SESSION II: Planning and Implementation

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Gatekeeper state-wide expansion and
implementation

• SESSION II Planning and Implementation
• Plan, Do, Study, Act!
• The nuts and bolts of launching and building a
  successful program

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Your presenters today

• Paul Iarrobino
• Multnomah County Aging
• Disability Services
• Lynn Schemmer-Valleau
• Multnomah County Aging
• Disability Services

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Check List for Your Work Plan

• Key partners-- both internal and external
• Implementation of an Advisory Council
• Discussion and decision about structure of the
  program identify the Hub, etc.
• Coordinator position position description,
  budget considerations, target hire date, etc
• Develop an outreach/training plan
• Develop training materials
• Plan for program evaluation
• Plan Do Study Act

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Implementing Plan Do Study Act into your roll out
of the Gatekeeper Program in your community

• Plan-Do-Study-Act (PDSA), is an interactive,
  four-stage problem-solving model used for
  accelerating change or improving a process.
• When using the PDSA cycle, it's important to
  include internal and external customers they can
  provide feedback about what works and what
  doesn't.

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Key Partners

• Identify key internal or community partners
• Interested parties could include
• Adult Protective Services
• Mental Health
• Developmental Disabilities
• APD staff
• Centers for Independent Living
• Senior Centers
• Community Advocates
• 211
• What types of MOUs or agreements will you need
• to effectively implement your Gatekeeper program?

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Example of a Memorandum of Understanding
Example of a MOU with Mental Health
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Example of a Memorandum of Understanding
Example of a MOU with 211
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?Implementation of an Advisory Council

• Advisory Council Members
• Who are stakeholders in your community?
• Action Items for the Advisory Council
• Who will be the point person for trouble shooting
  problems and bringing together all parties?
• What will be the process for taking Gatekeeper
  calls?
• How will data be tracked?
• Who will be responsible for follow up?
• Who will train Gatekeepers?

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Determine Structure of the Program
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Coordinator Position

• Create a position description
• Budget considerations, FTE status is there a way
  to connect this position with other planned
  training efforts or community outreach
  activities? Are there other resources that can
  be leveraged? i.e. build relationship with APS
  for co-presentations
• Recruitment-- qualifications, skills and
  abilities
• Volunteer management experience
• Public speaking skills
• Experience leading an advisory council
• Experience with technology and various training
  platforms
• Experience with adult learning principles
• Think about your programs activities, outputs
  and outcomes.
• What goals will you set for the Coordinator to
  focus on?

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Position Description
Good examples of key elements for the Gatekeeper
position
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Develop an outreach/training plan

• Think about the low hanging fruit in your
  community where would it make sense to start
  doing some training?
• Use key stakeholders and/or advisory council
  members as trial runs for presentations and to
  test the referral system you have set up
• Use the principles of Plan Do Study Act to
  further develop your structure and to improve
  your systems and processes

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Develop training materials

• Brochure
• ?Note potential for sponsorship from local
  community for printing costs
• PowerPoint presentation
• Handouts
• Quarterly E-Newsletter
• Webinars
• YouTube training videos
• Train the trainer materials to develop
  a speakers bureau
• Keep in mind, all presentations should have
  capability of being customized to fit the type of
  Gatekeeper organization you are presenting to.

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Example of how training is customized based on
industry
Easy to customize simply by highlighting the
industry
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Example of how training is customized based on
industry
Another easy way to customize a slide
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Example of how training is customized based on
industry
Use case examples specific to the industry you
are presenting to
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• Examples of one page documents highlighting
  industry specific Gatekeeper Referrals

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• Examples of one page documents highlighting
  industry specific Gatekeeper Referrals

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• Examples of one page documents highlighting
  industry specific Gatekeeper Referrals

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• Examples of one page documents highlighting
  industry specific Gatekeeper Referrals

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Something to consider

• Avoid jargon and acronyms when a Gatekeeper calls
  to make a referral.
• Referring to the Gatekeeper as the complainant
  or throwing out a bunch of acronyms have you
  contacted APS? Have you checked resources with
  the ADRC? Is this a DV call?
• Also avoid jargon and acronyms in your Gatekeeper
  materials and trainings.
• i.e. Referring to AAA huh? You can tow my
  car??? Whats an Area Agency on Aging??

