create next year's budget.

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What is this program? The Maine Department of Health Sage Program exists to provide preventative healthcare to uninsured and underinsured low income Minnesotans. It pays for breast and cervical cancer screening for these individuals. It finds about 250 cancers a year, cancers that would not otherwise have been detected. It works with a network of about 750 medical providers and screens about 18,500 women a year. These women make up about half of the uninsured and underinsured women in the state in any given year. http://www.health.state.mn.us/divs/hpcd/ccs/screening/sage/ What is this spreadsheet? This spreadsheet shows this grant's 2013-2014 budget. It is set up so the headings for each grouping of budget are in a separate color. Totals are in red for each grouping. The total for the whole budget is at the bottom. The specifics for calculating each number are shown. How is Sage staffed? There is a management team who manages the unit. There is an outreach staff that handles patient recruitment, phone calls, staffing outreach events, and other outreach activities. There is a group that acts as a liaison with the clinic network to address any issues that are occuring. There are two persons who provide follow-up for persons who have abnormal tests or cancer. If someone has cancer, there is a separate program for paying for it. Follow-up staff ensure that anyone with cancer is enrolled in an insurance program or Medicaid. The federal government requires a vigorous analysis of data so there is a separate program evaluation group. Also, there is a group that handles the collection of all program data - registration data, service data and billing data. They also handle the $3M to $4 M of payments that are made to the various medical providers. For staff that do not show working 100% on this program, some work 75% time and some are working also on other programs. What am I supposed to do? It is time to create next year's budget. You are going to create it. Here are the parameters: - Staff are getting a 3% raise. Yay! - Fringe is 31.8% of salary. - The three lowest paid data entry staff are being laid off. They were budgeted only 9 months the previous year. - The Affordable Healthcare Act means that fewer people are available for the program. A new outreach program has to be created to increase outreach activities. This means all outreach activities need to increase by 50%. That includes the creation of mail pieces, printing, postage, TV, radio, billboards, etc. - Despite increasing outreach, the number of clients served will go down by 25%. :( All costs associated with the number of clients will go down by 25%. - All other costs are projeced to increase 2%, with inflation. - Overhead is 23.8% of costs except for the direct services provided to clients. So as your costs change, your overhead amount will also change. A hint: calculate this last. ACK! HOW DO I DO THIS? The tab labeled "Budget" is the budget. The tab labeled "Budget (again)" is the exact same thing. You can mess with the second one but I would recommend not messing with the first unless you are adept at Excel. You can make another column to create your budget or even take the existing form and just change the numbers. If you are not good with Excel, it is possible to do this by hand if you so choose. individuals. ecruitment, up for persons r it. Follow-up g also on other vious year. ach program e by 50%. That he numbers. Sage Screening Program PERSONNEL Employee Name Work Responsibility SAGE MANAGEMENT TEAM Shelly Madigan, M.P.H. Program Director Jonathan Slater, Ph.D Scientific Advisor Christina Nelson, M.P.H. Outreach Director Sarah Diaz, M.S. Financial Director OUTREACH STAFF Vacant Call Center Manager Manjusha Pillai, M.P.H. Navigation Coordinator Elizabeth LaCroix Patient Navigator Pa Xiong Patient Navigator Vacant (Spanish) Patient Navigator CLINIC LIAISONS Jim McLean, R.N., M.S.N. Clinic Liaison Gay Lynn Richards, R.N., Clinic Liaison FOLLOW-UP Elizabeth Wilson-Lopp Follow-Up Coordinator Mona Highsmith Follow-Up Coordinator OFFICE SUPPORT Leslie Carney Clerical Coordinator Kristin Berget Clerk Typist PROGRAM EVALUATION Scott Hedger Data Manager Michelle Waste, M.P.H. Evaluation Analyst DATA & FINANCIAL SUPPORT SERVICES Cheemeng Vang Programmer Joanne Noot Data Entry Coordinator Shannon McNamara Data Coordinator Xeng Khang Billing Assistant Kris Mosner Data Entry You Vang Data Entry Any Xiong Data Entry [Totals ---> FTE, Salary, Fringe *Fringe benefit rates are calculated at 31.8% of salary costs. Base Salary # Months Funded % Effort Salary Fringe* Total CDC Salary & Fringe $ $ $ $ 86,548 110,560 86,109 66,941 12 12 12 12 100% 10% 100% 100% $ $ $ $ 86,548 11,056 86,109 66,941 $ $ $ $ 27,522 3,516 27,383 21,287 $ $ $ $ 114,070 14,572 113,492 88,228 $ $ $ $ $ 54,330 41,864 37,396 40,925 38,544 12 12 12 12 12 50% 35% 75% 100% 100% $ $ $ $ $ 27,165 14,652 28,047 40,925 38,544 $ $ $ $ $ 8,638 4,659 8,919 13,014 12,257 $ $ $ $ $ 35,803 19,311 36,966 53,939 50,801 $ $ 82,747 82,747 12 12 100% 100% $ $ 82,747 $ 82,747 $ 26,314 $ 26,314 $ 109,061 109,061 $ $ 60,385 60,385 12 12 100% 100% $ $ 60,385 $ 60,385 $ 19,202 $ 19,202 $ 79,587 79,587 $ $ 43,848 40,131 12 12 100% 100% $ $ 43,848 $ 40,131 $ 13,944 $ 12,762 $ 57,792 52,893 $ $ 69,614 43,535 12 12 50% 50% $ $ 34,807 $ 21,768 $ 11,069 $ 6,922 $ 45,876 28,690 $ $ $ $ $ $ $ 69,238 54,288 54,288 43,723 40,131 32,886 33,283 12 12 12 12 9 9 9 50% 50% 50% 50% 50% 50% 50% 15.10 $ $ $ $ $ $ $ $ 34,619 27,144 27,144 21,862 20,066 16,443 16,642 990,725 $ 11,009 $ 8,632 $ 8,632 $ 6,952 $ 6,381 $ 5,229 $ 5,292 $ 315,051 Total FTE: $ $ $ $ $ $ $ $ 45,628 35,776 35,776 28,814 26,447 21,672 21,934 1,305,776 15.10 TRAVEL - INSTATE 1. Statewide travel to assist clinics. # Local Trips average # miles/trip = # Rural Trips (shorter) average # miles/trip = # Rural Trips (longer) average # miles/trip = # Nights Lodging # Days Per Diem # Parking 2. Statewide travel to recruit women from priority populations. 