Lindsay:Good morning everyone. We are 2 minutes past the hour, so we'll get started. My name is Lindsay and I will be hosting your webinar today. You have logged in to the Introduction for Coaching for Cohort 2 Org Leads and Coaches for the CAUTI long-term care project. You should be logged in to a webinar at the moment as well to see this live on your screen.
Before we begin, a quick reminder that today's call we be recorded and will be available on the project website LTCsafety.org within 24 hours of today's webinar. We place everyone's line on mute, however when we go through the introductions and roll call I will unmute everyone's line.
We'll just make sure that everyone is on the line. Throughout today's presentation, to comment or ask questions with our speaker anytime by chatting them in the chatbox or by raising your hand in the icon tray below the participant window.
Also we'll have a Q&A period at the end of the presentation. We have put a brief evaluation at the end so it will pop up on your screen and you can fill out just a quick evaluation for feedback to help us plan for future webinars.
I am going to pass the webinar over to Tina who is our Clinical Content Development Lead. Tina, are you on the line there?
Tina:I am, thank you.
Lindsay:Great. Go ahead, Tina.
Tina:Thank you. Welcome everyone, to our long-term care content call for Cohort 2. I am so happy you are with us today and I look forward to sharing with you some of our thoughts concerning engaging your frontline staff in this work and some of the barriers that you may encounter.
We recognize that it is not an easy thing when everybody is busy taking care of residents and their families so please know that we recognize there are some challenges and that's why we are talking about this topic today.
We will be having some polling questions within this presentation and we'll also have some opportunities where we are going to ask you to write in the chatbox about answers to certain discussion points so prepare yourself for that by familiarizing yourself with how you add something to the chat as we move forward.
Today's agenda will cover the purpose of our call is to talk about engagement and delivering content to frontline staff. We'll talk about expectations, roles and responsibilities, the communication plan, the data collection, data support, templates and tools, and next steps.
Thank you. I want to show you the Organizational team we have included in Cohort 2. You'll see there the different Organizations. What states they're in, who their Org Leads are, their Faculty Coaches and their HRET Advisors.
We want you to recognize that you will as an Org Lead have support, both from a Faculty Coach which are generally experts in CAUTI prevention and culture improvement and you'll have an HRET Advisor who is a member of the HRET staff that will help you set up your process for your coaching calls and any other meetings and assistance you may need from the national group as you move forward.
You'll have an opportunity to meet the HRET Advisor group when you are next in Chicago. Next slide. The purpose of coaching calls, and this is just so important I cannot emphasize that enough, we want to provide you and your teams the important opportunity to share.
The intent of this time is peer-to-peer learning, so we want you to have an opportunity to discuss successes, meaning many times the teams will go round robin and talk about what they've accomplished in the last month.
They might discuss what barriers they've encountered that have made it difficult to have success. Then we encourage you to use that opportunity to brainstorm solutions to those barriers that people are describing.
Sometimes you'll have teams on the coaching call who have surmounted that barrier and have found a way around it so they can share that solution with a team that's still struggling. It gives the frontline unit level, facility level staff an opportunity to ask project questions or data questions.
We do want you to review your data on your coaching calls and we'll go through more about how to do that but it should be a standing portion of your agenda to read the data submission, who has their data in, what data still needs to be collected and when it needs to be entered, and how best to approach those tasks.
You'll have an assigned Faculty Coach or HRET Advisor as I've said, and they will participate in your coaching calls in the beginning. Then, once you feel comfortable and are able to run that show on your own, independently they'll begin to drop off.
Now having said that, if you particularly have a specific need that you want somebody from HRET to attend your call after those first 4 months or so, that's always an option and you can always reach out and ask for what you need. I just want to tell you that our intent is that you'll become proficient with coaching calls and the HRET Advisor will be able to drop off.
The Facility Team Leads are required to attend monthly coaching calls, so it's very important that you as the Organization Lead set that groundwork, set those expectations and then design a system for yourself in how you are going to monitor participation, monitor who is on the call and keep record and track of who is participating, who's speaking up.
