CTSI: IU SCHOOL OF MEDICINE CORES COMMUNICATION PLAN JULIE HUANG TOM GOODWIN NATALIE BASICH

CTSI:

IU S

CHOOL OF

MEDICIN

E

CORES COMMUNIC

ATIO

N

PLAN

JULIE

HUANG

TOM G

OODWIN

NATALIE

BASIC

H

CORES: UNIFORM BILLING SYSTEM FOR INTERNAL AND EXTERNAL CUSTOMERS

Implemented at 10 Medical Facilities

CORES: VOICES FROM CURRENT USERSHighly satisfied current users

“We even received accolades from our PI’s on how great the new system was.”

– Georgetown Hospital

“I’ve done a lot of system implementations and this has been by far the smoothest, it didn’t hurt that the software is incredibly reliable.”

– Seattle Children’s Hospital

CURRENT STATUS: IU SCHOOL OF MEDICINE Pilot Cores to be live in March

3 Pilot Cores : the largest, most complex and greatest change

Groups of 5-6 Cores to role out every 6 months (total of 40 Cores)

GAP Analysis almost complete for pilot group

No Communication to non-pilot Cores

COMMUNICATION OVERVIEW

COMMUNICATION TIMELINE

AFTER PILOT GROUP LAUNCH: SURVEY PILOT CORESSent to 3 Pilot Cores

Solicit Feedback on successes, challenges What they wish they had known before? Comments

AFTER PILOT GROUP LAUNCHINFO ABOUT CORES SYSTEM FOR ALL CORESCORES has been Launched! CORES is coming to a Core near you!

Details In-Person Meeting ALL Cores

Including Pilot Launched Cores Info Session (using info solicited from survey) to introduce

CORES that will be rolling out over next 2-3 years

3 MONTHS TO LAUNCH OF GAP ANALYSISWhat to Expect Explanation of CORES Why the change Benefits Who will be affected Timing

Audience New incoming group of Cores

2 MONTHS TO LAUNCH OF GAP ANALYSIS

1 MONTH TO LAUNCH OF GAP ANALYSIS

Schedule GAP Analysis Meeting Explain GAP process Who is involved Timeline Expectation of Cores Information to be shared

1 WEEK TO LAUNCH OF GAP ANALYSIS

Meeting Reminder Expectations Current pricing status information needed for meeting

SHAREPOINT ACCESS

Gathered through Pilot Cores

FAQs Accessible to Cores as they are launched Example Documents – Seattle Children’s Continually updated with common questions and answers

Relieves CORES and System Administrator

CONCLUSION

CORES: Successful Track Record

Simple to convey once first launch Use those that have launched as your advocates Encourage communication between Cores

QUESTIONS?

THANK YO

U!

NOTRE D

AME UPD

ATES

LINDA D

UNN-JENSEN

CHANGE MANAGEMENT PROCESS

Understanding the need for the change Enlisted a core team Motivating the users for the change Communicated the vision for the change Gap Analysis Training Using the new system

WHAT NEEDS TO BE DONE?

Change Management Working with Key Contacts (monthly meeting) Transitioning role during implementation

Training Quick reference guides Advanced features

Roll-out plan Timing

Best Practices Adding users to the systems Upgrade process Reports (Cores & PI’s)