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MHS GENESIS Toolkit

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Click here to download the MHS GENESIS Public Affairs and Marketing Toolkit

To support MHS GENESIS implementation, clear, consistent, and correct messaging is important. Communications is an important element of the MHS GENESIS journey, and military hospitals and clinics can shape the conversation on the new electronic health record (EHR). The MHS GENESIS Public Affairs and Marketing Toolkit can help stakeholders communicate about the EHR, what it means, and the impact, through a six-phased approach that details timelines for what to communicate, when, and why. Access the toolkit or download communications products, by phase, below.

Product

Reference

Action

Phase 1: Prepare

15+ months before implementation        
Email your department heads to inform them about MHS GENESIS
Tactic 1.1 Ready your senior leaders early to minimize future disruption to services and get buy-in
Brief your executive steering committee (or leadership team)
Tactic 1.2 Engage senior leaders to help them understand the change coming and remove any working silos
Send kick-off email to introduce MHS GENESIS
Tactic 1.3 Send to hospital or clinic staff and base commanders (in place of or in addition to a regular communications)
Host an internal (staff) town hall
Tactic 1.4 Host a town hall, or leverage other forums, to educate staff about MHS GENESIS
Run electronic screen saver
Tactic 1.5 Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet

Tactic 1.6

Launch a communication on your internal hospital intranet or SharePoint site
Share video with internal staff members
Tactic 1.7 Introduce the staff to MHS GENESIS and the EHR Functional Champion
Distribute table tent announcements

Tactic 1.8 (Army)

Tactic 1.8 (Navy)

Tactic 1.8 (Air Force

Configure and place table tents on common area tables throughout your facility
Run MHS GENESIS base ads
Tactic 1.9 In base newspapers, or other print materials, include announcements regarding the new EHR
  Tactic 1.10 In base newspapers, or other print materials, include announcements regarding the new EHR
  Tactic 1.11 In base newspapers, or other print materials, include announcements regarding the new EHR
  Tactic 1.12 In base newspapers, or other print materials, include announcements regarding the new EHR
 

Phase 2:

Pre-Deployment

14 – 12 months before implementation (theme: modern)


 
Email update to staff
Tactic 2.1 Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications)
Host a town hall
Tactic 2.2 Host a town hall, or leverage other forums, to prepare staff for pre-deployment activities and share with senior mission commanders
Run electronic screen saver
Tactic 2.3 Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet
Tactic 2.4 Launch a communication on your hospital intranet or SharePoint site
Print flyer
Tactic 2.5 Place in break rooms, mailboxes, or other staff-only areas
Print and display poster
Tactic 2.6 Showcase to build awareness that the EHR will deploy at your facility
Distribute table tent announcements
Tactic 2.7 Configure and place table tents on common area tables throughout your facility (replace if used in phase 1)
Run MHS GENESIS base ads
Tactic 2.8 In base newspapers or other print materials include announcements to let audiences know the new EHR is coming soon
  Tactic 2.9 In base newspapers or other print materials include announcements to let audiences know the new EHR is coming soon
 

Phase 3:

Deployment

12 months before go-live, through implementation (theme: connected)


 
Email update to staff
Tactic 3.1 Send to hospital or clinic staff and base commanders (in place of or in addition to a regular communications)
Run electronic screen saver

Tactic 3.2 (Army)

Tactic 3.2 (Navy)

Tactic 3.2 (Air Force)

Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet
Tactic 3.3 Launch a communication on your hospital intranet or SharePoint site
Print flyer

Tactic 3.4 (Army)

Tactic 3.4 (Navy)

Tactic 3.4 (Air Force)

Place in break rooms, mailboxes, or other staff-only areas
Print and display posters
 Tactic 3.5 Showcase to build awareness that the EHR will deploy at your facility

Tactic 3.6 Showcase to build awareness that the EHR will deploy at your facility
Print and display table tents
Tactic 3.7 Place in break rooms, waiting rooms, or cafeteria tables
Post “Remember When” graphics
Tactic 3.8 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 3.9 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 3.10 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 3.11 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
Share Moments in Military Medicine video: “The Genesis of MHS GENESIS”
Tactic 3.12 Highlight how EHRs evolved in the MHS over the years
Introduce the Genesis of MHS GENESIS timeline
Tactic 3.13 On your facility’s social media and TVs, educate staff, providers, and patients on how the health record has changed throughout the years
Print and display Patient Portal fact sheet
Tactic 3.14 Display in waiting rooms
Print and display Patient Portal brochure
Tactic 3.15 Display in waiting rooms
Post Patient Portal social media content on facility accounts
Tactic 3.16 Build awareness of the Patient Portal and its availability
  Tactic 3.17 Build awareness of the Patient Portal and its availability
  Tactic 3.18 Build awareness of the Patient Portal and its availability
Host a town hall
 Tactic 3.19 Host a town hall (or leverage other events and forums) for patients to learn about MHS GENESIS and the new Patient Portal
Share EHR overview video
Tactic 3.20 Inform audiences about the benefits of MHS GENESIS and build momentum around the implementation
Print and display handout information card
Tactic 3.21 Place in break rooms, waiting rooms, and pharmacy bags, or at local base events
Print and handout Patient Portal business card
Tactic 3.22 Place in break rooms, waiting rooms, and pharmacy bags, or at local base events
Share MHS GENESIS Patient Portal informational video
Tactic 3.23 Educate audiences about features in the MHS GENESIS Patient Portal
Upload social media banners
Tactic 3.24 Update your MTF social media cover photos with MHS GENESIS branded content
  Tactic 3.25 Update your MTF social media cover photos with MHS GENESIS branded content
Run MHS GENESIS base ads
Tactic 3.26 In base newspapers or other print materials include announcements regarding the new EHR
  Tactic 3.27 In base newspapers or other print materials include announcements regarding the new EHR
  Tactic 3.28 In base newspapers or other print materials include announcements regarding the new EHR
  Tactic 3.29 In base newspapers or other print materials include announcements regarding the new EHR
 

