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First Steps for Clinic Executive Leaders

Select a senior organizational leader to be the executive sponsor and a member of the portal team. Assign a project manager for the portal implementation project and determine the remaining members of the multi-disciplinary portal team. Share key organizational expectations, budgets, timelines and decision-making protocols with the portal team. Develop a communication plan that lays out key messages and identifies opportunities for collaboration within the clinic.

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First Steps for Portal Team Members

The portal team’s executive sponsor leads development of a project charter to capture goals, objectives, roles and key project management tasks. The portal team meets regularly to execute the project plan. The team relies on a dashboard of portal reports to measure the progress of the project and make adjustments to the project plan when needed.

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First Steps for Providers

A provider is selected as a departmental representative on the portal team, taking the lead in communicating portal benefits and success stories to their peers. Engaged providers are a powerful resource when enrolling patients and encouraging portal use.

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First Steps for Front-Line Staff

Front-line staff are ideally positioned to share information on portal benefits with patients. Identify one or more front-line staff workers to represent their colleagues’ concerns on the portal team and, in turn, to keep those colleagues updated on the portal project.

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First Steps for Health Information Technology Staff

Designate a member of your health information technology (HIT) staff with expertise in your electronic health record (EHR) to be a member of the portal team. Provide the portal team with information on the technical capabilities and limitations of the patient portal. Support development of the implementation project plan.

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The information set forth in this Knowledge Center should not be construed as legal or medical advice, a legal or medical opinion on specific facts or representative of the views of the Colorado Health Foundation, its directors, affiliates, agents or representatives unless so stated. This Knowledge Center is not intended as a definitive statement on the subject matter referenced herein. Rather, it is intended to serve as general information for readers, providing practical information for health care organizations seeking to implement and maintain patient portals. By downloading, using or accessing information contained in this Knowledge Center, you agree to be bound by the Terms of Use set forth at http://www.coloradohealth.org/terms-of-use together with all agreements or instruments referenced therein.

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