THURSDAY, JUNE 23, 2016 SHERATON FOUR POINTS NORWOOD, MA 4 TH ANNUAL Patient & Family Advisory Council (PFAC) CONFERENCE Strengthening Patient and Family Engagement in Massachusetts Hospitals THANK YOU TO OUR SPONSORS: This conference was partially funded through a Patient-Centered Outcomes Research Institute (PCORI) Program Award (EA-1348-HCFA).
CONFERENCE AGENDA AT A GLANCE 8:00 8:45 AM REGISTRATION/BREAKFAST FOYER OF TIFFANY BALLROOM 8:45 9:15 AM OPENING REMARKS TIFFANY BALLROOM Amy Whitcomb Slemmer, Executive Director, Health Care For All Margo Michaels, Director, Consumer Engagement, Health Care For All Lia Hotchkiss, Program Director, Eugene Washington PCORI Engagement Awards, Patient-Centered Outcomes Research Institute (PCORI) 9:30 10:15 AM BREAKOUT SESSION 1 10:30 11:15 AM BREAKOUT SESSION 2 11:30 AM 12:15 PM LUNCH TIFFANY BALLROOM 12:30 2:00 PM BREAKOUT SESSION 3: RESEARCH 2:15 3:15 PM GALLERY WALK FOYER OF TIFFANY BALLROOM/ LENNOX-ESSEX ROOM 3:15 4:00 PM BREAKOUT SESSION 4: STRATEGIC PLANNING 4:00 PM ADJOURN CONFERENCE TRACKS This year s conference is organized into several tracks. Look for these icons through the program to help identify which sessions you want to attend. How PFACs are Organized How PFAC Work is Integrated into the Hospital How PFACs Work Topics Join the conversation and tweet with us at #PFAC2016 and @HCFA
9:30 10:15 AM BREAKOUT SESSION 1 ROOM 107 BREAKOUT A Getting Started: How to Become an Effective Patient and Family Advisor Margo Michaels, MPH Director, Consumer Engagement, Health Care For All How PFACs are Organized Hospitals in Massachusetts are required by law to have PFACs, but what are the expectations of patient and family volunteers who serve on them? Describe the qualities of an effective patient and family advisor Identify common concerns and hopes about being part of the PFAC Explain the differences between advocating for your own needs vs those of your community Describe how PFAC meetings should work Figure out your own strengths and challenges as a PFAC member ROOM 106 BREAKOUT B Getting to Brass Tacks: Effective Approaches to Recruiting a More Diverse PFAC Diversity 201 Deborah Washington, PhD, RN Director, Diversity, Patient Care Services, Massachusetts General Hospital Communities often lack knowledge about their hospitals PFAC, and PFACs may struggle with how to recruit new members that are representative. In this session, presenters will share actionable, results-driven approaches to recruit diverse members of the community to their PFAC. What are the essentials of successful, diverse recruitment, and what strategies should PFACs use to help strengthen their PFAC membership? How PFACs Work Recognize different approaches to recruitment and what may be appropriate in their own community Learn to spot ineffective approaches in recruitment through comparisons to (more) useful approaches Begin to plan a course of action to address these issues within the PFAC 4 MORNING BREAKOUT SESSION 1 #PFAC2016
9:30 10:15 AM BREAKOUT SESSION 1 ROOM 108 BREAKOUT C Quality Measures in Hospitals: Why Should PFACs Care? Oliver Gröne, MA, Msc, PhD Head of Research & Development, OptiMedis AG (via Skype) Laura Burke, MD, MPH Instructor of Emergency Medicine, Harvard Medical School, Beth Israel Deaconess Medical Center Topics Hospitals are required to measure patient experience, care and quality. What are these measures, and how can PFACs be engaged in helping hospitals improve them? Describe what key hospital surveys are supposed to measure Explain how data from these surveys are used by hospitals and by the Federal government Identify the important role patients and family members can have in ongoing interpretation of these data and advising on quality improvement ROOM 102 BREAKOUT D Who Does Your PFAC Represent? Diversity 101 Kevin Matta Associate Diversity and Inclusion Specialist, Blue Cross & Blue Shield of Rhode Island How PFACs Work While the role of the PFAC is to represent the community voice in the hospital, representation and diversity are still challenging issues for many. In this interactive training session, discussion will focus on representation as a process of identifying, understanding, and engaging with a community s unique voices and needs. Demonstrate understanding of why diversity and equitable representation is important to the PFAC s Describe how community representation can shape a PFAC s role and work in the hospital Plan steps to increase diversity of views within their PFAC bit.ly/pfac2016 MORNING BREAKOUT SESSION 1 5
