EPIC Training FAQs
Healthy Start FAQ: Conversations with the Division of Healthy Start and
Perinatal Services
On February 4, 2016 staff from the Division provided updates on various topics, including the Healthy
Start Monitoring and Evaluation Database (HSMED), 3Ps document, National Evaluation, MCH Journal
supplement, 2016 Convention Committee Planning, and other important issues. JSI will provide an
update on plans for the CHW training module, changes to the EPIC Center website, the Healthy Start
CoIIN, and the new Community Workshops.
In case you or a colleague missed the conversation, a recording can be found on the EPIC Center’s
Training calendar the EPIC Center’s Training calendar.
During the presentation, attendees asked great questions, all of which have been addressed below.
Screening Tools
What is the status of the 3Ps/4Ps and what is the difference between the 3Ps and the Healthy Start CoIIN
screening tools?
The 3Ps refers to the set of data elements required by HRSA to collect for the purpose of evaluating
Healthy Start locally and nationally.
A modified and shorter 3Ps will roll out in a few weeks, and will focus on collecting data elements that
are necessary for measuring the benchmarks.
The screening tools were drafted by the Healthy Start CoIIN and finalized with input from the Healthy
Start community through an online review process. The purpose of the screening tools is to ensure
that every Healthy Start participant receives the same comprehensive and complete assessment of
their health and social service needs.
Dr. Atrash asks grantees to hold off on making changes to data systems until the final 3Ps has been
released to all grantees.
Will the 3Ps/4Ps tool and the screening tool development teams work together to avoid overlap?
Yes. The screening tools contain all the data elements required for reporting in addition to other
elements not required for reporting but important for quality participant service delivery.
Does the current draft of the screening tools include an evidenced based prenatal and postpartum
depression screening tool?
Yes. All tools include evidence based screening questions. Based on the results of the screening,
further assessment using evidence based tools may be indicated.
Will the 3Ps/4Ps questions have to be entered into the HSMED system or only questions related to the
benchmarks?
DS Federal will work with grantees to establish procedures to extract data from pre-existing systems
specific to evaluation data requirements.
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If data being collected by grantees will be extracted/uploaded for the 3Ps, why is a form being developed?
The Healthy Start CoIIN identified program standardization as their first priority. The screening tools
were developed as a direct product of this initial standardization initiative in order to begin standardizing
the program from the moment a participant enrolls in the Healthy Start program.
Will the questions from the screening tools (not already part of the 3Ps) be built into the new data system?
No. The database will only pull questions specific to the 3Ps.
Will the screening tool be mandatory for grantee's use?
The tools are not required to use at this point, but they were created with the expectation that all
Healthy Start programs will use them with their participants, which will ensure all Healthy Start
participants receive a complete and consistent screening to identify their unique needs.
Just to clarify regarding the screening tools, grantees do NOT need to use the new screening tools if our
current screening tools are comprehensive?
As long as the existing screening tools address 1) the comprehensive needs of participants reflect in
the screening tools and 2) collect the data required by the 3Ps, grantees can use their existing
screening tools. The data is required, but the data collection mechanisms are not.
Will the upcoming data collection system just collect aggregate data?
No, the 3Ps data reporting is participant based although data is de-identified.
Can grantees preview the screening tool database?
There is no screening tool database. The new screening tools are paper based at this time.
Many of the screening tools questions to be asked are very personal in nature. Will the Community Health
Worker (CHW) training modules address how to handle this?
The pilot testing process will provide a clear idea of which staff member should implement the tools.
The training program will include content linked to benchmarks so that all CHWs understand the
rational and reasons behind why certain issues are important to address. It's possible that the CHW will
be the optimal person to implement the tools, and if this is the case they will be trained and supported
through this process so that they know how to best respond and follow up. Sites will have technical
assistance available to help implement the screening tools upon their final release, which should help
them work through any potential challenging questions. Follow up support may actually require more
skill than the initial intake process.
Should we start using the new screening tool with new participants? Would we have to ask the screening
tool questions of existing patients not just new participants? How often should it be filled out for each
participant?
The screening tools are intended to be used with new participants or when a current participant
changes perinatal periods. When a participant moves into a new perinatal period, the appropriate
screening tool should be implemented. If a grantee site feels that their current screening process is not
robust enough to accurately screen participants, they are welcome to re-screen currently enrolled
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participants with the standardized screening tools. Following the pilot phase, additional guidance may
be available to assist grantees with integrating the new screening tools into routine business practices.
Will there be funds available from HRSA to update our databases to accommodate new screening tools and
anything for 3Ps that we are not currently collecting?
HRSA will not provide additional funds to customize existing systems. The EPIC Center is working
with the CoIIN to identify possible strategies for assisting granges with implementation of the screening
tools.
