THE SMALL ORGANIZATION DOING IT ALL

1
THE SMALL ORGANIZATION DOING IT ALL

• Jennifer Eckert MSW, LCSW, LCADC
• Program Coordinator
• CPC Behavioral Healthcare, Red Bank, NJ
• 732-842-2000 x4238
• Jeckert_at_cpcbhc.org

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CPC Project START

• CPC Behavioral Healthcare is a non-profit,
  community mental health agency that provides
  mental healthcare, addiction recovery, special
  education and residential services
• Project START employs 3 full-time clinical staff
  1 part-time support
• staff

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Project START Staff

• Jennifer Eckert Program Director,
  Evaluator/Data Manager, Clinical Supervisor
• Oversees all aspects of SAMHSA grant
• Controls data collection management
• Submits all reports
• Develops program budget
• Schedules all initial assessments coordinates
  follow-ups
• Monitor GPRA compliance rates
• Certifies GAIN trainer
• Provides clinical supervision of all clients

4
Project START Staff cont

• Melissa Edwards - Asst. Data Manager/Clinician
• Data collection tracking
• GAIN administrator, initial follow-ups
• Facilitates MET/CBT 5 counseling sessions
• Tricia Colbert - Clinician
• Facilitates MET/CBT 5 counseling sessions

5
Referral Process

• Where do referrals come from?
• School SAC, Guidance, Athletic Directors
• Probation/Juvenile Justice Commission
• Physician/Emergency Room
• Mental Health Agencies
• Inter-agency
• Insurance Company
• Phone book

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Referral Process cont

• Formal referrals
• Complete Referral Form with referral source
• (appendix 1 2)
• Contact client and/or guardian to explain program
  and collect initial contact data
• Schedule initial GAIN assessment
• Self/Parent initiated referrals
• Describe Project START treatment and complete
  initial screening to determine eligibility
• Collect initial contact data
• Schedule initial GAIN assessment

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Beginning Data Collection

• During 1st appointment
• Client/Guardian completes
• Client information sheet
• Release of information (i.e. parent, referral
  source, etc.)
• Initial GAIN assessment
• Client given Welcome sheet, Project START
  Timeline appointment card with first session
  (appendix 3 4)

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Beginning Data Collection cont

• GAIN administrator
• Reviews completed paperwork GAIN
• GRRS PFR
• Complete weekly billing log
• Develops client chart
• Therapist Check Sheet (appendix 5)

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Beginning Data Collection cont

• Data Manager
• Assigns client ID number (700001-700249)
• Checks GAIN for validity accuracy
• Inputs data into GPRA GRL (FUL TTL)
• Completes logs (appendix 6, 7 8)
• Client ID log
• Initial paperwork checklist
• Follow-up log

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Continued Data Collection

• Locator Form (appendix 9)
• Completed during first session with therapist
• Reviewed upon discharge during each follow-up
  assessment
• Birthday cards
• Holiday cards
• Aftercare group

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Tracking Follow-up

• Large dry-erase boards in central location
• Client first name, last initial location
• Check boxes for GAIN GPRA Sessions1-5
  additional session 3, 6 12 mo GAIN M-90
• Weekly review
• GRL
• Follow-up log

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Tracking Follow-up cont

• How to assure good follow-up rates
• Mail a reminder card 7-10 days before next appt
• Phone calls
• Reminder call 2 days before appt
• Contact referral source one week before clients
  next appt asking them to encourage attendance or
  facilitate meeting
• Develop a connection with the client during
  previous assessments, use humor
• Remind them they get paid!

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How to be included in the Good Data updates

• Review the GRL weekly to check for completeness
  accuracy (those pesky colored boxes are your
  friend)
• Input data daily dont let it pile-up
• Check validity next missingon every GAIN
• Complete GAINEdits within 2 weeks (if you
  frequently have many edits, ask Chestnut for
  suggestions)
• Stay organized ask questions!!!!