Department of Veteran Affairs (VA) - Indian Health

Department of Veteran Affairs (VA) - Indian Health

Department of Veteran Affairs (VA) - Indian Health Service (IHS) Memorandum of Understanding (MOU) VA-IHS MOU Training for: VA-IHS MOU Leadership, VA-IHS MOU Workgroups, VA VISN Native American Inventory Reporters and VA-IHS MOU Program and Project Workers at VA VISNs, IHS Areas and Area Offices Presented by : Sheila Warren, Shilpa Patel, Jo Anne Pegler and Kristen Wing, VA Office of Rural Health (ORH) Francis Frazier and Wilbur Woodis, Indian Health Service (IHS) December 13, 2012 1:00 PM to 3:00 PM EDT Office of Rural Health Indian Health Service VA-IHS MOU Training Purpose & Goals Purpose Describe the purpose and expectations of VA-IHS MOU work priorities

Discuss VA-IHS MOU work and reporting structures Goals - The content of the presentation will provide attendees with information that will allow them to: Explain the intent and goals of the VA-IHS MOU and purpose of the VA-IHS MOU reports Define the purpose and role of Workgroup leaders and members, VISN and IHS Inventory reporters Discuss the expectations and requirements of VA-IHS MOU reports Describe the VA-IHS MOU structure for meetings and projects Demonstrate how to upload reports to VA Knowledge Management System (KMS) Define reporters (individuals who help develop and submit the quarterly and annual Work Group [WG] and Inventory reports) Discuss collaboration opportunities with individuals who work together on VA-IHS MOU projects Discuss sharing and reimbursement activities VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION

2 Objectives of this training By the end of this training you will demonstrate initial understanding on: 1. How to find and access the VA-IHS MOU 2. The priorities, aims, purposes and goals of the VA-IHS MOU 3. The structure and framework of the individuals and groups working with VA-IHS MOU activities and their responsibilities 4. Your role in working with VA-IHS MOU activities 5. Who you should or could be working with to complete goals of the VA-IHS MOU 6. The importance of building collaborative relationships in order to promote goals of the VA-IHS MOU for best impact on Veterans 7. How to contact others who work in the 13 designated work groups 8. How to contact reporters or others (workers) who work with VA-IHS MOU initiatives at VA Veterans Integrated Service Networks (VISNs), IHS, Tribes or other locations and how to work together 9. What reports are required by VA-IHS MOU and who is responsible for them 10. Deadlines for reporting and how to upload reports into VA SharePoint site VETERANS HEALTH ADMINISTRATION

OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 3 4 Background: VA-IHS MOU The Memorandum of Understanding (MOU) was signed between Department of Veterans Affairs (VA) and Department of Health and Human Services (DHHS)/Indian Health Service (IHS) on October 1, 2010. It builds upon decades of successful collaboration and achievements from the 2003 VA-IHS MOU. The main differences between the 2003 and current VA-IHS MOU:

Includes more areas of focus and is more specific (e.g., joint emergency preparedness, joint credentialing, cultural awareness). The VA-IHS MOU mutual goals include an emphasis on promoting patientcentered collaborations and consultation with tribes at the regional and local levels. 2010 VA-IHS MOU: Signed2010VA-IHSM OU.pdf VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 5 VA-IHS MOU Purposes and Goal Purposes:

Establish coordination, collaboration and resource-sharing between VA and IHS. Improve the health status of American Indian and Alaska Native (AI/AN) Veterans. Goal: Foster an environment that brings together strengths and expertise from each organization to improve care and services provided by both. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 6 The VA-IHS MOU Sets Forth Five Mutual Goals 1. 2. 3.

4. 5. Increase access, improve quality of health and leverage strengths Promote patient-centered collaboration and communication In consultation with tribes at regional and local levels, establish effective partnerships with: IHS, Tribal and Urban (I/T/U) Indian health programs in support of AI/AN Veterans Ensure appropriate resources are identified and available to support programs for AI/AN Veterans Improve health-promotion and disease-prevention services to AI/AN Veterans to address community-based wellness. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION

7 VA-IHS MOU Collaboration, Coordination Activities To accomplish the 5 mutual goals, VA-IHS MOU Work Groups (WGs )were established to address the VA-IHS MOU-defined collaboration, coordination activities, which include: 1. Increase access to services and benefits 2. Improve coordination of care 3. Improve care through health information technology 4. Enhance access through development and implementation of new technologies 5. Improve efficiency and effectiveness of system level agreements 6. Increase availability of services by payment reimbursement policies and mechanisms 7. Improve the delivery of care through sharing of care processes

VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 8. Increase cultural awareness and cultural competency 9/10. Increase capability to improve quality through training and increase access to care through sharing of staff and enhanced recruitment/retention 11. Address emergency, disaster and pandemic preparedness and response 12. VA-IHS MOU oversight to accomplish the broad and ambitious goals of this agreement 13. Alaskan Tribal Reimbursement Agreements: NEW. ADDED BY LEADERSHIP. Increase availability of services by

payment reimbursement agreements, policies and mechanisms in Alaska. 8 VA-IHS MOU Structure VA-IHS MOU WORKGROUP (WG) LEADERS JOINT JOINT IMPLEMENTATION IMPLEMENTATION TASK TASK FORCE FORCE MOU LEADERSHIP MOU LEADERSHIP Work Work Group Group (WG)