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Examples of various materials Text for employee
newsletter or church bulletin

• Do you know an elder in the community who is
  isolated, has no advocate and may need help or
  support? If so, please call the Gatekeeper
  Referral Line in Multnomah County 503-988-3646
•  
• The Gatekeeper Program enables the local
  community to identify its own people in need of
  help. The elders who are referred to the program
  are the most isolated and have little or no
  support system to act in their behalf as they
  experience serious difficulties that compromise
  their ability to live independently.
•  
• The role of the Gatekeeper is to simply recognize
  signs and symptoms that may indicate an older
  adult is in need of assistance or support and
  then to make the referral to the proper
  authoritiesin this case, the Gatekeeper Referral
  Line for Multnomah County.
•  
• For more information about the Gatekeeper
  Program, to schedule training or to receive the
  quarterly newsletter via email, contact the
  Multnomah County Gatekeeper Coordinator at
  503-988-6717
•  

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Examples of various materials Quarterly
newsletter
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Examples of various materials News Release
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Examples of various materials Brochure
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Examples of various materials Poster for
employee break room
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Plan for program evaluation

• How will you measure success?
• Think about your programs activities, outputs
  and outcomes
• Determine what data you are going to collect and
  how you are going to collect/track it
• Trainings/presentations
• How many did you do?
• How many did your community partners/Gatekeeper
  Champions do?
• How many did volunteers in your speakers bureau
  do?
• How many Gatekeeper referrals (RTZ call module)
• Where did the referrals come from (industry
  type)?
• How many were issues for APS?
• How many were new to you (isolated, not
  receiving any services/support)?

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Examples of various materials Post training
evaluation
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Tracking community presentations and training
This includes Gatekeeper trainings
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Using Data from RTZ to track Gatekeeper Referrals
Shows the source of the Gatekeeper referral
(pulled from RTZ) and then grouped by industry
type
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Example of Plan Do Study Act

• Even though our program is well established there
  is always room for improvement!
• Problem We have two senior centers that share a
  zip code. The assignment of referrals (including
  Gatekeeper referrals)  for either provider were
  based on census tract data. The boundary maps
  were confusing, and with new addresses being
  added, this caused even greater confusion. 
  There was confusion for ADRC staff as well as the
  impacted senior centers and other centers and APD
  offices. 

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Plan Do Study Act

• Solution All parties were in agreement that the
  policy was confusing and it sometimes caused
  delay in clients being served. 
• Steps taken
• Met as a consortium to discuss possible
  solutions.
• Proposed assigning new referrals to one agency
  for each shared zip code. Centers had the ability
  to reassign after referral was received based on
  proximity to other assigned cases.
• Since there was potential financial impact, the
  Directors of each agency were consulted and they
  agreed. 
• Piloted the change and it was well received. The
  stakeholders determined there was no need to
  change this policy any further. 

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Document to clarify zip code referral issue
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Plan Do Study Act
Plan
Do
Act
Study
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How to access Gatekeeper materials with the State
Unit on Aging

• On the State Unit on Aging web page
• Click on Gatekeeper Program on the right side
  of the page
• Scroll down and you will find various resources
  that have been posted
• OR
• Under latest news on the SUA page you will find
  a list of the latest and greatest that have been
  posted.
• http//www.oregon.gov/DHS/spwpd/Pages/sua/index.as
  px

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SUA Web Page
Click on Gatekeeper Program
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Q A

• What questions do you have for Multnomah County?
• Paul Iarrobino
• paul.iarrobino_at_multco.us
• 503-988-6941
• Lynn Schemmer-Valleau
• Lynn.schemmer-valleau_at_multco.us
• 503-988-4833

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Coming soon to a webinar near you

• Wednesday, March 5 10-1100 AM
• Gatekeeper Sustainability 
• How to build volunteers, provide recognition,
  develop media strategies seek in-kind support
  additional funding