• Base document we developed on COT’s goals - outreach plan

• Governance Agencies Reach out plan

• All

• (REQUESTED NOT PURSUE) Assign Agencies to COT team members (19) - Agency Tracking Sheet

  • In January, will be using the CRX to send referrals

  • AccessHealth-NB
    The Alliance-NB
    BakerRipley-BB
    Catholic Charities of the Archdiocese of Galveston-Houston-BB
    The Council on Recovery-NB
    Easter Seals of Greater Houston-NB
    Epiphany Community Health Outreach Services (ECHOS)-NB
    Hope Disaster Recovery-VP
    Houston Area Women's Center (HAWC)-NB
    Humble Area Assistance Ministries (HAAM)-NB
    Memorial Assistance Ministries (MAM)-NB
    The Montrose Center-BB
    Northwest Assistance Ministries (NAM)-TP
    The Salvation Army, Greater Houston Command- TP
    Target Hunger-BB
    Volunteers of America, Texas (VOA)- VP
    Wesley Community Center- VP
    The Women's Resource of Greater Houston- NB
    YMCA of Greater Houston- TP

• To whom will we send it “contact”)? - ICJ Governance Agency Contacts

  • Reach out to the best contact you have ( the one we have a relationship with)

  • If you don’t have one, utilize the contact provided by Jessica D

• What is the format (phone call, email…? - Nikhil - please share the template you developed

  • Email (could we set up a dedicated email - outreach@pcictx.org)?

  • If phone works best for your contact, please call them

• What is our goal (what outcome do we want) for the reach out?

  • Establish a relationship

  • Integrate COT’s presence

  • Become a resource for the platform

  • Share about the CRX trainings upcoming in Jan/Feb

  • Become their main contact

• How will we maintain the relationship long term?

  • Planning out communication (at least monthly)

  • Sharing release notes/new feature updates

  • Adding them to our newsletter - PCIC constituent

• By what date (timeline) will we reach out to the contact(s)?

  • Initial email to all agencies will be sent by Wed, Dec 1st

• Documentation of results placed here Agency Tracking Sheet

  • Please add communication efforts you’ve completed to this sheet on a weekly basis

HHH Training Pt. 2

• Items to cover:

  • Planning Care- NB

  • Care Plan- NB

  • Referrals- NB

  • Multi-org set up discussion (multiple teams into 1 program)- VP

  • List of orgs on CCC- VP

    • How many partners on CCC?

    • How many agencies in CRX resource directory?

• Review and work on Agency engagement plan

• Tracking sheet

• Data workshop/Training meeting updates

• UW Intra agency meetings

• All

• Bryan

• Nikhil/Viraj

• Tara

• Agency Engagement Plan

  • Next steps is to reach out to your agencies regarding Q1 check in - month of March @Nikhil Balasubramanyam (Deactivated) @Bryan Bolton (Deactivated) @Tara Pitts @Nikhil Balasubramanyam (Deactivated) - pending

  • Email or phone call (if more effective)

  • Script: Ask about platform use, if need more training/orientation, any other questions..?

• Agency Tracking Sheet

  • Next steps: @Bryan Bolton (Deactivated) will enter new data into the tracking sheet - pending

  • Next steps: @Nikhil Balasubramanyam (Deactivated)send sign up lists for trainings - done

    • @Bryan Bolton (Deactivated) add to tracking sheet - pending

• Participant List from ICJ Received Referral Trainings- https://pcictx-my.sharepoint.com/:x:/g/personal/vpawa_pcictx_org/Eco0KicQZxRGujdqWiceQ_YBM6dIqYOLtx7M6lHW532JhQ?e=TMCY9B

• TBD

  • @Nikhil Balasubramanyam (Deactivated)set up meeting with Kendra (Women’s Home) - pending

• @Tara Pittsattending UW Inter agency fair on 2/9 - pending

  • 1-2 min intro to PCIC

• Review and work on Agency engagement plan

• Tracking sheet

  • Avenue CDC/TACHI date set

• Data workshop/Training meeting updates

• UW Intra agency meetings

• UWGH Event

• Women’s Home

• All

• Nikhil

• Nikhil/Viraj

• Tara

• Viraj

• Nikhil

• Agency Engagement Plan

  • Agency contacts to receive next newsletter?

    • NB said this is a work in progress to add them

  • Q1 check in - send agency emails out (see BB’s sample email below)

    • Do we know who attended the referral/receiver trainings in Feb so we can follow up with those specific contacts?

