Streamlined and Simplified PHAB Accreditation

Good morning everyone. My name is Shepard Smith, part of the marketing team here at clearpoint and I'd like to thank you for joining us to discuss streamlined and simplified FAB accreditation. This webinar is set up in a manner I'm sure is familiar to everyone. The audience is muted. We encourage questions and comments and ask you to please submit them at any point in the Questions tab. Our speaker today is Ted Jackson. Ted is one of the co founders of clearpoint and has extensive strategy and reporting expertise. He's been in this space for 25 years and is looking forward to discussing how software helps tremendously in the FAB accreditation and re accreditation processes. Ted, I'll now turn the presentation over to you.

Thank you Shepard and welcome everybody. Today, as Shepard said, we're going to be talking about both clearpoint and FAB accreditation. Hopefully I'll be able to navigate you through the process. So I'm going to give a two slide intro to clearpoint and then talk about the FAB accreditation process and then jump into the application itself, clearpoint, and give you an orientation and show you around. So with that, let's get started. In case you're not Familiar with us, Clearpoint Strategy is a software application that serves more than 200 clients. We do a lot of work in local government, but also some for profit work with banks and manufacturers and healthcare organizations and other nonprofits. But we've also done a tremendous amount of work in public health as well, which is how we got very knowledgeable about FAB and FAB Accreditation. So we are one of the leaders in this strategy execution space. We've won awards for our customer success. We won awards by engaging local government leaders. We have very high rankings, five star reviews in Capterra and G2. And our clients really love us. So what is it that we do that our clients really appreciate? We help automate the strategy reporting process. And so what is that strategy reporting process? First of all, it's structuring your report. It's having goals, measures, projects, being able to show alignment across your organization and be able to really take that strategic plan and structure it in an appropriate way. And then once you have that, you need to start reporting on your strategic plan. And there's some key steps in that that we help automate. The first is that data collection process where we help pull in data from your various data sources. We do that through SQL queries. We can load information from Excel and from CSV files. We can automatically pull information in from a variety of sources. Once you have your data into clearpoint. We then see a lot of our clients doing calculations and evaluations of this data. So you could pull data from various departments, compare it together, you can evaluate it, meaning you can give it a red, yellow, green status. You can have charts billed automatically. If they're your measures, they would look like data charts. If they are your projects, they would look like Gantt charts. So you can pull all of this information together. Then you need to determine what does it mean?

Right?

