Implementing RISE Module 2: Design the Plan

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Disclaimer Specifically prepared for Siemens Healthineers © The Johns Hopkins University, The Johns Hopkins Hospital, and Johns Hopkins Health System Implementing RISE Module 2: Design the Plan Caring for the Caregiver: Peer Support for Caregivers in Distress ? Caring for the Caregiver Welcome to module 2! Our focus in this module will be on designing your plan and developing for team for implementation of your RISE program. For assistance navigating through the course, select the question mark at the bottom right of the screen. Helpful information is available to you in the Resources tab at the top right corner of your screen, including the RISE leadership toolkit. It’s highly recommended to have this toolkit nearby while taking this online training. At the end of this module you will have the opportunity to print all typed responses from the course. We strongly recommend you share these responses with your RISE implementation group as a way to facilitate discussion as you plan your RISE program launch. ? RISE Implementation Roadmap Sustain Peer Responders and Measure Success Module 5 Rollout RISE Module 4 Develop Your RISE Peer Responder Team Module 3 Design the Plan Module 2 Define the Problem Module 1 Implementation Roadmap To start, let’s revisit the RISE implementation road map. In module 1 we learned about the problems associated with unsupported caregivers in the healthcare environment and the benefit of a RISE program. The second step, which we address in this module, is to design the Plan for implementing RISE. Upcoming, in module 3 we focus on developing Your RISE Peer Responder Team and in module 4 we rollout RISE. Finally, in module 5 we will discuss sustaining the Peer Responders and Measuring Success of your program. Select each marker along the map to view the steps of the program. ? Implementing RISE: Module 2 Design the Plan Module 2 will help you assemble the core program development team that will design and drive the implementation process. 1 2 3 4 5 Identify Program Development Team Barrier Identification & Mitigation Analysis Identify Adaptive Project Needs Develop Project Charter Develop Project Plan Module 2 Objectives Throughout this module we’ll start to assemble the core program development team that will design and drive the implementation process. We will look at a detailed timeline which will enable your team to set realistic goals for program implementation as well as discuss barrier mitigation as you develop your program. ? Design the Plan Design the Plan Now that you have organizational support to implement a RISE program, it is time to start planning. Module 2 will help you assemble the core program development team that will design and drive the implementation process. This module provides you with detailed process steps and timelines which will enable your team to set realistic goals for program implementation. It also provides tools and resources for your use. Throughout this module you will want to consider the lead time necessary for scheduling, competing priorities, the current climate, and the willing and available human resources. Create the RISE Program Development Team ? Roles and Responsibilities of Team Members Tab Title 5 Select the tab arrows to learn more Identify a RISE Team Leader Identify Key Team Members Program Development Team RISE Development Team The RISE program development team will design and drive the operations of the RISE program and implementation. Creating a program development team that is strong, multidisciplinary and willing to drive the operations will enable maximize efficiency as you prepare launch, and help adapt the program to unique needs and and barriers identified. You may have unique roles that are needed for your own RISE program development team, however let’s look at a starting recipe for setting up a team to make RISE happen in your organization. Team Leader Every program needs leadership and oversight. This can be done by an individual leader or by a team of leaders who share responsibility for the program. Typically, approximately 0.4 FTE is needed for launch and slightly less once the program is established. The team leader ensures that the RISE team operates effectively and within its mission and scope. They are also responsible for setting up meetings and educational sessions to maintain a close relationship among the RISE team members. They manage and maintain project documents, forms, policies, and protocols and recruit new members to join the team Identify Key Team Members We need RISE Champions! You are a champion by taking this training today. You know more than anyone about the program and will be expected to advocate the program's purpose and benefit. You may activate the program on behalf of an employee, a team member or team. We also need executive champions. Our executives can help access resources and break down barriers during program implementation and management and also share the program's success at the very top level of the organization for further promotion. Program Development Team The program development team is your “swat” team that will make decisions and drive the operations of your very own peer support program. It should include your leaders, some champions and your executive sponsors. Some of your