Data Collection/National Evaluation
Will the national evaluation require client-level data? If so, how will data governance issues be addressed?
Client level information will be collected through the 3Ps and will link 3Ps data for all grantees to infant
vital records. MCHB is currently working with National Association for Public Health Statistics and
Information Systems (NAPSIS) and National Center for Health Statistics (NCHS) to develop data
sharing and data transfer agreements as well as addressing IRB and HIPPA concerns around sharing
data with HRSA.
Do we need to be concerned about IRB approval at the local level for the data collection tool? Also, when
we report on individual clients will we be expected to provide personally identifiable information or just
demographic/service/outcome data?
IRB issues are being addressed by Jamelle Banks with HRSA. There is a question about whether or
not the 3Ps needs IRB clearance since it is an administrative document. Jamelle and her team are
looking into this and will share the answer shortly.
Will the data management system be HIPPA-compliant?
Yes.
Will grantees need to enter data into their own database (in order to have for own program data record)
and into the national database? Will the national database replace our local database with a centralized
data system?
Grantees should be collecting data in their own way and entering data into their own database. DS
Federal will establish procedure for receiving a data extract from your system to populate the 3Ps
database.
Will we be able to only VIEW the data we enter, or can we download and do analysis and pull data for our
own reports (specifically client-level analysis)?
Grantees should eventually be able to enter the system and view their data. National data will be
released so that grantees can compare their project-specific data to national data. Data will also
eventually become comparable across different categories (level, setting, etc.).
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Please clarify the difference between Phase I and Phase II of data uploading or extracting. How will it be
done in phase II? What is the training plan for the Monitoring and Evaluation Data System?
Phase I trainings are tentatively scheduled for April-May 2016 and will provide instruction on how to
export data to the 3Ps database. Phase II trainings should occur during June or July 2016 and will
address how to upload data into the 3Ps system.
How will the data be entered in the federal system in the final phase? Will it require manual data entry?
DS Federal will require grantees to produce a “data dump” in a specified format to upload into the 3Ps
database.
Will the national evaluation and the data comparisons between projects take into account client risk level?
No, data comparisons between projects will not incorporate risk level, because each grantee has
implemented a variety of risk screening tools which denote varying risk level.
Does DS Federal offer a program level MCH module that is compatible with the high-level data system that
programs could evaluate for adoption in lieu of current data collection systems like Challenger Soft?
No. DS Federal will not be providing an interface for capturing 3Ps data. Instead, a data dump will be
produced from grantee systems to upload to the 3Ps database.
Sounds like the Healthy Start CoIIN has a big influence on the overall HS program, who is privileged to be
a part of the CoIIN?
The original FOA and Healthy Start application identified a role for Level 3 grantees to include serving
on the Healthy Start CoIIN. Membership in the CoIIN is a grant obligation and funds are included in the
Level 3 grant funding opportunity so support CoIIN members to attend meetings and serve on the
CoIIN.
When can we expect to hear from DS Federal?
The Division expects that outreach from DS Federal will start by the end of February 2016.
If we need to make staffing changes to facilitate changes in data collection - such as adding an
administrative staff - would that require a change of scope or can that just made within our existing budget
and conference with our PO?
Grantees are asked to contact their grants management specialist listed on their notice of award to
address this concern.
Funding and Budgets
Any update on the status of HS Years 3-5 funding? Are we still anticipating a reduction? Is it a 10%
reduction for the coming year? Is the reduction annual or cumulative over the course of the next 3-5 years?
The 87 grantees originally funded on September 1 (who will now have a budget year start date of April
1) will be awarded their full 12 month budget for years 3-5. However, their funding level is anticipated to
be reduced by 10% depending on final appropriation. For those who will receive their notice of award
by the end of March they will show a requested amount reduction of 10%. The reduction will be annual
rather than cumulative.
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With a reduction in funding, will the number of required participants served be reduced as well?
Yes. Grantees are expected to work with their assigned PO to adjust number of participants and activity
level based on funding reduction.
Will funding budget year (2017) for April 1st Grantees be April 1, 2016-March 30, 2017?
Yes, April 1, 2026 - March 31, 2017.
Please clarify the definition of "obligation of funds” at the end of a budget year. If you obligated (intended
to purchase) an item but it was ordered and received after the end of the budget year, can obligated funds
pay for this items as long it was received within 90 days after budget ended?
Yes, in the example outlined above obligated funds can pay for the item. Please contact your assigned
Grants Management Specialist, as outlined on the Notice of Award, for all budget related questions.
Benchmarks
How are the drafts of the March 2015 benchmarks different from the finalized benchmarks? Were there
any major changes?
