Data Collection/Monitoring/Follow Up Calls

2013 Collaborative Session Notes

Alumni Monitoring and Outcome Data Collection

Convener: Chris Gates, MAP Accountability Services  [email protected]

Scribe: Sherri Layton, La Hacienda  [email protected]


Lauren White, Pine Grove

Tim McLeod, Sierra Tucson

Carver Brown, Pine Grove

Harold Jonas, SoberSystems

Jacob Goldberg, St. Christopher’s Addiction Wellness

Lauren Younger , New Directions for Women

Jordan Spektor, A New Path

Diana Drake, New Beginning Lake Charles

Jason Wahler, Northbound

Keenen Diamond, Northbound

Tori DeGroote, Mission Pacific Coast Recovery

Brianna Jones, Recovery Ways

Kacy Marion, Origins Recovery Center


Telephone Monitoring Programs

Engagement of multiple contacts in support group

Outcome Data Collection

Interaction between monitoring program and treatment provider

Peer Recovery Support Specialist training and certification

What are we learning from outcome data to prepare us to provide better recovery support?

Definitions of recovery

Clarifying a common definition for the industry

What the future holds for reimbursement

2013 Collaborative Session Notes 

Recovery Management Follow Up Calls

Convener: Michael Holtzer, CeDAR [email protected]


Sherri Layton, La Hacienda

Austin Berry, The Last Resort

Ross Martin, Focus Healthcare of TN

Brianna Jones, Recovery Ways

Bill Kinloch, The Refuge

Sabrina Mathis, Foundations Recovery Network

Murry Sandlin, Ranch of Dove Tree

Jacob Goldberg, St. Christopher’s Addiction Wellness

Susan Kerr, Focus Healthcare of TN

Kym Vasey, Gateway Foundation

Chris Gates, MAP Health Management

Gina Thorne, Lakeview Health

Carver Brown, Pine Grove


Alumni staff meet patient the week before they leave

– Use that info learned when making calls

– Don’t call while in residential but will be re-assessing policy this month

Implementation of Follow-up Phone calls


1 week

30 day

60 day

90 day

6 months

9 months

1 year

If learn that alum has slipped, then get the call back to the admissions team. DO NOT ADVISE

Obstacles and challenges

– No answer

– In relapse

Re-did workbooks to include the attached recovery plan

There is no disconnect by the clinicians after patient leaves treatment

– Once a patient, always a patient

Calls performed by 3 alumni staff members


La Hacienda


1 week

90 days

1 year

Uses the 2nd contact number listed on the emergency contact that is given at time of admission when

have a bad phone number or are unable to reach them after a few attempts

– Patient signed consent to contact the secondary person

o Don’t disclose info on that call

o Just wanting to check up

o Do you have a new number

2014 Collaborative Session Notes


Convener: Heather Lister, CeDAR  [email protected]

Paul Scudo, CeDAR         Bri Jones, Recovery Ways
Janelle Wesloh, Hazelden Betty Ford          Chris Gates, MAP
Karen Zaccour, Lakeview           Sabrina Mathis, Foundations
Jonathan Routhier, Westbridge       Courtney Wood, Westbridge
Ami Gilland, Lakeview          John Courshon, Gateway
Murry Sandlin, The Ranch at Dove Tree      Mallie Tucker, Ascend Recovery
Tori De Groote, Sovreign

Follow Up Calls?

  • Several RGS do 30, 60,90 day for customer rleationship management database

CeDAR program:

  • Individual meetings with patients
  • Groups/classes with patients
  • Work on an individual recovery paln with patient
  • Follow up call (email and text) schedule: 1 week, 1 month, 2 months, 3 months, 6 months, 9 months, and 1 year
  • Educational workshops for alumni
  • Recreational events for alumni
  • Peer support volunteer programs

How can we track alumni attendance?

  • Sign up sheet
  • Computerized system
  • Constant Contact (not always accurate)
  • 3rd party company that does follow up calls and coaching
  • Use marketing/fundraisiing database to track
  • Group texting
  • Excel spreadsheet for tracking
  • Time management – important to stay on top of calls

Part of the shift from acute care to recovery management model

Fall 2015 Collaborative Notes

Data Collection and Alumni Services

Convener: Chris Gates, MAP  [email protected]

Scribe:  Megan Hoyt, Recovery Ways [email protected]


Xena Blair, Acadia Malibu   [email protected]

Mitch Cox, Focus Chattanooga  [email protected]

Heidi Chaffee, Sunspire-Astoria Pointe  [email protected]

Jaana Woodbury, Northbound  [email protected]

Brittini Lyons, Sunspire-Spring Hill   [email protected]

Adam Blough, Waters Edge Recovery   [email protected]


Data collection falls into the lap of alumni services

The industry is asking for outcome data for research and legitimacy

Contact Jaana Woodbury for a form that she uses for NATAP benchmarking if you are interested

How can we manage all of the data?

  • Developing the right questions to get the results we need

Quarterly data doesn’t yield results that help treatment centers to implement new strategy

Insurance companies are asking for data to compare treatment centers

Peer-to-peer interaction improves participation

Questions asked are just as important as the answers

  • To get truth, try asking different questions at different periods of time

There has to be standardized data to analyze if our programs are functional

Surveys – using incentives

If the relationship between the caller and the addict doesn’t benefit the addict, they won’t answer the call.

Calling the family also adds value to the relationship

When you approach the client, up front about contacting them, you have higher participation

Follow up and constant contact create better outcomes

  • Follow up care is preventative care

Data is power.  It appeals to all areas of the treatment business

We want to make sure the survey calls are conversational.

Be up front with them:

  • We are here for support and to track your wellness & recovery.
  • We do call because we care.

Separation between clinical and outcomes is important.  Otherwise the outcome data may not have validity

Empowering alumni services to have a voice.  How can we tell our management that we need support for outcome data?  It’s extremely important and it deserves a dedicated area, person, resources to just outcome data and surveys

Best way to do outcomes is not in-house.  This may pull money and resources from the current patients

If we are true advocates of life long recovery, we need to have a voice to tell our centers how important outcomes are and how much we need support to provide data and foster life-long relationships.

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Contact Information

Treatment Professionals in Alumni Services
PO Box 1152
Salida, CO 81201
(757) 784-7550


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