Planning and Pre-Work

Regional Collaborative Phases
Preceding the first learning session are months of planning, during which collaborative sponsors establish roles for various parties, assemble faculty and recruit organizations to participate. Sponsors also develop materials for the pre-work session, when teams conduct extensive self-evaluation and begin laying the foundation for system change.

Planning and Pre-work Tools


Pre-work and Planning Overview

This is a descriptive overview of the phases of planning and pre-work. The objectives that must be met during these phases are included.

Planning and Pre-Work Task List

This task list outlines steps for planning and preparing a collaborative, including recruitment of faculty and participants, securing funding and developing materials for teams to review before the first learning session.

Chronic Conditions Collaborative Overview Learning Session and Action Periods

Due to the complexity of redesigning care to meet the needs of people with chronic conditions, the content of a collaborative is presented to the participants in a staged approach. This document describes the aspects of the chronic care model that are generally emphasized in each learning session and action period.

Establishing Roles of Participants

The Memorandum of Understanding (MOU) is a critical document that delineates roles and responsibilities of the various collaborative participants. These participants include the lead sponsoring organization and any cosponsoring organizations, health systems or practices, as well as health plans that insure the practicesí members. The memorandum must be signed and delivered to the lead sponsor by all practices and plans a few weeks prior to Learning Session #1, in order to allow for proper pre-work and learning session planning.

Recruiting Faculty

One of the first steps in developing a chronic condition collaborative is to develop an active faculty. The planning agenda will assist sponsors with identifying and contacting appropriate faculty as well as holding a planning meeting.

Recruiting Teams for the Collaborative

Sponsors must use a variety of methods to recruit health systems and practice teams as collaborative participants. This Recruitment Strategies Grid outlines recruiting activities, which begin at least three months prior to Learning Session #1.

Additional Recruitment Tools

Recruiting teams and making sure they understand the commitment it takes to be successful in a collaborative is one of the priorities during the pre-work and planning period. These two tools are examples to use during recruitment.

Pre-Work Call Grid and Script

After teams have applied to participate in the collaborative, collaborative leaders must contact them to assess their readiness. Teams that do not have senior leadership support and a well-rounded team to attend Learning Session #1 will rarely succeed. By calling ahead of time, leaders can gather information to help approve participants, coach participating organizations on sending appropriate attendees and answer any questions the teams may have. The Sample Call Grid will help schedule calls and the script will act as a guide for these calls.

Pre-Work Packet

The Pre-work Packet contains an overview of the collaborative, a helpful glossary and tasks for the teams to complete prior to Learning Session #1. This template can be adapted for your collaborative by replacing the information in square brackets and underlined areas. Mail the packet to the teams no later than three weeks before Learning Session #1.
This version is more streamlined than the previous Pre-Work Packet. It was created by OMPRO now "Acumentra") for their diabetes collaborative. It contains clear descriptions of the work expected before Learning Session #1.

The Assessment of Chronic Illness Care Survey

Teams are asked to complete the Assessment of Chronic Illness Care (ACIC) survey several times over the course of the collaborative. Modeled on an instrument developed by the Indian Health Service for evaluating diabetes care, the ACIC helps teams identify areas of improvement for chronic illness care and evaluate the level and nature of improvements. Like the Chronic Care Model, the survey addresses the basis elements for improving chronic illness care at the community, organization, practice and patient levels.
Teams complete the survey for the first time during the pre-work session. The ACIC is completed again during Learning Session #2.

Team Grid: Pre-work Activities

The completion of Pre-work activities by teams promotes early application of the models used during the collaborative. The grid assists the tracking of Pre-work activities completed by each team. It will be used by the faculty to support teams during Learning Session #1.