinated with CHCN QI processes as well, and Medical Directors from all CHCN clinics oversee CHCN's QI program. At the CHCN level, QI data is reviewed on an individual clinic basis and in aggregate for all clinics, and all data is reviewed in the context of national benchmarks. Data and related reports, which compares our individual clinic performance with both CHCN clinics and national benchmarks, is forwarded to our QI committee, clinic administration and the board of directors for review and assessment. _r City of Dublin Fiscal Year 2010-2011 Application for Funds 7. Required Attachments: o Onlv one (1) coat/ ~pEr .~gency of each of the following is required, even Kith multiple projects/programs subnutted. o Applications without the following ducununt~5 will not be rc~i~wed for funding. o Please label attachments: A, B, C, etc. - u A. Names of Governing Board; i~icntify;current Board officers. ' B. ~ Current total Organization>operating_bud~et, including revenuer ¦ Cle~u-ly label/identify the pro~~ram that,inclirdew the PROPOSI;U 1'ROJECT/PROG R~I~B . v ?~1ost recent audit r~purl ~_~r ta.~ return (il a}~~licablr;l. o ll. Resolution. Ict~~a~ gar other document providin~~ evidence ni 13~~ara/Or~unii~rt~on-appr~~~,r1 of application, ~rnd dateapproval was~granted. ¦ 13~~arcVUr~~ani<<rtir~n ap~~r~~~~~if rr~a~ h~ per~~lin~. ~ F.. Organization's r<-riilicate c;f iusuranc~~ ~~t~o~~uig coverage for ]i~ihilit~ quid workers' compensation. o F. Application Verification. Declaration Signature Page. u G. Signed affidavit form frofn eachc~~l I~~borating agency named in~proposed ~r~~jecr/program plan (if applicable ? H. Copy ot~ IIZS Letter of Determination indicating tax rxempt status. e o:® VL City of Dublin Fiscal Year 2010-2011 Application for Funds APPLICA"hlON VERIFIGaTlON I attest that the itll~ormatiun cuniained_in this FY`2010-20 L1 granf ,application i~ accurate and that the funds requested ~~ill not suE~plant anv othermonies secured by the or~~ani~atir~n. Attached is a rrs~~lution, letter, or other d(~~ufTlenC pru~ iding evidence thae-,thc I3o~u~~l oC Directors appmvcd thr Application as submitted. Successful Applicants are required to submit a ~ununary report as soon as p~_~s~ible after suhmittin« the reimbursement ~•equest, but nut later than ~~u~ust 31,.2011. FAilurc to suhmi~ a report ~~~ill result in incli~~ibility for f~u~urc Yun~lin«: .S] ~~Jla[Urc'.5: Lx:cuti~~e Director D<<te ~ ice.-tt-_~~ &>ard Presicicilt/Chairpersun Dale s: ~ r cons aro~t~pii~Cv health Board Resolution Board of Directors RESOLUTION i, ,t The Board of Directors of Axis Community Health endorses and approves this application to the City of Dublin requesting support for the purchase and installation of TeleMinder for Healthcare. ~~I James Paxson, Chair Axis Community Health Board of Directors Dated: i2 " it - G~1 4361 Railroad Avenue, Pleasanton, CA 94566 o Tel: 925.462.5544 o Fax: 925.417.1503 ¦ www.axishealth.org