Poudre Valley Hospital’s Best Practices for Emergency Notification

Tim KlippertEmergency Preparedness Coordinator, Poudre Valley Healthcare SystemKeith TyndallProduct Marketing, Everbridge

About Everbridge• Everbridge empowers better decisions with

interactive communications throughout the incident lifecycle to protect your most important assetsassets

• The world’s recognized leader in incident notification and management solutions

• Everbridge helps more than 30 million people communicate in a crisis and connect on a daily basis.

• The company’s notification platform is backed by an elastic infrastructure model that delivers near infinite scale, advanced mobile connectivity, and real-time reporting and

l tianalytics.

• More than 1,000 organizations in over 100 countries rely on Everbridge for their emergency needsemergency needs

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Agenda Are you on Twitter? Follow t @ b id d t t

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P t 1 P t ti

us at @everbridge and tweet insights with your friends during the webinar using the hashtag #everbridge

Part 1: Presentation• Best practices for how to drive user adoption• Innovative new uses for notification within your• Innovative new uses for notification within your

organization and across departments• How to adapt your notification solution to department-y

specific uses

P t 2 Q&APart 2: Q&A

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Q&A Note: Presentation slides are available on our Slideshare account at: http://www.slideshare.net/everbridge

Use the Q&A function to

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Poudre Valley Health System & Poudre Valley Health System & EverbridgeEverbridgeEverbridgeEverbridge

Tim Klippert, MBA/HCM, MEPEmergency Preparedness Coordinator

tbk@pvhs.org

Some Background on PVHS and Everbridge

• Initially purchased in 2007 • Everbridge replaced an outdated system called g p y

“Dialogic” that was used by our County as well as PVH• We were able to use HPP (ASPR) funds to offset some

f th tof the cost• Everbridge is also used in our County (Larimer) for

notificationsnotifications

Everbridge Implementation

• After the purchase, we started building groups of various Physician specialties and Clinical positions

• We also built groups of non-clinical employees such as Senior Management and Marketing

/• We also started growing as an organization in 2007/2008• Today-5400 employees/2 Hospitals/159 Off site locations• How are we going to load the system with all of our

employees contact info?

API or Application Programming Interface

• This is when we learned about an API• An API is a way that all of our systems that hold

employee data can talk to and download into Everbridge; we use Oracle, Meditech, Telecom, VIC (intranet), CactusCactus

• Our API downloads new employee data and removes old employee data on a nightly basis

• We used HPP funds to write the API

How the API Works

What we learned from the API

• Everbridge is only as good as the data that goes into it for NotificationsD l l l d i h• Department level employee data is more current than some data that resides in HR

• We should have done a system wide contact update• We should have done a system wide contact update before going live with the API

Learning continued…• Contact changes should happen at the Department Level

and with HR• Addresses were always up to date due to receiving a W-2• Education campaign about Everbridge prior to going live• Develop a way for employees to update their own contact

information

Screen Shot of lfour secure self-

update page

How are we using Everbridge Today?

• Emergencies• Exercises/DrillsExercises/Drills• Routine Testing• Joint Commission SurveyJoint Commission Survey• Daily Staffing for Inpatient Units at MCR• Daily Staffing for Emergency Department at PVHDaily Staffing for Emergency Department at PVH

Emergencies/Exercises/Drills

• Severe WeatherWe notify all of our

• Initial Notification• Staff Call down– We notify all of our

offsite locations with weather information f h NWS

• Staff Call down– Employees– Physicians

from the NWS• For a community disaster

of any kind

ys c a s• Conference Calling

– Command Center to C d C tof any kind Command Center

Routine Testing

• All Physicians 2 times per year• Other groups as needed (34 Groups)Other groups as needed (34 Groups)• Depends on the response rate

– If response rate is above 50% I consider the testIf response rate is above 50% I consider the test effective

– If below, do it again, (and maybe again)

Joint Commission

• Specific Group Built (Code R-Regulatory)– Senior LeadershipSenior Leadership– Directors– ManagersManagers

• When we learn that we are receiving a visit, the message goes out with further instructions to check email.

