The terms “playbook” and “protocol” used throughout the help documentation are generic and can be changed for alternative terminology in the Configuration menu in General Settings, just as the name “subjects” can be adapted to your context as well. For more details on the personalization of your interface, read Personalizing LeoMed's interface.

Understanding playbooks : purpose, deployment, and editing

Playbooks are how you organize and plan a sequence of (A) questionnaires, (B) tasks, (C) communications, and (D) manual date scheduling, according to various needs and medical interventions.

They can be short, with only one or two steps, for simple follow-ups, or they can be very complex, with multiple steps and alternative endings.

Use playbooks as a pinboard to plan and organize a sequence of events to fit your needs and uplift your caring process.

Create your playbook (think of it as a template), adding it to your list of draft playbooks (red rectangle in the image below).
Once you are ready and at ease with your draft, you can activate it.
This template will then be available to deploy in the Protocols tab (purple rectangle in the image below) for a specific patient and context.

All of your active playbooks (which we call protocols) are listed separately from the template ones and have their own filtering mechanisms.

This article focuses on creating the template playbooks. If you wish to dive deeper into those differences and nuances, read this article. To learn more about using, managing, and editing the deployed protocols, read this article.

Creating and editing your playbook templates

To create new playbook templates or to modify existing ones, click :

“Configuration”, in the main menu
“Playbooks” (or your alternative terminology)
Either click the blue button at the top right named “Add” to create a new playbook template or click on the playbook template that you want to edit

Your existing playbooks will be listed together and can be filtered according to various criteria, as shown in the columns detailed below (this information is filled out in each playbook’s Settings as we will see later on) :

Status : Active (is available to be deployed in the Protocols menu), Draft (cannot be deployed to a patient), or Archived (cannot be deployed either) — Learn more about these status differences
Number : the playbook number you have assigned according to your institution’s system
Name : the playbook's name (think of something the team and the patient will easily understand and that is general enough to be easily reused)
Description : more details to help explain the protocol to your team or your editors (this is only for the internal team purpose and will not be seen by the patient).
Owner : the LeoMed user that is in charge of this playbook or that can be the reference person concerning this playbook (this user can be modified as needed)
Version : the version number you assign to the playbook, in order to keep track of changes (You can create and manage your own version system according to your institution’s internal policies)

You can also add your own categories :

Category : there may be more than one of these, and you can personalize them as you need, with either different options to choose from or as tags, to help classify and organize the protocols. To learn more about creating categories, read this article.

Who can edit playbooks

Permissions for those who can edit playbooks are managed in the Roles section of the Configuration menu. You might need to create new roles to have specific permissions for a particular type of team member.

To learn more about roles and permissions, keep reading here.

Playbook setup and details

This is a visual representation to help you better understand the structure of a playbook and the following written content below (you will not actually see this graph in the interface).

Once you click on a given playbook, you will have three tabs to choose from :

Editor: where you build and preview your whole playbook, step by step, with the steps’ interactions and communications
Team: where you prepare the default roles and titles required for this playbook to function
Settings: where you manage the playbook’s status and general descriptive items, also found in the column titles discussed earlier

N.B.

When you create a new plan, you start at the Settings tab.

Editor

This section is the control center of the playbook, where you choose each step, and what happens next. There are four different types of steps that can make up a playbook :

Event : Examples of use: Surgery date, discharge date, etc.

Form : Questionnaires you have previously created in the form configuration menu, including the alerts pre-built inside. Examples of use: pre-surgery forms, pain follow-up, medication side-effects follow-up, etc.
To learn more about building forms and questionnaires, keep reading here.

Communication : Send, as the main purpose, a URL and/or some media content to one or many people, including your medical team, other caregivers, and the patient of concern. (As opposed to the “Message” sub-tab in every step which acts as the text that will appear in the SMS or the email that you send to the patient.)

Task : Assign one or many tasks to someone from the team (one step per person)

N.B.

Little icons sometimes appear in the step titles, their details are discussed further, but here are their meanings in a nutshell:

Asterisk : Step will start automatically, in relation to another step in the playbook.
Play symbol : Step will start automatically at the beginning of the playbook.
Circular arrows : Step has some form of recurrence set for the future
Message bubble : Step includes at least one message that will be sent

It is important to know that playbooks don’t necessarily have to be hyper-complex, with multiple steps. It is possible that a playbook would contain only one or a few of these steps, like sending a message to a patient and their caregivers. Playbooks are simply the framework used to create interactive actions with individuals, inside and outside the institution.

For each of the types of steps (found in the left section of the editor), you have sub-sections (in the right section) that give you an extra level of precision in determining how the whole plan will unfold: Details, Planning, and Message. Let’s unpack those, now.

Details

This content will vary, depending on the type of step, but the idea is to:

Choose a title (for the step, not the whole playbook)
Describe the step (will only be seen by your internal team)
Add relevant content (will vary depending on the type of step: documents, media, URL links, forms, tasks, etc.)
Associate one or several people to the step (either a generic role type — professional, caregiver, or patient — that will be filled in when launched in a specific context, or a specific team member right off the bat, by default. This person too could be replaced, if need be, when time has come to launch, or even after having launched the playbook.)

