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The Only Constant is Change…

If you were following me via the Certified Trainer Blogs… I must apologize for being remiss in my blogging duties!  Here’s what I have been up to…

In October, we launched the Mosaic Rockford, IL agency in the “Phase 1” skills.    This included T-Logs, GER’s, SComm’s, admin tasks and a back-up plan.  (BTW – if you are ever in the area, eat at the Green Fire).   Once I completed this delivery, I was right at 1000 new, Therap users trained in Iowa and Illinois inside of 10 months.  Whew…

In November, the Midwest Region “pilot agencies” began the process of preparing for and launching the ISP modules.  Effectively, we restarted the training cycle by introducing “Phase 2” into the roll-out process.  The Western Iowa and Macomb, IL agencies are now on their way with their deployment plans.

In December, I initiated the Phase 1 training for our “final” agency in the Midwest Region.  The North Central Iowa agency consists of 3 locations separated by 120 miles.  I trained  the team in Nevada, IA…. then, I had to “pass the torch” to the RTC team to train Clarion and Forest City in January.   I was offered and accepted the HCBS Habilitative Coordinator in Des Moines.  The position started on 12/17.

So….I’ve been a little busy.

While I do miss being on the “leading edge” of Therap deployment within the organization (all I did was eat-sleep-drink Therap), seeing the impact of the platform at the local level is extremely rewarding.   The huge upside is that there are those who want access to additional modules -now- because of the increased efficiency via the use of a single source, cloud based system.  The benefit is painfully obvious.  Heck, I hear tales of Direct Support Staff who try to put everything in a T-Log and “forget” about the paper record, because of the desire to move forward.

In my new agency role, when I now participate in the “old methodology”… that being of paper shuffling… I have to stop myself from asking the snarky question, “Does this come with an abacus?”   It’s no wonder people are ready into the roaring 2000’s.  There are tools out there to help us do our job better and more efficiently.  This translates into more quality time with the people in your service.   Now that staff have a taste of Therap…it’s tough to pull back on the reins.

But, be planful in your deployment tactics.  It would be very easy to “over run your headlights” by turning everything on and tell your team to have at it.  Without a plan and timeline that carefully considers your organization’s capacity to replace paper with Therap, you’ll only invite trouble, confusion and frustration.

  1. Communicate.  Communicate.  Communicate.
  2. Be VERY clear on what you want to accomplish.
  3. Determine what you want the data to produce when all is said and done.
  4. THINK – STANDARDIZED PROCESS.
  5. Pick your modules…and not all at once.
  6. Did I mention communicate?
  7. Tool up.
  8. Do your prep.
  9. Train.
  10. Launch.
Let your organization acclimate to the new platform before you move forward.  Let front line staff master the skills of the initial modules before adding another layer.  Give them time… but set a goal.  Work expands to the time given to do it.
Trust me, your teams will let you know when they are ready.  And it will be before the goal you set.
By |2016-11-03T10:15:32+00:00February 12th, 2013|Categories: Jeff Mau's posts|Tags: , , , |1 Comment

IDF Individual Contacts – Identify Mailing Contact Contacts in your IDF

Identify Mailing Contact Contacts in your IDF

For those Therap users who have added Individual Contacts to the IDF, but have not revisited then in a while…. you know who you are…. here’s a brief tutorial video I built to help my Mosaic agencies identify “mailing contacts”.

There are 3 parts to this 10 minute video….

1) Identify Mailing Contact / edit a contact on the IDF.
2) Add New Individual Contact.
3) Mailing Contact Report.

The audio at the beginning of each section is poor…but quickly improves.   Sorry.

To view, click on the following link.

 

IDF Individual Contacts – Identify Mailing Contact

 

NOTE REGARDING THE “IDF Mailing Contact” REPORT…
We found that if a client is assigned to more than 1 program at the agency, the report will populate a Mailing Contact for each program.  This leads to duplication.

If you use this report to generate mailing labels, after you export the list to your spreadsheet program, you will need to use the de-dupe feature or manually remove the duplicates before you print labels or merge the list with another program.

By |2016-11-03T10:15:34+00:00October 12th, 2012|Categories: Jeff Mau's posts|Tags: , , , |Comments Off on IDF Individual Contacts – Identify Mailing Contact Contacts in your IDF

Mosaic Midwest Region Nears “Phase 1” Completion.

The Pontiac, Illinois agency completed their Therap Phase 1 training sessions and launched the week of September 10th.  76 staff attended the training sessions.  8 classes were offered.  With the addition of Pontiac, the Midwest Region now has 877 trained users of the platform, serving an estimated 481 individual.

“Pontiac staff were excited to use Therap”, stated Jeff Mau, Regional Therap Coordinator.  “Many commented on the benefits of having the data at their fingertips.  It was really fun to see staff light up when the began the realize the power of the platform.”

