Seattle/Puget Sound SEER Registry Just JING It Seattle/Puget Sound SEER Registry Just JING It! A Cost Effective Method to Document Procedures and Produce Training Materials Mary Potts, RHIA, CPA, CTR, Manager Jennifer Hafterson, CTR, Field Operations Supervisor Fred Hutchinson Cancer Research Center June 2010

Registry Documentation Needs Training Concepts New Staff Experienced Staff Procedural Casefinding Abstracting Case Consolidation

Why Document? Standardization Protection Against Staff Turnover Initial Training Processing Protection Against Staff Turnover Process Management

Barriers to Documentation Cost Experienced staff required Time-consuming to produce Lack of writing skills We hire CTRs not technical writers Not used Too wordy, too long, too boring Personal walk through of a process almost always occurs anyway

JING Alternative – Screencast A digital recording of computer screen output, also known as a video screen capture, often containing audio narration. Just as a screenshot is a picture of a user's screen, a screencast is essentially a movie of the changes over time that a user sees on the monitor. Source: Wikipedia

Why Use a Screencast? Application-driven procedures Unread tomes Need to ask -- learning barrier Provides orientation, navigation, sequencing of actions Available 24/7 Current procedures are application-driven. Eliminate the written help that no one reads. Provide information-packed videos that users can watch several times in a row, or as needed refreshers. Better to listen to a screencast a few times than to take the time of the trainer on something that is in the screencast.

Getting Started - 1 Decide on the tool Decide on the JING team JING (free) or Camtasia (low cost) from Techsmith, or another tool? Decide on the JING team One geeky subject matter expert (SME), but doesn’t require full geek status Subject matter experts in the topics

Getting Started - 2 Develop an outline Functions as a table of contents Organize screencasts in 1 to 5 minute sections Minimize screencasts longer than 5 minutes

Getting Started - 3 Make PowerPoint slides to convey overviews and major concepts Plan the live demonstrations of the various procedures

Getting Started - 4 Start Jinging Aim for usability, not perfection Accept a few ums and ahs Limit rerecording until content changes or the application changes Use a lapel or standalone microphone, not a combination headphone/mike Limit rerecording until content changes or applications changes require rerecording Lapel or standalone microphone reduces hissing sounds that come through on combination headphone/microphone sets.

Our Project – By the Numbers 1 shared PC with Camtasia Studio 4 staff members = JING Team 231 screencasts 320 hours total to complete 2 new staff and 20 old staff using the screencasts

Extending the Use of JINGS Eliminate barriers to self instruction Promote independent learning style Create JING twin Delegate responsibilities Take credit for the work done by your JING twin (After all, you deserve it!)

Any Questions for Seattle