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City of Philadelphia DLA Requirements

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City of Philadelphia DLA Requirements
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City of Philadelphia DLA Requirements

A research study using City data requires a Data License Agreement (DLA) from the Law Department if any of the following apply:

  • The principal investigator or co-principal investigator (applicant) works at a non-City entity.
  • The principal investigator or co-principal investigator (applicant) will share City data with any non-City entity.
  • The principal investigator or co-principal investigator (applicant) intends to publish the results of the study.

The Law Department must approve all DLAs. Applicants should submit a request through the City’s privacy review portal. For questions about the process, contact HIPAAprivacy@phila.gov. Applicants should be prepared to provide an application to use City data for research and the documents listed below:

  • Their IRB application materials.
  • The IRB’s approval or waiver letter.
  • A list of all data points or variables sought.
  • A narrative description of the study (if not included with the IRB application materials).
  • A letter of support from all City departments contributing data.
  • Any state- or federal-level approvals, if necessary.

DBHIDS will provide data to the non-City principal investigator when the DLA is fully executed. For publication or public presentation of research findings, the DLA requires that you provide your final manuscript or presentation to DBHIDS. For these two processes, DBHIDS have a centralized request system. Click here for more information.

Requests Related to Research Activities

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Requests Related to Research Activities
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Requests Related to Research Activities

If you would like to propose a research study that involves data, staff, programs, or providers of DBHIDS, you will need approval from the Research Proposal Committee. The Committee ensures that the Department is an active partner throughout your research process, inclusive of the findings.

If you want to use human subjects for your research, you will also need approval from the Institutional Review Board (IRB). The IRB requirement includes unit approval from the department(s) that you are working with, therefore any research involving DBHIDS will need unit approval from DBHIDS.

To use DBHIDS data and publicize your findings, the City of Philadelphia requires a Data License Agreement (DLA) between your research institution and DBHIDS. The DLA includes a requirement to provide DBHIDS with your final manuscript or presentation for a specified amount of time as notice to publicize your findings. Therefore, you will also need approval from DBHIDS if you plan to publish or present your research findings. DLA requirements can be found here.

DBHIDS has a Centralized System for Requests (CSR) to manage requests from external partners and entities for data and information. Please submit your request to DBHIDScentralizedrequest@phila.gov and include the information indicated below.

  • Research idea/proposal – Attach your research idea or proposal as a Word file. Your document should specify what support you are seeking from DBHIDS, including data, staff participation, provider cooperation, etc. Your proposal should include how the findings can be of use to DBHIDS. Your idea/proposal will be reviewed by the Research Proposal Committee at an upcoming meeting, with a decision communicated to you as soon as possible.
  • Data Request for research – Attach your research proposal as a Word file. Your document should include the purpose of your request, who the data will be shared with, and your intended due date. Turnaround time will vary based on the data being produced and the urgency of the request. Your document should also specify what data/information you are seeking from DBHIDS, including variables or fields (if known), all parameters (e.g. time period) and if you are seeking identified or deidentified data.
  • Unit approval for IRB application – Attach the filled out unit approval form. If you have previously received approval from the Research Proposal Committee, attach the approval communication. Indicate the date that you need the unit approval by in your email.
  • Notice of publication intent – Attach the final manuscript or presentation. Include the reference number of the executed DLA in your email. Turnaround time for DBHIDS review of final manuscript or presentation is indicated in Section 8 of the DLA.

For letter of support requests, please refer to this policy.

Data Reports and Research Findings

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Data Reports and Research Findings
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DBHIDS Data Reports and Research Findings

As the public behavioral health system of Philadelphia, DBHIDS oversees a vast network of providers to provide services to more than 180,000 Philadelphians annually who receive behavioral health and intellectual disability services. Use the links below to find information about DBHIDS and other relevant research.

Annual Reports

Fact Sheets

Other Reports

If you are looking for additional or other data, please email DBHIDScentralizedrequest@phila.gov.

The Department has a long and strong history of collaboration with academic partners, locally and nationally, to conduct research on questions of interest to the Department and the City of Philadelphia. DBHIDS supported research has explored and examined questions about different populations in need of behavioral health and intellectual disability services, including school children and youth, forensic and justice-involved individuals, Medicaid population, among others. Use the topic area links below to locate research findings and publications about DBHIDS system and services.

