Coach Medical Home Strategies tools to support

Coach Medical Home Strategies & tools to support patient-centered medical home transformation MODULE 5: Building Learning Communities

Learning objectives for this module 2 After completing this module, you will know how to: Apply key principles of effective learning communities to PCMH transformation. Build a collaborative team to develop a PCMH learning community. Plan and implement effective learning sessions and action periods. Identify structures and practical activities that support learning communities. Coach Medical Home: Module 5

Overview of contents 3 1. What makes learning communities effective? 2. Getting started with a learning community 3. Creating effective learning sessions 4. Making the most of your momentum Coach Medical Home: Module 5

SECTION 1 What makes learning communities effective? Coach Medical Home: Module 5

What are learning communities? 5 Groups of individuals or teams who: Share common goals, values, or beliefs Actively engage in sharing information and experiences to learn from each other May work together toward a shared goal Can include practice members & coaches Coach Medical Home: Module 5

Key principles of effective learning communities 6 Culture of collaboration & respect Defined scope Leadership Proven QI support methods Shared ideas & lessons learned Coach Medical Home: Module 5

Lessons from evaluated learning communities 7 Enable • mutual learning Set Share • measurable targets • data & reports Showcase • lessons learned Coach Medical Home: Module 5

Coaches have many potential roles in a learning community 8 Director Coordinator & facilitator Information conduit Coach Medical Home: Module 5

Think “guide on the side” 9 Like a Border Collie, not Sled Dog! Coach Medical Home: Module 5

SECTION 2 Getting started with a learning community Coach Medical Home: Module 5

Building a PCMH Learning Community in your region 11 Designate a convener Understand goals Establish vision for success Meet regularly Coach Medical Home: Module 5

Gaining leadership & management buy-in for learning communities 12 Discuss • costs & benefits Develop • a common message Educate • leaders across sites Invite • leaders to attend Coach Medical Home: Module 5

Respected leaders, clinicians, and others who are passionate about PCMH Credible & connected to their community Knowledgeable on technical content Able to communicate ideas to teams Eager to learn more Staff and faculty Planning group 13 Create a planning and staffing “dream team” Arrange the sessions Recruit teams Prepare orientation Deliver technical content (e. g. , change concepts described in Module 3) Monitor progress Coach Medical Home: Module 5

Defining the scope: Key content 14 Expectations & model for participation Problem, goals, & mission Team aim statements Change package See Module 3 Learning community charter Coach Medical Home: Module 5

Example learning community process Participants (10 -100 teams) Develop Mission Planning Meeting Prework Applying Framework & Changes Planning Group LS 1 LS 2 LS 3 AP 1 AP 2 AP 3 Coaching Holding the Gains & Spread Coaching Supports Email (listserv) Phone Conferences Coach Visits Email (listserv) Phone Conferences Visits Assessments Monthly Team Reports LS – Learning Session AP – Action Period © 2003 Adapted from Institute for Healthcare Improvement

Prepare sites for learning community engagement 16 Select • sites Provide • pre-work materials Define • terms & concepts Select • leader, technical expert, coordinator Identify • teams that need help Coach Medical Home: Module 5

SECTION 3 Creating effective learning sessions Coach Medical Home: Module 5

Things to keep in mind before your first learning session 18 The coach should: The agenda should: Try to understand each site’s successes and challenges Include ample time for team strategizing and planning Coach Medical Home: Module 5

Learning session principles 19 Make team time a priority Use interactive methods & various formats Engage participants as teachers right away Set an urgent pace Coach Medical Home: Module 5

Learning session coaching 20 Circulate • to provide guidance during team planning Ask • what they are confused about Connect • teams to early adopters Find out • what teams are doing— and doing right Coach Medical Home: Module 5

SECTION 4 Making the most of your momentum Coach Medical Home: Module 5

Action periods: Where the real action is 22 A time of maximal learning that may require more coaching interaction… Support teams in testing changes Stay in contact via phone, email, listservs, webinars, site visits, etc. Track progress and provide feedback & reports Coach Medical Home: Module 5

Webinars and virtual learning sessions 23 Real-time presentation capacity • Easily present tools, demonstrate use • Chat function for questions, examples, comments • Virtual breakout capacity for team meetings Efficient collaboration • Teams can include more members in the sessions • Limits resources needed for face-toface meetings But… • Not as effective for complex content Coach Medical Home: Module 5

Site visits: Big investment, big payoff 24 Accelerate improvement Provide “ah -hah” moments Shared learning, including faculty Coach Medical Home: Module 5

Patients as partners in quality 25 Engage • patients & family members early & often Provide • patient partner liaisons Act Close the loop • on recommendations • by communicating what you’ve done Coach Medical Home: Module 5