Reporting & Correcting Duplicate Follow-ups and Other GPRA Issues

The OMNI TA Team routinely monitors the GPRA data for several issues, including cases where surveys -- especially follow-ups -- may have been duplicated. When we identify issues, our team reaches out to the main Point of Contact at your CSB for clarification and decisions. To lighten all of our workloads (including yours!), we have put into place some tools and tips to help us all identify and correct issues sooner and more seamlessly.

  • First, the TA Request form on the SOR website has a new choice in the dropdown of reasons for contacting us: "Need to change something in a GPRA".

    • Please use the form and this choice right away if you know that you or someone at your CSB has mistakenly entered a GPRA duplicate or other information that we will need to adjust.

    • Or, use it as soon as you have discovered a correction or issue on the tracking sheet (e.g., incorrect interview date, incorrect birthday, etc.).

  • Another way to help prevent duplicate GPRA follow-ups from being submitted is to regularly review the weekly tracking sheet that we post to Dropbox. There you might spot incorrect dates as-entered, or even duplicated GPRAs themselves. When you spot these, please contact us as soon as possible to resolve the issue, using the TA Request form.

    • Note: The tracking sheets also identify the follow-up window which is intended to help prevent CSBs from completing follow-ups that are too early or too late. Remember, the "6-month" follow up window falls between month 5 and month 8 after the intake interview date. And a reminder: there is no longer a 3-month follow-up at all.

  • A number of CSBs have set up internal tracking systems in tandem with the tracking sheets. These systems may help eliminate duplication or completions outside the follow-up window from taking place. If you would like to explore some options that might support or improve your internal tracking and GPRA review process, please contact us at SORSupport@omni.org.

SOR II Rollover: A & B Client Document

SOR II Rollover Meeting

Thank you to everyone that attended our SOR II rollover meeting on Monday! If you were unable to attend or would like a refresher of the information presented, please review the training recording, training slides, and resource guide on the SOR II Rollover resource page.

A & B Client Documents in Dropbox Folder

As was discussed in the SOR II rollover meeting, every agency now has an "A & B Clients" document in their shared Dropbox folder. This document lists all potential "A" clients and "B" clients. As a reminder of what "A" clients and "B" clients mean:

  • "A" clients = clients who completed intake and follow-up windows in SOR I, still receiving SOR-funded services in SOR II

  • "B" clients = clients who completed an intake in SOR I but have not yet done a follow-up (as of Nov. 5), still receiving SOR-funded services in SOR II

The "A & B Clients" document in your Dropbox folder includes all potential "A" clients and "B" clients to be rolled over into SOR II (including clients that have completed a discharge GPRA). If the client is no longer receiving services, you do not need to roll them over. If the client is receiving SOR II services, please complete the online SOR II Rollover Consent Survey Form at the next appointment for "A" clients and at the follow-up GPRA for "B" clients.

Please reach out to SORSupport@omni.org with any questions! We know this can be confusing and we are here to help.

The Intersection Between Substance Misuse Prevention and Recovery Approaches

Developed by the Substance Abuse and Mental Health Services Administration’s Center for the Application of Prevention Technologies (SAMHSA’s CAPT), Virginia was chosen to pilot the Intersection between Substance Misuse Prevention and Recovery Approaches curriculum in 2017. In order to provide the curriculum statewide, and ensure its sustainability, SAMSHA named the Virginia Office of Behavioral Wellness the TOT for The Intersection.[of] Prevention and Recovery Approaches curriculum.

The Virginia DBHDS’s Office of Behavioral Health Wellness and Office of Opioid Response Recovery Services are offering the following webinar The Intersection Between Substance Misuse Prevention & Recovery Approaches

DATES: Thursday, November 19 th & Friday, November 20th

Time: 9:00a – 12:00noon EST

REGISTRATION is required

Space is limited to 15 participants per webinar

Workshop Objectives Participants will be able to describe:

• …the intersections between Prevention and Recovery approaches

• …common terms used in the Prevention and Recovery fields

• …the more holistic approach to the Continuum of Care

• …how Prevention and Recovery Practitioners can support one another

Registration link: https://www.surveymonkey.com/r/XC67N3F

GPRA Full Training

We wanted to send a reminder to register for the Full GPRA Training if you are new to the SOR Grant and looking to learn more about the GPRA. This training will be held on November 10th from 12:00-3:00 pm and will cover the GPRA tool as well as TA resources available to you. Please register here for this training.

Please reach out to SORSupport@omni.org if you have any questions. We look forward to seeing you next week!