You need to put your analysis and insight in there. For there we have workflows, we have detailed reports, summary reports. You can just lay out information however you want, showing your quantitative information right next to your qualitative information. Then you can create those reports and deliver them to your different audiences. So it's that process that we've been helping our clients with that then had several of our clients say, hey, we love all of the flexibility of Clearpoint. Can we do our FAB accreditation with it? Okay, so let's take a 20 second time out and let's talk a little bit about FAB and then let's show how after that, how we were able to configure clearpoint to support that accreditation and that re accreditation process. So we will get into clearpoint showing both, just a quick overview of kind of our standard module and then we'll jump into accreditation and reaccreditation. But before we do that, let's talk a little bit about fabric. So what is it? You might have seen it before, it's a public health accreditation board. And what they do is they accredit public health departments. Those are county, tribal, state health departments. And their goal is to strengthen the public health infrastructure and transform governmental public health. So I'm not going to read the rest of this because we're recording this and it's right on there, their website as well. But what they've seen is when organizations get accredited, you see a lot of benefits of being accredited, right? You see increases in accountability and transparency, better relationships with partners, looking for gaps in their public health processes and to be able to address those gaps and help their response to the pandemic, et cetera, et cetera. So there are a lot of benefits of looking at your overall processes and the way you manage public health in your county or in your state, in your tribal area and being accredited, saying, are we, are we tracking our tracking two best practices, right. And so, you know, hopefully many of you have considered FAB in the past. It looks like, you know, according to the FAB website, there have been a vast Majority of the states, a lot of local governments, some tribal organizations are looking at accreditation or have started the accreditation process. And then of course, after you get accredited, looking at re accreditation. Right. And 95%. So let's say all of the health departments say that it's stimulated quality and performance improvement processes and that it strengthened relationships and improved the use of resources. So while we don't really, you know, have anything to do with the accreditation process except supporting you, if you were considering accreditation, this is how you would get started. You go to the FAB website, you would review your eligibility requirements. There's then an introduction to FAB course to learn more about the process. So you're totally aware of the the process overall. And then you register for this readiness and training process. Right. So you will go through and say, what does it take to be accredited? How do we make sure that our organization is ready? How do we understand what documentation is required and how we track continuous improvement? You do have a year to complete this first assessment and the required trainings and the overall application. So then you kind of review the standards and measures and additional resources as your roadmap and then get started and jump in. So remember this, this accreditation reaccreditation process, it's run by fab, which is an association, kind of a nonprofit. What we do at clearpoint is we're just responding to our clients request for making that process easier. Right. So how do we help manage that process? Right. And so today's webinar is going to focus primarily on fab, the accreditation and the reaccreditation process. But I thought it might be helpful to show you a little bit about clearpoint, kind of leading into that. Right. So what does clearpoint do to help with that process? We put all of your information, your observations, your documents into one place. We have the ability to roll up information and do evaluations so you can see what's missing across your domains and standards. And then of course, if you've been in this process before, you have internally an accreditation coordinator and of course your public health department manager. And those two people need to sign off on each of the steps of the accreditation process. So in clearpoint, we just have that ability to track that along the way just to make sure you're saying, okay, I've completed this step and I've completed that step. So that's the end of my PowerPoint. I'm going to jump into Clearpoint. Let me just stop sharing that screen and jump right into clearpoint. So first I thought it would be Helpful. For those of you that haven't seen clearpoint before, I'm going to give you the nickel tour of what our baseline application looks like. I'm going to do that in a fake city called Metropolis, and then I'm going to jump into a fake public county health department, look at accreditation and re accreditation. So let's get started. Clearpoint starts very easily with the idea of categories, goals, sometimes called objectives, sometimes called domains, and then measures, what is it that we're trying to accomplish, and initiatives or projects overall. And so clearpoint is designed to be able to track something at the enterprise level and then down through all of your divisions, departments, et cetera. For this fake city called Metropolis, we have airport, police and fire department. Then we use status indicators. That's these arrows and colors. Green meaning on target, you know, yellow meaning needs help or caution, and red being below plan. You can of course customize these any way that you would like. So very quickly, if we were to jump into one of our goals like financial health and economic vitality, it's going to have an owner, it's going to have analysis and recommendations, so some qualitative information. Then we'll be able to see the measures that are linked to it and all of our departments and their goals as well that are linked. If you wanted to make any changes in here, you just double click. Then we can add new information more. And of course all of this has HTML editor to it, so you can put in bullets, you can underline bold, you can change font size, all of that information, again just double clicking, we can change owners of information and then a very quick ability to save that information along the way. So these are our goals or our objectives. We can drill down into a measure. When we're down at the measure level, we start getting data and our data is stored down here in a data table. We can track actual target, then we can run calculations and we can do automatic evaluations. So we put in information, let's say down here that is above plan like 3500 and way below plan like 2500. And