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Technical Assistance to Support the Aging and Disability Resource Center (ADRC) Grantees
Academy Health 2006
Lisa AlecxihThe Lewin Group
lisa.alecxih@lewin.com (703)-269-5542
Karen Linkins, The Lewin GroupSusan Reinhard, Rutgers University
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CMS & AoA VISION
To have Aging and Disability Resource Centers in every community serving as highly visible and trusted places where people of all incomes and ages can turn for information on the full range of long term support options and a single point of entry for access to public long term support programs and benefits.
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Research in Support of ADRCs
People do not know who to turn to for information about long term support services Rosalynn Carter Institute, 2006 and numerous grantee surveys, 2004-
2005
Most think that Medicare will cover long term support needs and do not understand Medicaid is means-tested AARP, 2003
Providing the right information, assistance, and access to services at the right time can delay or prevent costly institutionalization Feinberg, 2003 and AARP 1996
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AGING AND DISABILITY RESOURCE CENTER GRANTEES
Guam
Hawaii
NorthernMarianas
AK
MT
ID
WA
CO
WY
NV
CA
NMAZ
MN
KS
TX
IA
WI
IL
KY
TN
INOH
MI
ALMS
AR
LA
GA
FL
SC
WV VA
NC
MD
DE
PANJ
VT
RI
ME
NHOR
UT
SD
ND
MO
OK
NE
NY
CT
FY 2004 ADRC Awardees FY 2003 ADRC Awardees FY 2005 ADRC Awardees
Alabama Idaho Ohio Arizona Kansas Tennessee Colorado Kentucky TexasDC Michigan VermontGuam Mississippi VirginiaHawaii Nevada Washington
Wyoming
Alaska IndianaArkansas IowaCalifornia New MexicoFlorida North CarolinaGeorgia Northern MarianasIllinois Wisconsin
Louisiana New HampshireMaine New JerseyMaryland PennsylvaniaMassachusetts Rhode IslandMinnesota South CarolinaMontana West Virginia
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Populations Served
PD = Physically Disabilities DD = Developmental DisabilitiesMI = Mental Illness
ADRC Populations
57
20
64 3
0
5
10
15
20
25
All Ages &Disabilities
All Adults withDisabilities
Elderly & PDOnly
Elderly, PD &Other
Elderly & DDonly
Elderly & MIonly
Nu
mb
er o
f G
ran
tees
(4
5 w
ith
2 C
A &
2 I
L s
ites
ser
vin
g d
iffe
ren
t p
op
ula
tio
ns)
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Pilot Site Operating Organizations
Among 54 2003/04 Pilot Sites
19 20
42 2 2 2 2 1
0
5
10
15
20
25
Area
Agenc
ies o
n Agin
g (A
AAs)
Count
y Agin
g an
d Disa
bility
Dep
art.
State
wide p
rimar
ily th
roug
h SUA
Separ
ate
AAA and
disa
bility
org
.
Count
y Hea
lth D
epar
tmen
t
Count
y Sen
ior C
ente
rs
Inde
pend
ent L
iving
Cen
ters
Count
y Agin
g Dep
artm
ent
Count
y Disa
bility
Dep
artm
ent
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ADRC Technical Assistance Exchange (ADRC-TAE)
Led by The Lewin Group In conjunction with CMS TA that supports nearly all of
CMS System Change grants– Rutgers University, Independent Living Research Utilization
(ILRU), National Academy of State Health Policy, National Association of State Units on Aging, and others
Focuses on grant major components/requirements Also addresses sustainability and scaling up Relies on multiple sources for knowledge transfer Uses proven techniques of reinforced learning
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Functions of an ADRC
Awareness & Information
Public Education Information on Options
Assistance Options Counseling Benefits Counseling Employment Options Counseling Referral Crisis Intervention Planning for Future Needs
Access Eligibility Screening Private Pay Services Comprehensive Assessment Programmatic Eligibility
Determination Medicaid Financial Eligibility
Determination One-Stop Access to all public
programs
AWARENESS&
INFORMATIONASSISTANCE
ACCESS
CONSUMER
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The Audience
Primary Audience 43 state/territory grantees 62 pilot sites currently and 106 by end of 2006 Over 1,200 registered website users
Secondary Audience Policymakers Researchers Others interested in access to long term support
services and information and assistance Varying levels of understanding of:
Key grant components Use of the web and technology
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Coordinated Knowledge Transfer Framework
Information Sources• TA Requests• LTC-TAC Faculty • LTC Experts • State Peers• Research Literature• Grantee Meetings/ Teleconferences• Listserv Discussions• Web Site• Needs Assessments
Knowledge Development/
Synthesis
• Issue Briefs• Matrices• Tools• Summaries of Meetings & Work Groups• Grantee Progress Reviews
On-Site TA Recipients &
Grantees
Stakeholders• State Agencies • Aging Network• Disability Community• Indep. Living Centers• Consumers/Families • Service Providers• Program Staff• Private Insurers• Legislators/Regulators• General Public
Knowledge Exchange/Feedback
Knowledge Dissemination
& TA
• ADRC Website• Weekly Newsletter• Bi-annual National Grantee Meetings• Monthly All Grantee Calls• Peer Work Groups• One-to-one TA/ mentoring
