A Report by the Sarnia/Lambton Health Transportation Working Group to The Erie St. Clair Local Health Integration Network for A Unified Health Transportation Service in Sarnia/Lambton Appendix November 2013 Appendices Planning Documents 1. Sarnia/Lambton Transportation Working Group Terms of Reference 2. Sarnia/Lambton Transportation Working Group Work Plan 3. Sarnia/Lambton Transportation Working Group Communication Plan 4. Sarnia/Lambton Transportation Working Group Contact List 5. Erie St. Clair LHIN Vehicle Replacement Policy 6. Transportation for Health Services in Sarnia Lambton - Constitution Presentations 7. Lambton Elderly Outreach 8. Lambton County Developmental Services 9. Canadian Red Cross 10. Family Services Kent 11. Easy Ride 12. Cancer Society 13. MetroLinx Reports 14. Dillon Report 15. Lambton Lift 16. Toronto Ride 17. Toronto Ride Memorandum of Understanding 18. South West Proposal 19. County of Simcoe Survey Results 20. NSM LHIN Transportation project 21. Eric Marr Thesis 22. OTN Listing 23. The Road Ahead 24. Canadian Red Cross and Lambton Elderly Outreach Memorandum of Understanding 25. Transportation Survey 59 DRAFT Terms of Reference for a Sarnia/Lambton Health Services Transportation Working Group Vision The Sarnia/Lambton Transportation Working Group will establish an integrated transportation system for health services in Sarnia/Lambton. The working group will strive to achieve this goal through a process that: 1. Brings together those agencies providing transportation services for medical, health, and social services in Sarnia/Lambton. 2. Unifies advertising and promotion, nature of service, fee structures, dispatching, software, fleet operations, routes, revenue/costs, client profiles (health/social) and other information that is required to provide an integrated service. 3. Builds a comprehensive understanding and knowledge of tthe transportation services in existence and requires a collaborative relationship amongst providers. 4. Identifies problems, overlaps, duplications and aany challengges or obstacles being faced both now and in the near future by the providers. 5. Examines various options or “models” for achieving an improved and integrated transportation service. 6. Proposes a model that most effectively serves the client population of Sarnia/Lambton. This includes criteria that should be met by a new service. 7. Provides a community engagement process that includes the working groups findings and stakeholder feedback. From the information gathered, the working group will rrecommend an organizational framework that achieves a more efficient and integrated transportation service for clients and patients. It will also recommend a methodology for surveying from time to time the users, stakeholders, and the public on the effectiveness of the new transportation system. Current Challenges The following highlights some of the current identified challenges: A combination of factors, including an increasing demand for health transportation, together with a limited supply of funding (respecting service accountability agreements prohibiting deficits), has resulted in health service providers limiting theiir transportation subsidies or limiting their transportation service. Changing demographics, settlement patterns, rising costs, and provincial health care policies present unprecedented challenges in the delivery of health care services. The City of Sarnia’s concern surrounding the reduction in subsidies at Lambton Elderly Outreach. There is concern that local/regional resources not assume financial responsibility for (unfunded) provincial health care policy decisions. There are limited public transportation options throughout the county. Potential redundancies and a lack of coordination have resulted in possible missed opportunities to leverage existing resources including technology, vehicles, staff, and related infrastructure. Local community service providers, such as the Kiddney Foundation’s dialysis service, have discontinued transportation services for their clients creating further demand pressures on current services. Deliverables Establish a multi-agency working group with the health transpoortation providers and the Erie St. Clair LHIN. Examine the cost structure and the subsequent fee structure for transportation services provided by health agencies (While different local agencies have different funding sources and abilities to raise revenues it is in the interest of fairness to clients, over time, to move toward more consistent client fee schedule). Examine the current inventory and utilization of current health related transportation assets. Inventory of transportation assets to include: vehicles, utilization/available capacity, eligibility, technology (scheduling, trip