When trainings were completed on Thursday, September 13th, Pontiac began use of Therap at the stroke of midnight.  Data began to flow at the end of the overnight shift.  Content was spot-on.  Aside from the expected password issues (2 people required reset by 10:00am…which is actual very low), staff followed the trained protocols with little or no need for additional coaching.  The launch can be considered a complete success.

Rockford, IL  & North Central Iowa Agencies Are Next to Launch.
The final 2 agencies are preparing to receive Phase 1 Training.  508 of the 1385 staff in the region are all the remain to become Therap users.

Rockford, IL will be trained and launched in a 2 week period beginning the week of October 8th.  Target launch is October 19th.

The North Central Iowa agency presents some unique scheduling challenges.  Given the agency is in 3 specific markets (Nevada, Clarion and Forest City, IA), each launch cycle will be delivered as if the market was an individual agency.  This is required due to logistics and available resources.

Planning of the schedule is underway.  As of this article, NORIA, in total, is slated to be on-board effect January 25th, 2013, using the Phase 1 tools.

Therap Conference Held in Des Moines.
Therap held their first Iowa Therap Conference on September 19th & 20th.  It was a great learning opportunity for 20 attending Mosaic staff.

Therap offered information sessions over the 2 day event demonstrating detail and advanced user tips for the platform.  This afforded the Mosaic attendees to get a preview of the Phase 2, ISP modules as well as other exciting modules that have yet to be released for use in the field.

By |2012-10-11T13:05:19+00:00October 11th, 2012|Categories: Jeff Mau's posts|Tags: , , , , |Comments Off on Mosaic Midwest Region Nears “Phase 1” Completion.

Mosaic / Des Moines Launches Therap June 21st.

Executive Director, Carol Mau, assists DSA Cherry Okumah during Therap training

Executive Director, Carol Mau, assists DSA Cherry Okumah during Therap training.

  383 New System Users, Serving 171 Individuals.

Mosaic / Des Moines launched the Therap Phase 1 modules on June 21st.  Adding the “DESIA” agency increased Mosaic’s Therap users by 383 and tracked individuals by 171.  The launch process started in February and included several planning sessions to insure a successful and “pain free” move from paper to the cloud based, data platform.

Training sessions began on June 4th and were conducted for 3 weeks.  Each session lasted and average of 3 hours. Sessions were offered 3 times a day for a majority of the training window.

60 staff were trained at the Admin / SME level or the “Super User” curriculum.  17 Host Home providers, 306 Direct Support Staff and the Midwest Region’s first client were trained on the DSP skills.

“After the training sessions, I can appreciate the Phase approach to the Therap process”, commented Carol Mau, Executive Director.  “While we are simply altering where we record narratives, notes  and incident and accident reports, the new platform fundamentally alters the overall process.”

Mau added, “While we think we want all of the Therap modules right now, after the initial launch process, it is clear that the introduction of T-Log’s, GER’s, SComm’s and the back up strategy to the agency is plenty to start with.  We need to grow into the new platform and look forward to doing so.”

Mosaic / Des Moines DSA's practice Therap skills during one of the 42 training sessions offered in June.

Mosaic / Des Moines DSA's practice Therap skills during one of the 42 training sessions offered in June.

One of the biggest adjustments being made by the agency is the management of “real time” data.  In the paper environment, reports  took several days to circulate through the responsible staff for information entry.  With the advent of Therap, information is immediate and available for all assigned staff to review at will.

“The increased speed of information can be a bit overwhelming, but we are welcoming the change”, stated Jen Zajicek, Des Moines  Associate Director.  “I can tell you this… Since launching Therap, my ‘inbox’ has never been this empty!  The gain in efficiency is incredible.”

“I love the ability to learn what is happening at each group home as it happens”, said Zajicek.  “We can immediately identify possible issues and provide timely coaching for service improvement.  Something we could not always do with paper.”

By |2016-11-03T10:15:35+00:00July 31st, 2012|Categories: Jeff Mau's posts|Tags: , , , |1 Comment

Looking forward to the Iowa Therap Conference!

July has presented me the opportunity plan, plan, plan for the next part of the Mosaic Midwest Region deployment of Therap.  Remaining “Phase 1” deployment falls into August, September and October.   We will be launching Waukon, Iowa, Pontiac and Rockford Illinois respectively.  When these agencies are launched, I will have trained over 1100 staff.   (Only 210 to go!)

If my altered plan comes to pass,  I will be able to go to the September 19-20, Iowa Therap Conference in Des Moines!  If you are an Iowa Therap user, I would highly suggest that you consider attending.  I am looking forward to it.

I attended the National Conference last February and found it to be very informative.  If history is a teacher, the sessions will provide all sorts of opportunity to learn more “tricks” and detail that you would not normally look for on a daily basis.