The benchmarks were published in the FOA and have been reviewed extensively. Most of the changes
involved clarification of terms and definitions. These clarifications are in their final review by MCHB.
There are still 22 benchmarks (first 18 are outcome focused and the last 4 are program focused) with
very little difference between the old and new set.
In the past we were responsible for Performance Measures. Most are included in the new benchmarks,
however, tracking the number of completed referrals (other than for depression) is not included in the
Benchmarks. Is that no longer an expectation for reporting?
It may not be a benchmark, but if it is in the FOA and required in the progress report it is still required in
reporting. The performance measures have been revised and completed referrals are included as a
performance measure.
Community Workshops
What were the requirements to host a workshop?
The intention of the workshop is to provide an educational opportunity with community partners. Hosts
are asked to select a topic from the topic options, which will take place as 1.5-day long in-person
training.
The responsibilities of the host organization are to: provide at least 2 months’ notice to EPIC,
coordinate logistics, find a space, pay for the space, be able to generate the invitation list (EPIC can
provide materials to share), extend invitations to participate, promote locally, provide evaluations at the
end of the training, and recruit at least 15 participants to represent at least 5 different organizations.
Additional details are included in the flyer available on the EPIC Center.
TEPIC will provide a trainer, the training materials, and PR materials to help communicate the training
and will cover the cost of getting the trainer to the site.
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Are the community workshops being offered by EPIC offered via webinar or with live trainers?
These are in-person trainings.
Can grantees find more information about Community Workshops on the EPIC website?
Yes. There is a flyer to be included in the next e-News with a link that describes the available training
workshops, the process, expectations as a host, and what EPIC will provide as support. There's also a
phone number available for questions and clarification. These are live trainings conducted in
communities with partner organizations. There's a direct link to request community training under the
Training and Events tab.
You mentioned a minimum of 15 for a Community Workshop. Is a large group of say, 250 as part of a
summit acceptable?
Larger groups are certainly doable. Keep in mind that this workshop is 1.5 days so it may not fit into a
summit structure. They are skill-building workshops associated with certain curricula, so not all of the
workshops are conducive to larger groups. For example, Motivational Interviewing (MI) will have a cap
on participant numbers given the activities involved.
Will the community workshops be able to provide CE credit to participants?
Not at the moment, but EPIC is willing to investigate this.
There are some states like Massachusetts who are looking at state certification for CHWs. Will this training
be aligned with the various states certification?
Given the variety of CHW certification availability across the country, the design of the final training
program will include a core set of requirements unique to Healthy Start and highlight what it means to
be a HS CHW. There will also be a set of optional or supplemental modules that attendees can test out
of if qualified. This flexible structure accommodates states with more robust CHW training certification
programs so CHWs do not need to replicate coursework. It also addresses differences in the roles and
responsibilities of CHWs by allowing the CHW supervisor to identify appropriate coursework based on
job responsibilities.
Thus, the design of the training program will not require the same thing of every trainee, but will be
modifiable for each attendee according to their needs. So, the training will not be aligned with any one
particular state, but should complement rather than duplicate any existing programs.
Can we charge a registration fee to partner agencies for their participation in the community training?
The intent is to build community partnerships and relationships. Charging a nominal fee to cover food
and space is appropriate, but this is not intended to serve as a profitable event. The purpose is to foster
good will and relationships within the community.
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Quality Improvement Peer Learning Network
How do we get more info about registering for the Quality Improvement (QI) Peer Learning Networks
(PLN)?
Registration is closed and all peer learning networks have been established. It is likely that a second
round of QIPLNs will be conducted next year for those programs that did not participate in this first
round.
Can QI leads by changed at a later date?
Grantees are asked to keep the leads consistent with both leads attending each monthly call.
If I completed the survey to register for the QIPLN, when will I get final confirmation of assignment?
QIPLNs were established in early February. Initial kickoff calls are scheduled to take place on February
24.
2016 Convention
Could you repeat the dates of the HS Convention in September?
The Healthy Start EPIC Convention is scheduled for September 26-28, 2016 at the Grand Hyatt in
Washington, D.C.
Marketing and Communication Materials
When will Marketing Materials from EPIC for the 25th Anniversary be ready?
The materials are rolling out over time - at this point the infographic, logo, and video are ready to be
shared. All the materials will be described and made available during the March Marketing webinar.
They will also be posted to the EPIC Center website at some point.
Community Health Worker Training
For the Healthy Start programs that use case managers, is there going to be a similar training for case
managers or are all Healthy Start programs expected to use CHW training?
Planning for future trainings can take place, but at this point the focus of training will be on CHWs. The
Healthy Start CoIIN will be starting to tackle defining case management for Healthy Start. Following this
initiative, developing training support could be appropriate.
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