25 100 250 # Local Trips # Rural Trips (shorter) # Rural Trips (longer) # Nights Lodging # Days Per Diem # Parking 25 100 250 average # miles/trip = average # miles/trip = average # miles/trip = TRAVEL - OUTSTATE 1. Travel undertaken by up to 2 staff at the direction of CDC. Airfare: $ 500 Lodging: $ 130 Per Diem: $ 35 Ground Transportation: $ 100 x x x x x x per round-trip x per round-trip x per day x per round-trip x 195 65 17 17 55 90 trips x trips x trips x x x x $ $ $ $ $ $ 0.565 0.565 0.565 80.00 31.00 5.25 per mile = per mile = per mile = per day = per day = per day = 100 35 18 18 35 50 trips x trips x trips x x x x $ $ $ $ $ $ 0.565 0.565 0.565 80.00 31.00 5.25 per mile = per mile = per mile = per day = per day = per day = 1 4 4 1 trip(s) for nights for days for trip(s) for 2 2 2 2 $ $ $ $ $ $ staff = staff = staff = staff = 2,754 3,673 2,401 1,360 1,705 473 $ 12,366 $ 1,413 $ 1,978 $ 2,543 $ 1,440 $ 1,085 $ 263 $ Instate Travel: $ 8,722 21,088 $ 1,000 $ 1,040 $ 280 $ 200 $ Outstate Travel: $ 2,520 2,520 SUPPLIES 1. General Office Supplies: Funds are requested to purchase supplies not covered by indirect fundsneeded by staff to carry out daily activities of the program. Costs are estimated at: $ 62.00 per FTE x 15.10 FTE x 12 months = $ 11,234 $ 2. Envelopes (special order) for Direct Mail Projects: Funds are requested to purchase direct mail project components including: MDH-printed envelopes, postage, mailing list fees, and printing costs of mail pieces. Costs for postage, addressing, mailing list fees and printing are listed in "Other Expenses." These expenses are justified because direct mail recruitment is the most cost-effective way to recruit program-eligible women in Minnesota. Direct Mail Project Target Populations African American Women denied for Medicaid or MNCare Consumers Women in other MN State Programs Hispanic Women due for screening (Reminders) Sage Past Enrollees Clinics and Hospitals Total: Total Supplies: # of Envelopes x 5,000 70,000 120,000 120,000 2,500 17,000 20,000 6,000 360,500 Cost per Envelope = $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 Total Cost $ 450 $ 6,300 $ 10,800 $ 10,800 $ 225 $ 1,530 $ 1,800 $ 540 $ 32,445 $ $ 11,234 32,445 43,679 CONTRACTS 1. Screening, Diagnostic Referral, and Follow-Up Agreements: Providers will enroll program-eligible women, provide breast and cervical cancer screening, tracking, case management, and follow-up services. Sage eligibility will be determined by the providers per program guidelines. Staff physicians and/or nurses acting under written standing orders will provide services and all actions will be documented in medical charts. After transition to the SID database is complete, providers will submit patient data and invoices via a web-based platform, rather than paper forms. Providers will be paid on a fee-for-service basis according to prevailing Medicare rates. (Please see the Clinical Costs Worksheet and a list of active Sage providers included at the end of this budget.) Cost per client Clients 18,600 X 104.61 Total $ 1,945,746 $ 1,945,746 $ 171,169 $ 127,551 $ 60,909 $ 4,000 $ 10,000 $1,353.00 average monthly cost x months = 12 $ 16,236 $ 8. Patient Interpreter Contract #2 (All-in-One--Translation Agency, LLC): Under ongoing contract with All-in-One Translation, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period. 16,236 2. Screening Grant #1: (Sage Women's Clinic): The City of Bloomington's Division of Public Health, through an ongoing grant, operates a Sage specific, breast and cervical cancer screening clinic located in the Southdale Medical Center. Grant funds will pay for approximately 1,400 office visits, Pap smears, patient navigation and case management service. Sage pays for mammograms on a fee-for-service basis and are not part of the grant. Other funding to support this activity is listed in "4B. Contract Justifications" at the end of this budget. The grant is for a 12-month period. 3. Screening Grant #2 (Hennepin County Medical Center): Hennepin County Medical Center (HCMC), through an ongoing grant, will run weekly clinics for Sage patients. Grant funds will pay for approximately 825 office visits, patient navigation, case management and in-reach. The grant is for a 12-month period. 4. Case Management Grant (West Side Community Health Services): West Side Community Health Services (WCHS), through an ongoing grant, will provide case management and patient navigation services to women enrolled in Sage. WCHS is the largest FQHC in Minnesota with three clinics located in predominantly Latino neighborhoods. WCHS will also conduct clinic in-reach under this grant. The grant is for a 12-month period. 5. Institute for Clinical Systems Improvement (ICSI): Funds are requested to support a learning collaborative co-sponsored by Sage and Sage Scopes. The grantee, Institute for Clinical Systems Improvement (ICSI), will conduct a learning collaborative that brings together medical teams from approximately 15 clinics. The team's objectives are to learn about best practices in clinical systems and patient management to increase breast, cervical, and colorectal cancer screening. The teams will develop and implement improved systems that will be measured by screening rate changes through MN Community Measurement. They will also work to promote strategies for referring smokers to an appropriate quit line. The collaborative will use face-to-face meetings, conference calls and hands on technical assistance as teaching methods. This is a sole source contract that will be executed for a 12-month period. 