1. Jorge Montes
Director of Information & ComplianceOfficer
Rebekah Children’s Services
Gilroy,CA

2.  Establishing Expectations & Goals
 Developing a Process
 Identifying Essential Data
 Using Data for Management Reporting &
Decision Making
 Common Challenges
 Conclusion

3. Expectations
Electronic Health
Records and related
information systems
should enable more
efficient data collection,
analysis, and reporting
for accountability and
quality management.
Goals
 Ability to define some of
the types of data most
essential for assembling
key reports
 Learn the common
challenges experienced
in obtaining access to
and organized data
 Learn to use data for
quality management

4. Developing a Process
1. Decide what’s important
2. Measure your performance
3. Evaluate your performance
4. Identify areas requiring
improvement
5. Define goals & objectives
6. Design improvements
7. Test improvements
8. Implement improvements

5.  Program Profile
 Fund Source Information
 Target Population
 Admission & Discharge
Reasons
 Staff Profile
 Credentials
 Demographics
 Roles
 Client Profile
 Demographics
 Diagnostic
 Length of Service
 Service Profile
 ServiceType
 Service Dates
 ServiceTimes &
Durations

6. PROFILES
Program Profiles
•Funding Sources
•Billing information
•Departments
•Admission & Discharge Reasons
Staff Profiles
•Demographics
•Credentials
•Date of hire
•Departure Date
Client Profiles
•Demographics
•Program Enrollment
•Program Discharge
•Diagnosis/Medical Conditions
Service Profiles
•Service Codes
•Date of Service
•Documentation Date
•Time of Service
REPORTS
Program Reports
•Cost Projections
•Contract Management
•Outcomes
Staff Reports
•Cultural Plans
•Compliance Tracking
•Staff Productivity
•Staff Turnover
Client Reports
•Cultural Targets
•Length of Service Projections
•Treatment Specialties
Service Reports
•Utilization Management

7. Sample 1:
Documentation
Timeliness
93.16%
60.82%
2.95%
56.93%
78.15%
81.82%
49.41%
70.54%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Day
Treatment
Health
Center
Med
Support
Wrap
North
Wrap
South
FirstV TBS Grand
Total
Compliant %
Are clinicians meeting the expected turnaround time to
document?
Data Source: Service Delivery

8. Sample 2: Contracts
0%
20%
40%
60%
80%
100%
120%
140%
160%
7/1/2007 8/1/2007 9/1/2007 10/1/2007 11/1/2007 12/1/2007 1/1/2008 Total
Contract Comparison
TBS FirstV DayTreatment HealthCenter
Med Support Wrap North Wrap South Target
Are we meeting contract expectations?
Data Source: Service Delivery

9. Sample 3: Discharge
Success72.67%
68.42%
69.85%
90.91%
75.47%
73.60%
26.71%
27.63%
19.12%
5.45%
18.87%
21.41%
0.62%
0.00%
11.03%
0.00%
5.66%
3.95%
0.00%
3.95%
0.00%
3.64%
0.00%
1.04%
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
80.00%
90.00%
100.00%
Compadres Day Treatment Health Center NPS TBS Grand Total
RCS REASON FOR DISHARGE
MetGoals Unsatisfactory Progress No Service Provided Other
Do we need CQI interventions?
Data Source: Client Profile.

10. Sample 4: Cultural
Needs
Ethnicity Compadres
Day
Treatment Health Center NPS TBS Grand Total
Hispanic 46.40% 47.12% 73.26% 40.00% 57.38% 54.55%
Caucasian 35.59% 31.73% 17.11% 41.33% 26.23% 29.43%
African
American 7.66% 12.50% 5.35% 12.00% 11.48% 8.63%
Other 5.86% 2.88% 2.67% 1.33% 3.28% 3.70%
Vietnamese 0.90% 2.88% 0.00% 4.00% 0.00% 1.23%
Filipino 1.80% 1.92% 0.00% 0.00% 0.00% 0.92%
Amerasian 0.90% 0.00% 0.00% 0.00% 1.64% 0.46%
Korean 0.45% 0.00% 1.07% 0.00% 0.00% 0.46%
Samoan 0.45% 0.00% 0.53% 0.00% 0.00% 0.31%
Multiple 0.00% 0.00% 0.00% 1.33% 0.00% 0.15%
Chinese 0.00% 0.96% 0.00% 0.00% 0.00% 0.15%
Grand Total 100.00% 100.00% 100.00% 100.00% 100.00% 100.00%
Do we have the staff to meet the cultural needs of the families we
serve?
Data Source: Client profile

11.  Staff Productivity by Month
 StaffContacts by Month
 Client Contacts by Month and Department
 Client Units by Month and Department
 Revenue Billed by Client, Month, and
Department
 StaffClient Cross Over

12.  Not knowing what data is collected and
where it is stored
 Competing data collection processes
 Formatting data for analysis; replacing
content with data.

13.  Establish Expectations & Goals
 Develop a Process
 Identify Essential Data
 Analyze the Data
 Communicate the Results
 ImplementChange

14. Jorge Montes
Director of Information & ComplianceOfficer
T: 408.846.2125
E: jmontes@rcskids.org
RebekahChildren’s Services
290 I.O.O.F. Ave.,Gilroy, CA 95020
www.rcskids.org