Heath Services Category Protocols for Internal and ... for Internal and External Communication...

Heath Services Category

Protocols for Internal and External Communication

(General Membership Edition)

March 2017

Communications Strategic Planning Workgroup

CDR Makeva Rhoden (co-Lead)

CDR Carla Burch (co-Lead)

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Table of Contents

Policy: HS Category Signature Block ............................................................................................................... 3

Policy: Process for Updating Listserv Email .................................................................................................... 9

Policy: Website Update Requests ................................................................................................................. 16

Policy: HS e-News ........................................................................................................................................ 17

Policy: Event Flyer – Save the Date .............................................................................................................. 21

Policy: Social Media ..................................................................................................................................... 24

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HS Category Communication Protocol

Effective: March 2017

By Order of the HS Category:

Communications Committee

Policy: HS Category Signature Block

Target Audience: HS Category General Members

Purpose: The following guidance is provided to HS Category General Members on the proper use of the

new HS Category signature block. The signature block is to be used for official HS Category business

including emails to external and internal partners and email updates to other HS Category stakeholders.

Instructions: Signature blocks (Option A or Option B) can be added as an automatic signature to your

email. To use the signature, please do the following:

1. Choose either Option A or B to use as your official HS Category signature block.

2. Fill in the appropriate information

Rank, Name, Credentials

Position in PAC or PAG

Health Services Category

United States Public Health Service

Connect with us:

Multidisciplinary in Approach, Connected by Service, Advancing Public Health

#WeAreCorpsSTRONG

3. Once you have added your information, copy the signature to the clipboard

https://dcp.psc.gov/osg/hso/

http://www.usphs.gov/

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4. Open up Microsoft Outlook. Select the “File” tab and “Options”

5. Under “Options” select “Mail”

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6. Go to “Create or modify signatures for messages”

7. Create new signature

8. Right click your mouse and paste the signature you copied in Step. 3

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9. Save changes.

10. When you open a new email, you can select your new signature to use with HS Category

message.

Frequency of Use: The HS Category Signature block is to be used on official HS Category

messages/emails.

Questions or Comments: If you have any questions, please submit them to the HS PAC Communications

Chairs – CDR Carla Burch ([email protected]) and CDR Makeva Rhoden ([email protected]).

mailto:[email protected]


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Thank you,

HS PAC Communications Committee

A. Signature to Use for HS Category Business

Note: Each graphic is a badge. When an individual clicks on the HSO emblem, it jumps to the following website:

https://dcp.psc.gov/osg/hso/. When an individual clicks on the USPHS emblem the badge will take them to the following

site: http://www.usphs.gov/

Rank, Name, Credentials

Position in PAC or PAG



Connect with us:


#WeAreCorpsSTRONG

Example:

LCDR Makeva Rhoden, PhD, MPH

Chair, Communications Subcommittee



Connect with us:


#WeAreCorpsSTRONG

B. Signature to Use for HS Category Business (Option 2 - for officers when sending mail external messages):







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Note: Each graphic is a badge. When an individual clicks on the HSO emblem, it jumps to the following website:

https://dcp.psc.gov/osg/hso/. When an individual clicks on the USPHS emblem the badge will take them to the following

site: http://www.usphs.gov/

Name, Credentials Place OPDIV emblem

here

Rank, Health Services Officer | U.S. Public Health Service

Title

Division/Branch/Program| CIO

Agency

Connect with us:


#WeAreCorpsSTRONG

Example:

Makeva M. Rhoden, PhD, MPH

LCDR, Health Services Officer | U.S. Public Health Service

Senior Public Health Analyst

Division of Healthy Start and Perinatal Services| MCHB

Health Resources and Services Administration

Connect with us:


#WeAreCorpsSTRONG







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HS Category Listserv Protocol




Policy: Process for Updating Listserv Email


Purpose: The following is guidance is provided to officers in the Health Services Category to assist them in

updating their email subscription address for the HS Category listserv ([email protected]). Officers are

requested to update their email subscription address each time they move to a new agency. Officers are asked to

limit the number of work and/or personal emails subscribed to the listserv to two (2). Please follow the

directions below to update this information.