(WG) 12 12 RESPONSIBILITIES: Identify RESPONSIBILITIES: Identify the the strategies strategies and and plans for accomplishing the tasks plans for accomplishing the tasks and and aims aims of of the the MOU MOU including: including:

1. 1. Development Development of of the the WGs. WGs. 2. Provide for regular 2. Provide for regular meetings meetings of of IHS IHS and and VA VA leadership at multiple levels of

the leadership at multiple levels of the organization organization to to review progress progress and and set set priorities. priorities. 3. 3. Establish Establish an an annual annual report report of of activities activities accomplished under the

auspices accomplished under the auspices of of this this agreement. agreement. TEAM MEMBERS IN THE 12 WORKGROUPS VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION VA & IHS MOU COORDINATORS VA: [email protected] IHS: [email protected]

[email protected] VA VISN & IHS AREA INVENTORY REPORTERS VA WORKERS & TEAM MEMBERS IN VISNS 1-23 IHS and Tribal WORKERS & TEAM MEMBERS IN THE 12 IHS AREAS & AREA OFFICES 9 VA-IHS Roles & Responsibilities Joint Implementation Task Force the VA-IHS MOU Leadership Group WG 12: Identify the strategies and plans for accomplishing the tasks

and aims of the VA-IHS MOU including: 1. Development of the WGs. 2. Regular meeting of IHS and VA leadership at multiple levels of the organization to review progress and set priorities. 3. An annual report of activities accomplished under the auspices of this agreement. The VA and IHS MOU Coordinators: 1. Collaborate with VA-IHS MOU leaders, staff and others to accomplish the aims and goals of the VAIHS MOU. 2. Staff work of the Leadership group. 3. Provide technical assistance and training for WGs Inventory reporters and workers. 4. Aggregate WG and inventory reports, prepare and submit quarterly reports for Leadership review. 5. Assist to develop VA-IHS MOU WG and Inventory project and program quality measures. VA-IHS MOU WG Leaders (VA for WG 1-13 (excluding WG 12): 1. Call the WG meetings, set the agendas, collaborate with WG members and others to establish plans, actions, strategies to accomplish priorities of the WG. 2. VA WG Leader, provide a quarterly reports of activities, accomplishments, barriers, action plans and strategies and an annual report to Office of Rural Health (ORH) SharePoint site quarterly and annually - within 15 working days after start of new quarter (IHS and Tribes assist, but dont have access to VA SharePoint). WG Members: 1. Attend meetings. 2. Assist WG leaders with functions of the WG. 3. Collaborate with leaders and others, provide input and develop plans, actions and strategies to accomplish the goals and objectives of the WG. VA VISN Native American (NA) Inventory Reporters: Collect information from VA, IHS , tribes and others to demonstrate how all are working together to meet the aims, purposes and goals of the VA-IHS MOU within your designated reporting area. 2. All VISNs and Areas are to use the NA Inventory Template for reporting. 3. VA Inventory reporter, upload this report into the ORH SharePoint site quarterly - within 15 working days after start of new quarter, (VA, IHS and Tribal workers and project leads develop and report activities to VA Inventory Reporter, but dont have access to VA SharePoint). VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS

HEALTH ADMINISTRATION 10 VA-IHS MOU Accomplishments are reported to VA in two ways 1. Through the Native American Inventory - reports of accomplishments from VA Veterans Integrated Service Networks (VISNs) and I/T/Us are to be made quarterly along with an annual report Each VA VISN has a designated Inventory reporter assigned by the VISN Director to submit the reports. 2. From the VA-IHS MOU WGs four quarterly reports and an annual report, are to be submitted to the IHS and VA MOU Coordinators. Each WG has a VA and IHS lead responsible for working together with WG members to produce and write the reports. VETERANS HEALTH ADMINISTRATION

OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 11 VA-IHS MOU Reports - Native American (NA) Inventory Report WHO REPORTS the NA Inventory: The VA VISN NA Inventory Reporters will upload the report into Office of Rural Health (ORH) SharePoint Site (see Native American Inventory reporter roster for list of contact names, last slide of this presentation) . VA, IHS, tribal and Native Urban participants should be working together to gather project and program data, develop the Inventory report and send a finished copy to the VA Inventory Reporter to upload into SharePoint. Minority Veteran Program Coordinators, Native American Liaisons, Equal Employment Opportunity Coordinators, Home-Based Primary Care Coordinators, and others are examples of staff who can assist in finding, tracking and reporting data to the Inventory Reporter.

The NA Inventory Reporter should get to know those who are collaborating on VA-IHS MOU activities from VA, Tribes, IHS and NA Urban Facilities and vice versa. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 12 VA-IHS MOU Reports - Native American (NA) Inventory Report (cont) WHAT SHOULD BE REPORTED: Progress updates. Qualitative and quantitative information about the interagency VA-IHS MOU project or program initiated. Measures of performance. See details and instructions on the NA Inventory Reporting template (attached ).