      • Use the users email list to identify appropriate contacts UWGH agency users email list

      • Then, record your results/status on the Agency Tracking Sheet

Open

• @Nikhil Balasubramanyam (Deactivated) reach out to Claudia and Jennifer in early March re: setting a meeting for end of March/early April

• Any new updates?

  • Client track data workshop was today, 2/28/23

    • Scope is pretty narrow

    • NB to continue listening and understanding their needs and will share pertinent feedback with COT

• TP made announcement at the meeting about PCIC

  • 4-5 people came up to ask for a flyer/brochure

  • Look at developing one?

    • Respond after PCIC branding/marketing changes have been completed

• April 19th training

  • Rolling out public pre-enrollment to their agencies at PR event

  • PCIC COT staff to attend - good connection point

• No response from Kendra yet

• Nikhil will connect with her at the event

• Review and work on Agency engagement plan

• Avenue CDC/TACHI date set

• Data workshop/Training meeting updates

• UW Intra agency meetings

• UWGH Event

• Women’s Home

• William at LCH Email

• All

• Nikhil

• Nikhil/Viraj

• Nikhil/Tara

• Viraj

• Nikhil

• Bryan/All

• Agency Engagement Plan

  • Q1 check in - send agency emails out

    • Then, record your results/status on the Agency Tracking Sheet

    • @Bryan Bolton (Deactivated) send email to Elias re: our agency emails/reach outs

• @Nikhil Balasubramanyam (Deactivated) any word from Avenue CDC re: meeting date?

  • @Nikhil Balasubramanyam (Deactivated) try calling Claudia to coordinate a meeting

• Any new updates?

  • Client track data workshop was today, 2/28/23

    • Scope is pretty narrow

    • NB to continue listening and understanding their needs and will share pertinent feedback with COT

• Brochure update/edits needed?

  • BB to send NB the brochure edit suggestions

  • @Tara Pitts help @Nikhil Balasubramanyam (Deactivated) with the SW/CM/Navigators related content on the brochure

• April 19th training

  • Rolling out public pre-enrollment to their agencies at PR event

  • PCIC COT staff to attend - good connection point

  • UW is limiting people from each agency - we only need 2

• Response from Kendra yet?

  • @Nikhil Balasubramanyam (Deactivated)follow up with Kendra again to identify meeting date

• See email

  • BB to review/edit content

  • @Bryan Bolton (Deactivated) email WL saying we would like to be involved in the presentations

• Review and work on Agency engagement plan

• Avenue CDC/TACHI date set

• UW Intra agency meetings

• Women’s Home

• LCH + WCC

• All

• Nikhil

• Nikhil

• Nikhil

• Viraj/All

• Agency Engagement Plan

  • What is our role in engaging with UW agencies?

    • Attend 4/19 meeting

    • Increase face time w/agencies/staff

    • Pass out brochure to further inform the work we do

• Postponed to Fall 2023

  • Have agency turnover, not ready to meet yet

• Brochure update/edits needed?

  • BB to send NB the brochure edit suggestions

  • @Tara Pitts help @Nikhil Balasubramanyam (Deactivated) with the SW/CM/Navigators related content on the brochure

• Meet at 4/19 UW event

• Next steps?

• COT Goals

• PCIC Brochure

• All

• Nikhil

COT Purpose: Understand and improve bi-directional referral processes and workflows for community agencies

Goal 1 – Collaborate with and connect to new agency partners through our deployment partners in order to provide our platform as a solution

Pipeline of target agencies:

Deployment Partner: Legacy Community Health

• Next step: Tara meeting with Pinkie at UW on 5/11/23 to build a way to present CRX and engage others agencies that are attending the United Way Meetings. Use new brochures.

• Legacy is connecting us to these agencies:

Goal 2 - Identify and attend key monthly community events to connect and meet with general/new CBO’s.

• UWGH interagency fairs - monthly

  • Reserve a table

• Other agency events - Bryan to take lead

  • Link here - https://www.eventbrite.com/d/tx--houston/community--networking/?page=1

Goal 3 - Gather and provide community feedback to improve functionality for referral pathways and close-loop referrals to agencies. Provide feedback to PCIC Dev and Data team from learnings

• Develop workflow

• Prepare registration link prior to meeting- real time handoff

• “What does the perfect system look like to you?”

• What does the 3-6 month process/ loop look like for a single agency?- ID a standardized process

@Nikhil Balasubramanyam (Deactivated)printed 50 brochures

• COT Goals

• PCIC Brochure

• All

• Nikhil

COT Purpose: Understand and improve bi-directional referral processes and workflows for community agencies

Goal 1 – Collaborate with and connect to new agency partners through our deployment partners in order to provide our platform as a solution

Pipeline of target agencies:

Deployment Partner: Legacy Community Health

• Next step: Tara meeting with Pinkie at UW on 5/11/23 to build a way to present CRX and engage others agencies that are attending the United Way Meetings. Use new brochures.