SOR I to SOR II Transition - Meeting Reminder & Updates

Meeting Registration:

As a reminder, we are hosting a short meeting on the procedure for transitioning clients from the SOR I grant to the SOR II grant on Monday, November 2nd, 2020 at 12:30pm EST. This 45-minute debrief meeting will cover the updated procedure and allow for time to answer any questions. If you are unable to attend this meeting, we will post the recording and slides on the SOR website shortly afterwards. Please register for the debrief meeting here.

 

SOR Client Transition Procedure Resource:

In preparation for the meeting, we have created a brief guide summarizing the updated client transition procedure. If you are able to, we recommend reviewing this resource in advance of the debrief meeting on November 2nd so as to orient you to the material that will be presented. Please review this resource here.

 

Please reach out to SORSupport@omni.org with any questions!

Justice-Involved GPRA Resource & Reminders

Justice-Involved GPRA Resources

CSBs providing SOR-funded services to clients in a specialized program in the justice setting program will begin conducting GPRAs with this population on November 2nd. Thank you to those that joined us for the Justice-Involved GPRA Training last Tuesday, October 20th. As a follow-up to this training, we have posted a few helpful resources related to administering the GPRA with justice-involved clients:

UPDATE ON INCENTIVES FOR THIS POPULATION!

Clients in a justice setting cannot receive a gift card for completing the GPRA (due to this population's increased vulnerability). However, if a client conducts an intake GPRA while in a specialized justice setting program but is no longer in the specialized justice setting program at the time of their follow-up GPRA, they can receive a gift card. This should not be discussed at the Intake GPRA, so as to limit any undue coercion.

next steps

As a reminder, the GPRA survey changes for justice-involved clients will be published to the online survey on November 2nd, after which CSBs can begin administering the GPRA to justice-involved clients. Please reach out to SORSupport@omni.org with any questions!

SOR I to SOR II Transition Update

Please join us for a short debrief on the procedure decided upon for transitioning clients from the SOR I grant to SOR II on Monday November, 2 2020 at 12:30 PM EST. This is in response to questions that came up in our SOR II Kickoff Meeting and thanks to amazing CSB volunteers we were able to get input on how best to make this transition in a client-center manner.

GPRA Training Updates

We wanted to provide an update on two upcoming GPRA trainings. Please register using the below links!

  • The Justice-Based GPRA Training will be held on October 20th from 1:00-2:30 pm. Please register here for this training.

    Does your CSB provide services in the Justice setting? Don't forget to sign up you and staff for this important training to start GPRA collection for this important population! Please join us to learn about working with these clients and getting the GPRA data collection done as a part of SOR II.

  • The Full GPRA Training will be held on November 10th from 12:00-3:00 pm. Please register here for this full GPRA training.

    Come to this training if you are new to the SOR Grant and looking to learn more about the GPRA! We will introduce the SOR grant and present how to administer the GPRA. We will also go through the full GPRA tool as well as TA resources available to you.

We will be recording both trainings if you are unable to make either date. As always, please reach out to SORSupport@omni.org if you have any questions. We look forward to seeing many of you there!

Seeking Advice about CSB Incentive Distribution

Hello! We are looking to crowdsource some info from CSBs about how your agency has handled the financial aspects of the GPRA gift cards and contingency management. The TA team is helping to troubleshoot with a CSB who is currently not allowed by their finance department to purchase gift cards because they could be turned into cash, which is not allowed to be given to clients.

  1. Has your CSB resolved an issue where you were restricted from purchasing gift cards by finance? If so, what solutions do you suggest?

  2. Do you have recommendations on what stores to get gift cards from that don't sell alcohol and/or can't be turned into cash?

  3. Do you have any other recommendations for navigating CSB finance systems to allow GPRA incentive and contingency management distribution?

If your agency has faced similar challenges and figured out some solutions, we'd greatly appreciate a quick reply to SORSupport@omni.org with any advice you have to share.

We plan to share the compiled responses on this site since there may be some others in the same situation who could benefit from the information as well. Thank you!

https://www.ecfr.gov/current/title-2/subtitle-A/chapter-II/part-200#200.112 Per 2 C.F.R. § 200.112-1113 The Federal awarding agency must establish conflict of interest policies for Federal awards. The non-Federal entity must disclose in writing any potential conflict of interest to the Federal awarding agency or pass-through entity in accordance with applicable Federal awarding agency policy. Failure to adhere to these statues will result in immediate termination of funding.

Virginia’s State Opioid Response (SOR) grant is awarded at the discretion of DBHDS and SAMHSA. All recipients of SOR funding supports evidence-based prevention, treatment and recovery services to address opioid and stimulant misuse and use disorders, including for cocaine and methamphetamine. The SOR grant is not intended to be utilized as a long-term or permanent funding source. All SOR proposals must include a realistic plan for financial sustainability beyond the grant period.