fy25_roadmap?: MTL Manual, add binning encounter information

[ljmoody]

AC:

• Include information found in 2024_10 Review and Document the Binning of Encounters using Time Assumptions between the Data UI -> Sim UI (e.g., Appointment Supply) #2851 re: binning of encounters using time assumptions between the Data UI -> Sim UI
• Determine where this information should be added within the Technical Documentation section.
• Information captured from this card - Is this what is supposed to be added to the manual?
  -->to be discussed at wk2 2024_08 #support_workflow

Data UI works for Team (AGG) Care (all the modules) - Translates counts of grouped CPT-coded encounters (that are defined by time).
How we decided:
Participatory process over 2014-2019 (5 years) - e.g., Medication Management (10 minutes to 40 minutes)

• 30-minutes is most realistic if you're thinking in actual time, not just coded encounters.
• Review distributions (mean, median, mode) and ask.
• Step 1: Counts the number of encounters of that type.
• Step 2: Vensim DSS processing of those counts it applies the duration of the visit (0.5 as the reflection of the CPT codes for 10-40 minutes [above])

[ljmoody]

Is it possible that this information is relevant or needs to be included, too?

• From MTL repo issue 413:

• We grouped 90832 30-min psychotherapy encounters with other encounters with similar visit lengths based on the most commonly reported usage of 90832 when reviewed with patient, provider and program or policy leads over the last 8 years.

• Anyone can check how all CPT-coded encounters are binned in the Data UI in the CPT Cheatsheet or in the dataEnc tab at mtl.how/data. This is designed to be transparent so teams can evaluate the strengths and weaknesses of each part of the data related to local needs and goals. For example, use of this encounter code can be discussed in relation to a particular team and understand how they use 90832 locally based on their type of team and staffing (e.g., PCMHI, BHIP, etc.).

There are two goals of making these groupings transparent for ongoing improvement/updates as needed:

1. participatory learning - The way we improve resources used for decision-making is through a process of mutual learning over time. This is possible with transparent resources.

2. systems thinking - The way we improve the flow of patients through care and toward improvement is by upgrading care decisions based on better understanding of patients flow through care over time. This is possible by translating common care problems into units of time (e.g., patients/week or hours/week) so clinicians can improve their care episodes and plans.

• From meeting notes taken:

Med Management:

• Calling all encounters 30 min, whether 10, 15, 25, or 40min code).
• Because Modeling to Learn data and simualtion resources do suggest that just because you had an <30min encounter doesn't mean you can schedule another veteran in the time left.
• In January 2023, X Wavier and add on codes were phased out.
• Durations of visits (10-40 minutes) are counted as 0.5 (all)
• Data UI works for Team care (all the modules) - translates counts of grouped CPT-coded encounters.
• Participatory process of 2014-2019 (5 years) - e.g., Medication Management (10min-40min)
• 30 minutes is most realistic if you're thinking in actual time, not just coded encounters
• Review distributions (mean, median, mode) and ask.
  **Key for interpreting appointment supply in hours. In particular, the Team Care (AGG) module.