then we would just want to do a big jump to 5,000. When I hit save here, what's going to happen is my chart is going to update my 3500, my 2500, my 5000, my variance, which is a chart running off of a calculation happens as well. And you know, I go above plan, below plan and, and on target, right? So, so just like you see here. So clearpoint is really easy to be able to track this information for You I'm just manually putting in information, but we can automatically source information as well. And then of course we also have charts. Sorry, we could track projects in our GANTT charts. These are just showing, you know, our project status of course, green, yellow and red, meaning on track, off track. And then we also have shading to show you percent complete there. And we could drill into to any particular chart we could or any particular project we could see. We have collaborators, smaller Gantt chart, tracking my particular milestones along the way, start dates, end dates, budget, and then of course my analysis as well. Okay, so enough of the overview of clearpoint. All of the pages that I've shown you can be printed individually. They can be put into a briefing book. They, they can be published to a public facing website as well. But you know, today's webinar is really to focus on FAB accreditation and re accreditation. So I'm going to move us forward in time. And then if we were to look at, you know, imagine a world where we have a public county health department, you could track your strategy, including down to your divisions like Maternal, Child and Family Health Services, Administration, Epidemiology, you could have your CHA and your CHIP all in clearpoint at once and you could track your accreditation process. And so if we were to look at that accreditation process, for those of you that are familiar with it, right. We have domains and the domains are like the key organizing area. Right. Within our domains we have standards. And the standards we could of course see a description and we could see our measures that are below the standards. Right here we might click into a measure and see the purpose and significance as well as the accreditation coordinator approval, the director approval. We could see the pages that it's in our accreditation document. This is found directly on the Fab website. It's a large document, 329 pages. So what we've done is tried to help you see. Well, for measure 1.1.1A, we can find that in pages 25 to 30 of that document. And as we look at the information, we also have the required documentation and guidance. And we can see, you know, we need one community health assessment every five years. What's included in that health assessment? All of this information down here. Okay. And this is all just directly from that, that page. If we were to go to page 25, we'll get to 1 1A. And we could see all of the information here on these few pages that describe everything that you need. We have just put that directly here just to make it easy for you to see so if we were to go back and think about RE accreditation. So the reaccreditation process very similar to the accreditation process, but once you've been accredited, then you have that re accreditation process along the way. So let's dig into this in a little more detail. Right. Again you could. We've attached the reaccreditation pieces which are just up here, standards and measures for reaccreditation. So I'm not going to go into that. It's all here. Again, we have our domains, our standards and our measures up here. On the first page I showed you this on the accreditation process, but I didn't talk about it is we're tracking in a dynamic charts the number of your standards and measures expressed as a percent that are complete. And if they're complete, they might be green. If they are incomplete, yellow or red, very much below plant. Yellow is, you're about 50% of the way there. So looking up here for my fake account here, I have 17 standards that are yellow. I have two that are green, one that is below plant. Right. So we know there are 20 standards in here. Right. So let's jump into our domain. Our domain now is yellow. It's automatically evaluating based on my standards. And so how does that work? If I were to just to look at it, this is not a section of clearpoint that you would need to update for RE accreditation. You're mainly going to be focused in that measure area. But just thought it would be nice for you to see how simple this is. Right. So for our domain, I'm just taking each of the standards and measuring them, you know, 30%, 33% each, 1/3 each, and then that gives me a total score and then I can evaluate how I'm doing. If I'm greater than or equal to two, then I'm yellow, greater than zero, meaning I have something that I'm red. If it's blank, it's going to be show no information. If I'm all the way there, I get on track, I get green. So in this case, pretty straightforward, right? Because all of my standards are yellow, we've put in a very simple score of yellow is 2, green is 3, red is 1. So therefore my score, my average of all twos is a two. Pretty straightforward. Let's go to my standard itself. Of course I have a description and I have two measures associated with this. And so I have a data table that is pulling up this information. Again, at the standard level we don't need to do anything because clearpoint has set up the template for you it is. It's really straightforward. In this case, we've just built a calculation that says, look at all of my measures where the measure name contains 1.1, because that's standard 1.1. And Fab has done a great job of just being super consistent on measures, standards and domains. 1, 1.1, 1, 1.1, et cetera. So if it contains 1.1, it's going to be related to this. Just sum them up. Okay, so let's then jump in. I have two measures here, right? The first one is, you know, showing how I'm doing. And all I've done here, it said, well, I need one community assessment. I just put in the number one for the number of community assessments. And then I can drag that assessment in there because with this accreditation or re. Accreditation process, FAB is looking for your documents. So you just drag your document in here, mark it. For my 2022, I have one of these. Great. I would save that. And then if I'm the accreditation coordinator, I can mark it as approved or the director mark it as approved. Then I could go to my next measure, go through. It's looking for two documents, one narrative document, one example document. Let's say I've added my example document and I've dragged and put it in the. In the file area. This now turns from yellow to green, which is great. And my overall standard turns to green. So when I go back to my standard, it's green because my measures are green. And then I go back up, but my domain is still yellow. Right. And when I look at these, I can see that one of my standards is green and the other two are yellow.

