RHT Program Dashboard

Q1 quarterly reportDue 30 Oct · Submitted

Dec financial (Appendix II)Due 15 Jan · Certified

Q2 quarterly reportDue 30 Jan · Draft to CFO 20 Jan

Jan financialDue 15 Feb · package 10 Feb

Biannual narrativeDue 28 Feb · data pack 14 Feb

AHS monitoring visitWindow Mar–Apr · file 92% ready

Single AuditSEFA prep Jun · auditor liaison

Where the program stands

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Spent to date vs plan (6 of 12 months)

$1.62M

On plan 41.5% of award · plan 43%

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Measures on target

9 of 12

2 at risk 1 behind

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Telehealth encounters, Q2

4,812

+31% vs Q1 target 4,500

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Admin cost vs 10% cap

6.8%

Room: $125K includes indirect

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Budget vs spend by category Attachment B · through Dec 2026

SpentApproved budget▏ = pro-rata plan (50%)

Equipment front-loaded per the approved procurement schedule; personnel under plan because two of five positions filled in November. Both flagged in the Dec variance memo.

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Performance measures vs target AHS Attachment A, Table 1

Target marker = annual target pro-rated to month 6. Hover a bar for the numerator, denominator and data source.

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Telehealth encounters by month MedMe + EHR extract · deduplicated

EncountersFirst-time patients— target run-rate

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Data quality & reconciliation Month 6 · exception rate 1.4%

Feed	Cadence	Records	Exceptions	Status
EHR telehealth encounters	Monthly	2,214	18 (0.8%)	Reconciled to GL
Scheduling platform	Monthly	2,390	61 (2.6%)	Duplicates flagged
MH integration referrals	Monthly	412	3 (0.7%)	Reconciled
Patient survey (aggregated)	Quarterly	318	—	Received Jan 8
Payroll allocation (grant-funded FTE)	Monthly	7 positions	0	Tied to timesheets

Written escalation · 9 JanScheduling feed contains 61 duplicate appointment IDs after the Dec platform upgrade. Encounter counts for Measure 3 use the EHR feed only until the vendor confirms the fix. Client IT notified; no submission affected.

Embedded partner viewTier 3 only

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Year-over-year optimization cost per telehealth encounter

Cost per encounter fell from $186 in Q1 to $131 in Q2 as fixed platform costs spread over volume. At the current run-rate the program reaches the $110 planning assumption in Q3. Three levers modeled for the Year 2 budget: extend clinic hours (largest), consolidate two scheduling licenses, shift equipment to Year 1 close-out.

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Year 2 continuation readiness due to AHS 15 May · 94 days

Year 1 outcome baseline documented for all 12 measuresDone
Sustainability plan data pack (NPS, cost per encounter, access gap)Done
Year 2 budget workbook drafted from Year 1 actuals + 3 leversIn draft
Measure targets re-based on observed Q1–Q2 run-rateAwaiting AHS guidance
Board memo: Year 2 ask and what changes if funded at 80%Not started

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Staff compliance training time-charging · documentation · HIPAA

Cohort	Session	Attended	Status
Finance & grants (4)	Time-charging and cost allocation · 12 Nov	4 / 4	Complete
Clinical leads (6)	Measure documentation and audit trail · 3 Dec	5 / 6	1 make-up scheduled
All grant-funded staff (11)	HIPAA refresher · Feb	—	Scheduled 18 Feb

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Analyst notes dedicated analyst · week of 12 Jan

Q2 measure package computed; 12 of 12 measures supported by source data. Draft to CFO 20 Jan.done
Dec Appendix II reconciled to GL to the dollar; variance memo covers equipment timing and personnel under-spend.done
Measure 7 (follow-up within 30 days) at 68% vs 75% target: drivers are two rural sites with no MH clinician on Fridays. Options memo to COO this week.open
AHS liaison: ask whether the scheduling-platform license can move to the program line for Year 2.open

What the state sees

Quarterly performance report12 measures, AHS format, numerators and denominators traceable to the feeds above. Your finance lead certifies; we never hold the portal login.

Monthly financial (Appendix II)Reconciled to your general ledger before it leaves the building. Variance flagged in writing when a line drifts more than 10% from pro-rata plan.

Audit fileTen-year repository: agreements, budget modifications, timesheets, procurement records, monitoring correspondence. Sample pulled and staff briefed before any AHS visit.

SAMPLE · Prototype for client conversations · every figure is illustrative; not a real subrecipient, award or measure resultStowe Analytics · RHT Compliance & Reporting