10:30 11: 15 AM BREAKOUT SESSION 2 ROOM 106 BREAKOUT E Achieving Authentic PFAC Engagement Martha Hayward Faculty, Institute for Healthcare Improvement Alexis Snyder Patient Family Advisor, Franciscan Children s How PFACs are Organized Participants will evaluate their PFACs current level of engagement and discuss tactics to drive improvement and change in their PFAC roles. This will be a highly interactive session where attendees will share and learn from one another. Distinguish the differences between each level of patient engagement Apply this framework to various PFAC activities and explain how to transition an activity into the next level Begin to formulate a plan to change the focus of PFAC work into higher levels of engagement ROOM 107 BREAKOUT F Community Benefits: What Are They and How Can PFACs be Involved? Phillip O. González Program Director, Community Catalyst Topics In exchange for tax exemptions, not-forprofit entities are expected to provide benefits to their communities. Non-profit hospitals are required to conduct Community Health Needs Assessments (CHNAs) and to report their yearly spending on community benefit activities. Describe what community benefits are and what they could be Review how hospitals shape these activities Identify potential PFAC role in shaping the CHNAs and community benefit activities 6 MORNING BREAKOUT SESSION 1 #PFAC2016
10:30 11: 15 AM BREAKOUT SESSION 2 ROOM 108 BREAKOUT G Patient Safety and PFAC Engagement Diane Loud, M.Ed Senior Manager, Organizational Effectiveness, Boston Medical Center Thorsten Langer, MD Center for Pediatrics, Department for Neuropediatrics and Muscular Disorders, Faculty of Medicine, University of Freiburg, Freiburg, Germany (via Skype) Topics In the US, as many as 400,000 deaths each year are associated with preventable medical mistakes that took place in a hospital. In Massachusetts, nearly one in four Massachusetts residents experienced a medical error in their care or the care of someone close to them in the last five years. In this panel session, examples of projects at Boston Medical Center and Beth Israel Deaconess Medical Center will help inspire PFAC members to consider ways their PFAC could be engaged in such initiatives. Describe how patient safety is protected in a hospital setting Demonstrate how PFACs are playing a role in improving patient safety Begin to plan ideas for PFAC engagement in patient safety activities ROOM 102 BREAKOUT H PFAC as Consultant to Hospital Initiatives Lois Erhartic Co-Chair, PFAC Transitions Work Group, Saint Anne s Hospital, Fall River, Massachusetts Colleen McCauley, PT, DPT, NCS PFAC Chair, Spaulding Rehabilitation Hospital - Cape Cod Linda S. Melillo SCC Director, Quality & Compliance/ SRN Director of Patient Experience, Spaulding Rehabilitation Hospital - Cape Cod Caroline Moore, MPH Program Leader, Patient and Family Engagement, Beth Israel Deaconess Medical Center In this panel session, presenters will describe their experiences consulting with hospitals in the areas of patient feedback, transitioning, and education. Attendees will learn about services PFACs are providing in the hospital setting, and will have the opportunity to get tips and advice on giving consultations. Appraise the advantages and drawbacks of PFAC consultation services Describe a strategy to generate real-time patient and family feedback in the inpatient setting, in order to inform improvement efforts Identify how a multidisciplinary work group can explore and resolve patient transition issues Discuss themes of input with collaboration with Marketing Department for multiple avenues of promotional/advertising materials How PFAC Work is Integrated into the Hospital bit.ly/pfac2016 MORNING BREAKOUT SESSION 1 7
12:30 2:00 PM RESEARCH SESSIONS Many PFACs have become advisors on research projects within their hospitals, and HCFA wants to help PFACs become more engaged in these activities. Research 101 is an introductory workshop on research and why consumers can and should advise researchers. Research 201 is designed for those who already understand how research works and the role consumers can play. TIFFANY BALLROOM A RESEARCH 101 How Can Patients and Family Representatives Advise Researchers? An Interactive, Introductory Workshop Tracy Battaglia, MD, MPH Director for the Center of Excellence in Women s Health, Boston Medical Center Research is conducted in community hospitals as well as academic research centers across the state. Patient advisors are becoming more involved in research studies, working alongside physicians and other researchers to help shape the direction and focus of research to be better focused on patient needs. In this introductory, interactive training session, discussion will focus on what research is and how patient advisors and other community representatives can be involved in research. By the end of this interactive training session, participants will be able to: Review how research questions are defined Outline the roles of patient advisors in research Ascertain what kinds of research has been funded to their hospitals 8 MORNING BREAKOUT SESSION 1 #PFAC2016
