Evaluation Process: CDSMP Chronic Disease SelfManagement Program

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Evaluation Process CDSMPChronic Disease
Self-Management Program

• A Training Program for
• Texas Healthy Lifestyles Communities
• Prepared by the Evaluation Center
• Texas AM Health Science Center
• with Funding from AoA/TXDSHS

Revised 11/10/2008
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A General Overview
1. Program Overview
2. Evaluation Protocol Manual
3. Organizational Structure
4. Roles and Responsibilities
5. CDSMP Classes/Reunion
6. Contact information
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Program Overview

• Texas Healthy Lifestyles CDSMP

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Texas Healthy Lifestyles
The Evaluation Center for the Texas Healthy
Lifestyles grant is a collaborative effort based
at the Texas AM Health Science Center, School of
Rural Public Health 
The Evaluation Center is responsible for
designing and implementing the evaluation
criteria and protocol for the three Texas
locations Brazos, Bexar, and Harris Counties 
The goal of the evaluation is to work together
with the evaluation partners at each site and
with the State level partners to identify key
programmatic and outcome indicators of success 
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The Chronic Disease Self Management Program
The program is currently being offered by the
Brazos Valley Area Agency on Aging and the Bexar
County Area Agency on Aging The program has a
long history of success and was developed and
evaluated by the Patient Education Research
Center at Stanford University and is available in
English and Spanish
For more information on program evaluation,
please go to http//patienteducation.stanford.edu
/programs/cdsmp.html
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Chronic Disease Self-Management Program
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Chronic Disease Self-Management Program

• Participants are
• Adults experiencing chronic health conditions
  such as hypertension, arthritis, heart disease,
  stroke, lung disease, and diabetes their family
  members, friends and caregivers can also
  participate
• The program provides information and teaches
  practical skills on managing chronic health
  problems. The CDSMP gives people the confidence
  and motivation they need to manage the challenges
  of living with a chronic health condition
• Target population
• Adults with chronic diseases
• Length/Timeframe of program
• Orientation plus 2.5 hours per/week class
  sessions over a 6 week period
• Recommended class size
• 12-15 people (min. 6, max. 20)

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Chronic Disease Self-Management Program

• Reasoning behind the program design and elements
• People with chronic conditions
• have similar concerns and problems
• must deal not only with their disease(s), but
  also with the impact on their lives and emotions
• Lay people with chronic conditions, when given a
  detailed leader's manual, can teach the CDSMP as
  effectively, if not more effectively, than health
  professionals
• The process or the way the CDSMP is taught is as
  important, if not more important, than the
  subject matter that is taught

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Chronic Disease Self-Management Program
CDSMP was developed by Dr. Kate Lorig, and the
Stanford Patient Education Center.
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Chronic Disease Self-Management Program
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Chronic Disease Self-Management Program

• The CDSMP focuses on problems common to
  individuals suffering from chronic diseases
• Coping strategies applicable to all chronic
  diseases such as
• action planning and feedback
• behavior modeling
• problem-solving techniques
• decision making

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DATA COLLECTION PROTOCOLS AND GUIDE TO FORMS
MANUAL

• Texas Healthy Lifestyles CDSMP

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THL PROTOCOLS AND GUIDE TO FORMS MANUAL
Developed to standardize data collection and
submission procedures across the state for the
Stanford Chronic Disease Self-Management Program
(CDSMP)

• Manual based on several factors, including
• Currently utilized forms and procedures at Bexar
  County and Brazos Valley sites
• Need for seamless integration w/ Administration
  on Aging (AoA) data submission requirements
• Lessons learned from other AoA-funded sites

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THL PROTOCOLS AND GUIDE TO FORMS MANUAL

• The Manual Outline
• General flow of information among the various
  sites, state-level and national-level partners,
  and Evaluation Team
• Review of key personnel affiliated w/ the data
  collection and submission process
• Duties and responsibilities
• Timelines associated with data submission
• Outline of the protocol for data collection
• and submission

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THL PROTOCOLS AND GUIDE TO FORMS MANUAL

• Notes
• This is a living document--changes may be
  made to accommodate developing needs of
• partners
• Make sure you have the most up-to-date
  version by referring to date on title page
• Please report any identified edits or
  needed changes to the Evaluation Center

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Texas Healthy LifestylesOrganizational Structure
Healthy Ideas
17
Texas Healthy LivingEvaluation Center - Key
Personnel
Located at the School of Rural Public Health,
Texas AM Health Science Center
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Evaluation Centers Website

• Evaluation Center Website provides
• Form templates
• Protocols on
• Data collection
• Data management
• Contact information
• Examples of completed forms
• Program information
• Resources
• Calendar

www.srph.tamhsc.edu/research/texashealthylifestyle
s/evidence-based-programs.html
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Roles and Responsibilities