WHEN IS THE INVENTORY REPORT DUE: Quarterly (January, April, July, and October) 15 working days after the start of the new quarter. These reports are used to demonstrate how well the VA-IHS MOU is being implemented and the impact being made on Veterans as a result of interagency collaborations. Information from these reports is reported to: The White House Rural Council, the House Appropriations Committee, The House Committee on Veterans Affairs, GAO, VA-IHS MOU Leaders, the VA undersecretary and Secretary and others It is critical that we improve timeliness, accuracy and comprehensiveness of VA-IHS MOU reporting in 2013 and beyond. Native Inventory Template: Native American Inventory Reporting Template.xlsx VETERANS HEALTH ADMINISTRATION

OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 13 VA-IHS MOU Workgroup (WG) Reports WHO REPORTS the Work Group Reports: The VA Work Group Leaders will upload their report into Office of Rural Health (ORH) KMS SharePoint Site (see MOU Work Group roster for list of contact names, last slide of this presentation) . VA-IHS Work Group leaders and members should be working together to gather project and program data, develop the Work Group report and send a finished copy to VA Work Group Leader to upload into SharePoint. VA-IHS Work Group members will collaborate with the IHS and VA WG leaders and others to develop a comprehensive quantitative and qualitative report with quality measures, that can be submitted forward. VA-IHS Work Group Leaders and members should get to know those who are collaborating on VA-IHS MOU activities from VA, Tribes, IHS and NA Urban Facilities and

vice versa. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 14 VA-IHS MOU Workgroup Reports (cont) WHAT SHOULD BE REPORTED: Project or program update. Qualitative and quantitative information about the interagency VA-IHS MOU project or program initiated. Measures of performance. See details and instructions on the 2013 Proposed WG Reporting template (attached).

WHEN IS THE INVENTORY REPORT DUE: The report is due quarterly (January, April, July, and October) - 15 working days after the start of the new quarter. WG Template: Workgroup Template.docx VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 15 Using the ORH Knowledge Management System (KMS) SharePoint ! VA (KMS) link:

ORH KMS VA-IHS MOU Site Note: VA User with ID/Network access only (due to VA network security firewalls) VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 16 Using the ORH Knowledge Management System (KMS) - continued

All VA-IHS MOU Reports, Templates, Rosters, Power Point Slides & information related to VA-IHS MOU activity are located in KMS. Information is accessible and can be uploaded & downloaded to KMS by VA User with ID/Network access only (due to VA network security firewalls). IHS, Tribal & VA team leaders collaboratively develop reports for a VA User with ID or Network access to upload into KMS. Information & reports needed by Tribes or IHS staff can be obtained upon request from your VA team members or VA-IHS MOU coordinator. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 17

Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 18 ORH KMS Permissions http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 19 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 20

Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 21 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 22 Using the ORH Knowledge Management System (KMS) continued ORH KMS VA-IHS MOU Site

http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 23 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 24 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 25 Using the ORH Knowledge Management System (KMS)

continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 26 Using the ORH Knowledge Management System (KMS) ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 27 Using the ORH Knowledge Management System (KMS) ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 28

Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 29 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 30 Using the ORH Knowledge Management System (KMS) ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx

31 Using the ORH Knowledge Management System (KMS) continued ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 32 Using the ORH Knowledge Management System (KMS) continued: ORH KMS VA-IHS MOU Site http://vaww.vha.vaco.portal.va.gov/sites/RuralHealth/qdrive/va-ihs_mou/default.aspx 33 VA-IHS MOU Electronic Reporting Planned for 2013: Transitioning to ORH Management & Analysis Tool (OMAT) for reporting

Development will begin in December 2012 Projected Completion and testing completed by March 31, 2013 Initiate VA-IHS MOU reporting in FY 2013 2nd Quarter: All reports should be uploaded by April 15, 2013 VA Access only Unable to provide IHS access behind VA Firewall All WGs and Inventory Participants will please work with VA WG Leaders and VA Inventory Reporters to submit reports by the deadline VOLUNTEERS: If you are interested in working on the development of the electronic reporting project, please contact [email protected] or 202-4611513. Thank you VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS

HEALTH ADMINISTRATION 34 VA-IHS MOU: Conclusions Important to understand the VA-IHS MOU functions and priorities and what your role is within the framework of these activities Did you meet objectives from todays training? If further info is needed, please contact: [email protected], [email protected], or [email protected] Todays training has been recorded for future viewing and training. The link /access for this training will be provided as soon as it is available, by JoAnne Pegler, VA MOU Coordinator, located in the Office of Rural Health (ORH)

Thank you for participating. VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH VETERANS HEALTH ADMINISTRATION 35 Resources Workgroup Roster NA Inventory Reporter Roster MOU WORK GROUP ROSTER 11 28 12.docx VETERANS HEALTH ADMINISTRATION OFFICE OF RURAL HEALTH

VETERANS HEALTH ADMINISTRATION VISN POCs for Native American Veteran Inventory.docx 36

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