Phase 4:

Go-live

 

First 12 days after implementation (theme: secure)


 
Email update to staff
Tactic 4.1 Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications)
Host a town hall
Tactic 4.2 Host a town hall or leverage other forums to educate staff about MHS GENESIS
Run electronic screen saver

Tactic 4.3 (Army)

Tactic 4.3 (Navy)

Tactic 4.3 (Air Force)

Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet
Tactic 4.4 Launch a communication on your hospital intranet or SharePoint site
Print and display posters
Tactic 4.5 Showcase to build awareness that the EHR is at your facility
  Tactic 4.6 Showcase to build awareness that the EHR is at your facility
 

Tactic 4.7 (Army)

Tactic 4.7 (Navy)

Tactic 4.7 (Air Force)

Showcase to build awareness that the EHR is at your facility
Print flyer
 Tactic 4.8 Place in break rooms, mailboxes, or other staff-only areas
 

Tactic 4.9 (Army)

Tactic 4.9 (Navy)

Tactic 4.9 (Air Force)

Place in break rooms, mailboxes, or other staff-only areas
Share DS Logon video
Tactic 4.10 On your MTF social media pages and TVs throughout your facility, post the DS Logon video
Share “Remember When” graphics
Tactic 4.11 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 4.12 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
Post Patient Portal social media content on facility accounts
Tactic 4.13 Build awareness of the Patient Portal and its availability
Run MHS GENESIS base ads
Tactic 4.14 In base newspapers or other print materials include announcements that the new EHR is live
  Tactic 4.15 In base newspapers or other print materials include announcements that the new EHR is live
  Tactic 4.16 In base newspapers or other print materials include announcements that the new EHR is live
  Tactic 4.17 In base newspapers or other print materials include announcements that the new EHR is live
 

Phase 5:

Post Go-live

28 days after implementation (theme: patient centric)  
Email update to staff
Tactic 5.1 Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications)
Run electronic screen saver

Tactic 5.2 (Army)

Tactic 5.2 (Navy)

Tactic 5.2 (Air Force)

Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet
Tactic 5.3 Launch a communication on your hospital intranet or SharePoint site
Print flyers
Tactic 5.4 Place in break rooms, mailboxes, or other staff-only areas
  Tactic 5.5 Place in break rooms, mailboxes, or other staff-only areas
Print and display posters
Tactic 5.6 Showcase to build awareness that the EHR will deploy at your facility
 

Tactic 5.7 (Army)

Tactic 5.7 (Navy)

Tactic 5.7 (Air Force)

Showcase to build awareness that the EHR will deploy at your facility
Share “Remember When” graphic
Tactic 5.8 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 5.9 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
Post Patient Portal social media content on facility accounts
Tactic 5.10 Build awareness of the Patient Portal and its availability
Phase 6: Sustainment 1+ month after implementation (theme: standardized)    
Email update to staff
Tactic 6.1 Send to hospital or clinic staff and base commanders (in place of or in addition to regular communications)
Host a town hall
Tactic 6.2 Host a town hall or leverage other forums to educate staff about MHS GENESIS
Run electronic screen saver
Tactic 6.3 Circulate on computer screens, internal monitors, or digital bulletins
Post an announcement to your facility intranet
Tactic 6.4 Launch a communication on your hospital intranet or SharePoint site
Print and display posters
Tactic 6.5 Showcase to build awareness that the EHR will deploy at your facility
  Tactic 6.6 Showcase to build awareness that the EHR will deploy at your facility
 

Tactic 6.7 (Army)

Tactic 6.7 (Navy)

Tactic 6.7 (Air Force)

Showcase to build awareness that the EHR will deploy at your facility
Print flyer
Tactic 6.8 Place in break rooms, mailboxes, or other staff-only areas
Print and display table tent

Tactic 6.9 (Army)

Tactic 6.9 (Navy)

Tactic 6.9 (Air Force)

Place in break rooms, in waiting rooms, or on cafeteria tables
Share “Remember When” graphics
Tactic 6.10 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 6.11 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
  Tactic 6.12 On your MTF social media pages and TVs throughout your facility, share fun memories of health records in the DoD before the digital age
Share testimonials
Tactic 6.13 Collect statements from your facility staff on the benefits of the new EHR and share during staff meetings, on digital screens throughout your facility or via social media

DHA Address: 7700 Arlington Boulevard | Suite 5101 | Falls Church, VA | 22042-5101

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