team may end up being responders as well. If you know who your lead is and want to help develop your peer support program, reach out! External consultants can also be helpful during the initial development. Select X to return to the course. Program Development Team Consultants Responders Executives Champions Leaders SWAT Team: Select X to return to the course. Identify a RISE Team Leader Recruits team members Maintain policies Schedules meetings Leader Duties: Manages program effectively ~0.4 FTE is needed Team Leader can be an individual or a team Connect the RISE experience to higher levels of organization Eliminate barriers for program launch and maintenance Executive Champions Activate the program for those needing support Advocate consistently for the program RISE Champions Identify Key Team Members Select X to return to the course. ? Program Implementation Plan (Charter) Program Implementation Plan: Outlines program objectives Defines roles & responsibilities Defines scope Implementation timeline Program Implementation Plan (Charter) Once your program development team is in place, one of the first tasks of the team is to develop the RISE program implementation plan, or charter. This charter will define the scope of the RISE program, its objectives, the roles and responsibilities of team members and outline target dates and milestones of implementation. We have already discussed the RISE objectives in module 1 and the roles and responsibilities of RISE team members here in module 2. Let’s further explore scope before we outline the implementation timeline. Please reference the project implementation plan document available in the resources tab. Click on scope to learn more. Scope: When defining the scope of your program, be careful that it does not cross boundaries with other organizational services. There are several important questions to think about as you define the scope. First, what areas of the organization will RISE cover? Will the program start in one department and expand to the whole organization or be limited to certain areas? Second, what service will you provide? Be clear in your wording that RISE does not attempt to fix underlying issues that contributed to the event. Finally, define whom RISE will serve and when will the service be available? Hours of availability? Whom will your program serve? What services will be provided? What area(s) will the program serve? Defining Questions: Scope: Defines the parameters of your program Ensure RISE doesn’t impede on other services Select X to return to the course. Plan for 6+ months Setting up timeline: Work backward from goal launch date ? Implementation Timeline Implementation Timeline In module 1 we started to think about a timeline with conducting surveys and peer responder training. Now lets design your implementation timeline for your RISE launch. Setting up the timeline starting from goal launch date and working backwards can help keep program planning momentum up as well as hold the team accountable for action items. We recommend giving yourself at least 6 months minimum in your timeline; although it may take longer. There is a lot of ground to cover from the point you are at now. It is important to think about competing priorities that will impact your launch date. Peer Responder Meetings Peer Responder Training Months 4-5 ? Implementation Timeline Awareness Campaign Develop Marketing Materials Peer Responder Recruitment Peer Responder Planning Meeting Launch RISE Months 1-2 Month 3 Month 6 Implementation Timeline Work with your team to identify your goal launch date and label that date as month 6. Now let’s work to fill in your timeline. From the start date, months 1 and 2 will focus on your awareness campaign, developing marketing materials and recruiting your initial peer responders. Month 3 is when you will start planning peer responder meetings. Throughout months 4 and 5 focus on peer responder training. We encourage you to have regularly scheduled planning meetings throughout these 6 months to keep your team engaged and on track. Every group is unique so please modify this timeline to meet your needs. ? Important Milestones Identify a Training Date Recruit Peer Responders Launch Awareness Campaign Provide Peer Responder Training Market the RISE Team 1 2 3 4 5 Important Milestones In addition to the overall implementation timeline, there are 5 milestones that we have identified as key markers to launching a RISE program. Identifying and working toward these milestones will set your program up for success and help your team move forward toward implementation. Each milestone is based on our experience, some things we did well and some lessons learned. A goal without a plan is just a wish! To learn about each milestone, drag and drop each milestone marker to the color coordinated number along the Program Development. The sequence of each milestone may vary depending on what is best for your RISE implementation project plan. Identify Peer Responder Training Date Start thinking about a date to provide peer responder training. It doesn’t have to be an exact date, but perhaps identify a goal month. In months 2-3 of your implementation plan set the exact date of the peer training. This will allow time for resources to be available during the training sessions. The actual peer responder training should take place 1 to 3 months prior to the