• Texas Healthy Lifestyles CDSMP

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Site- Key Personnel

• Site Program Manager (may also be referred to as
  AAA Coordinator)
• Engages in MOU with T4A to serve as host site
• Recruitment Efforts
• Tracks recruitment efforts of participants, lay
  leaders, and host sites
• Employs Planning Form to project of classes on
  annual basis
• Prepares MOUs to contract with delivery sites
• Facilitates the recruitment of participants and
  sites for hosting CDSMP classes
• CDSMP Classes
• Coordinates the facilitation of classes
• Ensures appropriate forms are prepared and
  provided to Master Trainers/Lay Leaders for
  classes
• Maintains effective tracking of each class and
  training class hosted by respective site
• Reporting
• Collects class forms from Master Trainers/Lay
  Leaders
• Submits forms to the Evaluation Center as
  prescribed

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Site- Key Personnel

• Master Trainers and Lay Leaders
• Receive Evaluation Forms from Site Program
  Manager
• Hold Orientation Class to explain class
  activities and collect baseline data
• Facilitate completion of participant-level
  forms
• Teach CDSMP classes according to Program
  Manual
• Track attendance of participants
• Return completed forms (attendance,
  participant surveys, and Client Intake
  Forms) to Site Program Manager
• (Master Trainers only)
• Monitors fidelity in CDSMP classes
• Attends 2 one-hour sessions throughout
  CDSMP class sessions
• Reviews Fidelity Checklists after each session
  (0-6)

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CDSMP Participants

• Participants
•   Attends CDSMP classes
• If consenting completes the following forms
• Pre- Assessment Survey on the first class day
• Follow-up Assessment Survey six months
  following the last class day
• Provide contact information to facilitate
  participant follow-up

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The Process

• Texas Healthy Lifestyles CDSMP

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Structure of Intervention
Host Site / Class Organized
Leader and Class Preparation
Recruiting
CDSMP Cycle
CDSMP Classes (Sessions 0-6)
6th Month Reunion/ Follow-up
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Recruiting
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Recruitment Tools

• Flyers
• Program Promotion Materials
• Recruitment video for health care settings
• Localized recruitment video to be shared with
  prospective sites

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Preparing for a class

• Class organization

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Before classes begin

• Forms completed BEFORE classes begin by Site
  Program Managers
• Send to the Evaluation Center by 7th day of Month
  due

Due Every Month
Due Every 3 months (quarterly)
Due Every Month
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Forms

• Filling out the Site Tracking Log
• Classes still in progress If there are any
  classes that began the month PRIOR and are still
  in progress, enter them into the log FIRST.
  Instructions for completing fields are as
  follows 

• Site location
• Enter the site ID for this class
• Start date
• Enter the start date followed by the letters
  IP for in progress (mm/dd/yyyy IP)
• Setting, Enrolled and Training or Participant
  Class
• These fields should be left blank for
  classes carried over from previous month
• Example

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Forms

• Filling out the Site Tracking Log
• New classes
• As classes begin DURING the month, fill in the
• information for each of the following fields
• Site location (i.e., name of facility of where
  the
• class is being held) Enter the Site ID for this
  class
• Setting The appropriate code for type of setting
  facility
• represents (codes are located at the bottom of
  the log)
• Start date Enter the start date of the class
  (mm/dd/yyyy)
• enrolled Enter the number of participants
  enrolled
• Training or participant class Enter the type of
  class (participant class or lay leader training
  class)
• Completion date Enter the completion date.
  Note if the class finishes that month Leave
  blank if not completed

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Forms

• Determining Site ID
• Site IDs are determined by using the region,
  language, date, and class
•  
• Example The following example is from the
  Brazos Valley, taught in English in January 2008,
  it is the 3rd class started that month

Sequential number of classthat started that
specific month)
Site ID BV-E-2008-01-03
Month (MM)
Brazos Valley
Year (YYYY)
English (enter S for classes offered in Spanish)
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Orientation (Session 0)

• Texas Healthy Lifestyles CDSMP

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CDSMP Classes
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CDSMP Classes
Purpose of the Orientation/Class 0 1to provide
overview of class and expectations 2facillitate
the completion of paperwork and Pre-Assessment
Surveys 2to collect baseline data that will not
interfere with class 1 4Potential recruitment
for more participants Purpose of the Class
1-6 1provide instruction on CDSMP 2answer
questions 3last class session 6 will present
certificates of completion 6 Month
Follow-up/Reunion 1Collect follow-up
data
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Preparing For A New Class

• Class Forms Preparation
• Once a class has been organized, Site Program
  Manager prepare and give the following
• forms to the class Master Trainer/Lay Leader
  BEFORE Class Orientation Session 0 meets
•  

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Orientation Session Checklist