6. Learning Community Contract (Contractor - to be determined): In collaboration with MN CCC and other chronic disease programs, Sage will implement a “Community Health Worker Learning Community.” The learning community will bring together administrative teams from approximately 10-15 clinics to learn about promising practices to successfully incorporate CHW’s into clinic systems and patient management to increase chronic disease prevention and cancer screening efforts. The contractor for this activity will be selected through a request for proposals and managed by the MN CCC Program. The c ontract is for a 12 month period. 7. Patient Interpreter Contract #1 (A to Z Friendly Languages): Under an ongoing contract with A to Z Friendly Languages, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period. $599.00 average monthly cost x months = 12 $ 7,188 9. Patient Transportation Contract #1 (Airport and Town Taxi): Under an ongoing contract with the State, Airport and Town Taxi provides service for Sage patients in the Twin Cities area without access to transportation and who are unable to access local bus service. The vendor currently charges a flat rate of $2.50 per ride and a $2.35 per mile charge. Sage providers contact the vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows: $310 average monthly cost for Sage x 12 months = $ 3,720 10. Patient Transportation Contract #2 (Twin City Transportation): Under an ongoing contract with the State, Twin City Transportation provides service for Sage patients in the Metro area without access to transportation and who are unable to access local bus service. This vendor charges a flat fee of $11.50 per ride and a $1.30 per mile charge. Their services become cost effective when patient rides exceed 8 miles. Sage providers contact the appropriate vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows: $ 7,188 $ 3,720 $50 average monthly cost for Sage x 12 months = $ 600 $ 11. Health-e-Web: Through an RFP process, Sage has contracted with Health-e-Web to be its medical claims clearinghouse. The projected FY14 costs are $15,000, which assumes an increase in the types of $ information transmitted electronically. 12. Graphic Design Services Contract (Triad Marketing and Advertising, Inc.): Under an ongoing contract with the State, Triad Marketing and Advertising, Inc. provides graphic design services for Sage. Staff will develop four new direct mail cards, two that increase population-based awareness and outreach to increase breast and cervical cancer screening in all age-eligible populations statewide and two mailers to supplement Sage's current inventory. New Sage direct mail recruitment pieces have not been developed since 2003. Staff will also develop three new billboard concepts that aim to prompt women to call the Sage Call Center to schedule their mammography appointment. Design services include meetings and research, concept and message development, preparing presentation art, preliminary test pieces and final designs to ready-format, copyright costs, and preparing and sending specification file to printer. The contract is for a 12-month period. $ Total Contracts: $ 600 15,000 16,500 2,378,619 OTHER EXPENSES 1. Phone: Funds are requested for phone line, cell and long distance charges for Sage staff. The majority of the telephone expense is for support of the Sage phone center including calls to the toll-free scheduling number, call center software and equipment charges. Costs are estimated at: $2,300 average phone cost per month x 12 months = $ 27,600 $ 2. Postage & Delivery: The State of MN covers the cost of general postage through indirect funds; however, large mailings such as the Sage direct mail projects are not covered. Funds are requested for the direct mail postage. The cost of machine addressing of direct mail envelopes is also requested and is included in the per piece postage cost. 360,500 # direct mail pieces x $ 0.32 postage & addressing per piece = $ 115,360 $ 3. General Photocopying: Funds are requested to pay for photocopy costs related to the daily operation of the program. This includes printing of Sage patient enrollment forms and some patient education materials. These costs, which are not covered by the state indirect fund, are estimated at: average program copy charge per month x $1,032 12 months = $ 12,384 $ 4. Direct Mail Printing: Direct Mail Recruitment Materials: Funds are needed to print direct mailers to be used in targeted direct mail campaigns throughout the state. Each mailing ranges in size from a few thousand to over 100,000, depending on the specific mailing project and mailing list used. Direct mail is one of Sage's most cost-effective outreach strategies. Sage will use direct mail to promote breast and cervical cancer awareness to all age-eligible women in MN and to motivate them to get age-appropriate cancer screening (Please refer above to the "Supplies" budget section, Line #2 for direct mail project details.) Printing costs for all direct mail campaigns are estimated at: total pieces x per piece = 360,500 $0.40 $ 144,200 $ 5. Mailing List Fees: Mailing lists are needed to conduct direct mail recruitment. Sage purchases commercial lists through consumer list vendors, buys lists from other State of MN Departments, and collaborates with Sage participating clinics and other organizations interested in targeting underserved MN women. Lists are used by Sage to target disparate populations including women of color, rarely and never screened, American Indians, and unscreened/uninsured clinic