Implementation – Clinical Document Development

How are clinical teams going to know about and be prepared for the clinical document implementation?

Start a written implementation and communication plan which addresses what actions are required by whom and by what date.

Consider the following:

  • How will you launch your final documents?
    • Written versus verbal
    • Online versus in person
  • Is a webpage needed to bundle multiple documents on the same/similar topic?
  • Will you need an education plan for training staff?
    • Who is the audience? Is it mandatory? Do you need evidence of success?
    • Is certification or re-certification required?
    • Is a training package required?  Will you host that online or another format?
  • What ongoing support may be required?  Frequently asked questions, huddles?  
  • What is the potential impact of the change?
    • Will lead training time be needed? Or a Phased-in implementation?
    • Identify potential barriers and risks that will need action.
    • Identify and develop tools to support operational managers to implement the new clinical documents (Implementation Tools).
  • Who will support the implementation of the clinical documents/project – who is available locally to support operations. Example: Clinical Nurse Educators, specialty educators, key content experts, super users, etc.
Determine Roll Out Type: Training versus Effective Date

The publishing date is the effective date that clinical team members are accountable to utilize the document(s). If the practice change is large/complex or supplies/equipment are needed, a training period may be chosen to allow teams to prepare for the effective date.

Posted for Training

  • Operational and training period for areas/staff to be ready for effective date.

  • Documents are watermarked “For Training Purposes Only”.
  • Clinical team members are not accountable for using at this point.  Former health region documents are still in effect.

Publishing (Effective) Date

  • Documents are effective. It is the date all clinical team members are expected to utilize/follow the documents.

  • Former health region documents are no longer in effect (and must be removed from circulation/repealed).

Aiding Implementation Workbook (Optional) - for Clinical Standard and Clinical Procedure Projects

Use the Aiding Implementation Workbook as a resource for supporting implementation planning. It helps in highlighting barriers in Clinical Standard project implementations, prioritizing them, and offers high-level strategies to facilitate successful implementation. Additionally, the workbook includes two informational videos embedded within, which can be a good starting point in using the tool.

NOTE: The Aiding Implementation Workbook works best when opened using excel (not excel online).

Aiding Implementation Workbook (Optional)

Repeals Completed

Endeavour to have all repeals completed by the effective date.

  • If implementing a training period, repeals would not take place until the effective date.

Implementation Checklist Templates

Communication and Messaging

What communication plan or messaging is needed?

  • Review stakeholders list and determine what types of communication are necessary to engage them.
  • Is a Key Messages support document needed?

SHA News

  • Used to communicate as broadly as possible. Using SHA News is recommended at minimum to present the new content prior to effective date.

Leader Resources

  • Used to communicate to out of scope leaders that a change is coming and to prepare for it locally.

Provincial Cascading Huddle Key Messages

  • The Provincial Cascading Huddle is a reliable, timely and consistent mechanism for the escalation of issues, identification of opportunities for problem solving, and dissemination of information across the SHA. The Huddles will cover the entire SHA Organization from frontline to Chief Executive Officer (CEO)/Chief Operating Officer (COO) every weekday morning.

Provincial Education Collaborative Committee (PECC)

  • The Provincial Education Collaborative Committee (PECC) includes multidisciplinary educators from around the province and meets once a month.  Clinical teams present on relevant topics and roll outs.  Refer to the PECC webpage for more information.

Town Halls/Webinars

  • Used to present information related to the roll out and allows for clinical teams to ask questions.

NOTE: Depending on the significance of the document, broad communication at the time of implementation may not be needed.  All clinical document developments, revisions and archives are included in the Clinical Standards Monthly Update lists which are communicated in the SHA News at the beginning of each month.

Related resources

Key Messaging Template - Clinical Document Development (CS-G-0293)
(DOCX 136.88 KB)
Published September 26, 2024
Post Implementation

Prepare for post implementation such as responding to unintended errors, questions, updates and planned quality improvement cycles.

  • It is suggested to have a 30 to 90 day "feedback" period post implementation for new clinical documents to collate feedback and consider revisions to address any unforeseen gaps in operationalizing the document.  Any unforeseen safety related implications should be remediated as soon as possible.
  • If conducting quality improvement reviews post implementation, the effective date is the date to evaluate clinical team member adherence to the clinical document(s).