We do, as you move forward, think it's important for you to invite different teams to give mini presentations or maybe it's an actual slide set. Maybe it's just talking for 5 minutes about something that you've heard in your one-on-ones with them that seem to be very effective and you know would be helpful to your other staff.
Next slide. The Organizational Lead is an extremely important role for the success of this project. The intention is that we are going to teach you, the Organizational Lead, everything you need to know about this program and how to implement it and how to support, mentor and coach your teams at the facility level.
Your job is to learn the meeting technology. Whatever you're currently using, if there is something you're familiar with such as Conference America or WebEx, we are absolutely happy to have you use that platform to do your monthly coaching calls.
If you don't have a webinar platform that you are comfortable and familiar with, we are happy to work with you with WebEx so we can work through what one is going to be best for you. We want you to communicate and confirm with your facility, team leads, that they have to be on these meetings and that attendance will be taken and that your intention is for them to be there.
We want you to prepare for and lead the meetings. This means that, prior to the meeting date, you are expected to put together an agenda and then share that agenda. As I said, you'll have a facility faculty member join your coaching call so we would want you to share your agenda with that coaching partner and perhaps HRET Advisor in the beginning.
We will provide you with an agenda template for the first couple of months. It has the customary and usual topics that we have seen our teams encounter in those first couple of months so you don't have to start from scratch.
We will give you a tool to use and then you can add particular and individualized planning concepts for your learning needs of your facility that you have identified. Discuss the data submission and identify trends in your data, whether it be submission or actually the CAUTI rates or other pieces of the collection process.
How-tos are always helpful in the beginning. Troubleshoot and answer your team's questions. Highlight facility successes. As I said, you can always have them give a mini-presentation. Help the teams to talk about their barriers.
People are somewhat resistant to do that but we really need to draw those out so that we can help brainstorm solutions. We want you to facilitate your team's access to the project resources, which means their understanding of where to go on the website to obtain materials. Then to keep the teams on track with the project deliverables.
Next slide. The expectation of the Faculty Coach that we just described is that they are going to serve as the team clinical expert resource on your coaching calls. I highly encourage you to utilize these Faculty Coaches. They all are experts in probably nursing home care, infection prevention and other categories that are relative to this topic.
You can ask them to give a presentation on when to culture or when to start antibiotics or whatever it might be that you think would be helpful for your staff, your Facility Leaders. Go ahead and invite the Faculty Coach to talk on that topic.
If you and the Faculty Coach discern that you are having an increase in CAUTI cases, maybe you'll go through a case review and go through how to discern when a CAUTI has really occurred.
You are going to have them help you engage the group in discussions and really seek out their input. If there is a clinical question that's asked during a coaching call, you are absolutely within your realm to direct that question then to the Faculty Coach and have them answer the question and begin to engage them in answering and participating in your monthly coaching calls.
Bring back relevant tools that you'll hear about from the Org Lead call that we have once a month. We'll talk about things that you can use and best approaches from the Org Lead level. Next slide.
The HRET Advisor's role is to support you for the first 4 months, help identify relevant topics, meaning they are already included in the agenda template. Sometimes the national team is aware of a lot of questions coming in about a certain project piece or implementation step and we'll ask you to ...
The HRET Advisor will bring that information to you to include in your agenda and talk about on your coaching call. As I said, they give you those templates for your agenda. They will help you identify which tools and resources are available on the website that can help your teams with their specifically-identified needs, educational needs.
They can assist you with review of data submission and trends, and troubleshoot and answer project questions. Next slide. The Team Lead, now what are their expectations of them? They need to attend your coaching calls every month.
If you find that a certain Facility Lead is never on your coaching calls, you need to pick up the phone and figure out what's going on with that person. Their intent in being in this project is to get all the information and to learn.