populations. The average cost per record is $.08 (with the exception of the Consumers list at $.04). The following Direct Mail (DM) recruitment projects require purchasing a list: # Records DM Project Target Populations Cost/Record 5,000 x $0.08 = $400 African American 120,000 x $0.04 = $4,800 Consumers 2,500 x $0.08 = $200 $ Hispanic 6. Computer Support: Effective July 1, 2008, the Department of Health began charging programs a Desktop User Support Fee to cover the cost of providing user support to each computer in the agency. The projected FY14 cost per FTE is as follows: $ 1,050 per FTE x 15.10 FTE = $ 15,855 $ 7. Media (Television): Funds are requested to support television (TV) media as an awareness and outreach strategy for Sage. Sage has used TV with live phone banks and ad campaigns for over 15 years and has found it to be nearly as effective and as cost-effective as direct mail. Campaigns consist of TV ads, live phone banks, news interviews and stories, and public service announcements all coupled with the program's toll-free line. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the TV stations are negotiated. Funds are requested for advertising on 4 metro TV stations: WCCO (CBS), KSTP (ABC), KMSP (FOX), and Univision; and one rural TV stations, WDIO (ABC). Ad costs range from $100 to $1,800 depending upon a station's service area, schedules, and phonebank capacity. Funds are also requested to produce five new ads that will air during live television campaigns. Production costs average $850 per ad. Sage TV campaigns typically run on a quarterly basis in conjunction with local and national breast cancer awareness efforts. 80 2 ads placements x TV billboard production fees x $500 $850 average cost per ad = average cost per ad = $ $ 40,000 1,700 $ 27,600 115,360 12,384 144,200 5,400 15,855 41,700 8. Media (Radio): Funds are requested to support radio media as an outreach tool for the program. Sage has successfully used radio advertising in the past coupled with the program's toll-free line. Radio commercial ads, interviews and stories are used in our radio campaigns. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the radio stations are negotiated. Ad costs range from $30 to $50 depending upon a station's service area, schedules, and capacity. Funds are also requested to produce two new ads that will air during the radio campaigns. 40 ads placements x average cost per ad = $ $40 1,600 2 radio ad production fees x average cost per ad = $ $80 160 $ 9. Media (Billboards): Funds are requested to support billboard media as an outreach tool for the program. The advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the outdoor advertising companies will be negotiated. The billboards will be rotated across 18 Twin Cities metropolitan locations and 15 selected Outstate locations over an approximately two month period. 2 $ 30,000 Clear Channel Outdoor (Twin Cities): $15,000 per month x months = 2 $ 5,550 $ Lamar Outdoor Advertising (Outstate): $2,775 per month x months = 10. Patient Rewards and Incentives: Sage has used gift cards to successfully recruit new and rarely and never screened women to program-funded services. The gift cards are used in conjunction with program outreach strategies such as direct mail or targeted media campaigns. Women receive a gift card of their choice as a reward for completing mammography screening. The reward is mailed out to a woman after their Sage enrollment information has been linked to a completed cancer screening in the Sage Integrated Database (SID). Evaluation has shown that rewards more than double the impact of our outreach strategies and also produce more cost-effective results. (Refer to Appendix 18 for more information.) # women receiving rewards 3,817 533 14 133 women (direct mail) x women (tv) x women (radio) x women (billboards) x Reward $15 $15 $15 $15 Vendor Admin Fee $1.85 $1.85 $1.85 $1.85 per reward per reward per reward per reward Total: = = = = Reward $57,255 $7,995 $210 $1,995 1,760 35,550 Vendor Admin Fee $7,061 $986 $26 $246 $67,455 $8,319 $ 11. Patient Transportation (Bus Tokens & Parking Vouchers): Funds are requested for bus tokens and parking vouchers to assist women without adequate transportation or income to access screening services. Bus tokens provide access to the Metro Transit bus routes. Parking vouchers are offered to women who have transportation, but who lack financial means to pay significant parking fees at some metro screening sites. Tokens and vouchers are tracked by the provider and reported to the Sage Program on a monthly basis. Bus Tokens: women x per round trip = 308 $6.00 $ 1,848 Parking Vouchers: women x per round trip = 241 $4.75 $ 1,145 $ 12. Cancer in Your Communities Presentations: Cancer in Your Communities (CCYC) is a curriculum that Sage will implement in collaboration with the MN CCC program at two locations. The CYCC curriculum educates CHW’s about cancer and early detection. It provides CHW's hands on learning skills and tools (breast, cervical and colorectal cancer flipcharts) to use to promote cancer screening to clients that they serve. (Liz WilsonLopp, a Sage staff person, will be our primary educator working on this; MN CCC will provide additional staff support towards this effort . Funds are requested for room rental, parking, and lunch for 25 participants at each training.) $ Total: Other Expenses $ 75,774 2,993 2,500 481,076 OVERHEAD 1. Program Administrative Costs The amount is calculated at 23.8% of direct costs, excluding items that are not assessed indirect. Fee-for-service costs are not assessed indirect but everything else is. This is used by MDH to pay for other costs like the Commissioner, the Legal Dept, the Email system, etc. Direct Costs $4,232,758 ($1,945,746) Less Contracts #1 (fee-for service provider payments) Base $2,287,012 x 23.8% x Rate Amount = $544,309 $ SUMMARY BUDGET Personnel Fringe Benefits In-State Travel Out of State Travel Supplies Contractual Other Totals $990,725 $315,051 $21,088 $2,520 $43,679 $2,378,619 $481,076 $4,232,758 544,309 Sage Screening Program PERSONNEL Employee Name SAGE MANAGEMENT TEAM Shelly Madigan, M.P.H. Jonathan Slater, Ph.D Christina Nelson, M.P.H. Sarah Diaz, M.S. OUTREACH STAFF Vacant Manjusha Pillai, M.P.H. Elizabeth LaCroix Pa Xiong Vacant (Spanish) Work Responsibility Base Salary # Months Funded % Effort Program Director Scientific Advisor Outreach Director Financial Director $ $ $ $ 86,548 110,560 86,109 66,941 12 12 12 12 100% 10% 100% 100% Call Center Manager Navigation Coordinator Patient Navigator Patient Navigator Patient Navigator $ $ $ $ $ 54,330 41,864 37,396 40,925 38,544 12 12 12 12 12 50% 35% 75% 100% 100% $ $ 82,747 82,747 12 12 100% 100% $ $ 60,385 60,385 12 12 100% 100% $ $ 43,848 40,131 12 12 100% 100% $ $ 69,614 43,535 12 12 50% 50% $ $ $ $ $ $ $ 69,238 54,288 54,288 43,723 40,131 32,886 33,283 12 12 12 12 9 9 9 50% 50% 50% 50% 50% 50% 50% 15.10 x x x 195 65 17 17 55 90 CLINIC LIAISONS Jim McLean, R.N., M.S.N. Clinic Liaison Gay Lynn Richards, R.N., Clinic Liaison FOLLOW-UP Elizabeth Wilson-Lopp Follow-Up Coordinator Mona Highsmith Follow-Up Coordinator OFFICE SUPPORT Leslie Carney Clerical Coordinator Kristin Berget Clerk Typist PROGRAM EVALUATION Scott Hedger Data Manager Michelle Waste, M.P.H. Evaluation Analyst DATA & FINANCIAL SUPPORT SERVICES Cheemeng Vang Programmer Joanne Noot Data Entry Coordinator Shannon McNamara Data Coordinator Xeng Khang Billing Assistant Kris Mosner Data Entry You Vang Data Entry Any Xiong Data Entry [Totals ---> FTE, Salary, Fringe *Fringe benefit rates are calculated at 31.8% of salary costs. TRAVEL - INSTATE 1. Statewide travel to assist clinics. # Local Trips # Rural Trips (shorter) # Rural Trips (longer) # Nights Lodging # Days Per Diem # Parking average # miles/trip = average # miles/trip = average # miles/trip = 25 100 250 2. Statewide travel to recruit women from priority populations. # Local Trips # Rural Trips (shorter) # Rural Trips (longer) # Nights Lodging # Days Per Diem # Parking average # miles/trip = average # miles/trip = average # miles/trip = TRAVEL - OUTSTATE 1. Travel undertaken by up to 2 staff at the direction of CDC. Airfare: $ 500 Lodging: $ 130 Per Diem: $ 35 Ground Transportation: $ 100 25 100 250 x x x per round-trip x per round-trip x per day x per round-trip x 100 35 18 18 35 50 1 4 4 1 SUPPLIES 1. General Office Supplies: Funds are requested to purchase supplies not covered by indirect fundsneeded by staff to carry out daily activities of the prog $ 62.00 per FTE x 2. Envelopes (special order) for Direct Mail Projects: Funds are requested to purchase direct mail project components including: MDH-printed envelopes, postage, mailing list fees mailing list fees and printing are listed in "Other Expenses." These expenses are justified because direct mail recruitment is th Minnesota. Direct Mail Project Target Populations African American Women denied for Medicaid or MNCare Consumers Women in other MN State Programs Hispanic Women due for screening (Reminders) Sage Past Enrollees Clinics and Hospitals # of Envelope Total: Total Supplies: CONTRACTS 1. Screening, Diagnostic Referral, and Follow-Up Agreements: Providers will enroll program-eligible women, provide breast and cervical cancer screening, tracking, case management, and providers per program guidelines. Staff physicians and/or nurses acting under written standing orders will provide services an to the SID database is complete, providers will submit patient data and invoices via a web-based platform, rather than paper prevailing Medicare rates. (Please see the Clinical Costs Worksheet and a list of active Sage providers included at the end of t Clients 18,600 2. Screening Grant #1: (Sage Women's Clinic): Cost per client X 104.61 The City of Bloomington's Division of Public Health, through an ongoing grant, operates a Sage specific, breast and cervical ca funds will pay for approximately 1,400 office visits, Pap smears, patient navigation and case management service. Sage pays grant. Other funding to support this activity is listed in "4B. Contract Justifications" at the end of this budget. The grant is for 3. Screening Grant #2 (Hennepin County Medical Center): Hennepin County Medical Center (HCMC), through an ongoing grant, will run weekly clinics for Sage patients. Grant funds wi management and in-reach. The grant is for a 12-month period. 4. Case Management Grant (West Side Community Health Services): West Side Community Health Services (WCHS), through an ongoing grant, will provide case management and patient navigati Minnesota with three clinics located in predominantly Latino neighborhoods. WCHS will also conduct clinic in-reach under th 5. Institute for Clinical Systems Improvement (ICSI): Funds are requested to support a learning collaborative co-sponsored by Sage and Sage Scopes. The grantee, Institute for Clin that brings together medical teams from approximately 15 clinics. The team's objectives are to learn about best practices in and colorectal cancer screening. The teams will develop and implement improved systems that will be measured by screenin work to promote strategies for referring smokers to an appropriate quit line. The collaborative will use face-to-face meeting methods. This is a sole source contract that will be executed for a 12-month period. 