FCSI Action Plan DOI 6_12_2020 RELEASES

Fredericksburg Counseling Services Mental Health Clinic Action Plan With the support and generosity of the community foundation



OVERVIEW Purpose The partnership between Fredericksburg Counseling Services Mental Health Clinic, Inc. and Heudia Health, LLC is directed towards increasing the organizations capacity to care for low-income individuals in need of evidence-based mental health counseling, mental health screening, or a professional consultation. The overarching goal of this partnership is to strengthen FCSI’s community-based care network using an evidence-based community engagement process and by providing interim executive leadership support. Fredericksburg Counseling Services Mental Health Clinic, Inc. Fredericksburg Counseling Services Mental Health Clinic provides evidence-based mental health counseling, mental health screenings, and consultations as well as professional graduate education programs and training. FCSI’s screening is based on a five (5) part tool that is used to assess Anxiety, Depression, Post Traumatic Stress Disorder, Mood Disorder, and Bipolar Disorder. The organization serves residents of the City of Fredericksburg and counties of Stafford, Spotsylvania, Caroline and King George and Westmoreland who are either uninsured or underinsured. FCSI’s screening methods are used as an indication that a person may be experiencing a problem which should be investigated further through counseling. FCSI serves both uninsured and under-insured whose income is typically under 300% of the FPL. They ask these patients to pay as much as a $20 fee per session based upon a sliding scale model that depends on financial hardship. Key Service Indicators – • FCSI provides approximately 885 client visits per year to 121 unique individuals with the greater majority ranging from 6 to 64 years of age. 1|P a g e

OVERVIEW Intended Benefits This partnership will enable FCSI to better engage with their community by executing an evidence-based Community-Based Participatory Research (CBPR) process. This process is expected to: 1. Increase the number of vulnerable individuals who rely on FCSI for counseling and screening services. 2. Improve inter-organizational communication and collaboration. 3. Identify several competitive State/Federal Funding opportunities for FCSI. Success Drivers ✓ Obtaining access to the best available de-identified data on patient/service encounters, including but not limited to: o Patient Case Load in relation to time and referral source. o Inbound/outbound patient referrals to 3rd party partners. o Variations in service location and staff. ✓ Engaging referral sources in a meaningful exchange to trace the progression of client referrals to FCSI and vice versa. 2|P a g e

STATEMENT OF WORK This work effort is expected to provide an estimated 120 hours of service to achieve a series of benchmark goals which are synergistic with the following work activities associated with Heudia’s evidence-based community engagement process. This process includes: • Establishing a Community Partners Advisory Group. • Conducting 3 to 5 focus group exercises to be organized in collaboration with FCS and its partners. • Executing 3 key informant interviews based upon the lessons learned during the focus group exercises. • Maintaining the initiative for 4 months thereafter by facilitating up to four Community Partners Advisory Group meetings culminating with a community forum. Benchmark goals include: 1. Identifying several competitive State/Federal Funding opportunities where FCSI could compete fairly. 2. Creating a management dashboard based upon a combination of community health indicators and key internal performance indicators that provide critical insight for FCSI Leadership. 3. Conducting a process review and feasibility study of FCSI’s intake and referral processes. 4. Executing a series of activities associated with a Community Partners Advisory Group. 5. Collecting, analyzing, and reporting lessons learned to FCSI. 3|P a g e

MILESTONE SCHEDULE Key Milestone Dates Planned Actual Start of Work June 1, 2020 Prepare Action Plan On or Before June 12, 2020 Partnership Kick-off Call On or Before June 15, 2020 State/Federal Funding Opportunity Review June 8 to January 8, 2020 Initial Quantitative Data Review June 28 to July 13, 2020 First Community Partners Group Meeting Week of July 13, 2020 Referral Process Review & Feasibility Study July 8 to September 10, 2020 Other Planned Tasks Planned Actual Focus Group Activities Week of August 10, 2020 Key Informant Interviews Week of August 17, 2020 Report on Collected & Analyzed Data Monthly Starting July 10, 2020 Develop Management Dashboard Initial Release July 24, 2020 4|P a g e

CRITICAL PATH CHART FCSI Critical Path Chart Start Kick-Off Call June 15 *August 10 Focus *August 17 Data Data Key Informant Request Review June 29 Groups Interview Literature Review June 29 July 13* Set-Up CAPG CPAG Meeting CPAG Meeting CPAG Meeting CPAG Meeting July 8 Referral Process Review & Feasibility Study Data Collected, Analyzed, and Report Develop Management Dashboard July 24 Monthly to FCSI FCSI Role Heudia Role * = Week Of Shared Role State/Federal Funding Opportunity Review June 8 5|P a g e