Planning

There are three aspects of planning that can be done for each step:

the timing of the step
the notifications sent out around that step
its recurrence

1. Timing

A step can be planned in the three following ways; the first being set manually and the last two beginning automatically. You can quickly notice in the step sequence (left column) the symbols that indicate this:

Manual: To plan a step manually for a certain time of day. → written “Manual planning”
Automatic Option #1: At the launch of the playbook — to start right away when you deploy a playbook. If a step is related to the launch of the playbook → "play button" symbol
Automatic Option #2: In relationship with another step — either before or after that step, with a delay varying from minutes all the way to years (automatic) → “asterisk” symbol

Examples:

Manual step : A surgery date yet to be determined. Once it is set, all the related steps will fall into place accordingly.
Automatic step Option #1: At the launch of the playbook, send a welcome message to the patient.
Automatic step Option #2: Send a form to the patient 1 day before the surgery.

N.B.

Steps that depend on a manual step will be blocked until that step is completed.

2. Notifications

Notifications should not be confused with the Message (addressed further below), which is a more detailed communication. Here, you choose the people who will be alerted if the step is not completed, as well as the means and timing of the notification.

3. Recurrence

Once a step is activated, it may be a one-time occurrence, or it may be recurrent. In the latter case, the recurrence can be set according to a given delay, but can also be specified for a certain number of occurrences. It is important to note that this recurrence applies to the whole step, including the notifications, and also that any other step dependent on this one will cease after the last recurrence as well. You can quickly notice if a step is recurrent with the other symbols mentioned above in the Timing section: the symbol is a set of two cyclic arrows

Message

Whereas the “Communication” type of step is centered around sending content to someone at sometime in the protocol, the “Message” tab (which is a section of a step, and not a step on its own) is meant as a reminder specifically oriented around the occurrence of the step it’s in.

In this “Message” section you can prepare one or several detailed communications (in each language available in your platform setup) that will be sent to one or many people, in relation to that step. If, in one same step, you must send messages using different content or settings to different people (or to a same person) you can click the “Add” blue button under the top right “Save” button for more separate messages.

Do not confuse this section with the step notifications (covered above) which are simple alerts that occur when a step has passed its deadline. However, in a similar manner there are various options for the timing of the message, as well as the means of sending it.

Other message features include :

Predetermined response options for the recipient. (Confirmation Request, Set a different date, or Cancel)
Notifications based on recipient’s choice between those three, that can be sent to different team members, if need be.

You can notice that a speech bubble symbol will appear in the playbook outline (left column) for the steps that have been given a message.

Team

In this section, you can visualize who is involved with this playbook. You can add either a generic role to be filled, or a specific team member that will be defaulted to that playbook and will already be assigned by default for the deployment of the playbook to a patient once it is activated. The default team member can always be edited once you want to deploy it as a protocol for a specific patient. These people or roles might are filled by members of your institution (doctors or nurses or other types of health professionals).

There are broadly titled columns for physicians, nurses, administration, and other members, but each person can have specific roles or descriptions added to them. To do so, click the three dots at the end of their name. When preparing a playbook, this feature will help you plan out your needs in advance and guide the future choices of the person deploying it, making sure no key player is forgotten.

When a specific person is assigned to a role, their personal title will be added automatically, but this can be changed if need be. Since certain members may be involved with different patients or projects, with the possibility that their roles may differ between them, their particular descriptive title is specific to each team setup, for each particular playbook, and remains independent from their user profile as well as from other playbooks.

N.B.

There is nowhere to add the role of patient or primary caregiver to the team since that is determined when the playbook is deployed and they are present by default as generic non-defined roles that can be added to a step or a communication.

Settings

As seen previously, the information for each playbook includes :

Number : the playbook number you have assigned according to your institution’s system
Version : the version number you assign to the playbook to keep track of changes (this does not change automatically, so you can create and manage your own version system)
Status : Active, Draft, or Archived (see difference between archiving and deleting, in the next section below. Also note that this only displays the status; status changes are made in the title bar)
Owner : the LeoMed user that is in charge of this plan or that can be the reference person concerning this plan (this user can be modified as needed)
Name : the playbook’s title that can be written in each language that the questionnaire will be published in (think of something the team members involved will easily understand and that is general enough to be easily reused)
Description : extra details and useful information, that may also be written in each language the questionnaire will be published in
Categories : Tags that will help better organize, filter, and search the list of playbooks. This will facilitate finding the right one to use for the right patient situation.

Note: Deleting vs. Archiving

When inside a playbook builder page, the trash bin icon on the far right of the page will permanently delete it. Note that deleting a playbook version will not delete the other version.

If you prefer to have it archived for further reference or use, you can do so in an active protocol with the “Archive” button on the right part of the white title bar.