6. Learning Community Contract (Contractor - to be determined): In collaboration with MN CCC and other chronic disease programs, Sage will implement a “Community Health Worker Learnin administrative teams from approximately 10-15 clinics to learn about promising practices to successfully incorporate CHW’s i disease prevention and cancer screening efforts. The contractor for this activity will be selected through a request for propos month period. 7. Patient Interpreter Contract #1 (A to Z Friendly Languages): Under an ongoing contract with A to Z Friendly Languages, medical interpretation services are provided for Sage patients enr languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpre $1,353.00 8. Patient Interpreter Contract #2 (All-in-One--Translation Agency, LLC): Under ongoing contract with All-in-One Translation, medical interpretation services are provided for Sage patients enrolled a languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpre $599.00 9. Patient Transportation Contract #1 (Airport and Town Taxi): Under an ongoing contract with the State, Airport and Town Taxi provides service for Sage patients in the Twin Cities area wit service. The vendor currently charges a flat rate of $2.50 per ride and a $2.35 per mile charge. Sage providers contact the ve patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then contract is for a 12-month period. Costs are estimated as follows: $310 average monthly cost 10. Patient Transportation Contract #2 (Twin City Transportation): Under an ongoing contract with the State, Twin City Transportation provides service for Sage patients in the Metro area with service. This vendor charges a flat fee of $11.50 per ride and a $1.30 per mile charge. Their services become cost effective w appropriate vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage ride is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated $50 average monthly cost for Sa 11. Health-e-Web: Through an RFP process, Sage has contracted with Health-e-Web to be its medical claims clearinghouse. The projected FY14 information transmitted electronically. 12. Graphic Design Services Contract (Triad Marketing and Advertising, Inc.): Under an ongoing contract with the State, Triad Marketing and Advertising, Inc. provides graphic design services for Sage. Sta population-based awareness and outreach to increase breast and cervical cancer screening in all age-eligible populations stat Sage direct mail recruitment pieces have not been developed since 2003. Staff will also develop three new billboard concept their mammography appointment. Design services include meetings and research, concept and message development, prep ready-format, copyright costs, and preparing and sending specification file to printer. The contract is for a 12-month period. Total Contracts: OTHER EXPENSES 1. Phone: Funds are requested for phone line, cell and long distance charges for Sage staff. The majority of the telephone expense is fo scheduling number, call center software and equipment charges. Costs are estimated at: $2,300 average phone cost per mon 2. Postage & Delivery: The State of MN covers the cost of general postage through indirect funds; however, large mailings such as the Sage direct m postage. The cost of machine addressing of direct mail envelopes is also requested and is included in the per piece postage c 360,500 # direct mail pieces x 3. General Photocopying: Funds are requested to pay for photocopy costs related to the daily operation of the program. This includes printing of Sage These costs, which are not covered by the state indirect fund, are estimated at: $1,032 average program copy charge per month 4. Direct Mail Printing: Direct Mail Recruitment Materials: Funds are needed to print direct mailers to be used in targeted direct mail campaigns thro over 100,000, depending on the specific mailing project and mailing list used. Direct mail is one of Sage's most cost-effective cervical cancer awareness to all age-eligible women in MN and to motivate them to get age-appropriate cancer screening (Ple mail project details.) Printing costs for all direct mail campaigns are estimated at: 360,500 5. Mailing List Fees: Mailing lists are needed to conduct direct mail recruitment. Sage purchases commercial lists through consumer list vendors, b Sage participating clinics and other organizations interested in targeting underserved MN women. Lists are used by Sage to ta never screened, American Indians, and unscreened/uninsured clinic populations. The average cost per record is $.08 (with th (DM) recruitment projects require purchasing a list: # Records DM Project Target Populations 5,000 African American 120,000 Consumers 2,500 Hispanic 6. Computer Support: Effective July 1, 2008, the Department of Health began charging programs a Desktop User Support Fee to cover the cost of pr FY14 cost per FTE is as follows: 7. Media (Television): Funds are requested to support television (TV) media as an awareness and outreach strategy for Sage. Sage has used TV with it to be nearly as effective and as cost-effective as direct mail. Campaigns consist of TV ads, live phone banks, news interview program's toll-free line. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are the TV stations are negotiated. Funds are requested for advertising on 4 metro TV stations: WCCO (CBS), KSTP (ABC), KMSP costs range from $100 to $1,800 depending upon a station's service area, schedules, and phonebank capacity. Funds are also campaigns. Production costs average $850 per ad. Sage TV campaigns typically run on a quarterly basis in conjunction with lo 80 2 ads placements x TV billboard production fees x 8. Media (Radio): Funds are requested to support radio media as an outreach tool for the program. Sage has successfully used radio advertisin commercial ads, interviews and stories are used in our radio campaigns. The paid advertisements prompt women to call; wo appointments. Pro bono or match contributions from the radio stations are negotiated. Ad costs range from $30 to $50 dep are also requested to produce two new ads that will air during the radio campaigns. 