You’ll be completely impressed with how accessible Therap leadership is.  Therap wants your input!  They will ask you more questions that you ask them!  Bring your ideas, suggestions…no matter how obscure you may think they are… Therap listens!

The biggest benefit will be the opportunity to talk to other Iowa Therap users!  Agencies have to comply with the same set of Iowa regulations.  The exchange of ideas and contact information will pay HUGE dividends.

Click here to learn more:  https://www.therapservices.net/conferences/?p=1622

See you there!  Register now.

By |2012-07-11T20:30:21+00:00July 11th, 2012|Categories: Jeff Mau's posts|Tags: , , , , |Comments Off on Looking forward to the Iowa Therap Conference!

Mosaic Osceola, Iowa & Des Moines, Iowa Agencies are LIVE.

Shame on me for not blogging… I have been a little busy.

Since my last post, I have been in the throes of launching 2 more Mosaic agencies.  Osceola / Chariton officially began using the “Big 3” modules on Tuesday, May 22nd and Des Moines implement the same modules on June 21st.

Since the last week of April, I have trained over 490 staff who provide care to over 260 individuals.  383 of those staff were trained in the last 16 days.  Needless to say… I can now train T-Log’s, GER’s and SComm’s in my sleep.

After all of this training, I am convinced that the hardest part of the class is logging into the system.  For some reason, login name, password and provider code tends to create the most confusion for a majority of new users.  I have yet to figure out why.  Perhaps the human being has a switch in the brain… perhaps when the words “case sensitive” are spoken, the ears are turned off?

You would think that new users would have issues with writing GER’s or T-Log’s… but, that is not the case.  Therap is so simple and intuitive, the content in these modules is typically beyond what was the expectation.

My friends, the most common mistake…user error…problem is……..wait for it…………..

“I locked myself out of Therap.  Could you please reset my password?”

Am I complaining?  No.

I find it absolutely amazing that a vast majority of new users of Therap can attend a 3 hour training course, and then begin using the system, just as easily as “a fish takes to water”.

Best,

Jeff

BTW – I trained my first “Individual” at the Des Moines agency.  He cannot wait to access his notes.

 

Mosaic’s Macomb, IL Agency is LIVE!

After 4 solid weeks of “living” in Macomb, Illinois… Mosaic’s Macomb / Bushnell agency is now using T-Log’s, GER’s and SComm’s.  168 staff attended 21 training sessions to prepare for the April 12th launch.  Information is flowing in and efficiencies are immediately being realized as the agency inputs data for 95 individuals.

The training experienced was well received by staff.  Many commented, after training, that they could see the benefits of this type of system.  While some expressed concerns regarding the new process, simple explanations over came the objections.  Moving from a paper driven environment to the “almighty cloud” does create questions.  The key was to remind staff that we were not altering the content, merely recording the information in a new place and process…no more, no less.

As agencies move to Therap (Mosaic and others), I would stress the following during any training sessions…

1) Moving from paper to a cloud based system requires a learning curve.  Take your time and remember your training when the agency makes the switch.

2) This is not a “Big Brother is watching you system”.  The intent is to increase “the velocity of information” to better provide service supports.  Once the data is in Therap, there is no longer the need to physically move the 3-Ring Binders from the program to the office to review and report.  Also, everyone with the need to see the data…can… with the click of a mouse.

3) Therap allows staff to record their actions in ‘real time’.  You read the information…become informed…and you acknowledge that you did so.  Typically, this is not always possible in the paper world.  Get credit when credit is due!

Thank you Mosaic / Macomb for allowing me the time to help you launch Therap.

By |2012-04-19T13:48:09+00:00April 19th, 2012|Categories: Jeff Mau's posts|Tags: , , |1 Comment

ROAD TRIP!

Starting Monday, I will begin the task of bringing 6 more Mosaic agencies into the Therap realm.  My overall plan is to launch 1 agency per month…which means I will be living in hotels for 4 of the next 6 months.

Next week, I initiate the process in Macomb, Illinois with the agency staff.  The local Therap Team has been doing all of the required prep work, I have started the production database build, HQ is doing what they do… as of this blog, we are on schedule.   Let’s see… car rented, hotel verified, computer ready, “ebay special” Epson projector tested, Kick Off presentation complete… I am ready to spread the Therap Gospel!

Week 1…all agency Kick Off meetings.  This is where I engage the entire agency an deliver the who, what, when, where and why of Therap.  We will deliver the message to 168 staff that on April 12, they will start using T-Logs, GERs, SComms, and the off line forms in the event of internet outage. 5 sessions are scheduled.

Week 2…I return to Macomb to train the leadership staff on the art of being a local Therap Administrator and / or Subject Matter Expert.  Think “train the trainer”…plus some extra stuff.  Originally, it was thought that a single person would be the SME and another would be the Admin.  I am seeing that a shared responsibility approach is preferred.  So, we show all supervisor staff and above this information.  This equates to more support for all.  The “almighty cloud” allows for this strategy as well and emulates current practices.