Right.

And I could go through and see, okay, now my total score gets me to 2.33. I'm making progress here. You know, if I were using something like an analysis, I could put in, you know, more all of our documentation for standard 1.1, something like that. Then it shows my score is here. Again, if I wanted to, I could lay out information on that screen to show that analysis right here if I wanted to. I'll put it below the description. If I wanted to show it on one page just to show how all of this information works. And again, back on that summary page, it's going to click back to look at how I'm doing with overall accreditation. This is just going to pull up and say, okay, now one of my standards is complete here, so that's good. But of course that domain is not complete because I still have a couple other Measures I need to focus on for this area. And so one of the things that we've heard from our clients is, you know, it's a challenge just to keep track of all the documents. So that was one of the things that we wanted to do in laying out or creating an accreditation or RE accreditation scorecard. But one of the other benefits we see is that these measures are typically owned by different people. To give you an idea, in this fake account, I could look at all of my reaccreditation measures and see that different people own different measures. Right. And so as I go through all of my different measures, there are different owners. And so part of the challenge of the accreditation coordinator is to run through and work with Dante Bailey, Diane, Jason, and then constantly check in with them to make sure they've gotten the most updated information. So we've tried to make that process easy as well. And we call that workflow or workflow automation. Right. And so what we're able to do is say for this reporting period, let's send out a measure or send out a notification that says it is time to track all of your information. I see we have a question. I will get to it in just a minute. Let me finish this one section. Then we can say for our RE accreditation, let's send an email out to all of the owners. And what we could do as the accreditation coordinator is look through and see who's updated their information. So Diane, for example, has updated information or completed the task of reporting on all of the measures here. Right. I'm in here as clearpoint, so as clearpoint support. Not a very creative name, but I could go in and see that I have several measures that I need to update here. Let's go in and update one of these. Right. I might go in and say, okay, I want to make my update. You know, I've done my second one here. Save it. Mark this task as complete. And I think I have one more task that needs to be marked as complete. Let's complete that task, you know, so then let's go through, Mark. My other task is complete. I get the great reward of Internet confetti. And the my accreditation coordinator can see that I've done my job here as clearpoint support. And these tasks are getting updated. So I'm going to stop there and start looking at some of the questions which I haven't looked at.

And

let's see how we can help before we wrap up this. So how do we show work in process on documents themselves? Lots of revisions to get them Polished back and forth. To me, I think what you would show is just a draft for the document. You would still post it in there, mark it as draft, you're not ready for approval yet, and then you could go through. Actually, one thing you could do, we could add not only a discussion field here for, for draft, but we could easily. Let me edit the layout here, Save this. We could say. And the nice thing about our discussion field here is it allows us to. My name is clearpoint support, which is why that looks weird, but allows to see when we last posted it as draft or final. And then you'd usually see approval for the coordination services. So then there was another question. Does the system support like environmental services, such as, like restaurant inspections, fees for inspections, other bills, things like that. So you might track that outside of the accreditation process and, and put it in either your CHA or your accredit, your, you know, overall strategy scorecard. And then you could have measures where you're tracking the number of incentives, inspections or the money raised from inspections, things like that as well. So I think we have time for one more question. Yeah, so one of the requirements is to have a performance management system. You know, is this possible? Clearpoint has certainly been the performance management system for the public health departments that we're working with for accreditation or re accreditation. This is where you track your performance management, your goals, your measures, and your initiatives as well. And then some people also want to show the projects that they're doing and how they link to particular measures in their accreditation process. You can just draw those linkages very clearly. So I know we're out of time. Shepard, did you want to. To wrap us up or were there any kind of final thoughts that you had?

I sure will. Many thanks, Ted. And many thanks to all of you for taking part. As the next step, we'll be sending you an article titled Building a Public Health Performance Management System. And I segue from that last question that provides additional context to this. As mentioned, today's goal is to give you a quick overview of how software can help with FAB accreditation. And we hope you found this useful. Where things tend, though, to get really interesting for you is when we discuss your specific situation, your structure, your challenges, your accreditation path. And we can give you examples of how health departments in similar situations have made progress. So please be on the lookout for these emails and have a fantastic rest of your day.

Thank you.