Phase 1: Prepare
15+ months before implementation |
Email your department heads to inform them about MHS GENESIS
|
Tactic 1.1 |
Ready your senior leaders early to minimize future disruption to services and get buy-in |
Brief your executive steering committee (or leadership team)
|
Tactic 1.2 |
Engage senior leaders to help them understand the change coming and remove any working silos |
Send kick-off email to introduce MHS GENESIS
|
Tactic 1.3 |
Send to hospital or clinic staff and base commanders (in place of or in addition to a regular communications) |
Host an internal (staff) town hall
|
Tactic 1.4 |
Host a town hall, or leverage other forums, to educate staff about MHS GENESIS |
Run electronic screen saver
|
Tactic 1.5 |
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 1.6
|
Launch a communication on your internal hospital intranet or SharePoint site |
Share video with internal staff members
|
Tactic 1.7 |
Introduce the staff to MHS GENESIS, the new, modern electronic health record. |
Distribute table tent announcements
|
Tactic 1.8 (Army)
Tactic 1.8 (Navy)
Tactic 1.8 (Air Force)
|
Configure and place table tents on common area tables throughout your facility |
Run MHS GENESIS base ads
|
Tactic 1.9 |
In base newspapers, or other print materials, include announcements regarding the new EHR |
| Tactic 1.10 |
In base newspapers, or other print materials, include announcements regarding the new EHR |
| Tactic 1.11 |
In base newspapers, or other print materials, include announcements regarding the new EHR |
| Tactic 1.12 |
In base newspapers, or other print materials, include announcements regarding the new EHR |
Phase 2: Pre-Deployment
14 – 12 months before implementation (theme: modern) |
Email update to staff
|
Tactic 2.1 |
Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications) |
Host a town hall
|
Tactic 2.2 |
Host a town hall, or leverage other forums, to prepare staff for pre-deployment activities and share with senior mission commanders |
Run electronic screen saver
|
Tactic 2.3 |
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 2.4 |
Launch a communication on your hospital intranet or SharePoint site |
Print flyer
|
Tactic 2.5 |
Place in break rooms, mailboxes, or other staff-only areas |
Print and display poster
|
Tactic 2.6 |
Showcase to build awareness that the EHR will deploy at your facility |
Distribute table tent announcements
|
Tactic 2.7 |
Configure and place table tents on common area tables throughout your facility (replace if used in phase 1) |
Run MHS GENESIS base ads
|
Tactic 2.8 |
In base newspapers or other print materials include announcements to let audiences know the new EHR is coming soon |
| Tactic 2.9 |
In base newspapers or other print materials include announcements to let audiences know the new EHR is coming soon |
|
Phase 3: Deployment
12 months before go-live, through implementation (theme: connected)
|
Email update to staff
|
Tactic 3.1 |
Send to hospital or clinic staff and base commanders (in place of or in addition to a regular communications) |
Run electronic screen saver
|
Tactic 3.2 (Army)
Tactic 3.2 (Navy)
Tactic 3.2 (Air Force)
|
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 3.3 |
Launch a communication on your hospital intranet or SharePoint site |
Print flyer
|
Tactic 3.4 (Army)
Tactic 3.4 (Navy)
Tactic 3.4 (Air Force)
|
Place in break rooms, mailboxes, or other staff-only areas |
Print and display posters
|
Tactic 3.5 |
Showcase to build awareness that the EHR will deploy at your facility |
| Tactic 3.6 |
Showcase to build awareness that the EHR will deploy at your facility |
Print and display table tents
|
Tactic 3.7 |
Place in break rooms, waiting rooms, or cafeteria tables |
Post “Remember When” graphics
|
Tactic 3.8 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age. Note: This graphic can be used once you begin using the online appointing tool. |
| Tactic 3.9 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 3.10 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 3.11 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
Share Moments in Military Medicine video: “The Genesis of MHS GENESIS”
|
Tactic 3.12 |
Highlight how EHRs evolved in the MHS over the years |
Introduce the Genesis of MHS GENESIS timeline
|
Tactic 3.13 |
On your facility’s social media and TVs, educate staff, providers, and patients on how the health record has changed throughout the years |
Print and display Patient Portal fact sheet
|
Tactic 3.14
(update in progress) |
Display in waiting rooms |
Print and display Patient Portal brochure
|
Tactic 3.15
(update in progress) |
Display in waiting rooms |
Post Patient Portal social media content on facility accounts
|
Tactic 3.16 |
Build awareness of the Patient Portal and its availability |
| Tactic 3.17 |
Build awareness of the Patient Portal and its availability |
| Tactic 3.18 |
Build awareness of the Patient Portal and its availability |
Host a town hall
|
Tactic 3.19 |
Host a town hall (or leverage other events and forums) for patients to learn about MHS GENESIS and the new Patient Portal |
Share EHR overview video
|
Tactic 3.20 |
Inform audiences about the benefits of MHS GENESIS and build momentum around the implementation |
Print and display handout information card
|
Tactic 3.21 |
Place in break rooms, waiting rooms, and pharmacy bags, or at local base events |
Print and handout Patient Portal business card
|
Tactic 3.22 |
