CESSA Subcommittee for Technology, Systems Integration & Data Management (TSIDM)
November 20, 2023, 2:00 - 3:30 PM
Meeting Minutes - Approved by Members 12/04/202
*There is no recording for this meeting because the meeting was interrupted by a Zoom-bomber spamming the meeting with sexually explicit content
Subcommittee members: Brent Reynolds, Cindy Barbera-Brelle, David Albert (Designee-Lee Ann Reinert), Richard Manthy, Jim Kaitschuk, Ashley Thoele (Designee - Robert Van Bebber)
Expert Consultant Group (ECG) members: Peter Eckart, Chris Baldwin
- Welcome and Call to Order (Roll Call)
- Open Meetings Act
- Approval of the Minutes from previous meeting
- State Updates
- Planning and updates on deliverables for CESSA technology and data
- Next Meeting Dates
- Public Comment
- Adjournment
The meeting was called to order by Brent Reynolds at 2:04 pm
Brent Reynolds reviewed procedures around the Open Meetings Act and meeting logistics.
Roll call:
Present by phone or video: Brent Reynolds, Richard Manthy, Robert Van Bebber, Cindy Barbera-Brelle
Absent: Lee Ann Reinert, Jim Kaitschuk
Motion to approve minutes from Richard Manthy, seconded by Cindy Barbera-Brelle
Minutes from 10/02/2023 approved by Brent Reynolds
Voted yes to approve: Brent Reynolds, Robert Van Bebber, Cindy Barbera-Brelle
Abstained: Richard Manthy because not at Oct. 2, 2023 meeting
State Updates: Peter Eckart
Subcommittee for Protocols & Standards meeting occurred last week so no additional updates beyond what was shared at that meeting.
Cindy shared that there was a lively discussion about the matrix. There was a vote taken to add co-responder model to Risk level 4. Has to go to SAC for approval.
Planning and Deliverables: Peter Eckart
- DMH will be receiving money from SAMHSA to build out 988 system. That system will be something we can leverage as we plan for CESSA. We want to make sure that CESSA is no way appropriating resources from DMH for 988 but SAMHSA did recognize that 988 sits inside and is part of a larger continuum.
- Peter Eckart presented on the two data systems and the group discussed feedback.
- 1st System: Provider Data Reporting
- The scope of this project is to create an information system that collects newly defined and secondary (already existing) data elements using an online data portal. The online data system will collect the following information:
- 988 Vibrant and DMH required 988 performance measures,
- DMH/SAMHSA required mobile crisis response team performance measures
- DMH financial and contractual mobile crisis response team performance measures
- 911 PSAP performance measures related to referral of behavioral health crisis calls to 988 call centers.
- The online data collection system will have the following features:
- a secure portal to submit the required data,
- the use of standardized data definitions with specified data field parameters and rules enhancing data quality, and
- a tracking system to monitor data submission and reminders of due dates for submission.
- Relatively inexpensive compared to the second system
- This is a system that will collect monthly data
- Brent Reynolds: we have different systems throughout the state gathering this data and there can be delays in getting data reported to state, there can be finances tied to it so it's a carrot and a stick program. So just recognizing that there may be challenges for the PSAPS in getting the data into the portal, with participation and compliance
- Susan Schafer: she was in Region 2 meeting and they have data collection and reporting as a goal for their RAC. So if they are doing similar things, if this overrides the RACS, let's get clarification on that
- Richard Manthy: We want standardization across regions so that when different regions are comparing their data, they are not comparing apples and oranges
- Peter Eckart: We will report to the SAC at the next meeting that we are headed in direction of centralizing so that regional areas don't have to build this
- Meeting was interrupted by inappropriate spam content.
- Discussion on first data system continued
- Next SAC meeting? Dec 11 - TSIDM is already on the agenda. Pete Eckert will work with Brenda Hampton at UIC Hub to give presentation to the RACS
- Question from Peter Eckart to Cindy Barbera-Brelle: is this kind of reporting going to be easier than it might be now? She said doesn't expect a change. Once we identify all the data elements we want, we might want to phase them in, like start reporting on low hanging fruit, then roll out next phase then next phase,
- Pete Eckart: The interface will be easy, similar to a Google form but the issue will be how the PSAPs collect data they put into system. Some computer systems are probably generating use statistics. After dispatch has been made is the resolution tracked?
