The most important steps are about planning. Once you have this in place, you will have a repeatable & measurable process for any admin to follow. We recommend starting this 1 month before orientation if it's your first time.
Step 1 - Heads Up Email
Let clinicians know that you are inviting them to Med App for onboarding and access to clinical resources. This reduces concern from clinicians when they receive an SMS invitation to Med App, it also improves confidence that support tools are being provided.
We've done the hard work to design this template for you. All you need to do is copy it, insert your hospital logo and send it to the incoming cohort.
How to use our template
Click 'view template' below
Select all and copy
Open your preferred email client & create a new email
Paste the template into the email
Delete 'your hospital logo goes here' and replace with your hospital logo (This is important to help endorse and associate Med App and your hospital
Make sure to change contact details at the end of the email
Step 2 - Content review & updates
Consider the best way to identify the 20% of information that clinicians need 80% of the time.
Consult with your DCT, JMO & SMO's to review the information on Med App from a clinical perspective (They should be part of your governance team).
Questions to ask
What information is not useful? (Delete it!)
What needs updating?
What is missing?
Review our checklist of best practice
Review your hospitals Med App content & directory against our Gold Star checklist
Align with AMC and NZMC JMO training standards
Include clinical feedback on what needs to be updated, what is missing or needs to be deleted
Remember - Med app is not a repository for all of your hospitals information.
Step 3 - Setup your hospital welcome message (Mailout)
Why do we use mailouts instead of emails?
Easy audit trail for accreditation & reporting
Reduced overheads with reusable templates, targeted reminders & scheduled communications
Track completion of which clinicians viewed and signed onboarding (email isn't able to do this)
Benefits for clinicians
Improved wellbeing with quick access to rotation information before arriving on site
Better informed with important changes to policy, guidelines & roster changes
Improved confidence with quick access to procedural information, dosing charts and escalation strategies
What makes a good onboarding message?
Ask Med App for the above template
Step 4 - O-week resources
Once you have welcomed clinicians to their first week at your hospital, make sure it's easy to find information about their schedule and useful resources. This idea was one of the most popular articles read for interns at several leading hospitals
Create an article under your orientation folder to show clinicians what's happening for 0 - week
Send a push notification linking to the content (see below)
Use a mobile friendly format (2 columns wide) for best readability
Step 5 - Communication plan
Mobile push notifications (announcements) are a quick way of sending bite sized messages to clinicians. Messages can be scheduled ahead of time for the first few weeks of orientation or at any time.
Examples of notifications to schedule in first week
Remind clinicians where to find important information
Congratulate them on surviving their first week - linking to orientation survey
Remind them about important upcoming events, education sessions
Tell them about end of week drinks, social catch ups
Term changeover to update handover documents - link
How to use announcements
Recommended frequency of announcements is 2 - 7 notifications per week
Step 6 - Setup your orientation, wellbeing & education survey
Surveys create a quick way to gather clinicians feedback on education or wellbeing
Keeping post training surveys grouped together with events.
Easily reuse and distribute templates
Quick downloadable data & eporting
How to create a survey template
In this step we are only setting up the survey, distributing and viewing results are covered in phase 2 & 3
Up Next: Onboarding clinicians to Med App and your Hospital
In this section, we discuss inviting clinicians to Med App, onboarding them to your hospital and providing links to critical resources so they can confidently hit the ground running.