12:30 2:00 PM RESEARCH SESSIONS TIFFANY BALLROOM B RESEARCH 201 Consumer Engagement in Research: How are PFACs Engaged in Improving Research at Their Institutions Anna Symington, PFAC Chair, Baystate Medical Center Alexis Snyder, Patient Family Advisor, Franciscan Children s Maureen Fagan, DNP, WHNP-BC, FNP-BC, Executive Director, Center for Patients and Families & Associate Chief Nurse-OB,GYN, NICU, Brigham and Women s Hospital How are Patients and Family Representatives Advising Researchers in Massachusetts? Research is conducted in community hospitals as well as academic research centers across the state. Patient advisors are working alongside physicians and other researchers to help shape the direction and focus of research to be better focused on patient needs. In this two-part panel session designed for those who are already familiar with research engagement, discussion will focus on how PFAC members can engage in design, implementation and dissemination of research conducted in their hospitals. Define three critical components of PFAC engagement in research Begin to plan ideas for their own PFAC engagement in research Elliot Israel, MD, Director, Clinical Research, Pulmonary Division, Brigham and Women s Hospital/ Professor of Medicine, Harvard Medical School Laurel K. Leslie, MD, MPH, Vice President, Research, American Board of Pediatrics; Professor of Medicine and Pediatrics, Tufts School of Medicine Joseph Greer, PhD, Director of the Center for Psychiatric Oncology & Behavioral Sciences, Massachusetts General Hospital Cancer Center Mary Cooley, PhD, APRN, BC, [need title] Sarah Goff, MD, Associate Professor, Baystate Medical Center/Tufts University School of Medicine Kimberley Warsett, MSW, Lead Investigator, Disability Policy Consortium Dennis Heaphy, [need title] Leigh H. Simmons, MD, Medical Director, Health Decision Sciences Center, Massachusetts General Hospital bit.ly/pfac2016 MORNING BREAKOUT SESSION 1 9
GALLERY WALK 2:15 PM 3:15 PM FOYER OF TIFFANY BALLROOM/LENNOX ROOM 1 Accountability between PFACs and Hospital Leadership Brian Rosman, Health Care For All 2 Five Approaches to Integrate your PFAC into Hospital Committees Maria Gonzalez, Health Care For All and Tami Rich, PCORI 3 PFAC Self Promotion: Three Ways to Build Internal Credibility Helen Hendrickson, Health Care For All 4 Coordinating Multiple PFACs within Hospitals or Health Systems Debbie Kanady, PCORI and Laura Entwisle, Health Care For All 5 Creating Effective PFAC Meeting Agendas Sally Williams and Giselle Hernandez, Health Care For All 6 Engaging Advisors Beyond the PFAC Caroline Moore, Beth Israel Deaconess Medical Center 7 Optimal Roles of Staff vs. Volunteers on PFACs Francisco Ramos, Health Care For All 8 Patient Centered Outcomes Research Institute: What we are Funding in Massachusetts and Roles of Patient Advisors Lia Hotchkiss, PCORI 9 Five Things to Know about the Transformation of the Health Care System in Massachusetts Suzanne Curry, Health Care For All and Don Freeman, PCORI 10 Using the PFAC to Create a More Inclusive Hospital Kent Alexander, Cooley Dickinson Hospital 11 Five Ways HCFA Can Assist Your PFACs (includes sign-ups for 2016 visits to your hospital) Margo Michaels, Health Care For All and Alexis Snyder, PCORI 12 PFAC Annual Report: Making It a Useful Process Cayla Saret, Health Care For All and Nicola Truppin, PCORI 13 Sustaining a Family Advisory Committee in Pediatrics over Many Years Elyse Levin-Russman, Massachusetts General Hospital bit.ly/pfac2016 GALLERY WALK 13
STRATEGIC PLANNING SESSION 3:15 PM 4:00 PM This session will help you and your fellow PFAC members begin to plan for changes that were sparked during the conference. HCFA will take a photo of each of your worksheets before we leave today s conference. TIFFANY BALLROOM A EASTERN MASSACHUSETTS ROOM 102 CENTRAL MASSACHUSETTS ROOM 106 WESTERN MASSACHUSETTS/BERKSHIRES ROOM 107 SOUTH SHORE ROOM 109 CAPE AND ISLANDS TIFFANY BALLROOM B METRO BOSTON ACTION STEPS FOR IDENTIFIED CHANGES Use the form on the right to identify the changes you want to accomplish and which steps you might take to accomplish it: 1. Identify Change What activity do we want to implement in the PFAC? 2. Action Steps What needs to be done? 3. Who Who will take actions? 4. Date By what date will the action be done? 5. Resources & Support What financial, human, political, and other resources are needed? Which are already available? 6. Potential Barriers What individuals or departments might resist? How? 7. Communication Plan for Implementation Who should be informed about these actions? 14 MORNING BREAKOUT SESSION 1 #PFAC2016