- Brent Reynolds: Resolution is not necessarily tracked by dispatch provider/PSAP, but may be tracked within records management or CAD system and referred to as a disposition on the call. On EMS side its done through electronic patient care reporting system mostly connected to hospital system, some tie back to record management which ties back to CAD but not always.
- Richard Manthy and Robert Van Bebber confirmed that electronic records are required now
- Brent Reynolds: In the National Emergency Medical Services Information System (NEMSIS), after the PSAPs handle the call, our info is limited from point of answer to point of dispatch to unit arriving on scene. So some of this won't be gathered through the PSAPs. Any 911 phone system has the ability to start tracking from time call rings to answer to transferred out to connection made to call ending. This is different from CAD - CAD is mostly when it's answered to when it was entered, when it was dispatched, when units were sent, when they arrived on scene, and when they arrived at hospital. So one starts when the other ends.
- Pete Eckert: The statewide EMS data will give us some sense of the size/number of crisis calls that get to 911 that end up being dispatched that are then understood after the fact as mental health crisis.
- 2nd System: Integrated Platform and Referral System
- This is intended to be the real time dispatch and referral system to gather information to figure out how to attend to their needs and getting the right care whether its 988 or mobile crisis response or 911
- DMH and its Academic Partner will use grant funding to work with a vendor to develop an integrated information system using a common platform across the crisis continuum that provides
- (1) the ability to effectively and efficiently gather information regarding individuals experiencing behavioral health crises that will be used to determine referral type to meet consumers' needs,
- (2) to transmit information for consumers requiring mobile crisis team response to a central dispatch center that maintains real-time information regarding availability, and location of mobile crisis response teams and that has the capacity to make active referrals to team members that are closest to these individuals assuring rapid access to crisis care, and
- (3) to develop a shared service referral information system component that captures and maintains real time information regarding available crisis continuum and other behavioral health services, by provider and geography, that is used to make referrals to the appropriate services based on consumers' needs.
- A key component of this information system will be the ability to generate information that will be used to monitor and evaluate the crisis care continuum. To this end, the system will have the ability to generate:
- (1) client level data that can be used to evaluate consumer outcomes,
- (2) process and outcome data to evaluate the impact of crisis services on system outcomes,
- (3) public-facing dashboards and private facing dashboards, for management purposes, that display performance indicators related to crisis call center operations and outcomes, mobile crisis response teams, and linkage and referral to crisis system and mental health services,
- (4) standard reports to monitor crisis system operations, and
- (5) a report generator function that permits the generation of on-demand reports as needed for quality improvement and monitoring purposes.
- Peter Eckart: This is a system that we proposed to SAMHSA under the 988 funding. Can we afford it? Probably the SAMSA money won't be enough to support building the whole system, or if not. So can we afford it? We'd have to know what it will cost to implement it.
- Susan Schafer: This is similar to her data map. In McClane county they are looking at data for whole continuum of care. This is extremely challenging because the mental health confidentiality code is very strict, its more strict than HIPPA, there may need to be legislative changes, we have been trying to do this more many years and it would cost McClane county 1 or 2 million dollars just for 1 county, so statewide it will be more than a SAMHSA grant would provide
- Peter Eckart: We know what it cost to build in AZ and VA, and it was a 7 figure number that was low to middle millions annually. General group consensus that statewide system is better than counties making their own systems.
- Richard Manthy: We are still figuring out what 911 centers already have and what was transferred from 988 so until we have more of the end of the process established, we won't know what info we can pull. So keeping information basic early on may help see what's attainable
- Pete Eckart: Some systems are already collecting data. IDPH has very sophisticated EMS outcomes system because it was federally defined and somewhat federally supported to get it started. In the nonprofit system, data systems are usually created by funders to get reports so we are trying to go a different route to get something that's responsive to responders in the crisis system.
- Mary Smith: This is valuable for CESSA because data is an important element to how we're performing and so we know what needs to be improved, just as critical as protocols in place and as communications to the citizens of the state. Hopefully we can get funding from General Assembly to build these systems out
- Brent Reynolds concurred this is necessary.
Next meetings:
The next meeting will be held December 4 at 2:00 pm.
Public Comment:
None
Adjournment:
Meeting adjourned by Brent at 3:10 pm. No opposition.