• Legacy is connecting us to these agencies:

Goal 2 - Identify and attend key monthly community events to connect and meet with general/new CBO’s.

• UWGH interagency fairs - monthly

  • Reserve a table

• Other agency events - Bryan to take lead

  • Link here - https://www.eventbrite.com/d/tx--houston/community--networking/?page=1

For development in our meeting

Goal 3 - Gather and provide community feedback to improve functionality for referral pathways and close-loop referrals to agencies. Provide feedback to PCIC Dev and Data team from learnings

• Develop workflow

• Prepare registration link prior to meeting- real time handoff

• “What does the perfect system look like to you?”

• What does the 3-6 month process/ loop look like for a single agency?- ID a standardized process

• All

COT Purpose: Understand and improve bi-directional referral processes and workflows for community agencies

• For CRX presentations

  • Work on follow up to secure CRX enrollment - develop a concrete plan for follow up

  • Identify responsible staff person for f/u w/agencies

• Create a follow up email template

• How to register for the CRX video

Agencies we have presented to:

• Wesley Community Center - Samantha Sherman

• Health Catalyst

• Work Faith

• ASFGH

8/21/23 Notes

• Handoff COT lead to Nikhil when Bryan leaves

• Team to identify and develop the different paths of engagement after the presentation, which

dictate different next steps for each (integrate to workflow)

Path 1: Not interested in product

• Not interested ever - don't call me

• Might be interested - follow up in 30-90 days

• Not interested, but know of agency that might be

Path 2: Interested in joining CRX only

• Coordinate sending link for registration

• Follow up if activated or not

Path 3: Interested in CCC/CRX platform

• Set up a full demo, if interested

Ad-hoc

• Possibly identify specific staff person to own each path

• Set up Jira tickets for following up with agencies - using the different paths of engagement

• Use our follow up email templates

• Use the “How to register for the CRX” video

• Question to consider: Need to identify other sources of prospect agencies. Where will they come from?

  • Has LCH been exhausted?

  • HFB?

  • UWGH-ICJ agencies?

• Utilize interns for community outreach?

9/6/23- 1st meeting w/o BB

• Legacy Pipeline List:

  • Vendor list from Legacy •    Epiphany Community Health Outreach Services (ECHOS) •    Shades of Blue Project •    SER Jobs for Progress of the Texas Gulf Coast •    Community Family Centers •    New Hope Housing •    NestQuest Houston •    The Women’s Resource of Greater Houston •    Hope Women’s Resource Clinic of Beaumont •    Connect Community •    March of Dimes of Greater Houston •    Communities in Schools of Houston

• COT key roles:

  • Community Engagement - TP

  • Digital present and materials for COT - NB (brochures, content, email blasts, presentations, website updates, flyers, branding) Digital outreach - monthly

  • Feedback loops- VP- looping feedback to the partner and internal team- how do we align workflows for agencies? Based on feedback of partners/ their workflows, what changes should be reflected on the platform

• Goal 2 needs some thought and revision

• What is the incentive for being on the CRX? Outcomes report, overlap analysis to show results of financial savings, think about what data PCIC receives and how COT can utilize the data as an incentive for agencies

• Monthly session with data/dev to brainstorm what information can be present during these COT presentations

• Core/Driving purpose: Getting agencies, CBOs registered on CRX to increase usage on electronic referrals - How can the CRX be beneficial to each group?

• What is the exact the reason for being on the receiving end of being on CRX? Revisit to build incentive list

• Before/during next CRX meeting - COT brainstorming session (15 mins)

  • what the difference from a partner agency (Legacy) to and agency (No linkage to PCIC) we are not connected too

• Should we prioritize partner agencies for connecting with CRX?

  • We need understand targets and reasons of why we haven’t been successful with navigating those targets

• Need SOPs for each lane of COT - work on structure for foundation of COT

  • combine and organize all materials developed @Nikhil Balasubramanyam (Deactivated) Sep 11, 2023

  • look at a standardized tracking - Jira space @Viraj Pawa (Deactivated) Sep 11, 2023

  • develop each lane of COT (community outreach @Tara Pitts /digital materials @Nikhil Balasubramanyam (Deactivated) / feedback loops @Viraj Pawa (Deactivated) ) for next steps (within the next 12 months and 1st quarter of 2024)

• Start utilizing scheduled meetings (Kallol meeting’s) to connect warm hands for COT

• Next meeting with KM: 9/12 @ 9:30

• Legacy Pipeline List

• Goal 2: Identify and attend key monthly community events to connect and meet with general/new CBO’s.