Week 3…back to Macomb for Direct Care Staff training.

Week 4…back to Macomb for Direct Care Staff training and a Thursday launch.

If all goes as planned (and has happened in other launches)…  All staff will be able to access Therap and use the Phase 1 modules with no problems on launch day.  Clients and staff should be assigned to their appropriate programs.  Staff can easily access people and modules.  And the only issues we have are forgotten passwords.  On April 13th, it will be smooth running, Therap newbie agency…even if it is a Friday!

After Macomb…

Osceola, Iowa… April / May

Des Moines, Iowa… May / June

Rockford, Illinois… July

Waukon, Iowa… August

Pontiac, Illinios… September

…then, we start Phase 2… ISP.

By |2016-11-03T10:15:44+00:00March 15th, 2012|Categories: Jeff Mau's posts|Tags: , , |Comments Off on ROAD TRIP!

Iowa Therap Users Unite!

Reminiscing about the National Therap Conference… It was 3 days of learning… eating…sharing… eating… Therap leadership asking for ideas from the user community… eating… hearing about concepts and brainstorming about Therap…. and eating.   Learned a ton…and gained a few pounds.

One of the big ‘ah ha’ moments for me was learning about “Therap User Groups” in other states.  I can imagine a couple agency administrators at some state meeting for providers, talking about data collection and the comment is made, “You use Therap too?” Input the “snowball effect” here and pretty soon you have 4 or 5 agencies sharing ideas and supporting each other on all sorts of topics and state specific issues. Moreover, all with the blessing and full support of Therap.

Even though I have been bestowed the title of “Therap Certified Trainer” and have a pretty good grasp of the “mechanical” aspect of using the database, I know that it would help me to learn from other users in Iowa as to how you approached…say…using the GER form to communicate with Iowa DHS…or…what has been your experience with auditors and/or inspectors with “view only access” to your Therap T-Logs. According to other members and founders of Therap User Groups I spoke with, these experiences have been positive, informative and helpful when identify solutions at the local level.

Richard Robbins, CEO and Therap founder, is very interested is seeing this happen. So much so that he would support Iowa by holding a 2 day, Regional Therap Conference in our state, provided the interest is there. (FYI – The “magic number” to have this event is somewhere between 50 and 75 attendees.) I am sure that Jeff Case, our Therap Representative, is interested in this effort as well.

So, fellow Iowa Therap User, if this is something you’d like to talk about, let’s meet for coffee and bandy about some ideas. Post your thoughts to my blog and who knows, we may be the catalyst that gets something started.

Best,

Jeff

P.S.  Don’t forget, we do have an “Iowa” page in Therap’s website.  https://help.therapservices.net/app/iowa

By |2018-02-25T13:06:28+00:00February 11th, 2012|Categories: Jeff Mau's posts|Tags: , , |Comments Off on Iowa Therap Users Unite!

It’s about the people we serve…

First…Thanks to Allison for taking the time to consider my skill set to become a Certified Trainer.  I hope I can serve “Therap Nation” proudly.

Second…Thanks to my immediate supervisor at Mosaic, Amy Stevens, for selecting me to be the Regional Therap Coordinator in the Mosaic Midwest Region.  Serving our clients in this fashion is truly a “mitzvah”  …  the definition of which includes ” the commandment to perform acts of human kindness”.

Like my peers, I have had the opportunity to spend time with the Mosaic clients.  My wife is the Executive Director for Mosaic-Des Moines.  Over the past 13 years, I have met and interacted with the local clients at various events.  Indeed, there are some clients that know me by first name and I thoroughly enjoy the time together.

The Mosaic experience has helped realize the big picture of the task at hand… that of creating more time to allow the front line staff to help people discover their possibilities in life.

I am the type of “nerd” who must see all of the current process steps before I can understand a new application and how it translates into the procedure.  I was able to spend a day with one of my friends at Mosaic and watch how his support staff work with him.  At the end of the shift, I was then witness to the charting process…a series of 3-ring binders to collect the daily data.  Then, queried the follow-up process to get the data farther up stream and what happens next.  How much time does it take?  Discussion on possible scenarios and the way the paper flows (not to mention the time).   While a solid procedure that has served the organization well,  it was crystal clear to me that moving the information collection to a “cloud” database application was due.  Mosaic leadership is spot on in deploying the Therap tool.

I can sum up the point I am trying to make in this short video about how I see my role as the Midwest Regional Therap Coordinator….

It’s about the people we serve.

Best,

Jeff

 

By |2016-11-03T10:15:50+00:00January 9th, 2012|Categories: Jeff Mau's posts|Tags: , , |2 Comments