• Before Class

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Orientation Session Checklist

• During Class

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Orientation Session Checklist

• After Class

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Orientation Session

• Master Trainers/ Lay Leaders
• Make reminder phone calls to participants
  before Orientation Session to remind them of
  class meeting, location, and time
• (This should also be done prior to the first
  class meeting)

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Preparing For A New Class
Master Trainers/Lay Leaders Double check to
ensure you have EVERYTHING on the checklist so
that you will be prepared for class Make
reminder phone calls to participants before First
Class Session to remind them of class meeting,
location, and time
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Orientation

• Participants
• If a participant misses the Orientation Session
• Paperwork may be handed in prior to the
  beginning of the first class they attend
• Master Trainers/ Lay Leaders should help
  participant fill out paperwork prior to the
  start of class
• It should be suggested that participants come
  to class 15-30 minutes early to fill out
  paperwork
•  

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Forms

• Master Trainers/Lay Leaders
• CDSMP classes may run smoother if Master
  Trainers/ Lay Leaders read out forms (i.e.
  surveys, etc) to participants
• Keep in mind the some participants may have
  literacy, hearing, or visual limitations
•  
• Indicate to participants that the information
  collected
• will NOT be able to be linked back to them
• is used to improve the program and to help
  bring it to other people like them
•  

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Class Forms Completed by Master Trainers/
Lay Leaders

• Texas Healthy Lifestyles CDSMP

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Preparing For A New Class
Master Trainers/ Lay Leaders Double check to
ensure you have EVERYTHING on the checklist so
that you will be prepared for class 1
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Class Forms Completed or given to Participants

• Texas Healthy Lifestyles CDSMP

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Class Sessions 1-6

• Texas Healthy Lifestyles CDSMP

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Class Session (1-6) Checklist

• Beginning of Class

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Class Session (1-6) Checklist

• During Class

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Class Session (1-6) Checklist

• After Class

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Classes

• Last Class Session
• Successful completion of classes
• Certificates for participants completing the
  CDSMP classes will be handed out during the
  last class session
• Successful completion of classes is attending
  at least 4 of the 6 classes
•  

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Data Collection and Reporting

• Texas Healthy Lifestyles CDSMP

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Data Collection and Reporting
Site Program Manager Use the following to help
keep track of forms and reporting
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Data Collection and Reporting

• Site Program Manager
• Check all forms for data completeness!
• If data issues, meet w/ session Master
  Trainers/Lay Leaders to resolve
• Submit forms to the Evaluation Center via
  electronic version or photocopy by
• the 7th day of each month. There are two
  different categories for reporting
•  

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Data Collection and Reporting

• Site Program Coordinators Check all forms for
  data completeness!
• If data issues, meet w/ session Master
  Trainers/Lay Leaders to resolve
• Evaluation Coordinator Evaluation Specialist
• Within 24 hours of receiving data the following
  is done
• Double-check the Site Tracking Log to verify
  classes were documented
• Verify proper forms were used and Site ID and
  Participants IDs are properly documented
• Check to see if significant amount of data is
  missing
• if so, contact Site Program Coordinators to
  rectify problems

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Data Collection and Reporting

• Site Program Managers

• Brazos Valley

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Data Collection And Reporting

• Date entered into the web portal
• Enter the survey data into the ONLINE WEB-PORTAL,
  indicating follow-up data under the appropriate
  field

http//hmcrc.srph.tamhsc.edu/Surveys/aoa/data/inde
x.htm
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Data Collection and Reporting

• The following matrix and tables outline the
• following
• Various forms
• What the form is collecting
• Who is responsible for completing the form
• Who the form should be sent to
• When and where the form should be sent

