4 Secrets to Improve Internal
Communications in Rural Healthcare
About North Valley Hospital
•
•
•
•

Critical Access Hospital
Whitefish, Montana
Planetree Affiliate
350 employees; 60 act...
The Situation
Variety of Communication Vehicles
• Hard copy monthly newsletter
• Two e-mail systems
• Staff break room bul...
The Situation
Previous Intranet Home Page
Goals for New Intranet
1. One-stop shop for staff news, information and
resources
2. More timely dissemination of informat...
Implementation Steps/Timing
Optimization
Launch

Kick-off
meeting

10/30/12

Branding and
Imagery;
Home page
template

Gov...
New Intranet Home Page
New Intranet Home Page
with Password Protected Pages
North Valley Hospital Intranet
Features
Place A Request
North Valley Hospital Intranet
Features
Submit Feedback
Incident Notices
North Valley Hospital Intranet
Features
Calendars &
On-Call
Schedules
Department Pages
Clinic Pages
North Valley Hospital Intranet
Features
Education
& Training
North Valley Hospital Intranet
Features
“Newsletter”
North Valley Hospital Intranet
Features
Electronic Bulletin Board to
post personal information & events
Launch Activities
• Ice Cream Social
• “Scavenger” hunt
• Department
Champions
• Weekly e-News Blast
Launch Activities
Intranet Usage
Average hits
on Home Page
per day in first
6 months

700
Intranet Usage
Page Statistics
Intranet Usage
Page Statistics

Tues - Thurs
Keys to Success
•
•
•
•

Senior Management Buy-In
Project Leader
Super users
Easy to use software that incorporates a
well...
Future Plans

• Policies & Procedures
• Contracts
#1 Define Governance and Standards
#2 Centralize Communications
#3 Leverage Technology
Document Management:
Policies and Procedures, Contracts, Forms
Moderator Step

Author Step

POLICY APPROVAL
WORKFLOW
Publishing Step

Approval Step
#4 Evolve
Intranet Benefits
• Improved organization-wide communications
 Instant access to information
 Content search-ability
 C...
Q&A
Enter your questions into the “Question” area of the
GoToWebinar dropdown menu.
• Please help us by answering the surv...
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4 Secrets to Improve Internal Communications in Rural Healthcare

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A common challenge in rural health today that leaves many administrators scratching their heads is internal communications and how to improve it. It seems virtually impossible to keep staff in different locations working different shifts aware of frequent updates and vital information. Email blasts, bulletin boards, mailbox flyers, and paycheck inserts just don't seem to get the job done.

So what is a hospital with alot of communication needs and limited resources to do? That is exactly the question that led the founder of HospitalPortal.net to create a collection of modules to help hospitals meet those needs with limited IT staff nearly 15 years ago. Since then, HospitalPortal.net's intranet solution has continued to evolve, adding new functionality and modules several times a year based on enhancement requests from clients.

This educational session will be co-presented by Regan Sonnabend of HospitalPortal.net and HospitalPortal.net client Catherine Todd. Catherine is Sr. Director of Business Development and Community Relations at North Valley Hospital in Whitefish, MT.

Catherine joined North Valley Hospital in 2010 and is responsible for marketing, communications, media relations and community relations, in addition to functioning as the Public Information Officer for the hospital and its outreach clinics. Her previous experience in the medical products and services industries include Director of Worldwide Marketing for Paragon Vision Sciences, Senior Brand Manager for Commercial Infection Control Products at the Dial Corporation, and Certified Cytogenetic Technologist for Genetrix, all in the Phoenix, Arizona metro area. Catherine earned her BS degree in Zoology and MBA with a focus on Marketing from Arizona State University.

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4 Secrets to Improve Internal Communications in Rural Healthcare

  1. 1. 4 Secrets to Improve Internal Communications in Rural Healthcare
  2. 2. About North Valley Hospital • • • • Critical Access Hospital Whitefish, Montana Planetree Affiliate 350 employees; 60 active medical staff
  3. 3. The Situation Variety of Communication Vehicles • Hard copy monthly newsletter • Two e-mail systems • Staff break room bulletin boards • Flyers in department mail boxes • Payroll stuffers • Old intranet
  4. 4. The Situation Previous Intranet Home Page
  5. 5. Goals for New Intranet 1. One-stop shop for staff news, information and resources 2. More timely dissemination of information 3. Up-to-date information 4. Easy remote access 5. Increase efficiencies & tracking of documents 6. Central document repository 7. Password protected sections 8. Easy to create and maintain
  6. 6. Implementation Steps/Timing Optimization Launch Kick-off meeting 10/30/12 Branding and Imagery; Home page template Governance Committee; Role ID Input from departments Internal Page Template 2-day build & training 3/1/13
  7. 7. New Intranet Home Page
  8. 8. New Intranet Home Page with Password Protected Pages
  9. 9. North Valley Hospital Intranet Features Place A Request
  10. 10. North Valley Hospital Intranet Features Submit Feedback Incident Notices
  11. 11. North Valley Hospital Intranet Features Calendars & On-Call Schedules
  12. 12. Department Pages
  13. 13. Clinic Pages
  14. 14. North Valley Hospital Intranet Features Education & Training
  15. 15. North Valley Hospital Intranet Features “Newsletter”
  16. 16. North Valley Hospital Intranet Features Electronic Bulletin Board to post personal information & events
  17. 17. Launch Activities • Ice Cream Social • “Scavenger” hunt • Department Champions • Weekly e-News Blast
  18. 18. Launch Activities
  19. 19. Intranet Usage Average hits on Home Page per day in first 6 months 700
  20. 20. Intranet Usage Page Statistics
  21. 21. Intranet Usage Page Statistics Tues - Thurs
  22. 22. Keys to Success • • • • Senior Management Buy-In Project Leader Super users Easy to use software that incorporates a well organized design • Activities to encourage awareness, education and participation • Continual optimization • Keep content fresh
  23. 23. Future Plans • Policies & Procedures • Contracts
  24. 24. #1 Define Governance and Standards
  25. 25. #2 Centralize Communications
  26. 26. #3 Leverage Technology
  27. 27. Document Management: Policies and Procedures, Contracts, Forms
  28. 28. Moderator Step Author Step POLICY APPROVAL WORKFLOW Publishing Step Approval Step
  29. 29. #4 Evolve
  30. 30. Intranet Benefits • Improved organization-wide communications  Instant access to information  Content search-ability  Content management decentralization • Promote regulatory compliance  Joint Commission, CMS, HIPAA, etc • • • • Improved policy and procedure management Enhanced patient care Reduced risk of lawsuits Significant savings  Paper and printing/distribution  Productivity • Boost employee satisfaction  Eliminated tedious and time-consuming content publishing tasks.
  31. 31. Q&A Enter your questions into the “Question” area of the GoToWebinar dropdown menu. • Please help us by answering the survey at the end of this presentation. • Contact us at 866-580-7700x276 or rural@hospitalportal.net with any questions, feedback, or thoughts. • www.HospitalPortal.net

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