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Define Workflows
Time to Complete: 1 month (4 to 8 hours to discuss; 3 weeks to implement)
Difficulty: Easy -- Need dedicated time to discuss and document
Outcome: Documented processes and responsibilities
Steps
Hold a team meeting
Gather practice staff for a focused discussion about what needs to get done and who will be responsible for doing it.
Identify the important questions
Download this list of questions to get the discussion going (1-page Word document; About Downloading Files).
Document for the future
Document the discussion, the answers to the questions and the new processes that you've all agreed to. If you don't already do this, now's a good time to start: update job descriptions and write a standard operating procedure (SOP) document for future reference. (2-page Word document; About Downloading Files)
What You'll Need
- Decision-making authority
- Time to talk (depends on practice size)
- A way to document decisions and processes (e.g., office manual)
Example
Download this list of questions that should be answered before implementing email communication with patients (1-page Word document; About downloading files).
When To Ask For Help
If the practice environment is collegial and there's a high level of trust among staff, talking about roles and responsibilities around implementing email communication should be relatively easy. If you're new to practice, have lots of new staff, or if there are some communications and relationship challenges, consider hiring a consultant to walk the team through this. The AAFP Buyer's Guide can help you find a consultant.
Join a free collaborative online network committed to practice transformation. Learn more about Delta-Exchange.
This Patient-Centered Medical Home section of the AAFP web site was supported in part by a grant from Merck & Co.
This Patient-Centered Medical Home section of the AAFP web site was supported in part by a grant from Merck & Co.
Email with Patients