Instructions:

Step 1: Log in to the NIH Listserv site:

If you need to get a new password before beginning this process, please follow the directions below:


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How do I create a password and why do I need one?

Go to the NIH LISTSERV Web site. Select For General Users and then select Create a Listserv

Password. Fill in the form as instructed on the page. You will receive an e-mail confirmation

after you’ve successfully created your password. Depending on your list, you may need a

password to access various list features, such as posting messages via forms, changing personal

options, and viewing the list archive.

Step 2: Once you log on, you will on the following page:

Step 3: On the lower, right-hand corner of the screen go to “Options” and click on the area “Change My

Subscription Address”

http://list.nih.gov/

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Step 5: You will be brought to the following page:

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Step 6: Type in the name of the listserv you ([email protected]):

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Step 7: Type in your old email address:

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Step 8: Type in the new email address you want to use to receive information from the listserv

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Step 9: Type in your name and phone number

Step 10: Once complete, click the “submit” button

Step 11: Repeat Steps 6 – 10 for all of the old email addresses you want deleted from the listserv.

Questions or Comments: If you have any questions, please submit them to the HS PAC Communications

Chairs – CDR Carla Burch ([email protected]) and CDR Makeva Rhoden ([email protected]).

Thank you,




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Health Services (HS) Category Communication Protocol




Policy: Website Update Requests


Purpose: The following is guidance for HS PAC Subcommittees

and PAGs when requesting updates to their respective pages and

other appropriate areas on the HS PAC website. It is the intention

of the Communications Subcommittee to ensure information is

posted in a timely manner and adherence to these guidelines will

assist in an efficient review and posting of your content. The

Content Managers reserve the right to return requests that may

be inappropriate or insufficient due to lack of information.

What to Update HS PAC Subcommittees/PAGs are responsible for ensuring that relevant content on the HS PAC website are up-to-date. The Communications Subcommittee will assist you in making the updates; however, it is the Subcommittee/PAG’s responsibility to assure that the information on the site remains relevant and up-to-date. Subcommittee and PAG representatives are urged to attend the monthly Communications Subcommittee meeting to receive the latest updates and technical assistance on requesting website updates.

When to Update Subcommittees/PAGs are encouraged to review their respective pages and sections on the HS PAC website at a minimum on a quarterly basis. All website update requests should be submitted to the Communications Subcommittee using the website request form as soon as possible. To ensure adequate time for review and posting; requests will be completed within two weeks of the submission date.

Submitting Updates

1. All updates should be approved by your appropriate PAC/PAG Chain of Command.

2. All request(s) MUST BE submitted using the below form (no exceptions). This will expedite your request and help us track and make sure that your request is completed.

3. Include the HS PAC Subcommittee or PAG Chair in all email requests.

Note: Website requests will take up to

2 weeks to process and post on the HS PAC website. Please plan accordingly, when submitting updates for award nominations, call for voting membership, and other events that are time-sensitive.

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4. Send all request forms, associated documents and questions to [email protected].





Policy: HS e-News


Purpose: The following is guidance for HS PAC Subcommittees and PAGs when submitting

announcements from their respective groups to be included in the HSO e-News. The HS e-News is

distributed bi-weekly through the HS PAC listserv on Friday. It is the intention of the Communications

Subcommittee to ensure announcements are received in a timely manner and included in the HS e-News

during scheduled bi-weekly release dates. Adherence to these guidelines will assist in an efficient

review and posting of your announcement. The HS e-News Coordination Team reserves the right to

return announcement requests that may be inappropriate or insufficient due to lack of information.

When to Submit:

HS PAC Subcommittees and PAGs interested in submitting an announcement in the HS e-News must do

the following:

1. Send the announcement to [email protected] by 3:00pm EST every Wednesday. Submissions received after 3:00pm EST on Wednesday will be included in the following week’s announcements.

2. Submit requests using the HS PAC Communications Announcement Request Form. Please follow the format on the form which can be found at the HSO Web Site under the “Quick Links” on the right side. Submitting information in the appropriate format will ensure that there are minimal errors in posting your announcement.