If they're not on the calls, they are not getting the information that they need so promote team participation in calls. Meaning the Facility Lead can assist frontline staff having access to the calls and information. If they can attend in real time live, that's perfect. That's ideal.
We want the Facility Team Leaders to share on your coaching calls their successes, tips and ideas that they've used to facilitate participation from your facility and speak up about facility barriers in the project and ask for help. They need to let you know how it's going. What do they need? What are their learning needs?
Next slide. The communication plan for Org Leads, you are going to need to be the intermediary between HRET and the facilities so we will give you a weekly newsletter that will have everything in it that's coming up in the next couple of weeks with the project.
Then our intention is that you cut and paste that into a newsletter or email that then you send on to your Facility Leads. That gives them information about what they should have on their calendar, when they should be ready to attend meetings, when data is coming up and other due dates will be described.
Next slide. We want you to talk to them about the requirements for the different calls. We want the Facility Lead to be on the content calls in addition to the coaching calls. The content calls are where national leaders and experts will give presentations about best practices and evidence-based practices to prevent CAUTI and improve teamwork communication and resident safety culture.
They need to know that your expectation is that at least the Facility Lead gets on those calls. Then if they can, use those calls that are all recorded and stored on the website to later provide that content for their frontline staff.
Next slide. The data collection is extremely important. That's the one deliverable that we at HRET have to provide to ARC so it's extremely important that we keep up with the data. I am going to tell you that it is your job as the Org Lead to be able to get into the CDS data program, database, and assess your participating facility's specific data.
I would like you to put it into your calendar right now for every month, a day that you are going to sit at your desk and review the data and make a plan for who needs to be contacted and assisted with data submission. Perhaps you see that a certain facility has a sudden spike in CAUTIs and you want to touch base with them and see what investigation they've done concerning that increased CAUTI rate.
Definitely we are now adding number of urine cultures ordered to our data collection set and we will be very interested in seeing that data. We need for your teams to develop a system at the beginning of this project as to how are they going to collect this data.
Then the next question is when and whom and how is going to submit it or enter it into the CDS program. You will receive a CDS user's guide and it is available for your review. We will teach you the data system on the onboarding webinar number 3 so that is coming.
Review of survey progress by pulling data from Cvent. Now, this is a separate and different database program and this is where you will be able to see who has put in their demographics, who has completed their patient safety culture, who has completed their skills questionnaire and their team communication guide which are all tools that we use to monitor progress.
Next slide. You will have data support available to you. You see on the bottom bullet point . That is available all the time to communicate with our data folks to find out answers to data questions.
Maybe how to put the data in or how to get access or whatever you identify your Facility Leads are having problems with, this is your directions for them as to where to go to get assistance. Mariana Lesher is wonderful and she has a team of data support folks who can also help your facilities get on board with the data.
My expectation in the project is that the Org Leads need to be going into the data program, assessing who's got their data submitted, and then touching base with those teams that are having problems getting their data submitted. We do have communication with you that will provide for you a dashboard with graphs for the data from your organization so you'll get that in addition to this work we're asking you to do to get your baseline information out of CDS.
Next slide. Here is an example of some of the types of graphs that can be made available. You see there, the different lines are All State Organizations so the green line is Everybody Combined. The red line is All Project Organizations. That would be your particular organization group.
Then the blue line is the Facility Name so that would be the facility's data per se and you can see how easy that is to print the chart or export it. You see the tab at the bottom there and how you want to use that information moving forward.
This is where you can take this information and put it into slide format for your webinar coaching call once a month. Next slide.
A.J.:Hi Tina. This is A.J. Can you go back to the previous slide? I just want to clarify the interpretation. This can be on CDS. Mariana is going to go over this during her Org call on Monday but just with the lines.
The green line is actually all of the facilities that are within your state and region so that's at the organizational lead level. Then the red line is all of the facilities in the project. This is going to be combined Cohort 1 and Cohort 2. All the project organizations is going to be both Cohort 1 and Cohort 2, once the Cohort 2 facilities start entering the data.