RISE rollout. Recruit Multidisciplinary Peer Responders RISE leadership should select peer responders with care. It is important to have different units and departments represented on the Peer Responder team. To facilitate this selection process, extend a meeting invitation to review program details with potential Peer Responder candidates. Inform the responders of the purpose of the team, what their role on the team would be and the time commitment that you are requesting. A formal agreement with clear expectations can be beneficial in securing commitment and understanding of the Peer Responder role. Ideally begin this recruitment process in months 2-3 of your timeline. In Module 3, Developing Your RISE Peer Responder Team, we will go into more detailed information about recruiting peer responders. Launch an Internal Education Campaign Launching your internal education campaign is an important milestone that helps to build an organizational culture that promotes open sharing of experiences and a feeling that it is safe to ask for help. The education campaign will also increase overall concern and awareness for fellow staff members and present an opportunity to give a preview of the RISE program. A successful campaign can take 1 to 3 months. Therefore, we recommend you begin the launch of your internal education campaign at by months 2-3. The awareness campaign is an important strategy in the success of a RISE program and thus elements of this campaign may be repeated several times throughout the launch process. The first education campaign should focus on second victim awareness, caregiver stress and promote sharing of stressful care giver experiences. In Module 4, Rolling out RISE, we will go into more detailed information on awareness campaigns. Provide Training for Peer Responders Peer responder training is hosted in months 4-5 of your timeline. All of your peer responders should attend a formal training to ensure they develop a shared skill set that is applied consistent when responding to events. How you plan your peer responder training will depend on the resources of your organization. RISE day 2 course work focuses on Peer Responders and is available for training your team. Additionally, you may find local resources to facilitate peer training. We have found three relevant models; Psychological first aid, the social resilience model and Grace. Generally, we recommend 20 hours of training for responders before launching your program. This may include one full day and several half day session during which responders are able to ask questions, discuss complicated situations and practice role play situations in a safe, educational environment. Market the RISE Team to Frontline Staff Begin preparing the RISE marketing materials at least two months prior to your program launch. Use these two months to produce marketing materials that will be used to share services of the program and identify the RISE team. A key milestone in marketing RISE is to develop a program logo, and name ; if you are not using RISE. Once you have these items in place, develop your materials and start spreading the word. The most important thing with initial marketing is ensuring the materials reach the frontline staff of all disciplines. In Module 4, Rolling our RISE, we will discuss marketing RISE to frontline staff. ~ 20 hours total 1 full day Several partial days Role play Complicated situation review Discussion Identify training resources Models to look for: Phycological first aid Social resilience GRACE RISE Day 2: Peer Responder Training Training ensures consistent skills and response to stressful event All responders need formal training Peer responder training: months 4-5 Provide Training for Peer Responders Select X to return to the course. Market the RISE Team to Frontline Staff Module 4: Rolling Out RISE Distribute materials to ALL frontline staff Develop a program logo and name Develop materials 2 months before launch Select X to return to the course. Recruit Multidisciplinary Peer Responders Module 3: Developing Your RISE Peer Responder Team Host a meeting in months 2-3 Invite representatives from various departments/units Explain the Peer Responder role and commitment Select X to return to the course. Identify Peer Responder Training Date RISE Peer Training occurs in Months 3-5 Set the date of Peer Training in Months 2-3 Peer Responder Training: Select X to return to the course. Launch an Internal Education Campaign 1st Campaign Focus: Second Victim Caregiver Stress Promote Sharing Launch campaign in months 2-3 Host campaign for 1-3 months before launch Campaign promotes: Experience sharing Support for help Staff concern Select X to return to the course. ? Identify Adaptive Project Needs How can you include them in RISE to benefit from their momentum to do good? Are there people or activities that do something similar to RISE? Adaptive Needs Implementation of a peer support program will also create the need for adaptation on many levels, as there are likely various people and groups that believe they have been doing something to address this problem already. It is possible that some of them may be resentful to the new RISE program. Most likely none of the other programs were specifically created to provide timely, peer support to employees who have encountered stressful, patient-related events. Thus, it is important