COVID-19 Resources from MTM

March 27, 2020

COVID-19 Grant and Resources from MTM

As many of you know, we announced the MTM Driving Transformational Change Grant for organizations committed to change, but unsure how to achieve it … and for those in need of focused consulting support, but unable to afford it.  Our plan was to receive applications in conjunction with NatCon20.  But obviously, all of that changed with the COVID-19 pandemic. So, we are adjusting as well.

To best assist those in need, MTM has expanded the grant funds available so that we can deliver pro bono consulting services to more organizations. In addition, we have added IT and telemedicine consultation offerings in order to meet the increased demand associated with the crisis.

The application can be filled out online and is being accepted on a rolling basis.  MTM will begin notifying organizations selected for pro bono consulting services by the end of April.

We are hopeful that the nation is taking the appropriate steps to defeat COVID-19 and everyone at MTM is committed to doing all we can to help those on the front lines of this fight.



Updated Guidance for our Consultation Products in Light of COVID-19

MTM is still hard at work with teams every day in virtual meetings.  From those conversations, we have developed a number of resources to help organizations adjust to the new realities of care during the COVID-19 crisis.  We hope you find this guidance helpful and, as always, please reach out to us if you have additional questions.

How can I maintain HIPAA compliance while working remotely or at home?If you are remotely connecting to your work system directly, you should be adequately protected.  If you are communicating with patients directly from your cell phone, there are a few things you can do:Always be mindful of who can see your screen, whether a desktop, laptop, or handheld.When using voice communications, make sure you are speaking in low enough tones, so others don’t hear the conversations.For those working from a home computer, here are some tips:Number one rule: do not save any PHI/PII on your home computer. And if you have papers that contain PHI/PII, discard in a separate, temporary location at home to be taken to work and dropped in the shred bin later.Make sure your home computers are current with security updates.Regularly reboot and update your home computer and router. If your computer has a default password stored, please consider changing it.(Write it down somewhere too!)Use a personal VPN as an extra layer of protection.You can’t be too careful.Which telehealth platforms are HIPAA compliant?For those looking to begin or expand the use of telehealth services, HHS has relaxed some regulations due to the current crisis – click here for the most recent notice from HHS.  But here is the essential language:Covered health care providers that seek additional privacy protections for telehealth while using video communication products should provide such services through technology vendors that are HIPAA compliant and will enter into HIPAA business associate agreements (BAAs) in connection with the provision of their video communication products.  The list below includes some vendors that represent that they provide HIPAA-compliant video communication products and that they will enter into a HIPAA BAA.Skype for Business / Microsoft TeamsUpdoxVSeeZoom for HealthcareDoxy.meGoogle G Suite Hangouts MeetCisco Webex Meetings / Webex TeamsAmazon ChimeGoToMeetingNote: OCR has not reviewed the BAAs offered by these vendors, and this list does not constitute an endorsement, certification, or recommendation of specific technology, software, applications, or products. There may be other technology vendors that offer HIPAA-compliant video communication products that will enter into a HIPAA BAA with a covered entity.  Further, OCR does not endorse any of the applications that allow for video chats listed above.Under this Notice, however, OCR will not impose penalties against covered health care providers for the lack of a BAA with video communication vendors or any other noncompliance with the HIPAA Rules that relates to the good faith provision of telehealth services during the COVID-19 nationwide public health emergency. In addition, the AMA has just released special coding advice related to COVID-19, including telehealth services.How do I maintain Just In Time scheduling?  
The Just in Time Prescriber Scheduling System (JIT) is designed to allow teams to move a consumer from their diagnostic assessment to a psychiatric evaluation within 3 calendar days or fewer (3 to 5 as a worst case around holidays, etc.).  This is proven to greatly increase engagement and reduce no shows and cancellations.  Typically, consumers must come in to be seen face-to-face before a refill can be given.  But how can JIT be maintained during the COVID 19 outbreak?First, clinical judgment always reigns supreme, especially if the risk of seeing someone face-to-face is just too great for all involved. So, our initial response is, “Yes, go ahead and call prescriptions in when necessary.” It is also worth noting that most states are significantly loosening their current regulations in the area of telemedicine, which provides another option. As always, it is important to check the regulations for your state.How do I continue Same Day Access?Many organizations are experiencing in-office staffing shortages, which could lead providers to limit access.  Unfortunately, this could result in some clients ending up in emergency rooms where scarce resources will be needed to handle infectious patients.Good news – Same Day Access can be done virtually via telehealth with either staff or clients at home, or both.   Clients at home would simply need to have access to a computer or smart phone.Here are some basic tips to “go virtual” with SDA:Confirm your state’s policy regarding telehealth services during the COVID-19 pandemic.Start by calculating the number of clinician hours you will need.Your need may have changed with the pandemic, so it’s a good time to recalculate.Establish your technology platform – see HIPAA compliance information above.Determine how you will share administrative paperwork that requires client signature digitally with clients – via patient portal, email, fax, or download from your website.Determine if open access hours will be offered for both virtual AND in-person.  Alternatively, you may designate certain days or hours exclusively for virtual access. There are benefits to either option.If allowing clients in-office, offering wider blocks of hours will help with social distancing.If access is exclusively virtual, you can offer a shorter block of time with more clinicians assessing simultaneously.The strain of this model will be on your admin staff who are needed to coordinate virtually with clients to complete pre-assessment paperwork.If your telehealth platform does not offer a virtual waiting room where clients call in and wait, then you can give clients a window of time when you will contact them. Like the cable company, tell your clients “we will contact you today, at home, with the login link between the hours of x and y”. If the client does not sign on within a certain timeframe (5 or 10 minutes, for example) then you contact the next client.6. Keep your website up to date with access hours and initial intake paperwork available for clients to download. Keep your telephone script up to date with access hours and enhance your telephone procedures to screen for signs of respiratory illness if you plan to continue in-person access.                       How much information should I be communicating with staff and consumers, and how often?MTM’s Michael Flora has just written a great article on this topic – available here.  Some of the recommendations:Make sure that your approach is guided by empathy – put yourself in the shoes of your audience, try to understand how anxious they must feel, and, as much as possible, attempt to make them feel better.Always be honest about the limits of your knowledge in order to maintain credibility.Put relevant information out as you have it; don’t wait until you have all the answers.Your employees aren’t the only people who look to you for information in a crisis. Talk to your consumers on a regular basis.Finally, provide resources that people need right now, including tips regarding coping skills, access to emergency mental health services, food or hygiene supplies to people who are quarantined, and services to support first responders and local residents, etc.MTM has always been focused on helping others and, now more than ever, we are here to help. If you have a question, please don’t hesitate to get in touch with us. We are all in this together … and, together, we will make it work.

For more information about MTM Services, or to schedule a free planning meeting, please visit www.mtmservices.org/contact, email MTM Director of Operationsor call (919) 387-9892.