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Virtual Full MDS: Q&A for Hub Staff

This document is intended to be a reference for YWHO service providers for administering the full YHWO minimum data set (MDS) electronically. Forms may to be sent electronically when the initial connection/intake with youth, and planning of their first appointment, is virtual. Service providers are encouraged to refer to their hub’s remote service pathway.

What needs to be done before the MDS link gets sent by email to youth?

• Confirm the youth’s correct email address and another way to contact them (e.g., phone number).
• Confirm you are sending out the appropriate forms.
• Remind youth to check their Junkmail folder in case the MDS gets emailed there in error.

How do I ensure the youth has completed all the forms? If they haven't what do I do then?

• Review the youth’s profile on the YWHO Data Collection Platform for the respective visit data to confirm if the forms have been completed. Click here for more information regarding this process.
• If the forms have not been completed, follow up with youth by phone or text to confirm that they received the email with the MDS link.

Should I be sending a reminder to a youth if they have not completed the forms before their appointment?

• If you check the YWHO Data Collection Platform, and the forms have not been completed (by a certain timeframe designated by your Hub network), please phone or text youth to ensure they received the email (it may have gone to their Junkmail folder), and gently remind them to respond to the questionnaires.

What if I sent the wrong forms to the youth’s email address?

• Follow up with youth by phone or text to let them know that they received some incorrect forms and that you will email a new link. If they have completed the questionnaires already, in order to minimize barriers, let them know that they can complete any other requisite forms with a service provider during their appointment.
• Please also delete form data from the YWHO Data Collection Platform if the youth completed the incorrect forms, as per the following links. (Please note that these functions only work if your account has SuperUser permissions).
  • Delete form data
  • Delete visit date

What if I get a bounce back email stating that the youth’s email address is not valid?

• Follow up with youth by phone or text (or in person if relevant) to let them know the email bounced, and request the correct email address.

What if the youth does not have a cell phone/tablet/computer to access the emailed MDS link?

• In this situation, please collect the remote MDS over the phone if the youth is able and willing.
• Retain some openness and flexibility in session to use the questionnaires to collect remaining information over the phone, if feasible. (e.g., “Are you okay if I ask you some questions about how you have been feeling in the past couple of weeks?” Then you can proceed to ask the K-10 or PHQ-9 forms, for example).

How long should it take youth to complete the virtual full MDS?

• The online questionnaires typically take about 15-30 minutes to finish. Please share with youth that this is just an estimate, and for some youth it may take more or less time. There is no time limit. Youth are welcome to go at whatever pace is comfortable for them.
• Youth are able to answer questions in more than one sitting. They can answer some questions, save their responses, and use the link that was sent with the questions to re-access the forms to finish them at another time before their appointment. The survey will start again where the youth left off.
  

Should I go through the consent form with youth before the MDS link gets emailed out to them?

• Yes. It is recommended that the Youth Navigator/Administrator/Intake person (i.e., the person who answers the phone and with whom the youth first speaks) goes through the consent form over the phone with youth (if they feel the youth is capable of providing consent) and is able to accurately answer any questions (e.g., limits of confidentiality). They can let the youth know that the service provider/clinician will review consent again with youth at their first session.
• Please also keep in mind the importance of introducing Measurement-Based Care, and be prepared to explain why YWHO collects the requested information.