INITIAL WORK EFFORT – Week of June 15 The partnership between FCSI and Heudia starts with a Kick-Off Meeting to address housekeeping items, review this Platform Introduction Plan, and align partners toward a commonly understood series of tasks. The Kick-Off Meeting will be based upon the following agenda - • Welcome/Agenda Setting • Key Items Introduced by FCSI • Housekeeping Items a. Commitment to Confidentiality of Sensitive Business Information b. Future Need for a Business Associate Agreement (BAA) c. Housekeeping Items Introduced by FCSI • Key Milestone Activities a. Initial Data Request b. Composition of CPAG c. Focus Group Plan d. Referral Process Review e. Management Dashboard • Request for Information a. De-identified client and client referral source data b. De-identified practitioner data c. Best available performance indicators d. FCSI capability/mission statements and client eligibility requirements Goals and Objectives Knowledge transfer to maximize the value of Heudia’s engagement and reduce time-burden on FCSI. 6|P a g e

INITIAL WORK EFFORT The initial work effort is focused on three (3) primary work activities, these are: 1. Conducting a two-part initial Quantitative Data Review (QDR) due to be completed on, or before, July 13, 2020. The results of the QDR will be reviewed with FCSI. a. Part 1 is directed toward evaluating the target population’s need for service. b. Part 2 is directed toward analyzing service history. 2. Setting up the Community Partners Advisory Group a. TARGET DATE - On or Before June 29, 2020 3. Systematically reviewing state and federal funding opportunities. a. TARGET DATE – Starting June 8, 2020. Work results will be collected, analyzed, and reported to FCSI on, or before, July 10, 2020. 7|P a g e

FOLLOW ON WORK ACTIVITIES Heudia will facilitate CPAG Meetings, Focus Groups, and Key Informant Interviews as outlined below: 1. The initial composition of the CPAG should be limited to no more than 5 representatives recruited from those community partners most closely aligned with FCSI’s future vision of itself. Diversity is important in all respects consistent with the principals of the organization. All participants in the CPAG will be expected to sign a confidentiality agreement. CPAG meetings will be chaired by FCSI and facilitated by Heudia lasting no more than 60 minutes. a. FIRST MEETING TARGET DATE – Week of July 13, 2020 2. Heudia will plan and facilitate between three (3) to five (5) focus groups lasting between 60-75 minutes dependent on the lessons learned during the QDR. One (1) focus group will include a panel of organizational stakeholders who feed into FCSI’s referral process. This focus group’s expertise will be directed toward the inbound and outbound referral processes. The remaining focus groups will be structured around a common theme (identification of patient/client challenges, care barriers, key players, success criteria). At least one of those focus groups will be a “blind” blend of community members combining church congregants with prior or existing FCSI clients. a. TARGET DATE – Week of August 10, 2020 3. Heudia will execute at least three (3) Key Informant Interviews within two (2) weeks of completing the last focus group activity. The purpose of these discussions is to close gaps in understanding and reconcile any disparities that might emerge from the focus groups. a. TARGET DATE - Week of August 17, 2020 10 | P a g e

FOLLOW ON WORK ACTIVITIES Heudia will initiate the following work activities in support of the benchmark goals established by FCSI: 1. Data collected from the aforementioned work activity will be used to document and evaluate the existing referral process. A great deal of attention will be devoted to mapping the referral process and attempting to quantify the flow of clients through that process. The purpose is to identify bottlenecks, barriers, and beliefs the impact negatively on the continuum of care. This process will include a network strength analysis. a. TARGET DATE – July 8 through September 10, 2020 2. Representative data provided by FCSI will be compiled with data obtained from 1) the two-part initial Quantitative Data Review and 2) guidance from FCSI leadership to create a Management Dashboard. The purpose of the Management Dashboard is to better enable the BoD to measure, monitor, and improve business performance. a. INITIAL RELEASE TARGET DATE - July 24, 2020 3. Data from all work activity will be collected, analyzed, and reported to FCSI on a monthly basis. a. TARGET DATE – Monthly Starting July 10, 2020 9|P a g e



Sharing a Common Mission to Improve Access to Mental Health Care