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Building a Community of Caring
The WATCH ProjectUsing Technology to Promote Communication and Collaboration within the Early Intervention System
Juliellen Simpson-Vos, M.Ed, Joshua J. Alexander, MD
The University of North Carolina at Chapel Hill
School of Medicine
Who Are We?Who Are We? Joshua Alexander, MD
Director of Pediatric Rehabilitation and TelAbility Program Director
UNC School of Medicine
Juliellen Simpson-Vos, M.Ed
TelAbility/WATCH Project Director
Where did we Where did we come from?come from?
Our TelAbility Center is located in Chapel Hill, NC.
What are we going to talk about?
History of our telemedicine programs Services and Outcomes of the WATCH
Project Successes, Challenges, Lessons
Learned Definition and Elements of a Successful
Community of Practice Questions and Resources
What is TelAbility?What is TelAbility?An Internet-Based
Telehealth Program For Young Children with Disabilities
http://www.telability/org
Goal #1Connect people in different locations toincrease access to specialized healthcare services for families and decrease professional isolation
Goal #2Serve as a resource for parents and professionals seeking credible and
reliable information on topics related to children with disabilities
Population Served
Birth – 5 years old Cerebral Palsy Spina Bifida Down Syndrome Brain Injury Feeding Difficulties Developmental
Disabilities Special Needs
1998
End-user Locations
WATCHWATCHWake Area
Telehealth Collaborative
Helping Children
with special needs
Building a Community of Practice“A group of people who share a concern, set of
problems, or passion about a topic and who deepen their knowledge and expertise in this area by
interaction on an ongoing basis.”
Who does Who does WATCH Serve?WATCH Serve?
There are over 1000 children ages birth-3, who meet the eligibility criteria, to currently receive early intervention services through the Raleigh CDSA.
There are over 1100 children ages three through five, who meet the eligibility criteria, to currently receive intervention services through Wake County Preschool Services.
Inclusive Child Care Centers
Learning Together Lucy Daniels Center Project
Enlightenment Tammy Lynn Center White Plains
Children’s Center
Service Programs
Community Partnerships for Children
Learning Together Pediatric Therapy Associates Carolina Pediatric Dysphagia Project Enlightenment Lucy Daniels Center Developmental Therapy
Associates
State Agencies
The Raleigh Children’s Developmental Services Agency (ages birth-3)
Wake County Preschool Services (ages 3-5)
WATCH Current Programming
Website Content /Expertise Directory
Listserv
Newsletters
Videoconferencing
Other Website Other Website FeaturesFeatures
Expertise Directory Handouts Links Calendar Books Articles Videos More!
2005 = 60
2008 = 310
Expertise Expertise DirectoryDirectory
Electronic Newsletter
Subscribers= 395
Website Updates Event Listings Center Descriptions Article Reviews Tips and Topics Project Updates
Videoconferencing
VideoclinicsVideoconsults
Professional Development Sessions
Point to point meetings (administrative, family visits, etc.)
VideoconferencVideoconferences By Typees By Type
December 2005-February 2008
0
5
10
15
20
25
30
35
Videoclinics
Networking
Consults
Admin/mtgs
Prof.Dev.
Videoclinics and consults
44 videoclinics and consults have been heldInvolving 358 families, therapists, and
medical personnelSatisfaction level average =4.81 out of 5.0Comfort level average = 4.96 out of 5.0
Professional Development
Sessions
26 Professional Development Session have been held via videoconferenceInvolving 943 therapists, EISC, parents,
teachers, EI providersSatisfaction level average =4.1 out of 5.0Comfort level average = 4.3 out of 5.0
Professional Professional Development Data Development Data Continued…Continued…
Sessions were held free of charge to participants Infant Toddler Certification credit was offered for
all sessions Sessions are based on WATCH Member needs,
interests and suggestions Session cover all EI domains (PT, OTR/L, SLP.
Medical, Mental Health, Developmental, Education)
Networking Data
13 Networking sessions have been held via videoconference100 people participatedSatisfaction level average= 4.16 out of 5.0Comfort level average= 4.5 out of 5.0
Administrative Videoconferences
11 Administrative meetings have been held between WATCH Sites and Wake County Agencies Involving 113 participantsSatisfaction level average = 3.8 out of 5.0Comfort level average= 4.45 out of 5.0
WATCH RecapWATCH Recap
Since December of 2005… 80 videoconference session have occurred Involving over 1358 people The average satisfaction rating for video
conference sessions is 4.4 (out of 5) The average comfort level for video
conference sessions is 4.6 (out of 5)
Travel Savings Travel Savings April 2007-February 2008
518 participants have participated in videoconferences
Miles saved by offering sessions via videoconference = 31,603
Travel costs saved = $15,959 in gas (31,603 x .505)
Doesn’t include time out of the office, food, etc.
WATCH Benefits for
Providers
Responsive to community’s needs and interests Increases professional development and education
opportunities Increases collaboration with other locations and
professionals Reduces professional isolation Improves communication and care coordination
efforts Reduces travel time and costs
WATCH Benefits for Parents
Improves communication and care coordination efforts
Reduces feelings of isolation from their child or the professionals caring for their child
Reduces travel time and costs Allows for long term care coordination No extra charge to use the technology
ChallengesChallenges Lack of technical knowledge and support at sites Sustainable funds to cover costs of high speed internet
connection NC won’t reimburse therapists for care offered via
videoconference. Small monitors of the Tandberg 1500 Buy in/consistent participation from all sites
(turnover, time constraints, etc.) Establishing a public network/technical support issues
Modems provided by local services providers are often incompatible with unit software upgrades
Lessons Lessons LearnedLearned
Technical Support
Need for a consistent, knowledgeable, easily accessible IT support person.