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Form Submission Timeline/Guide for Master
Trainers/Lay Leaders
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Guide to CDSMP Forms
Administered/Collected by
Submitted to
Form Required
Completed by
Community Outreach
Program Organization Recruitment Log
N/A
Planning Form
N/A
Pre-Session
Pre-Session Follow-Up Form (one week before)
N/A
N/A
Attendance Log (X7- Excel Spreadsheet)
N/A
CDSMP Fidelity Checklist (X7)
N/A
Session 0-6
Participant Contact Information Form (Orientation)
CDSMP Pre-Survey(Orientation- Excel Spreadsheet)
Participant Satisfaction Survey (Last Class)
Client Intake Form (Orientation)
Client Rights and Responsibilities (Orientation)
N/A
CDSMP Fact Sheet
N/A
N/A
N/A
Post-Session/ Follow-up
CDSMP Post-Test(6 month reunion- Excel
Spreadsheet)
Site Tracking Log (X7)
N/A
N/A
Site Program Manager
Evaluation Center
AAA
Participant
Master Trainer/Lay Leader
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Forms and Individual Responsible
SUBMITTED
RETURNED
Administered/Collected by
TO
AFTER COMPLETED
Completed by
TO
WHEN
WHEN
7th DAY OF MON
Form Required
Community Outreach
Program Organization Recruitment Log
X
N/A
N/A
Planning Form
X
N/A
N/A
Pre-Session
Pre-Session Follow-Up Form (one week before)
Attendance Log (X7- Excel Spreadsheet)
X
CDSMP Fidelity Checklist (X7)
X
Session 0-6
Participant Contact Information Form (Orientation)
N/A
CDSMP Pre-Survey(Orientation- Excel Spreadsheet)
X
Participant Satisfaction Survey (Last Class)
X
Client Intake Form (Orientation)
X
Client Rights and Responsibilities (Orientation)
N/A
CDSMP Fact Sheet
N/A
Post-Session/ Follow-up
CDSMP Post-Test(6 month reunion- Excel
Spreadsheet)
X
Site Reporting
Site Tracking Log (X7)
X
Master Trainer/ Lay Leader
After Orientation (Session 0)
AAA
Site Program Manager
Evaluation Center
After Each Class Session
Participant
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Forms and Corresponding Indicators
Forms
Corresponding Indicator
Community Outreach
Program Organization Recruitment Log
Name, Location Recruited, Date, Type of Site
Contact Person, Outcome of Meeting
Site Planning Form
Name, Date, Contact Person, Location Name,
Language, Estimated Attendance, /Type of
Materials distributed, Number of Individuals
Interested in participating
Pre-Session
Pre-Session Follow-Up Form (one week before)
Name, Date Contacted, Call Log (1 -3 attempts),
Outcome of Call
Attendance Log (X7)
Number of Attendees/Rate of Attendance
CDSMP Fidelity Checklist (X7)
Date, Session, Title, Language, Total
participants, Length, Topics Covered,
Instruments administered, Methods
Session 0-6
Participant Contact Information Form (Orientation)
Contact information, Day and Time Preference of
Reunion
CDSMP Pre-Survey(Orientation)
Participant Characteristics, Existing Chronic
Condition, Healthcare Utilization, Level of Pain
and Fatigue, Health Problem Interference,
Self-Confidence
Participant Satisfaction Survey (Orientation)
Client Intake Form (Orientation)
Client Rights and Responsibilities (Orientation)
CDSMP Post-Survey(Last Class Session)
Participant Characteristics, Existing Chronic
Condition, Healthcare Utilization, Level of Pain
and Fatigue, Health Problem Interference,
Self-Confidence
Post-Session/ Follow-up
CDSMP Post-Test(at 6 month reunion)
Date, Session, Title, Language, Total
participants, Length, Topics Covered,
Instruments administered, Methods
Site Reporting
Site Tracking Log (X7)
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Master Trainers/Lay Leaders
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Site Program Managers
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6 Month Reunion/Follow-up

• Texas Healthy Lifestyles CDSMP

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6 Month Reunion/Follow-up
DATA COLLECTION
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6 Month Reunion/Follow-up
DATA COLLECTION
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6 Month Reunion/Follow-up
DATA COLLECTION
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6 Month Reunion/Follow-up
DATA COLLECTION
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Preparations for the Reunion
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Preparations for the Reunion
2 Weeks Before- Schedule Meeting
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Preparations for the Reunion
1- 2 Weeks Before- Notify Participants
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Preparations for the reunion
1 Day Before- Prepare Forms
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6 Month Reunion/Follow-upProtocol
At the Reunion
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Structure of Intervention
Host Site / Class Organized
Leader and Class Preparation
Recruiting
CDSMP Cycle
CDSMP Classes (Sessions 0-6)
6th Month Reunion/ Follow-up
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Contact Information

• Evaluation Center Mailing Address
• Chronic Disease Self-Management Program
• C/O Evaluation Coordinator
• School of Rural Public Health
• 1266 TAMU
• College Station, TX. 77843-1266
• Email evalcenter_at_srph.tamhsc.edu

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Evaluation Centers Website
www.srph.tamhsc.edu/research/texashealthylifestyle
s/evidence-based-programs.html
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Contact Information

• Evaluation Center Personnel
• Dr. Marcia Ory, Director
• mory_at_srph.tamhsc.edu
• [phone] work
• [phone] fax
•  
• Mr. John D. Prochaska, Evaluation Coordinator
• jdprochaska_at_srph.tamhsc.edu
• [phone] work
• [phone] fax
•  

Ms. Angie Wade, Evaluation Specialist
anwade_at_srph.tamhsc.edu   [phone] work
[phone] fax   Chelsea Mounce, Data
Coordinator chmounce_at_srph.tamhsc.edu  
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Appendix A Forms

• Texas Healthy Lifestyles

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