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

Program reporting

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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.

Y1 outcome baselineAll 12 measures · Documented

Cost-per-encounter modelQ1–Q2 actuals · Delivered 8 Jan

Options memo to COOMeasure 7 drivers · Due 16 Jan

AHS liaison callScheduling license → program line · 22 Jan

Y2 budget workbookTo CFO 28 Feb · 3 levers modeled

Board memoY2 ask + 80% scenario · Mar board

Y2 continuationDue to AHS 15 May · 94 days

Where the partnership standsTier 3 · Embedded partner

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Cost per telehealth encounter, Q2

$131

−30% vs Q1 planning assumption $110

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Year 2 continuation readiness

2 of 5

On track 94 days to AHS deadline

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Year 2 savings modeled (3 levers)

$148K

Within admin cap no budget mod needed

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Dedicated analyst · January

52 hrs

Of 55 scoped 3 on-site days

Optimization & Year 2

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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. Forecast bars are lighter; the Year 2 plan bar assumes all three levers below.

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Year 2 budget levers modeled against Year 1 actuals

Lever	What changes	Y2 effect	Status
Extend clinic hours	Two rural sites add Friday MH clinician coverage; lifts Measure 7 and spreads platform cost	$84K	COO decision
Consolidate scheduling licenses	Two platform licenses → one enterprise seat; AHS asked to move it to the program line	$41K	AHS 22 Jan
Shift equipment to Y1 close-out	Remaining $12K equipment bought in Y1 so Y2 is service-only	$23K	Approved
Total modeled		$148K	3.8% of award

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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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Decisions waiting on leadership owner · needed by

Decision	Owner	Needed by	If it slips
Friday MH coverage at Bristol and Hinesburg sites	COO	31 Jan	Measure 7 stays below 75% in Q3 report
Accept AHS re-based targets or keep original	CEO	28 Feb	Y2 application built on stale targets
Year 2 ask: full vs 80% scenario to board	CFO	Mar board	Continuation packet misses 15 May

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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

Tier 2 foundation · included

Compliance & reportingEverything on the Tier 2 view runs underneath this one: quarterly measures, monthly Appendix II reconciled to the GL, data-quality exceptions, audit file. Switch to Tier 2 to see it.

What Tier 3 addsA dedicated analyst inside your program: cost and outcome optimization, Year 2 continuation packet, staff training, and a standing decision queue for leadership.

CadenceWeekly analyst notes, monthly leadership review, quarterly optimization read-out, and the Year 2 packet assembled from Year 1 actuals — not rebuilt from scratch in May.

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