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Track to Stay On Track
Effective Tracking Methods to Improve Program Management
Presenters: Isabel Odean
Gabriela Gonzalez
Authors: Health Education Team
Objectives
• Get to Know Our Agency
• Describe Health Education Department
• Explain HIV Screening Program
• Identify Five Tracking Methods
• List Advantages of These Methods
Care for the Homeless fights homelessness by delivering high-quality and client-centered healthcare, human services and shelter to homeless individuals and families, and by
advocating for policies to ameliorate, prevent and end homelessness.
Where are we? We have locations all over New York City, in 4 of the 5 boroughs.
PCMH
Health Education Department Individual
Health Counseling
Group Level Interventions
Hepatitis C Program
HIV Screening Program
Health Promotions
Health Programs
Chronic Disease
Management
HIV Screening Program
Funded by Public Health Solutions and the NYC Department of Health and Mental Hygiene (NYC DOHMH)
Prevention Services
• Enhanced Outreach
• HIV Counseling & Rapid Testing
• PrEP & PEP Counseling
Medical Care
• Linkage to Care
• Connection to Multiple Services
• Maintaining Quality Assurance
Program Management
• Data Management
• Monitoring Monthly & Annual Deliverables
HIV Screening Program
Program Deliverables
• Meet monthly HIV testing target number
• Reach recommended percentage of HIV positive cases
• Document data through internal Electronic Health Records (EHR)
• Report data to NYC DOHMH
Tracking Flow Chart
Health Education Team
• Monthly Tracking Log • Annual Tracking Log • Percentages Workbook • Positive Case Log
CFH EHR (eClinicalWorks)
• Monthly Drilldown Report • Aggregate Report
NYC DOHMH and Public Health Solutions
• Monthly Flat Report • Master Itemization Report
Tracking Methods
• Monthly Tracking Log
• Annual Tracking Log
• Percentages Workbook
• HIV+ Aggregate Testing Indicators Report
• Positive Case Log
Monthly Tracking Log
Updated daily and reviewed weekly.
Cross Referencing with Reports
1. Internal EHR Report
• “Drilldown”
2. NYC DOHMH Generated Canned Report
• “Flat report”
Annual Tracking Log
Updated and reviewed monthly.
Percentages Workbook: Deliverables
Updated and reviewed quarterly
Positive Case Log
Updated as needed and reviewed quarterly.
HIV+ Aggregate Report
Reviewed and findings shared quarterly.
IMPROVE COLLABORATION
ACROSS MULTIPLE
DISCIPLINES
REDUCE ERRORS
BE DATA INFORMED
IDENTIFY BARRIERS
AND DETERMINE SOLUTIONS
KEEP DATA ENTRY
CONSISTENT
PROVIDE CHECKPOINTS
TOWARD PROGRAM DELIVERABLES
Benefits to Program Management
Contact Information
• Isabel Odean, Health Educator iodean@cfhnyc.org
• Gabriela Gonzalez, Senior Health Educator ggonzalez@cfhnyc.org
www.careforthehomeless.org Like us on and
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