Running hospital orientation can be a complex task, often involving information overload for new starters and significant administrative work for you. This guide provides a step-by-step plan to use MedApp's key features to deliver a streamlined, engaging, and paperless orientation experience.
How we help your orientation
Reduce your effort: Manage all of your orientation tasks through Med App! Where possible, we provide templates, scheduling and automation tools to assist in reducing your overheads.
Improve orientation for clinicians: Provide clinicians with access to your hospitals critical information before arriving on site. Ensure they always know when and where to be in 0-week, setting them up for success!
Best practice guidelines: We're here to make your job easier! We provide you with a step-by-step process, pre written templates and help to align you to AMC/NZ standards.
Summary of how Med App features support orientation tasks
Med App Feature | Use Case for Orientation | Key Benefit |
Mailouts | Send welcome packs, pre-reading, and digital forms. | Ensure staff are prepared before day one; reduce paper and printing costs, Track completion. |
Events | Schedule sessions, track attendance, feedback. | Simplify registration and automatically generate training records. |
Push Notifications | Send real-time reminders for sessions or room changes. | Keep everyone informed and reduce confusion on the day. |
Content (Articles) | Host key information like maps, policies, and contacts. | Provide a single source of truth that's always accessible on their phone. |
Feedback Forms | Collect feedback on the orientation process. | Easily gather insights to improve the experience for the next cohort. |
The Action Plan: A Step-by-Step Checklist
The key to orientation is front loading the work long before orientation! No one likes to get to o-week feeling unprepared, so we have created and easy to follow guide based on consultation with many of the hospital's we work with.
✅ Phase 1: Before They Arrive (The Pre-Boarding Experience)
Build Your Digital Welcome Pack: Use Mailouts to send essential documents, welcome letters from key staff, and pre-reading materials directly to new starters' phones. Create an onboarding Mailout
Review and Update Content - It’s imperative that core documents are reviewed and updated before orientation; Term descriptions, 0-week schedules, key contact details, maps, handbooks and handovers. Update content
Set up cohorts: Create groups to send targeted message, events and forms/assessments Set up cohorts
Schedule Training Sessions: "Use the Events feature to create your orientation schedule, weekly training, M&M's. You can include session descriptions & link to in app feedback surveys. Set up events, Set up surveys
Invite clinicians & onboarding information: Send out a Mailout with links to critical hospital onboarding information. See how to invite clinicians
➡️ Deep Dive: For detailed templates and a full preparation checklist, see our Phase 1: Preparation & Templates Guide.
✅ Phase 2: On the Day (A Seamless Experience)
Check-in and Attendance: As new starters arrive, use the Events feature on your dashboard or phone to mark attendance digitally, eliminating paper sign-in sheets. Managing attendance
Keep Everyone Informed: Need to announce a last-minute room change or schedule post work team building for the end of week, Send a Push Notification to the 'New Starter' cohort to instantly update everyone. Send push notifications.
Direct Them to Key Resources: Instead of handing out paper maps, direct users to the 'Hospital Maps' page you created in the app. Linking notifications
➡️ Deep Dive: For a complete guide to onboarding users to the app and managing access, see our Phase 2: Onboarding Clinicians Guide.
✅ Phase 3: After Orientation (Continuous Engagement)
Gather Feedback: "Send a Push Notification with a link to a feedback form to gather valuable insights while the experience is still fresh."
Provide Ongoing Access: "Remind staff that all the information from orientation, including presentations and key documents, remains accessible to them anytime in MedApp."
➡️ Deep Dive: For advanced tips on capturing attendance and communicating during O-Week, see our Phase 3: O-Week Communication Guide.
📅 Improve your success rate - use a project plan
Use our project plan template, modify the steps as required and track your progress.
Once open, click 'File' and navigate to 'download' as .xlsx (Excel)
Did you know: Organisations without a proper project management strategies experience a 60% higher failure rate and 37% fail due to unclear objectives & milestones.
🚀 Ready to get started?
Go to your Dashboard now to begin setting up your account for orientation.
Want to walk through your orientation strategy? Contact your Hospital Success Manager to plan your approach.