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Report from the HITSP Education, Communication and Outreach (HITSP-ECO) Committee

Washington, DC | March 27, 2008

Document Number: HITSP 08 N 306Date: March 26, 2008

1HITSP: Enabling interoperability across the healthcare enterprise

Overall Purpose of the Education, Communications and Outreach (ECO) Committee

To develop, implement and maintain a comprehensive and well-coordinated Education, Communications and Outreach Strategy and Plan for the Healthcare Information Technology Standards Panel.

Note: The overall success of HITSP as a national initiative is directly related to the success of this Plan.


Goal of the HITSP Education, Communications and Outreach Initiative

To ensure the understanding, adoption and use of all HITSP products by the health care industry, in particular those that have been accepted and recognized by the U.S. Secretary of Health and Human Services.


HITSP-ECO Committee Objectives

Increase the understanding of HITSP and its value to the healthcare industry and its stakeholders

Promote and facilitate the ongoing recruitment of new members tothe Panel and new volunteers to its various committees and working groups

Facilitate the effective participation and involvement of members and volunteers through the use of efficient and effective internal communications

Document and communicate the demonstrated value of the HITSP products

Develop and deliver education, communications and outreach activities to build awareness and understanding of HITSP products for the purpose of facilitating adoption and implementation of those products


HITSP ECO Committee

The HITSP-ECO Committee brings together a diverse group of individuals with knowledge in the areas of marketing, communications, and education. Its members also have general expertise in the areas of standard-setting and specific expertise in the work of the Panel.

The Committee includes members of the HITSP Board of Directors, HITSP Committees and Panel.


Purpose of the HITSP Education, Communications and Outreach Plan

Identify, describe and prioritize the HITSP primary and secondary audiences, the types of themes and educational products to be delivered to those audiences, the methods and modes for efficiently and effectively delivering those themes, and the metrics for measuring success

Develop and describe the process for coordinating internal responsibilities within HITSP to develop the content and deliver the messages to the HITSP audiences through appropriate mechanisms and vehicles

Develop and present a work-plan and timeline for implementation over the next 12 months and beyond

Identify and describe the support and resources needed to achieve the goals and objectives of the HITSP-ECO Plan


HITSP ECO Committee ProcessThe HITSP-ECO Committee started in February 2008 with approval from the HITSP Board and Panel.

Committee is operating through weekly teleconferences and occasional face-to-face meetings

Committee is working on two tracks:

– An immediate, short term (next 12 months) plan

– A longer-term (>12 months) plan


ECO Committee Progress to Date

Initial deliverable of the Committee is a draft of the HITSP Education, Communications and Outreach Strategy and Plan (March 2008), which was sent to the Panel 25 March 2008.

HITSP ECO-related short-term activities are currently ongoing (e.g. website and logo).

Revised, complete Strategy and Plan will be developed and delivered to the Board and the Panel before the June 2008 Panel meeting.


HITSP Education, Communications and Outreach (ECO) Plan: Table of Contents

Introduction

Background, Purpose and Scope

HITSP Audiences

Themes for Educational Products

Methods and Modes

HITSP Education Resources

Coordinating Process

Quality, Evaluation and Maintenance Process

Work Plan and Timeline

Annexes


Relationship of Audiences and Timeframein the Development of the HITSP-ECO Plan

TIMEFRAME TIMEFRAME

AUDIENCES AUDIENCES

SHORT TERMSHORT TERM(<12 MONTHS)(<12 MONTHS)

LONG TERMLONG TERM(>12 MONTHS)(>12 MONTHS)

EXTERNAL TO HITSPEXTERNAL TO HITSP Plan will focus primarily Plan will focus primarily on top priority external on top priority external audiences, themes and audiences, themes and opportunitiesopportunities

Plan will describe longerPlan will describe longer--term strategies for all term strategies for all external audiencesexternal audiences

INTERNAL TO HITSP INTERNAL TO HITSP Plan will identify the top Plan will identify the top priority communication priority communication needs for internal needs for internal audiencesaudiences

