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What We Learned From the Mid-Year Check-In Calls: Successes & Challenges Mid-Year Calls Asked state contact and contractor (if applicable) to be on calls Asked states to fill out work plan in advance Calls took around 1 hr.

  1. What We Learned From the Mid-Year Check-In Calls: Successes & Challenges

  2. Mid-Year Calls • Asked state contact and contractor (if applicable) to be on calls • Asked states to fill out work plan in advance • Calls took around 1 hr. National Core Indicators (NCI)

  3. What did we talk about?: Sampling • The sampling strategy suggested  random sample of all adults 18 and over receiving at least one service in addition to case management. • Some states opt to sample a limited population of people served (e.g. by waiver) or to oversample some groups of people served. National Core Indicators (NCI)

  4. Sampling • Random sampling • Stratified sampling • Oversampling • Population sampling National Core Indicators (NCI)

  5. Sampling Challenges • Not random  Threats to randomness? National Core Indicators (NCI)

  6. What did we talk about?: Training • Surveyors should be trained to conduct surveys in a consistent manner to ensure the validity of the data.  NCI refresher trainings  State run trainings • States conduct reliability testing (shadows) • Gather feedback from those surveyed National Core Indicators (NCI)

  7. What did we talk about?: Training • Methods to interview individuals who don’t communicate verbally • Background information data collection National Core Indicators (NCI)

  8. What did we talk about?: Consent • Consent processes required additional time, and needs to be planned for in the survey timeline.  State specific procedures. • Some states do not ask for consent because NCI serves as QA tool. National Core Indicators (NCI)

  9. What did we talk about?: BI • Gathering these data can require time. Survey process needs to account for this. • BI and PS should be gathered after survey respondent agrees to be interviewed and before survey • Assess accessibility of data (where to find specific pieces of information) in advance of BI and PS collection National Core Indicators (NCI)

  10. What did we talk about?: Refusals • “Survey fatigue”  Important to differentiate NCI from SIS and other surveys being conducted in state. • Use logo, website, etc.  States exclude those surveyed for NCI in previous year from sample. • Communication strategies to educate stakeholders  On a large scale (videos, articles, letters) • Increasing visibility of NCI  When approaching individual to be surveyed. • Surveyors trained on communication strategy. • Letter sent from DDS • Sharing findings National Core Indicators (NCI)

  11. What did we talk about?: Stakeholder engagement and involvement • Self-advocates hired as surveyors • Groups of stakeholders who examine data and develop priorities • Phone call “town hall meetings” • NCI staff presenting an overview webinar to state providers • Videos National Core Indicators (NCI)

  12. What did we talk about?: Disseminating results • Websites  Link to chart generator • Quality Council meetings • Self-advocacy groups • User-friendly reports  VA infographics  CA videos  WA Podcast National Core Indicators (NCI)

  13. How to use data • HCBS crosswalk • Goals setting/priorities • Quality reviews, quality committees • At-A-Glance Report: Page 14 details some state initiatives using NCI data. National Core Indicators (NCI)

  14. Family Surveys • Pull large sample of names to ensure response rate  Send follow up  Online option! Piloting this year  Translations • Write-in comments  Look at common themes. National Core Indicators (NCI)

  15. Closing Notes • 2015-16 ODESA will not open for states that have not yet submitted a work plan. Please send to dhiersteiner@hsri.org asap! National Core Indicators (NCI)

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