First attempts to establish a public network system was unreliable.
Purchase and installation of a border controller has helped
to stabilize the network.
Lessons Lessons Learned cont.Learned cont.
Programmatic Support
Fully funded Project director position is necessary to coordinate communication and activities within the project and be point person for IT problems.
Needs assessments of each site and frequent communication with each site is vital to success.
The collaborative should consist of sites with specific expertise to help meet the collective needs of the members.
Professional development opportunities great opportunities for sites to network, share expertise, and gain knowledge
Reimbursement of therapists through grant funding increases the likelihood of participation in videoclinics and consults..
Quote from WATCH Quote from WATCH Service Agency Service Agency DirectorDirector::
“…Some days things can be very difficult with the day to day demands of patient care and administration of a practice but your educational options, along with your organization communication skills are a very positive exciting thing for a provider. It is so much easier to participate in these sessions because: 1.They are on practical topics of interest 2.They are on a Friday, not in the middle of a patient care day. 3.They are well organized and the handouts are sent by you ahead of the presentations 4. You take care of the registration and curriculum outlines and the speaker organization 5. The scope of the presentations are well organized for the time segments allowed 6. They are free, and obviously very appreciated. “
WATCH is only as
successful and useful as
the collaborative members make it!
Elements of a Successful Community of Practice
Champion for the Cause Collaborative Coordinator Technical Support Member buy-in
How to Make Useful How to Make Useful to CPDto CPD
What is your need? How would a telemedicine collaborative help
to meet those needs? Who would you look to be a part of your
collaborative? (agencies, services) What services could your agency offer the
collaborative? Who might be your champions? What do you see as the initial challenges?
“Instead of all competing or working as separate entities, WATCH allows for us all to come together for the greater good of the child and family.”
Using the Tandberg 1500: The System
Camera Monitor (on/off switch) Base with built in microphone
(on/off switch Two power cables Remote control (see handout)
To begin…
When the system is not in use it is in stand by mode. The screens are black.
Wake up the system by picking up or
pressing any key on the remote control.
When “ON” you will see the Welcome Screen which presents the main menu and camera image.
Making a Call Use the menu to control the system. You will primarily use the Make a Call option. You can enter the number in manually or select the
book icon to get a number from your phone book. Select Place Video Call. This system has multipoint capabilities which means
you can call up to 3 other locations at once. Choose Add Video Call and more dial fields will
appear.
Answering a Call
You can receive calls anytime, even in Standby mode.
Your unit is currently in auto answer mode so it will automatically connect/answer to an incoming call.
To answer a call:
1. Press OK or the green key on remote control
2. Press the red key to reject the call
To End a Call
1. Press End Call from the Main menu or red key on the remote control.
2. Press the red key on the remote control again or OK to confirm that you want to end the call.
To End a Multipoint Call1. Press the red key on the remote control.2. A list of participants appears allowing you to end each call
separately. Select a participant and press OK or the red key.
3. Press End All Calls if you want to end the whole conference.
Let’s give it a try…
Phone Book
The phone book stores up to 200 contacts.
Includes last number dialed. All WATCH sites are listed in the phone
book.
Etiquette Guide
Appoint chairperson, stick with agendaAppoint chairperson, stick with agenda
Frame camera appropriatelyFrame camera appropriately
Avoid very intense colors, complex patternsAvoid very intense colors, complex patterns
Introduce attendeesIntroduce attendees
Be aware of microphone placement Be aware of microphone placement (careful (careful
with paper movement, dangling jewelry!)with paper movement, dangling jewelry!)
Avoid distracting body movementsAvoid distracting body movements
Videoconferencing Tips
Etiquette Guide
DoDo’’s and Dons and Don’’tsts
Do preDo pre--plan plan Do speak clearly Do speak clearly Do move and gesture naturallyDo move and gesture naturally Do maintain eye contactDo maintain eye contact
DonDon’’t make distracting sounds or movements t make distracting sounds or movements DonDon’’t cover the microphonet cover the microphone DonDon’’t interrupt other speakerst interrupt other speakers DonDon’’t carry on side conversationst carry on side conversations
Mute Button Tips
Use during multipoint conferences
Use when your location is not talking
Use when shuffling papers, sneezing or coughing, or when making other distracting noises
Use during side conversations
ResourcesResourcesTelAbility website
http://www.telability.org
The Children’s Partnership Brief: The Role of Telemedicinehttp://home.graffiti.net/tcpaccessible/
telemedicine.html
American Telemedicine Association websitehttp://www.atmeda.org
Information Exchangehttp://tie.telemed.org/default.asp
Cultivating Communities of Practice (Hardcover)by Etienne Wenger (Author), Richard McDermott (Author), William M.
Snyder (Author)
Questions for us?Questions for us?
Joshua AlexanderJoshua [email protected][email protected]
Juliellen Simpson-VosJuliellen [email protected]@med.unc.edu
(919) 843.0427(919) 843.0427http://www.telability/orghttp://www.telability/org
