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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