Preparing for CYBHI (Step 3 of 9): Answering Staff Questions

Welcome back to our blog series, 9 Steps for Districts to Prepare for CYBHI. Today, we’ll be discussing Step 3: Answering Staff Questions. If you missed Steps 1 and Step 2, you can check them out on our blog. 

Let’s assume you attended the office hours, evaluated your internal systems, and perhaps met with a few vendors. Now what? One of the most important early steps is connecting with your amazing staff, especially your dedicated mental health professionals and school site teams. They'll naturally have questions, and how we address them together sets the stage for a successful implementation.

At the heart of their questions will likely be a very understandable one:

"How will the CYBHI impact my day-to-day work?"

You might hear questions like:

• "Where will the CYBHI funding actually go?"
• "Will we finally see improvements like a better office or updated resources?"
• "Is this just another initiative that will add more to our plates without real support?"
• "Will this affect my job security? Or even better, could it mean our team will grow?"

These questions aren't just about logistics; they're really about trust. Building that trust is absolutely vital because the CYBHI's success depends on the incredible work of your "doers": the counselors, social workers, support staff, and all the frontline professionals who work directly with our students every day.

So, how can we get ahead of these questions and build that crucial trust? Let's explore some clear and strategic communication strategies together:

1. Clearly Explain the CYBHI And Share Your Vision!

Let's be open and honest. The CYBHI is a fantastic opportunity that can truly make a difference, but it's also a significant initiative with many moving parts. Right from the start, share your clear vision for how your district plans to use these funds. Emphasize that the goal is to build capacity and provide better support, not just to add more tasks to already full schedules.

2. Involve Key Staff Right from the Beginning

Think about who the go-to people are on your team. Who do their colleagues trust and look to? Bringing these informal leaders into the early planning discussions is a smart move. Not only will their insights help shape a more effective implementation, but they'll also become knowledgeable advocates who can help educate and reassure their fellow staff members.

3. Be Honest About the Initial Effort And Highlight the Long Term Benefits

It's true that implementing the CYBHI might involve some initial adjustments and new responsibilities. Let's be upfront about that. However, it's equally important to emphasize the incredible resources this initiative will unlock. Imagine a future where staff don't have to stretch already thin budgets or use their personal time to provide essential student support. The CYBHI creates a system for reimbursement that can fund:

• More dedicated staff and support: Expanding your team to better meet student needs. This includes both internal hires as well as bringing in CBOs to help scale services and help alleviate the workload of your internal staff. 
• Improved materials and resources: Providing the tools needed to do their best work.
• Stronger, more efficient systems: Streamlining processes and reducing administrative burdens.
• Greater long-term job security: Investing in the people who are making a difference.

4. Make the Financial Impact Crystal Clear

It's important to distinguish the CYBHI from other school-based programs like Medi-Cal LEA Billing Option Program (BOP) or School-Based Medi-Cal Administrative Activities (SMAA). These programs often have longer reimbursement timelines. The CYBHI, on the other hand, offers a much faster turnaround, approximately 75 days! Once the claims process runs smoothly, your district can expect payments roughly every two weeks. This means the investments you make in staff, infrastructure, and care coordination will start paying off much sooner.

5. Don't Just Talk to the Frontline Staff Engage Your Leadership Too!

The sentiment of your administrative leadership and school boards will significantly influence how staff feel about the CYBHI. Share your strategy with them early and keep them informed. If your plan involves retaining current staff, bringing back valued team members, or expanding services, make sure they know! Empower them to become champions for this important work.

Final Thoughts: CYBHI Doesn’t Work Without Your Team

The success of your CYBHI implementation ultimately comes down to your mental health staff. Therefore, it is important to field their questions and provide as much clarity and transparency as possible. You need their buy-in. You need their support. 

Taking the time to prepare for their questions and genuinely welcoming their input isn't just a thoughtful gesture; it's absolutely essential for the CYBHI to be successful in your district.

Below is a video from Alex Briscoe, Head of Healthcare Policy and Medicaid at TadHealth. In this video, Alex discusses the mission of CYBHI and its potential impact on students in California and the mental health professionals supporting them.

📅 Need some extra support in crafting your staff communication strategy or setting up CYBHI workflows that minimize administrative hassle? TadHealth clients also receive access to our comprehensive Staff Communication Guide to further assist you in this crucial step.

We're here to help! Book a free consultation with the TadHealth team today: calendly.com/cybhi