management, etc.), and financials. Examine the current and forecasted demand for transportation services. Examine recent reports such as the Windsor/Esssex Accessible Transportation Network report. Consideration of alternate governance and service delivery models including enhanced coordination/collaboration; brokerage - one-call, one-click; etc. Examine the opportunity for coordination of softwaare for scheeduling, dispatching, routing, vehicle utilization, and data analysis, and if necessary make a recommendation on a lead agency to purchase and manage fleet services. Innvolve the Ministry of Transportation and other local transportation providers in the process. Prepare a policy guide with emphasis on standardization of procedures, providing user friendly access, and establishing a central intake. Make recommendations on efficient and effective county-wide service delivery. Facilitatoro The Erie St. Clair LHIN will fund an external facilitator too assist with the review process. Timetable Meetings every three weeks from early February to May 2013 and monthly from May 20013 to October 2013. While the working group’s report should be available by a June 2013 timeframe, it is foreseen that the working group may become a standing body addressing ongoing transportation needs. This meeting structure would be conducive to implementation in stages of both short term and long term actions. Working Group Members Bluewater Health Faciilitator Canadian Cancer Society Kidney Foundation of Canada Canadian Red Cross Lambton College Erie St. Clair Community Care Access Lambton County Developmental Services Centre (CCAC) Lambton Elderly Outreach Erie St. Clair LHIN Sarnia Care-A-Van United Way – Sarnia Lambton Observer: St. Andrew’s Residence Observer: Family Services Kent Sarnia/Lambton Transportation Working Group Work Plan START INFORMATION INFORMATION INFORMATION WORKPLAN GATHERING GATHERING GATHERING Feb 25/13 TASK Mar 12/13 Mar 25/13 Apr 8/13 Feb 12/13 > Easy Ride > LEO Presentation Presentation > LCDS Presentation > Sarnia/Lambton > Canadian Red > Further information Transportation Strategy Cross Presentation gathered Presentation >Care-A-Van update > Terms of Reference/Scope > Future Projections > Task > Information Collected > CCS Presentation > Workplan > Brainstorming > Objectives > Facilitator Analysis > Community > Communication Plan Recommendations > CE Plan > Member updates > Data Collection Tool > Facilitator Analysis > SWOT > Communication Plan > Facilitator Analysis > > Recommendations COMMUNITY REPORT TO LHIN - OPTIONS PARTNERSHIP ROLES ENGAGEMENT Review Options REPORT PREFERRED OPTIONS REVIEW OF MODELS August 13 2013 FRAMEWORK PRELIMINARY REPORT September, 2013 October, 2013 June 11, 2013 May 7, 2013 July 9, 2013 > Community Engagement > Finalize >HSP Presentations >Integration Recommendations >Identify Stakeholders > Interim Report >Updates > Options Recommendations to LHIN > Workshop Ideas >Identify CE processes Board > Implementation ??? > Facilitator Analysis Paul Brown, ESC LHIN, April 2, 2013 Communications Plan Name Sarnia Lambton Transportation Committee Date March 14, 2013 Context • In an effort to better coordinate transportation within Sarnia/Lambton, the Sarnia/Lambton Transportation Committee was convened. Further details to be found on the TOR. Strategy • Provide proactive communications and public relations support for the Sarnia/Lambton Transportation Committee • To mitigate potential issues related to the controversial Opportunities contained within the Strategy • Work with all Sarnia/Lambton transportation agencies to collaboratively find ways to improve access to transportation services for residents of Sarnia/Lambton Outcomes • To foster support for the initiative and improve access to transportation services • To highlight new opportunities as positively impacting quality of health care services for the consumer and family (seamless, access to care, quality, equity) • To demonstrate ways to sustain (value) while creating opportunities for better care and better experiences • To demonstrate partnerships and collaborative planning with funded and non-funded stakeholders Phase 1 Tactic Audience Strategy Timeline Person Assigned Evaluation Identify • ESC LHIN • Gary Switzer/Shannon initiative’s • All stakeholders Completed Sasseville spokespeople • Internal • A resource to be used as a • Media • Communication Team Key messaging reference for consistent and Completed • Stakeholders • Paul Brown accurate messaging • General public • Dedicated web page where all public information regarding the LHIN initiative will be posted including website/Facebook • All stakeholders March 2013 • Andrew Tompsett minutes, resource documents, /Twitter communiques, news releases, reports, TOR,