Plan will present longerPlan will present longer--term strategies for term strategies for addressing needs of addressing needs of internal audiencesinternal audiences


HITSP Audiences (Section 3)

INTERNAL – Members of the HITSP Panel

– Members of the HITSP Board

– Members of the HITSP Committees

EXTERNAL– Type 1 – directly working with the Panel but operate as separate

organizations (e.g. ONC, AHIC, CCHIT)

– Type 2 - Public (e.g. Government and Public Health)

– Type 2 - Private (e.g. SDOs, Professional Societies)

– Type 3 - public and private sector organizations largely unfamiliar with HITSP initiatives but will be greatly impacted by the Panel’s work efforts (e.g. Health Care Providers, Healthcare Application Vendors, IT, Payers/Purchasers, Researchers)


Themes for Educational Products (Section 4)

“HITSP-speak” vs. “English”

Types of Themes for HITSP-ECO Product Offerings

– Introductory Materials (background, overview and structure, process , etc.)

– Value Statements

– HITSP Products (descriptions of the Interoperability Specifications based on audience type; use stories)


Methods and Modes (Section 5)

Methods – approach(es) that should be used to communicate the themes identified in the Themes sectionModes – Fact Sheets

– FAQs

– Press Releases, Articles, Presentations, Health IT Events

– Case Studies

– Webinars, Audiocasts, Satellite broadcasts, Podcasts, TV

– Website (Internal and External)

– Other eCommunications (e.g. HITSP RSS Feeds, eMail Blasts, Listservs, eLearning Modules/Tutorials)


HITSP Education Resources (Section 6)

Current Resources– Ongoing Education and Outreach Initiatives (e.g. HIMSS

Interoperability Demo and book in preparation)

New Resources/Funding Opportunities– Website

– Collaborative opportunities

– Technical Committee experts

– Other


Four core components:– Guiding Principles: to serve as reference points for all HITSP education-

related content development and delivery

– Defined Roles and Responsibilities for HITSP Internal Resources:balancing the demands and expectations posed on internal resources for 1) developing and delivering the actual HITSP products and 2) participating, assisting and doing the HITSP education-related content development and delivery

– Defined Roles and Relationships with HITSP External Partners:coordinating with external partners the education-related work that HITSP is and will be undertaking

– Guidance and Templates for Internal Resources and External Partners: to assist them identify, develop and deliver education-related efforts

Coordinating Process (Section 7)


Quality, Evaluation and Maintenance (Section 8)

Consistency and Quality of Content– Educational Product Approval Process

– Brand Management

Metrics– Quantitative (Baseline) Metrics

– Qualitative Metrics

Maintenance– Maintenance of and Access to the Resources Created in the Plan

– Maintenance of the Plan

Evaluation Strategy


Work Plan and Timeline (Section 9)

Relationship Between Audiences, Themes and Methods

Short-term and Long-term Priorities– Committee (Administrative)

– Internal to HITSP

– External to HITSP


Workplan and Timeline 1 - Committee Administrative Activities

TIMEFRAME AUDIENCES

SHORT TERM(0-12 MONTHS)

LONG TERM(>12 MONTHS)

COMMITTEE (ADMINISTRATIVE)

Finalize Education PlanEstablish baseline information on education and outreach activities done to-dateCreate and establish guidelines and templates for the development themesEstablish process for review and approval of outreach activities, including creation of an Editorial Review TeamExplore the formation of partnerships with external organizations for education and outreach purposesDevelop an Evaluation Plan for HITSP ECO efforts

Conduct evaluation of plan (once a year)Periodically update plan (once a year)


TIMEFRAME

AUDIENCES



INTERNAL TO HITSP

Develop a plan for improving internal communications and resource availability (including HITSP Members Only Portal)

Organize and present the HITSP Library – Internal (changing with new website design)

