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

2. 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

3. 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

4. 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

5. RDE - THINK OUTSIDE OF THE BOX

6. 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

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

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

9. 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

10. REMEMBER IT TAKES A VILLAGE

11. 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)

12. 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

13. 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??

14. 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

15. 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

16. MAKE MEETINGS PRODUCTIVE

17. 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

18. 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

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

20. 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!!!

21. 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)

22. BE CREATIVE – WEB DESIGN TEAM

23. 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

24. 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

25. 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?

26. 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?

27. 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

28. 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

29. TEAM CELEBRATIONS AND KUDOS!!