CESSA Technology, Systems Integration & Data Management Subcommittee Meeting - Approved Minutes 01/16/2024

CESSA Subcommittee for Technology, Systems Integration & Data Management (TSIDM)

January 16, 2024, 9:00 - 10:30 am via Zoom

Meeting Minutes - Approved by Members 02/05/2024

Subcommittee members: Brent Reynolds, Cindy Barbera-Brelle, David Albert (Designee-Lee Ann Reinert), Richard Manthy, Jim Kaitschuk, Ashley Thoele (Designee - Robert Van Bebber)

  • 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 9:14 am

Brent Reynolds reviewed procedures around the Open Meetings Act and meeting logistics.

Roll Call:

Present by phone or video: Brent Reynolds, Lee Ann Reinert (Designee for David Albert), Robert Van Bebber (Designee for Ashley Thoele), Cindy Barbera-Brelle (joined at 9:24 am)

Absent: Richard Manthy, Jim Kaitschuk

Motion to approve previous meeting minutes from Cindy Barbera-Brelle, seconded by Robert Van Bebber. Voted yes to approve: Brent Reynolds, Lee Ann Reinert, Robert Van Bebber, Cindy Barbera-Brelle

Minutes from 12/04/2023 approved by Brent Reynolds.

State Updates: Lee Ann Reinert

  • Regional Advisory Committees (RACs) are all starting to work on their local pilots to test the new protocols.
  • DHS is in conversation with Access Living to review possible changes to the CESSA legislation.
  • Strengthening Transforming Behavioral Health Crisis Care Act started meeting last month and has some overlap with CESSA stakeholders. It is facilitated by Chief Jones and the Office of Medicaid Innovation. I [Lee Ann Reinert] do not think it was interpreted as subject to Open Meetings Act because it is not an advisory body

Planning for TSIDM - Pete Eckert

  • Review of Charter and CESSA legislation
    • We wanted to return to the expectations that the state, the legislation, and the charter have for us. Moving forward, we may want to rethink the tasks into deliverables.
    • There are few specific requirements for data from the CESSA legislation but then there are the things that are going to be required to be in place in order to know if the system is working or not.
  • Work Plan January 2024 - June 2024
    • In February, we will discuss the RAC pilots. They will need data. Mary, Cindy, others have been working closely to design the structure of the pilots. We will also discuss the second sample report.
    • By March, we'll have high level graphs for that work
    • By the time we get to May, we'll have a detailed plan to discuss.
    • By June, we'll be making final approval for everything we're responsible for and what needs to be in place moving forward.
    • Brent Reynolds: I think this is a reasonable plan. This gives us time to respond by July 1, 2024 deadline.
    • Pete Eckert: The most important interaction for us is closely connecting ourselves to PSSC and RACs, we'll work closely with them as they finalize protocols and standards, and we recommend data sets they would need.
    • Lee Ann Reinert: it was essential to separate out as we started the work but as we get closer to implementing something, we have to work closer to stay aligned. Data pieces can't be in a vacuum, they need to be informed by protocols that are in place. We can't develop a training plan without knowing protocols, and training should know data on who is being trained, on effectiveness, and more. There needs to be considerable focus on coordinating it moving forward.
  • Deliverables Report
    • We are creating a report that will pull all of this together, focused on the tasks we have been talking about for a year
    • Comprised of and informed by:
      • CESSA legislation data requirements
      • TSIDM meeting discussions and decisions
      • Hub research
      • TSIDM Charter
      • The work of the Protocols and Standards subcommittee
      • SAC and RACs
  • Protocol changes
    • Cindy, Mary, Lorrie are involved in conversations with PowerPhone about how to make the protocol changes
    • Our subcommittee, we have the opportunity to be listening closely to what's happening in the other places where system changes are happening, take what we've hearing and build it into the recommendations the CESSA is going to require.
  • Sample Report: IL CESSA Crisis Continuum Service Report
    • A draft of the first sample report, IL CESSA Crisis Continuum Service Report, was shared during the meeting and discussed.
    • Sample report for 911. We could report by the state, region, jurisdiction, or PSAP. The legislator probably envisioned it being a state report.
      • 911 referrals to 988 is not information that is available anywhere yet.
    • Sample report for incident type. Another way of looking at the same information would be incident type.
    • Sample report for 988. For example, how many referrals resulted in dispatch, back to 911, or social services for example.
    • Sample report for MCRT, similar to 988, but seeing how many MCRT calls were referred to 911, EMS, other social services.
  • Brent Reynolds: This is a good starting point. We may want to use a smart report so if you select PSAP, you only see sections that PSAPs would be filling out. We may need to change wording so that Cindy is not getting phone calls every time there is a change in leadership about who is completing these reports.
  • Pete Eckart: DMH and its partners would be the people who are responsible for this report. We are pretty close to developing a data reporting system with a vendor partner that gets to the smart reporting idea you're talking about. We are developing the infrastructure required to bring this to life.
  • Lee Ann Reinert: Why would we report on a monthly basis on number of PSAPS, number of MCRT providers, when those remain constant?
  • Pete Eckart: It is common for reports like this to have basic information at the top. The PSAP number changes every once and a while. MCRT providers sometimes drop out of service. We do want service calls every month.
  • Susan Schafer: The first one is divided by regions. If people use this as a baseline for each region, but there are so many differences in each region, so are people going to  see this and judge each region and compare it in a way that's not helpful?
  • Robert Van Bebber: I find this very beneficial as it points to what we're seeing across the state. Should it be together across regions like that? I could go either way on that. Seeing it would start conversations about resources and fixing a bigger problem. Would that go on smart sheet form? And is that information FOIABLE?
  • Cindy Barbera-Brelle: A smart report system makes sense. There needs to be a tracking method so we know which PSAPS and which 590s didn't report so we can do a follow up to make sure reports are as complete and accurate as possible.
  • Cindy Barbera-Brelle: When the report goes out, however its formally distributed, there would be an intro page that says region 1 is this population, this number of PSAPS, this type of need. I have to look up the regions, we want to make it easier for everyone to know where the regions are. It is not a level playing field but that could change over time as resources are developed in each of the regions.
  • Lee Ann Reinert: Some of the more rural regions, when you report on outcomes, when it is so low, there is a risk of violating confidentiality, because it may be possible to identity people with some of the metrics. Also, as regulators and funders, the ones that are held accountable to make sure resources are there, we have to have a way to sort the data probably by region to identify where we need to add resources. But at this point, it's more about DHS and DPJ and 911 making sure we are providing support. We are not anywhere close to threatening to take money away if performance isn't there. Its more if performance isn't there, what do we need to do to increase resources.
  • Comment from Patrick Sennet in the chat: If the report is done by region, consider having a per-X population occurrence % per table cell.
  • Pete Eckart: we could make this a smart report with descriptions on how to use this report, the best uses and limitations of the data, if we have a regional report, we could have a link to the map. We can add content to make the report as clear as we can.
  • At our next meeting, we will have a draft of the administrative report

Next Meetings:

Monday, February 5, 2024, 2:00 - 3:30 pm

Tuesday, February 20, 2024, 9:00 - 10:30 am - note the adjusted date/time because of state holiday

Public Comment:

None.

Adjournment:

Motion to adjourn from Cindy Barbera-Brelle, seconded by Robert Van Bebber. No opposition.

Meeting adjourned by Brent Reynolds at 10:13 am.