• Incentives

SOPs

Next Steps

• Tara

• All

• All

• All

• All

Vendor list from Legacy •    Epiphany Community Health Outreach Services (ECHOS) •    Shades of Blue Project •    SER Jobs for Progress of the Texas Gulf Coast •    Community Family Centers •    New Hope Housing •    NestQuest Houston •    The Women’s Resource of Greater Houston •    Hope Women’s Resource Clinic of Beaumont •    Connect Community •    March of Dimes of Greater Houston •    Communities in Schools of Houston - Connected with Pinkie and currently waiting for response regarding scheduling meetings to demo CRX

Any thoughts on this for revision?

If we can find the document we developed a while back I believe it will answer these incentive questions

• What is the incentive for being on the CRX? Outcomes report, overlap analysis to show results of financial savings, think about what data PCIC receives and how COT can utilize the data as an incentive for agencies

• Monthly session with data/dev to brainstorm what information can be present during these COT presentations

• Core/Driving purpose: Getting agencies, CBOs registered on CRX to increase usage on electronic referrals - How can the CRX be beneficial to each group?

• What is the exact the reason for being on the receiving end of being on CRX? Revisit to build incentive list

• Before/during next CRX meeting - COT brainstorming session (15 mins)

  • what the difference from a partner agency (Legacy) to and agency (No linkage to PCIC) we are not connected too

• Should we prioritize partner agencies for connecting with CRX?

  • We need understand targets and reasons of why we haven’t been successful with navigating those targets

Need SOPs for each lane of COT - work on structure for foundation of COT

• combine and organize all materials developed @Nikhil Balasubramanyam (Deactivated) Sep 11, 2023

• look at a standardized tracking - Jira space @Viraj Pawa (Deactivated) Sep 11, 2023

  •  

• develop each lane of COT -community outreach @Tara Pitts /digital materials @Nikhil Balasubramanyam (Deactivated) / feedback loops @Viraj Pawa (Deactivated)

Develop next step within the next 12 months and 1st quarter of 2024

Community Outreach:

**Tuesday, September 19

Break the Chains: Empowering Culture Ending Human Trafficking

Location: Amegy Bank - Administrative Offices, 1801 Main St, Houston, TX, USA

At this in-person event, you'll have the opportunity to hear from inspiring speakers, and connect with like-minded individuals who are passionate about creating space that makes ending human trafficking a possibility and reality. We'll discuss the importance of education, advocacy, and community support in breaking the chains that bind us.

**September 26, 2023

October 24, 2023

November 21, 2023

December 19, 2023

Elder Service Provider Network Meetings

Location: United Way 50 Waugh Dr. Houston, Tx. 77007

ESPN offers a unique blend of personal interaction and professional development, with the goal of better assisting older adults. To Network and Disseminate Information Useful for Serving the Elderly.

 **September 14, 2023

October 12, 2023

November 9, 2023

December 14, 2023

Interagency Meetings

Location: United Way 50 Waugh Dr. Houston, Tx. 77007

This event highlights a variety of community resources, offering social service professionals a valuable opportunity to network with the organizations that provide these services. To purpose is to enhance Access to Health and Human Services through Networking, Education, and Problem Solving.

 **Thursday, October 12 (Monthly meeting options available)

GROW Community Meeting

Location: Hiram Clarke Multi-Service Center: 3810 West Fuqua Street Houston, TX 77045

Discuss green economy resources & opportunities for disadvantaged groups to engage in the energy transition and climate action.

**Saturday, December 16

Kids and Teens Christmas Holiday Celebration

Location: Sunnyside Community Center: 3502 Bellfort Ave Houston, TX 77051

The Cam Agency LLC, presents the inaugural Kids and Teens Christmas Holiday Celebration Saturday, December 16, 2023 at the Sunnyside Community Center 3502 Bellfort Ave Houston, TX 77051 from 10am to 4pm. This event to ensure the underprivilege children of Houston have a reason to celebrate the Christmas Holiday. Kids and youth will have the opportunity to visit with several vendors, gaming, live entertainment, face painting, fire truck, army Dentist exhibits, toy giveaway and more. If you're would like to be a sponsor or vendor, please call 832 651-9846.

Digital Materials:

Feedback loop:

• Start utilizing scheduled meetings (Kallol meeting’s) to connect warm hands for COT

WeeklyBi-Weekly Scheduled Meeting

All

• Compare Schedules to determine day & time