Place in break rooms, waiting rooms, and pharmacy bags, or at local base events |
Share MHS GENESIS Patient Portal informational video
|
Tactic 3.23 |
Educate audiences about features in the MHS GENESIS Patient Portal |
Upload social media banners
|
Tactic 3.24 |
Update your MTF social media cover photos with MHS GENESIS branded content |
| Tactic 3.25 |
Update your MTF social media cover photos with MHS GENESIS branded content |
Run MHS GENESIS base ads
|
Tactic 3.26 |
In base newspapers or other print materials include announcements regarding the new EHR |
| Tactic 3.27 |
In base newspapers or other print materials include announcements regarding the new EHR |
| Tactic 3.28 |
In base newspapers or other print materials include announcements regarding the new EHR |
| Tactic 3.29 |
In base newspapers or other print materials include announcements regarding the new EHR |
|
Phase 4: Go-live
First 12 days after implementation (theme: secure)
|
Email update to staff
|
Tactic 4.1 |
Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications) |
Host a town hall
|
Tactic 4.2 |
Host a town hall or leverage other forums to educate staff about MHS GENESIS |
Run electronic screen saver
|
Tactic 4.3 (Army)
Tactic 4.3 (Navy)
Tactic 4.3 (Air Force)
|
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 4.4 |
Launch a communication on your hospital intranet or SharePoint site |
Print and display posters
|
Tactic 4.5 |
Showcase to build awareness that the EHR is at your facility |
| Tactic 4.6 |
Showcase to build awareness that the EHR is at your facility |
|
Tactic 4.7 (Army)
Tactic 4.7 (Navy)
Tactic 4.7 (Air Force)
|
Showcase to build awareness that the EHR is at your facility |
Print flyer
|
Tactic 4.8 |
Place in break rooms, mailboxes, or other staff-only areas |
|
Tactic 4.9 (Army)
Tactic 4.9 (Navy)
Tactic 4.9 (Air Force)
|
Place in break rooms, mailboxes, or other staff-only areas |
Share DS Logon video
|
Tactic 4.10 |
On your MTF social media pages and TVs throughout your facility, post the DS Logon video |
Share “Remember When” graphics
|
Tactic 4.11 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 4.12 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
Post Patient Portal social media content on facility accounts
|
Tactic 4.13 |
Build awareness of the Patient Portal and its availability |
Run MHS GENESIS base ads
|
Tactic 4.14 |
In base newspapers or other print materials include announcements that the new EHR is live |
| Tactic 4.15 |
In base newspapers or other print materials include announcements that the new EHR is live |
| Tactic 4.16 |
In base newspapers or other print materials include announcements that the new EHR is live |
| Tactic 4.17 |
In base newspapers or other print materials include announcements that the new EHR is live |
|
Phase 5: Post Go-live
28 days after implementation (theme: patient centric)
|
Email update to staff
|
Tactic 5.1 |
Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications) |
Run electronic screen saver
|
Tactic 5.2 (Army)
Tactic 5.2 (Navy)
Tactic 5.2 (Air Force)
|
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 5.3 |
Launch a communication on your hospital intranet or SharePoint site |
Print flyers
|
Tactic 5.4 |
Place in break rooms, mailboxes, or other staff-only areas |
| Tactic 5.5 |
Place in break rooms, mailboxes, or other staff-only areas |
Print and display posters
|
Tactic 5.6 |
Showcase to build awareness that the EHR will deploy at your facility |
|
Tactic 5.7 (Army)
Tactic 5.7 (Navy)
Tactic 5.7 (Air Force)
|
Showcase to build awareness that the EHR will deploy at your facility |
Share “Remember When” graphic
|
Tactic 5.8 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 5.9 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
Post Patient Portal social media content on facility accounts
|
Tactic 5.10 |
Build awareness of the Patient Portal and its availability |
|
Phase 6: Sustainment
1+ month after implementation (theme: standardized)
|
Email update to staff
|
Tactic 6.1 |
Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications) |
Host a town hall
|
Tactic 6.2 |
Host a town hall or leverage other forums to educate staff about MHS GENESIS |
Run electronic screen saver
|
Tactic 6.3 |
Circulate on internal monitors or digital bulletins |
Post an announcement to your facility intranet
|
Tactic 6.4 |
Launch a communication on your hospital intranet or SharePoint site |
Print and display posters
|
Tactic 6.5 |
Showcase to build awareness that the EHR will deploy at your facility |
| Tactic 6.6 |
Showcase to build awareness that the EHR will deploy at your facility |
|
Tactic 6.7 (Army)
Tactic 6.7 (Navy)
Tactic 6.7 (Air Force)
|
Showcase to build awareness that the EHR will deploy at your facility |
Print flyer
|
Tactic 6.8 |
Place in break rooms, mailboxes, or other staff-only areas |
Print and display table tent
|
Tactic 6.9 (Army)
Tactic 6.9 (Navy)
Tactic 6.9 (Air Force)
|
Place in break rooms, in waiting rooms, or on cafeteria tables |
Share “Remember When” graphics
|
Tactic 6.10 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 6.11 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
| Tactic 6.12 |
On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DOD before the digital age |
Share testimonials
|
Tactic 6.13 |
Collect statements from your facility staff on the benefits of the new EHR and share during staff meetings, on digital screens throughout your facility or via social media |