Developing a web-based new physician orientation (WB- NPO) Janet Wilson, BS, CPMSM, CPCS

FIRST STEPS Identify Project Team Members Identify Physician Champion Develop presentation (e.g. SBAR) Submit and obtain approval for pilot Generate enthusiasm and support Schedule “rapid-design” event

Project Team Consider including on Project Team: 1. Medical Staff Services 2. Nursing 3. Information Management (Web-Page Design) 4. Physician Champion 5. Regulatory 6. Marketing

RAPID DESIGN EVENT (RDE) Half day, Full day Offsite vs onsite Invite representatives from all key departments Identify facilitator for RDE Define scope of project and deliverables

RDE - THINK OUTSIDE OF THE BOX

RDE - Define charter for project Identify current environment – why is web-based NPO needed? Research orientation practices across industries, e.g. mandatory versus optional Perform literature or online search of best practices

Charter Define objectives and deliverables 1) web-based NPO 2) key parties engagement 3) provider engagement

RDE - Define Scope of WB-NPO Regulatory/Accreditation Requirements Corporate/Organization Information Facility Specific Information Specialty Specific Information Department Information

RDE - Scope of WB-NPO Additional Information (e.g. medical staff leadership, links to community resources, grand rounds, facility tours, online resources Decision regarding methods of delivery – Pros and cons of total web-based or combination with: 1. CD or thumb drive 2. Paper Manual/Handbook 3. PowerPoint with Internet/Intranet Link 4. 1:1 Individual Orientation 5. Group orientation

REMEMBER IT TAKES A VILLAGE

Sub-teams Sub- Team 1: Introduction – Video and PowerPoint with Voiceover Video of CEO and CMO Review Mission, Vision, Values, Organization Leadership, Patient Experience, Culture, Accountability, Physician Responsibility, Physician Resources, IT Access, Mandatory Completion of Orientation (timeframe), Certificate of Completion (process)

Sub-teams Video/Pictures of Facility Specific Leadership 1. Introduction of CEO, CNO, CMO, Chief of Staff Sub-Team 2: Web Page Design (Identify templates for sub-teams to use and Links) Sub-Team 3: System Policies and Resources Sub-Team 4: Facility Policies and Resources

Sub-teams Sub-Team 5: Tools to Care for Patients (e.g. central scheduling) Sub-Team 6: Strategic Initiatives Sub-Team 7: Clinical practices by Specialty Sub-Team 8: CME Credit Others??

Define scope for sub-teams Identify team leads Team lead will identify sub-team members Some teams will cross over in certain areas thus clearly define scope Define expected deliverable (template required) Define time frame for deliverable

Define time frames for meetings Project team meetings – when, where, how often to meet timeframe of project Sub-team meetings – when, where, how often to meet timeframe of project

MAKE MEETINGS PRODUCTIVE

Sub-team reporting Sub-team required reporting – Define delivery method, how often to report Best practice - Sub-team leads attend Project Team meetings to report (stagger team reports) 1) Feel more valued 2) Available to respond to questions that might arise from presentation

Don’t get distracted by Parking Lot Issues Identify parking lot issues that need to be addressed Assign lead to address or ask for volunteer Identify timeline to report back, don’t let issue stagnate to end of project Identify if parking lot issue is a limitation or a barrier to being successful

Don’t let parking lot issues affect your project success, MOVE ON

COMMUNICATE, COMMUNICATE !!!! Continually generate enthusiasm with administrators, key leaders, new physicians Garner support whenever possible Send out encouragement and updates to sub-teams to keep them engaged Project team review template as it comes together – ASK FOR FEEDBACK!!!

Oversight, Review for Duplicates As teams are reporting in, review for cross over, duplicative policies, processes Don’t be afraid to send back to sub- team and say “too much information” or “too little information”. Question, question, question (e.g. what is resource, is this needed, is this required)

BE CREATIVE – WEB DESIGN TEAM

Web-Page Design Team Project team reviews and approves sub-team products as delivered Forward immediately to Web-Page Design Team Design team builds NPO pilot as products are delivered Submit draft modules to Project Team for review and feedback

Volunteer Physicians Identify physician leaders and engaged physicians to participate in pilot Develop score-card for volunteers to rate the modules and provide feedback Project team summarize findings, report back to sub-teams if needed

Additional Decisions Submit link for WB-NPO to new physician when application returned? Submit link for WB-NPO to new physician with approval letter? Completion mandatory before privileges exercised? Within 30 days of start date? Include post NPO survey at end of program to gather valuable information regarding experience?

Additional Decisions Send separate communication to new physician offering facility tour? Include request for facility tour in WB-NPO? Require electronic attestation and signature stating new physician reviewed all modules, policies etc?

CONCLUSIONS New physicians are more computer literate thus more accepting of on- line NPO Saves valuable time and resources coordinating onsite NPO (hard to coordinate administrator/medical staff leaders calendars with new physician availability) Updates to policies, launch of strategic initiatives can be posted to website and current medical staff can access, post townhall meetings

Ongoing Maintenance of Integrity of Web-Page Project Team and sub-team review of information and resources on a quarterly basis to assure continued validity of policies, reports, etc. Review of post NPO surveys by Project Team to gain suggestions/recommendations for improvements or document compliments

TEAM CELEBRATIONS AND KUDOS!!