Pilot Program for Staffing Use

• Our Organization is heavy into implementing L th d l hi h

Patient CareLean methodology which is all about doing tasks more efficiently

Patient CareUnit

UnitEmployee15-20 calls

y• Making multiple phone

calls to cover shifts is ti i dtime consuming and inefficient Staffing Office

30-60 minute process

Comment from Staffing OfficePrior to Everbridge I would have to go down a list of employees (usually 15-20), wait for them to answer or leave a message. (Usually with several interruptions as my ASCOM is constantly(Usually with several interruptions as my ASCOM is constantly ringing throughout the day). THEN my ASCOM would sometimes ring while I was leaving a message for staff

b I ld h l t i ll hil Imembers-I would have people returning my call while I was calling others, and I couldn't answer their calls in time and would sometimes have to call them back AGAIN....you get the y gpicture. It was messy. :)

Daily Staffing for MCR Inpatient Units• Cardiac CNA • Cardiac CNA Relief • Cardiac RN • Cardiac RN Census Managed • Cardiac RN Relief

• Mother and Family L and D Tech CM • Mother and Family RN Relief • Mother/Family Labor and Delivery Tech • Mother/Family RN • Mother/Family RN Census Managed

• Cardiac Ward Clerk • CICU RN • CICU RN Census Managed • CICU UA II • CVI RN• CVI RN Census Managed

• Ortho Spine CNA • Ortho Spine PCC • Ortho Spine RN II • Ortho Spine UA II • Ortho Spine UA II Relief • Post Trauma PCC• CVI RN Census Managed

• CVI UA II Census Managed • MCR Float Pool / RN • MCR Float Pool CNA • MCR Float Pool CNA Census Managed • MCR Float Pool RN Census Managed

• Post Trauma PCC • Post Trauma RN II • Post Trauma RN II Census Managed • Post Trauma RN II Charge/Preceptor • Post Trauma UA II • Post Trauma UA II Census Managed g

• Medical CNA Census Managed • Medical CNA Relief • Medical RN Census Managed • Medical RN II • Medical RN II Relief

M di l UA II

g• SICU PCC • SICU RN II • SICU UA II

• Medical UA II • Medical UA II Census Managed • Medical UA II Relief • Medical UA II Ward Clerk

Comments from Staffing Office

As the Staffing Coordinator here at MCR, Everbridge has been such a time saver for me. Having the ability to contact several staff members at once has helped me to fill open shifts verystaff members at once has helped me to fill open shifts very quickly. What used to take me 30-60 minutes now takes less than 5. This, in turn, frees up time for me to dedicate to other pertinent job duties, which helps me to be much more effective in my role.

Thank you! ~Tammy

PVH Emergency Department

• Everbridge is used almost daily• All Charge RN’s are trained and have access to their g

department groups for messages• Saves time calling so more time can be spent on patient

care• Same 30-60 minute process to cover a shift as with the

MCR Staffing OfficeMCR Staffing Office

Added Physicians to the API in 2011

• 965 Physicians• All loaded into one Group• Created the ability to Filter by Specialty and Credentialed

LocationS S S• 67 Specialties and Secondary Specialties

• 7 Locations• Example-Call all Trauma Surgeons Credentialed

at PVH

Why are Filters and Attributes Helpful?