If you have any further questions you may contact CDR Carla Burch at [email protected] and

LCDR Makeva Rhoden at [email protected].

What to Submit:

General announcements must use Calibri 11pt font and should ONLY include the following information:

o Announcement Type (check box provided on the request form) o Title of announcement





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o Weblink/URL (if applicable) (Special Note: Please ensure that all award announcements have a link to the award

application. You should work with the HS PAC Website Team to ensure that an award link is

created two weeks in advance of announcement submission)

o Due Date o Point of Contact (POC) (include email address so that HS e-News Coordination Team can

create hyperlink) o Brief Description (no more than 100 words)

Note: No additional information (pictures, logos, speaker names, bios, attachment, descriptions above

the 100 word limit) will be included with the announcement.

Job vacancy announcements must use Calibri 11pt font and should ONLY include the following information:

o Job Title (with Billet/Grade) o Location(s) o Direct Access Reference Number (if available) o Weblink/URL o Due Date o POC (include email address so that HS e-News Coordination Team can create hyperlink) o Brief description (no more than 100 words)

Note: No additional information (i.e., pictures, logos, speaker names, bios, attachment, descriptions

above the 100 word limit) will be included with the announcement.

Below are examples of the most common types of announcements we receive and the type of

information that MUST be included.

Ex. Announcement Type: HS PAC or PAG Award

HAPAG Junior and Senior Officer Excellence in Healthcare Leadership Awards (Due Date: March 14, 2014

COB). For more information, visit http://usphs-hso.org/?q=pags/hapag/awards. POC: CDR David Doe

([email protected]) and CDR Charlene Doe at [email protected].

Ex. Announcement Type: PAG Meeting

PHPAG Career Development Committee Meeting. Meetings occur monthly on the 4th Tuesday from

1:00-1:30pm EST. For more information, visit the PHPAG Subcommittee page: http://usphs-

hso.org/?q=pags/phpag/subcommittees or contact LCDR John Doe (Chair) at [email protected] or

LCDR Joanna Doe (Co-Chair) at [email protected].

http://usphs-hso.org/?q=pags/hapag/awards



http://usphs-hso.org/?q=pags/phpag/subcommittees

http://usphs-hso.org/?q=pags/phpag/subcommittees



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Ex. Announcement Type: Job Vacancy

Registered Health Information Technician (Arlington, VA) (Due Date:)

Billet Grades: O-4. Direct Access Reference Number: 000000. For more information visit: (insert

link/URL) or contact: LCDR John Doe at [email protected].

Who to Include on Submission Announcement Email:

1. All announcements should be approved by your appropriate HS PAC subcommittee/PAG Chain of Command.

2. The following individuals should be copied on all announcement requests: a. HS PAC Subcommittee/PAG Chair b. The HS e-News Coordination Team at the announcement request mailbox

([email protected])

All update requests MUST use the format listed on page 1 of this document when submitting your

request. This will also help us track requests and ensure that your announcement is complete. ALL

announcements submitted without the appropriate request form, will be automatically returned to

sender.

Please send all announcement requests/questions to HS e-News Coordination Team at

[email protected].

Special Announcement Requests:

The purpose of a “Special Announcement” e-mail is to broadcast information that is deemed critical,

urgent, and time sensitive HS PAC business requiring immediate attention from our officers.

Information disseminated as a “Special Announcement” include, but is not limited to job vacancies due

to staffing shortages, changes in USPHS policies and procedures, and loss of an officer. Approval for

“Special Announcements” is granted by the HS PAC Communications Subcommittee Chair(s) and/or the

HS PAC Chair. Officers are asked to adhere to the standard policies and guidelines for submitting

announcement requests for the HS e-News in order to minimize the need to send Special

Announcements. All announcements are due by 3:00 P.M. EST and must be sent to the

[email protected].

Reducing unwanted e-mail is a challenge and the Communications Subcommittee is working diligently

to streamline announcements sent to the Listserv to ensure all HS PAC Officers receive valuable

information.