40 ads placements x 2 radio ad production fees x 9. Media (Billboards): Funds are requested to support billboard media as an outreach tool for the program. The advertisements prompt women to for appointments. Pro bono or match contributions from the outdoor advertising companies will be negotiated. The billboar 15 selected Outstate locations over an approximately two month period. Clear Channel Outdoor (Twin Cities): $15,000 per month x Lamar Outdoor Advertising (Outstate): $2,775 per month x 10. Patient Rewards and Incentives: Sage has used gift cards to successfully recruit new and rarely and never screened women to program-funded services. The g such as direct mail or targeted media campaigns. Women receive a gift card of their choice as a reward for completing mamm Sage enrollment information has been linked to a completed cancer screening in the Sage Integrated Database (SID). Evaluat outreach strategies and also produce more cost-effective results. (Refer to Appendix 18 for more information.) # women receiving rewards 3,817 533 14 133 women (direct mail) x women (tv) x women (radio) x women (billboards) x Reward $15 $15 $15 $15 11. Patient Transportation (Bus Tokens & Parking Vouchers): Funds are requested for bus tokens and parking vouchers to assist women without adequate transportation or income to acc Transit bus routes. Parking vouchers are offered to women who have transportation, but who lack financial means to pay sig vouchers are tracked by the provider and reported to the Sage Program on a monthly basis. Bus Tokens: 308 Parking Vouchers: 241 12. Cancer in Your Communities Presentations: Cancer in Your Communities (CCYC) is a curriculum that Sage will implement in collaboration with the MN CCC program at tw early detection. It provides CHW's hands on learning skills and tools (breast, cervical and colorectal cancer flipcharts) to use to Lopp, a Sage staff person, will be our primary educator working on this; MN CCC will provide additional staff support towards for 25 participants at each training.) Total: Other Expenses OVERHEAD 1. Program Administrative Costs The amount is calculated at 23.8% of direct costs, excluding items that are not assessed indirect. Fee-for-service costs are no for other costs like the Commissioner, the Legal Dept, the Email system, etc. Direct Costs Less Contracts #1 (fee-for service provider payments) Base x Rate Amount = SUMMARY BUDGET Personnel Fringe Benefits In-State Travel Out of State Travel Supplies Contractual Other Totals $990,725 $315,051 $21,088 $2,520 $43,679 $2,378,619 $481,076 $4,232,758 Salary Fringe* Total CDC Salary & Fringe $ $ $ $ 86,548 11,056 86,109 66,941 $ $ $ $ 27,522 3,516 27,383 21,287 $ $ $ $ 114,070 14,572 113,492 88,228 $ $ $ $ $ 27,165 14,652 28,047 40,925 38,544 $ $ $ $ $ 8,638 4,659 8,919 13,014 12,257 $ $ $ $ $ 35,803 19,311 36,966 53,939 50,801 $ $ 82,747 $ 82,747 $ 26,314 $ 26,314 $ 109,061 109,061 $ $ 60,385 $ 60,385 $ 19,202 $ 19,202 $ 79,587 79,587 $ $ 43,848 $ 40,131 $ 13,944 $ 12,762 $ 57,792 52,893 $ $ 34,807 $ 21,768 $ 11,069 $ 6,922 $ 45,876 28,690 $ $ $ $ $ $ $ $ 34,619 27,144 27,144 21,862 20,066 16,443 16,642 990,725 trips x trips x trips x x x x $ 11,009 $ 8,632 $ 8,632 $ 6,952 $ 6,381 $ 5,229 $ 5,292 $ 315,051 Total FTE: $ $ $ $ $ $ 0.565 0.565 0.565 80.00 31.00 5.25 $ $ $ $ $ $ $ $ 45,628 35,776 35,776 28,814 26,447 21,672 21,934 1,305,776 15.10 per mile = per mile = per mile = per day = per day = per day = $ $ $ $ $ $ 2,754 3,673 2,401 1,360 1,705 473 $ 12,366 trips x trips x trips x x x x $ $ $ $ $ $ 0.565 0.565 0.565 80.00 31.00 5.25 trip(s) for nights for days for trip(s) for per mile = per mile = per mile = per day = per day = per day = 2 2 2 2 daily activities of the program. Costs are estimated at: 15.10 FTE x 12 staff = staff = staff = staff = months = $ 1,413 $ 1,978 $ 2,543 $ 1,440 $ 1,085 $ 263 $ Instate Travel: $ 8,722 21,088 $ 1,000 $ 1,040 $ 280 $ 200 $ Outstate Travel: $ 2,520 2,520 $ 11,234 $ 11,234 postage, mailing list fees, and printing costs of mail pieces. Costs for postage, addressing, ect mail recruitment is the most cost-effective way to recruit program-eligible women in # of Envelopes x 5,000 70,000 120,000 120,000 2,500 17,000 20,000 6,000 360,500 Cost per Envelope = $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 $0.09 Total Cost $ 450 $ 6,300 $ 10,800 $ 10,800 $ 225 $ 1,530 $ 1,800 $ 540 $ 32,445 $ $ 32,445 43,679 case management, and follow-up services. Sage eligibility will be determined by the rs will provide services and all actions will be documented in medical charts. After transition form, rather than paper forms. Providers will be paid on a fee-for-service basis according to s included at the end of this budget.) Total $ 1,945,746 $ 1,945,746 ic, breast and cervical cancer screening clinic located in the Southdale Medical Center. Grant ment service. Sage pays for mammograms on a fee-for-service basis and are not part of the budget. The grant is for a 12-month period. $ 171,169 $ 127,551 $ 60,909 $ 4,000 $ 10,000 $ 16,236 7,188 $ 7,188 patients. Grant funds will pay for approximately 825 office visits, patient navigation, case ment and patient navigation services to women enrolled in Sage. WCHS is the largest FQHC in t clinic in-reach under this grant. The grant is for a 12-month period. grantee, Institute for Clinical Systems Improvement (ICSI), will conduct a learning collaborative n about best practices in clinical systems and patient management to increase