Knowledge Needs/Materials Refinement Feedback
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Reinforced Learning Process
Individualized
KnowledgeTeleconferences
Needs Assessment,
TA Plans
On-site Assistan
ce
Standardized
Knowledge
Listservs
Web Site Content
National Meetings & Regional
Teleconferences
AoA, CMS, Experts,
TA Collaborative
State Expertise
Work Groups
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Written Materials
Issue Briefs Consolidate research and highlight key elements Make relevant to ADRCs
– Provide “real life” examples – bridge research and practice Try to keep to less than 10 pages Provide sources for more detail 25 downloaded 3,762 times
Resource Documents and Tools Consolidated information for a particular topic
– e.g., Information & Referral Software Matrix and Web-based Resource Databases
– 70 downloaded 1,662 times
Documents from the field– e.g., RFPs, forms, brochures, MOUs, marketing materials– 344 downloaded 3,487 times
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Teleconferences
Topics based on grantee needs Monthly all grantee calls
– Average 26 grantees of 43 since Nov; 65 participants per month
Smaller work groups calls
Background materials and/or slides in advance Use of web-based meeting capability Expert or state representatives featured Summary, including questions and answers,
posted on website Monthly calls also recorded and available for future
access on the website
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On-Site Technical Assistance
Onsite requests from grantee or identified need by funders
Support grantees with other stakeholders Facilitate meetings Individualized TA needs
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National Meetings
Permit in-person exchange among grantees Opportunity for peer-to-peer TA
Tackle issues more in-depth Reinforce federal messages Two each year
1-2 days
Between 100 and 250 attendees
Also send TA staff to other national meetings that grantees attend
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Other Forums
Online Peer-to-Peer Exchange 30 topics with 101 posts e.g., naming the project and customer satisfaction
survey 2,872 total hits
FAQs to Funders 14 questions and answers 3,220 hits
– Most for single question – 836 on Medicaid eligibility determination
Weekly newsletter New resources Upcoming events
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Feedback Mechanisms
Online surveys for all monthly calls and national meetings Poor response rate for calls – most=9, mode=4 Better for national meetings – 30-50%
– Possibly because of dinner for two incentive
Funders ask about TA in their semi-annual calls “In my 20 years of state government services, I have never
seen anything so comprehensive and useful as the ADRC technical assistance website” 2005 ADRC project coordinator
Informal mechanisms TA leads solicit in regular one-on-one calls with grantees Ask at end of every peer workgroup call
– Feedback on format– Topics for future calls
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TA and Grant Management Web-based TA Tracking Tool
Record grantee requests and TA responses Prioritize TA activities Ensure responsiveness to grantees Coordinate multiple TA providers Identify common themes to maximize resources and
plan activities Accountability to funders
Online semi-annual report tool Grantees submit narrative, check box and outcomes
info. Database allows easy of analysis
Produce reports for internal and external purposes
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Grantee Baseline & Progress
Sources of information Baseline from initial needs assessment calls Progress from
– Semi-annual reports, – TA requests and activity related case notes for
grantees (TA Tracking Tool)– AoA-CMS Grants Monitoring call notes
Provides information for evaluative efforts
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Website – www.ADRC-TAE.org
Primary mechanism to disseminate & exchange information
Over 1,200 registered users Averages 70 visits and 15,000 hits per day
Up from 40 visits and 3,200 hits per day a year ago Average 2,000 to 3,000 visits and 500,000 hits
per month Built a grantee online community
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Audience of Implementers – NOT Researchers, sooo …
Know your audience: Preferred method of receiving information, tech savvy,
concerns and challenges Attract and keep their interest:
Boil relevant research down to the high points Repeat messages frequently and in variety of ways Provide a couple (not too many) of resources for more depth
Meet them where they are: Stage information based on readiness
Monitor what works and what does not: Solicit feedback constantly, both formally and informally ACT on the feedback!!!
Try new things: Keep eyes and ears open for how other successfully
teach/support Experiment with different formats (e.g, consultancies)
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