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Length of Time in HS e-News:

All announcements will be posted for a minimum of two weeks and maximum of one month. After

one month of being published in the HS e-News, your announcement will be retired. PAGs are

encouraged to utilize their respective listservs to ensure ongoing circulation of job vacancy and award

announcements.

If you would like your announcement to remain in the HS e-News, you must submit a new

announcement request to the HS e-News Coordination Team ([email protected]).


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Policy: Event Flyer – Save the Date


Purpose: The following guidance is provided to HS Category officers to assist them in preparing

flyer/event advertisements to promote activities specifically related to category business. The event

flyer template must be used for official HS Category business including HS PAC and PAG coordinated

events, as well as events hosted in collaboration with external and internal partners.

Instructions: The following information must be included on all event flyers:

- Event Host ( HS Category Subcommittee or Professional Advisory Group)

- Title of Event

- Date (day, month, date, year) and Time (time zone) of Event, including frequency (if promoting

series of events)

- Location of event (i.e., address, Weblink/ conference line information, etc.)

- Speaker Information (i.e., name, title, affiliation, short bio)

- Point of Contact

Note: When partnering with another organization, please remember to include the statement “in

partnership with [Name of Organization]” immediately following the name of the event host.

Frequency of Use: The event flyer template must be used by HS Category Subcommittee and PAGs for

all activities related to the HS Category.

Questions or Comments:

If you have any questions, please submit them to the HS PAC Communications Chairs – CDR Carla Burch

([email protected]) and LCDR Makeva Rhoden ([email protected]).

Thank you,




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Example for PAC Subcommittees

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Example for PAGs

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Policy: Social Media


Purpose: Any HS Category officer can use social media tools without approval. However, the official

Social Media Team resides under the HS PAC Communication Committee. It has specific authority and

approval to post information on behalf of the HS Category on any of our social media outlets (e.g.,

YouTube, Twitter, Facebook, etc.).

The following principles apply to professional use of social media on behalf of the HS Category as well as

personal use of social media when referencing the HS Category.

Officers must adhere to the code of conduct United States Public Health Service (USPHS)

Commissioned Corps and HS Category policies when using social media in reference to the

business of the HS Category;

Officers must be aware of the effect their actions may have on their images, as well as the

USPHS Commissioned Corps and HS Category image. The information that officers post or

publish may be public information for a long time. Some posts and comments in social media

spaces may be retained by a third-party vendor indefinitely.

o Officers must be aware that HS Category may observe content and information made

available by officers through social media. Officers should use their best judgment in

posting material that is neither inappropriate nor harmful to the USPHS Commissioned

Corps and HS Category.

o Although not an exclusive list, some specific examples of prohibited social media

conduct include posting commentary, content, or images that are defamatory,

pornographic, proprietary, harassing, libelous, or that can create a hostile work

environment.

Officers are not to publish, post or release any information that is considered confidential or not

public. If there are questions about what is considered confidential, officers should check with

the XXX.

It is strongly recommended that officers keep HS Category related social media accounts

separate from personal accounts. .

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Instructions: If you would like information posted to the official HS Category social media sites

(Facebook, YouTube, Twitter), please do the following:

General announcements (i.e., PAG events, etc.):

Event Host

Title of event

Event Date

Location (if applicable)

Conference line and/or Adobe Connect information

Point of Contact(POC)

Job vacancy announcements:

Job Title (with Billet/Grade)

Location(s)

Direct Access Reference Number (if applicable)

Weblink/URL (if applicable)

Closing Date

Point of Contact (POC)

Frequency of Use: The HS Category officers, PAC Subcommittees, and PAGs Social Media policy shall use

the Social media policy on an as needed basis.

Questions or Comments:

If you have any questions, please submit them to the HS PAC Communications Chairs – CDR Carla Burch

([email protected]) and CDR Makeva Rhoden ([email protected]).

Thank you,




Heath Services Category Protocols for Internal and ... for Internal and External Communication...

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Transcript of Heath Services Category Protocols for Internal and ... for Internal and External Communication...