breast, cervical, be measured by screening rate changes through MN Community Measurement. They will also use face-to-face meetings, conference calls and hands on technical assistance as teaching ty Health Worker Learning Community.” The learning community will bring together fully incorporate CHW’s into clinic systems and patient management to increase chronic ugh a request for proposals and managed by the MN CCC Program. The contract is for a 12 ed for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most urs or greater of interpreter service. The contract is for a 12-month period. average monthly cost x 12 months = $ 16,236 Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most urs or greater of interpreter service. The contract is for a 12-month period. average monthly cost x 12 months = $ n the Twin Cities area without access to transportation and who are unable to access local bus providers contact the vendor (depending upon patient location) and schedule rides for uled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The average monthly cost for Sage x 12 months = $ 3,720 $ 3,720 s in the Metro area without access to transportation and who are unable to access local bus become cost effective when patient rides exceed 8 miles. Sage providers contact the e vendors track Sage rides via an account number given when rides are scheduled. An invoice iod. Costs are estimated as follows: rage monthly cost for Sage x 12 months = $ 600 $ 600 use. The projected FY14 costs are $15,000, which assumes an increase in the types of $ 15,000 $ $ 16,500 2,378,619 27,600 $ 27,600 uch as the Sage direct mail projects are not covered. Funds are requested for the direct mail n the per piece postage cost. $ 0.32 postage & addressing per piece = $ 115,360 $ 115,360 ign services for Sage. Staff will develop four new direct mail cards, two that increase -eligible populations statewide and two mailers to supplement Sage's current inventory. New e new billboard concepts that aim to prompt women to call the Sage Call Center to schedule sage development, preparing presentation art, preliminary test pieces and final designs to for a 12-month period. telephone expense is for support of the Sage phone center including calls to the toll-free age phone cost per month x 12 months = $ includes printing of Sage patient enrollment forms and some patient education materials. copy charge per month x 12 months = $ 12,384 $ 12,384 irect mail campaigns throughout the state. Each mailing ranges in size from a few thousand to age's most cost-effective outreach strategies. Sage will use direct mail to promote breast and ate cancer screening (Please refer above to the "Supplies" budget section, Line #2 for direct total pieces x $0.40 per piece = $ 144,200 $ 144,200 consumer list vendors, buys lists from other State of MN Departments, and collaborates with sts are used by Sage to target disparate populations including women of color, rarely and er record is $.08 (with the exception of the Consumers list at $.04). The following Direct Mail x x x Cost/Record $0.08 $0.04 $0.08 = = = $400 $4,800 $200 $ 5,400 ee to cover the cost of providing user support to each computer in the agency. The projected $ 1,050 per FTE x 15.10 FTE = $ 15,855 $ 15,855 e. Sage has used TV with live phone banks and ad campaigns for over 15 years and has found ne banks, news interviews and stories, and public service announcements all coupled with the gibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from (CBS), KSTP (ABC), KMSP (FOX), and Univision; and one rural TV stations, WDIO (ABC). Ad capacity. Funds are also requested to produce five new ads that will air during live television sis in conjunction with local and national breast cancer awareness efforts. placements x d production fees x $500 $850 average cost per ad = average cost per ad = $ $ 40,000 1,700 $ 41,700 ully used radio advertising in the past coupled with the program's toll-free line. Radio ompt women to call; women are screened for eligibility and, if eligible, are scheduled for nge from $30 to $50 depending upon a station's service area, schedules, and capacity. Funds placements x production fees x $40 $80 average cost per ad = average cost per ad = $ $ 1,600 160 $ 1,760 ments prompt women to call; women are screened for eligibility and, if eligible, are scheduled negotiated. The billboards will be rotated across 18 Twin Cities metropolitan locations and per month x per month x 2 2 $ $ months = months = 30,000 5,550 $ 35,550 m-funded services. The gift cards are used in conjunction with program outreach strategies ard for completing mammography screening. The reward is mailed out to a woman after their Database (SID). Evaluation has shown that rewards more than double the impact of our ormation.) Vendor Admin Fee $1.85 $1.85 $1.85 $1.85 per reward per reward per reward per reward Total: = = = = Reward $57,255 $7,995 $210 $1,995 Vendor Admin Fee $7,061 $986 $26 $246 $67,455 $8,319 $ 75,774 ortation or income to access screening services. Bus tokens provide access to the Metro nancial means to pay significant parking fees at some metro screening sites. Tokens and women x women x $6.00 $4.75 per round trip = per round trip = $ $ 1,848 1,145 $ 2,993 e MN CCC program at two locations. The CYCC curriculum educates CHW’s about cancer and ancer flipcharts) to use to promote cancer screening to clients that they serve. (Liz Wilsonnal staff support towards this effort . Funds are requested for room rental, parking, and lunch $ 2,500 $ 481,076 $ 544,309 e-for-service costs are not assessed indirect but everything else is. This is used by MDH to pay $4,232,758 ($1,945,746) $2,287,012 x 23.8% $544,309
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