Getting Started Checklist
No matter where you are on your journey, Rise to Immunize™ (RIZE) offers a tailored pathway to help you improve routine adult immunization rates among your patient population. This Getting Started Checklist offers some actionable steps to jumpstart your campaign efforts. These steps are not intended to be prescriptive, but rather activities for your group to consider in developing a systematic method to improve the healthcare you deliver.
Secure buy-in from all relevant key stakeholders
Ensure RIZE is seen as a top priority at your organization by fostering support and commitment from key leaders and stakeholders. This buy-in will be important as your team works to secure the resources and attention needed for the project (e.g., data, staff time, budget).
- Meet with the campaign’s most prominent supporter at your organization (e.g., chief executive officer, medical director, board of directors).
- Talk with key division chiefs, department chairs, and administrative leaders in person to share information about the campaign and address any concerns they may have (e.g., staffing, resources).
Assemble your RIZE team
It truly takes a team to improve adult immunization rates for your patient population. From care process modifications and data reporting to project management, different team members can be responsible for different roles.
- Identify 8-10 core team members to lead your RIZE campaign efforts. These team members will be critical to your success, so be strategic and select colleagues with relevant skills, enthusiasm, and influence to engage others across the organization.
- Conduct internal team kick-off meeting. Consider using the initial meeting to: orient team members to campaign goals, timeline, measures, and reports; define specific roles and responsibilities for each team member; review and document current processes, protocols, and education materials for patients and providers regarding routine adult immunizations.
- Create plans that specify how you will monitor the implementation of campaign planks and measure campaign successes to build accountability for senior leaders, physicians, and staff.
- Schedule regular team meetings for the duration of the campaign to develop and monitor your plan. RIZE suggests monthly meetings initially.
Ensure access to accurate and timely data
Participating medical groups and health systems should determine your organization’s approach to data collection, such as using a clinical data repository or data warehouse that includes adult immunization measures. These data will be utilized throughout the campaign for internal and external reporting, as well as measuring progress over the four-year effort.
- Schedule a meeting with your data analytics/IT team and/or vendor. In this meeting: confirm if data is readily available or new processes will need to be developed; determine how data will be extracted; and discuss and address any potential barriers. Review the RIZE measure specifications and data reporting schedule to guide programming and planning. For more details, view the “Data Orientation” webinar recording, which was held on Oct. 21, 2021.
Measure baseline performance and outline improvement goals
A baseline measurement of performance is a critical step for population health initiatives. Once you have your baseline rates, you will want to determine short- and long-term goals and begin to identify and prioritize areas for improvement.
- Run a report on baseline adult immunization rates using the campaign measure specifications. If available, segment the results by care sites and providers.
- Determine short- and long-term goals for improvement based on your baseline data. Be sure your goals are specific, measurable, achievable, realistic, and timely (S.M.A.R.T.).
- Create a flowchart of current processes around routine adult immunizations. The resulting diagram will allow the team to visualize patient flow, as well as discover and address opportunities for improvement—such as redundancies, bottlenecks, and/or gaps in care—to achieve greater efficiency. Document the step-by-step actions experienced by a typical patient and by a typical care team. This should include activities before the visit (e.g., scheduling, reminders), during the visit (e.g., arrival, rooming, decision-making, after-visit summary), and after the visit (e.g., education, follow-up calls). Include information about who is responsible, time constraints, and necessary resources.
- Use baseline data to identify high-performing providers and sites of care. Meet with the physicians, care teams, and leaders to discover their best practices and create a plan to disseminate these across the organization.
- Identify and prioritize at least two tactics for improvement―with a balance of short-term, less resource-intensive interventions and long-term, more resource-intensive ones. These tactics should help advance the short- and long-term goals your team previously established.
Pick campaign plank(s) for implementation
Implementation of “campaign planks” (evidence-based care processes) is at the heart of the RIZE campaign—and how the campaign aims to collectively administer 25 million vaccines by 2025.
- Review the campaign planks—including the overviews and accompanying tools. Find the campaign plank(s) that most closely align with the improvement area(s) you have chosen. Remember that campaign planks vary by level of difficulty—with Level 1 being the most basic and Level 3 being the most advanced—so consider resources and level of effort when selecting campaign plank(s) for implementation. Start with one campaign plank before adopting the next, but plan on implementing additional campaign planks over time.
- Create an action plan to implement the campaign plank(s), including: key areas for improvement; plans for accomplishing the improvement in each area, including measurable goals and the activities needed to achieve these goals; project leader and team (be sure to include individuals who directly work in the area that is targeted for improvement); quantitative and qualitative measurements to monitor progress; timelines; and deadlines.
- Modify your baseline flowchart to incorporate the changes you will make to adopt the campaign plank. Be specific―note on your chart who will do what and when they will do it.
- Implement the campaign plank(s) using your action plan as a reference. Consider introducing the changes at a single site of care as a pilot before system-wide implementation.
- Monitor the revised process to ensure the change is implemented and sustained over time. Documenting the changes in writing in policies and procedures can assist in ensuring standardization, sustaining the activities, and training new staff.
Develop a RIZE communications plan
With the right messaging and delivery, your RIZE efforts can be visible across your organization and community.
- Prepare an “elevator speech”―a quick way to communicate objectives in a clear, compelling manner―about the campaign. Consider including why the campaign is important, how your organization will achieve the goal, and what specific changes each physician or staff member will need to make in order for the project to be successful.
- Schedule a meeting with your communications/marketing/PR team. In this meeting, begin to discuss: target audiences (internal and external) who should be made aware of your organization’s RIZE efforts; goals and objectives of this communication; messages that align with the goals and objectives; and strategies and tactics for reaching these audiences (e.g., email newsletters, media outreach, social media, paid advertisements).
- Develop the communications plan using information gathered in the initial meeting. Ensure the plan includes responsibilities, timelines, and evaluation mechanisms to determine if the communications activities are reaching your target audiences with the right messaging through the identified channels and achieving the selected goals.
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