Peer Culture Support and Leadership Report Launch (POSTPONED)

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Note: This event has been postponed. Additional information will be added once the event has been rescheduled.

DBHIDS is pleased to announce the completion of the Peer Culture Report, A Decade of Peer Culture, Support and Leadership: Igniting Behavioral Health Transformation in Philadelphia. Please join us as we launch the peer culture report and a new web-based Peer-Support Toolkit

You will learn about the recent changes to DBHIDS’ Strategic Planning Division. Learn about DBHIDS Peer Culture and Community Inclusion Unit: Who we are and what we do. Learn about the analysis of impact of a decade of peer culture, support and leadership in Philadelphia. Lessons learned and future direction of Philadelphia systems transformation.

Learn about DBHIDS’ new web-based Peer-Support Toolkit and how to use it for:

  1.  Preparing the Organizational Culture
  2.  Interviewing and Hiring
  3.  Service Delivery
  4.  Supervision and Retention

 

NIAC: The Process

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NIAC: The Process
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NIAC: The Process

I. Prep Meeting

  • Prior to the site review information is provided by various DBHIDS units in order to gain a comprehensive overview of the agency.
  • Prior to the site review the agency is required to submit the following information to the NIAC Unit:
    • The Network Inclusion Criteria Agency Self-Appraisal
    • A full staff roster for each program
    • Agency organizational chart
    • Board of Directors composition list
    • Current licenses for all clinical staff members (Psychiatrists, Psychologists, BSC, etc.)
    • Board Certification status for child/adult psychiatrists
    • Current Drug Enforcement Administration (DEA) certificates for all prescribing practitioners
    • Facility License(s)
    • Accreditations, if any
    • Program descriptions
    • Any memos of understanding (MOUs) with external organizations Prior to the site review the agency is required to submit the following information to the NIAC unit:
    • Submit incident reporting rates on all the following high-risk behaviors including:
      • Suicidal/homicidal attempts
      • Physical/mechanical/chemical restraints
      • Elopements
      • Naloxone administration
      • Bio-medical/physical health concerns requiring urgent care, etc.
      • A blank template of all Assessment Forms utilized within the agency
    • Written policies on the following:
      • Clinical Supervision; Performance Evaluation; Collection of Feedback from Program Participants, Families, Allies and Program Alumni; Measuring the Effectiveness of Services; the Role and Impact of Peer Support; the Completion of High Risk Behavioral Assessments;; Prescribing of Benzodiazepines; Use of Antipsychotic Medication in Children and Youth; Use of Psychotropic Medications in Children and Adolescents (FDA approved & off label); Screening for and Treatment of the Components of Metabolic Syndrome; the Full Range of Treatment Services Provided by Methadone Treatment Centers; Preventative and Diagnostic Healthcare; On-site Maintenance, Administration and Prescription of Naloxone; Tobacco Free; Confidentiality, Sexual Harassment; Review of Interim Services; Priority Populations; Single County Authority (SCA) Procedures; Family Inclusion

II. Site Visit

III. Debriefing

  • Units across DBHIDS are informed of the findings
  • Referrals for Technical Assistance are made as necessary

IV. Report generation

  • The components of NIAC reports are derived from several site review activities: the Self-Appraisal, living reviews, clinical chart reviews, facility tours, discussions with staff members, discussions with individuals receiving services, staff file reviews, an interview with an executive level staff member, review of written policies and general observations.
  • Each report requires the agency to submit a Performance Improvement Plan (PIP).

V. Presentation to the CBH Board of Directors (if funded by CBH) for review and determination of final re-credentialing status as well as the NIAC Credentialing Committee (if funded by other funding streams) for review.

Key Planning Documents

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Key Planning Documents
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Recovery Transformation Planning Documents

Transformational change requires a new way of leading. Stakeholders must have more than a voice. They need opportunities to shape and direct the transformation process rather than simply react to it. These Planning Documents are the product of Philadelphia’s collaborative planning efforts:

Research Unit

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Research Unit
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DBHIDS Research & Publication

DBHIDS supports and participates in research about the behavioral health and intellectual disability system and services in Philadelphia. Findings from these research efforts inform the Department in programmatic decision-making, policy discussion and development, and in addressing population-level needs. The purpose of DBHIDS supported research is to provide analysis and findings to decision-makers including Department and City leadership, local and state policy leaders, provider agencies, advocates, persons in recovery, and family members to continuously advance the behavioral health and intellectual disability system in the City of Philadelphia.