Implement strategy for improving internal communications

Workplan and Timeline 2 – Internal Audience


TIMEFRAME AUDIENCES



EXTERNAL TO HITSP

Promote the new HITSP website (launched March 31, 2008)Explore the definition and development of a HITSP newsletterEstablish a HITSP Education Calendar (including periodic webinar offerings)Consider the establishment of a HITSP Speakers BureauExpand and maintain the HITSP FAQsDevelop on-demand introductory training on HITSP topicsIdentify and pursue HITSP educational opportunities at non-HITSP venuesIdentify opportunities and prepare and issue press releases, as needed

Ongoing review and update/ improvement of HITSP websiteMaintenance of all HITSP education products (presentations, FAQs, Fact Sheets, etc)Consider organizing HITSP conferences or events that support ECO goalsConsider possible implementation of HITSP RSS, Blog, WIKI, other outreach methodsConsider the development of a train-the-trainer strategy

Workplan and Timeline 3 – External Audience


TIMEFRAME AUDIENCES



EXTERNAL TO HITSP

Identify and pursue HITSP educational opportunities at non-HITSP venuesIdentify opportunities and prepare and issue press releases, as needed Develop and publish a series of HITSP Fact Sheets or Issue Briefs on selected topicsAs appropriate, propose HITSP-developed articles for publication in relevant industry or peer review journalsIdentify, develop and document Case Studies on the applicability of HITSP products and deliverables to different sectors of the health care industryConsider organizing HITSP Conferences or events that support ECO goalsDevelop a library of presentations – short to detailed

Build or expand on partnership opportunities with external organizations, including health care educational institutionsAs appropriate, expand on outreach efforts to provide HITSP-developed articles for publication in relevant industry or peer review journals

Workplan and Timeline 3 – External Audience (cont.)


Role and Relationship of ECO Committee with HITSP TCs

TC member participation critical to success of Committee

TCs are the source of HITSP’s products and deliverables

Content-expertise needed to develop education and outreach documentation, information and resources resides within TCs

Expectations from TCs:

– Cross-participation: 2-3 individuals from Technical Committees participate in the Education, Communications, and Outreach Committee

– Cross-communication: Periodic communication between TCs and HITSP Education Committee on identified opportunities, needs and requests for education initiatives

– Cross-collaboration: Developing educational proposals and delivering (when available and as appropriate) education initiatives


Immediate (High Priority) ECO Activities April - June, 2008

Upgrade the HITSP Website (External Portal) and new logo

Plan and Implement the Initial Round of HITSP-sponsored Webinars

-- Basic, introductory sessions on initial ISs, Privacy and Security Constructs

-- Practical views of how HITSP applies to various health care constituents (i.e., hospitals, practitioners, LTC, pharmacy, etc)

Develop and publish the HITSP Newsletter

Establish the HITSP Education Calendar

Organize and launch the HITSP Library on the External Portal

Initiate the HITSP FAQs


Next StepsReview draft Plan, with all sections complete and HITSP staff edits for cohesiveness and consistency

Continue Committee regular teleconferences and meetings

Begin implementation of priority activities (April-June, 2008)

Assemble final Plan in April-May, 2008

Finalize Plan by May 30, 2008 for submission to HITSP Board and Panel for approval at their June meeting


AcknowledgmentsHITSP Committee Co-Chairs

– Rebecca Kush, CDISC

– Walter Suarez, Institute for HIPAA/HIT Education and Research

Section Leads– Lesley Berkeyheiser, N-tegrity Solutions

– Virginia Lorenzi, New York Presbyterian

– Robin Raiford, Eclipsys

– Greg Killian, Siemens

– Joyce Lofstrom, HIMSS

– Stanley Nachimson, Nachimson Advisors, LLC

– Stacy Leistner, ANSI

– David Starr, City of Hope

– Jean Narcisi, ADA

– Walter Suarez, Institute for HIPAA/HIT Education and Research


Acknowledgments (cont.)Committee Contributors

– Frank Din, Apelon

– Arden Forrey, University of Washington

– Joyce Hunter, Apptis

– Lyle Schofield, Coderyte

– Nan Sloane, Eclipsys

– Lory Wood, Good Health Network

Editorial Preparation– Stacy Leistner, ANSI

– Elizabeth Austin, ANSI

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