• Can call out by Specialty and Location• Can be more specific in the request• Can be more specific in the request• The API feeds from Cactus which is the Medical Staff

Credentialing softwareg• I don’t have to worry about updating the data

Future ideas

• Pull position and department information across in the API for all employees

• Pull location information across in the API• Possibly tie into Kronos (scheduling software) so calls

are made to off shift personnel only• Members are called on and off shift

– (Only negative feedback so far)

It is important for you to know how PVHS will communicate with you at the

Everbridge Aware Mass Notification System

Communication is always an issue during a disaster. To improve in this area, PVHS Emergency Preparedness has started utilizing a mass notification system called Everbridge Aware. Everbridge Aware enables one

ybeginning of a disaster situation and possibly during one. Please make sure that your personal contact information is up to date in your department andwith HR Routine testing will startEverbridge Aware. Everbridge Aware enables one

person to initiate a call down of key staff members that are needed in an emergency. By utilizing this system, we are able to communicate in less time to a greater amount of people using fewer resources. An example of a

with HR. Routine testing will start taking place among select PVHS staff members. It is important for you to respond to the real and test messages so we know that we can reach you.

“This is an important message from Poudre Valley Health System

of people using fewer resources. An example of a message you might hear is to the lower right.

Please listen to the message in its entirety, please do not hang up. This message is a test of the PVHS emergency notification system. If this would have been a real

How Everbridge Works

If this would have been a real emergency, you would have been given further instructions or information. Thank you for your participation”.

Closing• Everbridge works very well for us the way we have it set

up, especially with the APII ld d API f th l i ti• I would recommend an API for the larger organizations

• Check your processes for how contact info is updated for your entire organization y g– Department data and HR level data can differ

• The more you use Everbridge, the better you get at sending messages and the better they are received

K ith T d llKeith TyndallProduct Marketing, Everbridge

Trusted by Healthcare Organizations Trusted by Healthcare Organizations

Employee Protection & Life Safety

• Safety Alerts

Community Health Support

• Community Information Line• Public Health emergencies• Facilities Evacuations• Shift Filling/Cancelations

• Community Health Education• Public Health Alerts• Vaccination Coordination

Incident Response & Management

• Code Alerts• STEMI Alerts

R T A ti ti• Response Team Activation• Regional Collaboration

Compliance

• Drills and Mock Surveys• Regulatory Agency Visits• Message Confirmations & Interactive Surveys• Reporting and Analytics

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Reporting and Analytics

IImprove Staff Productivity by mprove Staff Productivity by 50% During Incidents50% During Incidentsgg

We’re prepared for patient surges “ Incidentand wildfires, but we hadn’t planned on a localized incident like a highway blockage that would prevent 40% of our staff from

• A solution that didn’t require significant hospital IT and staff time to implement

• Interested in flexible solution for both emergency and non-emergency useprevent 40% of our staff from

reporting to work in non-emergency circumstances. UsingEverbridge Aware, I contacted

Solution• Exceptional ease-of-use for non-technical staff

• Rolled out first-time use of notifications to

g y

hundreds of patient care employees in the time it used to take to make one call and fully staffed the shift within the hour

regulatory compliance office to improve response rate to CMS and Joint Commission surveys

The Everbridge Advantage

“

staffed the shift within the hour.

Steve StorbakkenDirector of Safety, Providence San Fernando Valley

The Everbridge Advantage• One 20 minute session fully trained hospital

response team

• New use for nurse staffing increased productivity

“

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by 50% from filling shift gaps to core tasks

Advanced Connectivity for a Mobile WorldAdvanced Connectivity for a Mobile World

• Communicate from anywhere, under any circumstances or conditionsany circumstances or conditions

• Low-bandwidth optimized to ensure reliability in adverse conditions

• Native application designed for• Native application designed for specific mobile platforms

Q&A Note: Presentation slides are available on our Slideshare account at: http://www.slideshare.net/everbridge

Use the Q&A function to

b itsubmit your questions.

32

Contact InformationEverbridge ResourcesOn-Demand Webinars:www.everbridge.com/webinars

White papers, case studies and morewww.everbridge.com/resources

Follow us:

Tim Klipperttbk@pvhs.org

www.everbridge.com/blog@everbridgefacebook.com/everbridgeinc

Keith TyndallKeith.tyndall@everbridge.com

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