Learn more about Institutional Review Board (IRB) requirements

Inquiries from the media, please email DBHIDS.Communications@phila.gov

Transformation Decade

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TRANSFORMATION DECADE CELEBRATION

The year 2015 marked the Department of Behavioral Health and Intellectual disAbility Services’ 10th year anniversary of our system transformation efforts.

In 2005, the City of Philadelphia made the decision to transform its behavioral health and intellectual disability services systems to improve the health status of Philadelphians in need of behavioral health and intellectual disability services. Since then, DBHIDS and the city of Philadelphia have been at the forefront of international efforts to transform systems of care with an emphasis on recovery and resilience for behavioral health services, and self- determination for individuals with intellectual disabilities.

From its inception to the present, many Transformation Champions have been integral in exemplifying the transformation principles and supporting recovery, resilience, and self-determination for individuals, families, and communities.

A message from former DBHIDS Commissioner Dr. Arthur Evans

Transformation Decade Events

Over a ten month period, between February and November of 2015, DBHIDS-led events ten events (and additional celebrations across the city of Philadelphia) representing system transformation milestones.

Monthly Themes
[simple_tooltip bubbleposition=’right’ content=’Transformation Decade celebration kickoff, marking the successes, lessons learned, & origins of DBHIDS system transformation initiatives

View Events‘]

February

Transformation: 10 Years Later

[/simple_tooltip]
[simple_tooltip content=’Dedicated to promoting the broad range of supports and services available to individuals with intellectual disAbilities, with emphasis on promoting self-determination, meaningful personal relationships, and community participation

View Events‘]

March

Self Determination & Brighter Futures[/simple_tooltip]
[simple_tooltip content=’Observing the wide variety of community-based partnerships and Person-First outreach, engagement, and prevention activities and strategies, directed at creating communities of recovery and resilience

View Events‘]

April

Community Mental Health & Wellness[/simple_tooltip]
[simple_tooltip content=’Recognizing the transformation of treatment and supportive services for children and youth, reinforcing the importance of resilience-oriented care

View Events‘]

May

Children & Youth[/simple_tooltip]
[simple_tooltip content=’Highlighting DBHIDS interdepartmental partnerships, focused on enhancing services & coordinating care (e.g. School District of Philadelphia, Dept. of Human Services, Philadelphia Police Dept., etc.)

View Events‘]

June

Cross Systems Collaborations[/simple_tooltip]
[simple_tooltip content=’A two-part series, celebrating the diverse innovations & improvements which have shaped the transformation of service delivery strategies within the DBHIDS system (e.g. Practice Guidelines, evidence-based practices, Affordable Care Act, etc.)

View Events‘]

July

Align, Coordinate & Integrate: Innovations & Improvements in Service Delivery
(Part 1)[/simple_tooltip]
[simple_tooltip content=’A two-part series, celebrating the diverse innovations & improvements which have shaped the transformation of service delivery strategies within the DBHIDS system (e.g. Practice Guidelines, evidence-based practices, Affordable Care Act, etc.)

View Events‘]

August

Align, Coordinate & Integrate: Innovations & Improvements in Service Delivery
(Part 2)[/simple_tooltip]
[simple_tooltip content=’Commemorating the transformative efforts of substance use prevention, intervention, treatment, and recovery advocacy in Philadelphia

View Events‘]

September

Addiction Services & Recovery Advocacy[/simple_tooltip]
[simple_tooltip content=’Acknowledging the influence of peer support/leadership services and family member inclusion in building communities of recovery, resilience, and self-determination

View Events‘]

October

Peer Culture & Family Inclusion[/simple_tooltip]
[simple_tooltip content=’Culminating month, officially celebrating DBHIDS Transformation Decade champions, including key stakeholders (internal & external) and additional community members throughout the City of Philadelphia

View Events‘]

November

DBHIDS “Giving Thanks“[/simple_tooltip]