to find ways to include these people to not lose their positive work and momentum. Example: Organizational culture Type your answer in the field below. What barriers can you think of that may hinder the development and launch of your RISE program? Pre-Mortem Activity: 1 of 2 Note: This activity is required for course completion. Pre Mortem Activity We are going to conduct a pre-mortem. This is a healthcare exercise to complete before implementing any new project or program. In a pre-mortem we anticipate failure, analyze why it happened and brainstorm mitigation strategies to prevent these factors from sabotaging our program. Take a moment to reflect on your organization. In the text box, please type several expected barriers to RISE implementation that you think your team may encounter. At the end of this module you will have the opportunity to print the answers you provide throughout the course. Thank You You will have the opportunity to print your results at the end of this course. Example: Focus the educational campaign on improving workplace sharing Type your answer in the field below. Select 3 of the barriers that you have identified. What can your RISE team do in the development phase to mitigate these barriers? Pre-Mortem Activity: 2 of 2 Note: This activity is required for course completion. Pre Mortem Activity Select 3 of the barriers that you have identified. What might your RISE implementation team do during development to mitigate these barriers? Document your ideas in the text box. Thank You You will have the opportunity to print your results at the end of this course. Course Review Congratulations! You have completed the Implementing RISE: Module 2 course. Select the numbered buttons below to review the material before proceeding to the final assessment. Identify Program Development Team 1 1 1 3 3 3 2 2 2 4 4 4 5 5 5 Develop Project Plan Develop Project Charter Identify Adaptive Project Needs Barrier Identification & Mitigation Analysis ? Course Review Congratulations! You have completed the Implementing RISE: Module 2 course. Select the numbered buttons to review the material associated with each objective before proceeding to the final assessment. Develop plan: Your RISE project plan is developed by the program development team and must be approved by key stakeholders or leadership that have the power to promote or interfere with the plan. Within the plan include the 5 key milestones discussed in this module. Program Development Team: Your RISE program development team should include people who are passionate about this initiative and represent various departments and staff from your organization. This team will work together to meet program timeline dates and key milestones. Dev Project Charter: The RISE charter will define the scope of the program, its objectives, the roles and responsibilities of team members and outline target dates and milestones of implementation. Technical & Adaptive Needs: Implementation of your RISE peer support program will create the need for adaptation as there are likely various people and groups that believe they have been doing something to address this problem already. It is important to incorporate these people into the RISE program. Barrier ID & Mitigation: Working within the program development team to identify barriers to your RISE program implementation is an important exercise. Use the pre-mortem tool available in the resources materials to successfully identify barriers in your organization and brainstorm interventions. Barrier Identification & Mitigation Analysis Pre-Mortem Activity: Perform with your program implementation team Identify organizational barriers Brainstorm interventions Select X to return to the course. Identify Adaptive Project Needs Adaptation: Identify if there are other people or groups that are also working in this field Incorporate them into RISE to maximize positive momentum Select X to return to the course. Develop Project Charter RISE Charter: Defines scope of program Outline program objectives Roles & responsibilities of team members Implementation timeline Select X to return to the course. Identify Program Development Team Identify the key members of your program development team. These “RISE Champions” introduce and promote the program. The program development team works together to meet timelines and key milestones. Select X to return to the course. Develop Project Plan Project Plan is developed by the Program Development team and is approved by key stakeholders. Initial plan includes your implementation timeline and the 5 key milestones. Select X to return to the course. Assessment This assessment will test your retention of the presented content. A passing score of 80% or higher is required to complete the course and earn your certificate . Assessment questions must be answered completely to receive full credit. Partial credit will not be given for assessment questions that require multiple answers. You may repeat the assessment as many times as needed. Start ? Assessment Team Leader Maintains RISE operations Program Development Team Makes decisions to drive program Executives Promote program to leadership Peer Responder Provides support after stressful events Drag each response from the right column to its corresponding item in the left column. What is the primary function of the following RISE roles? ? Question 1 of 5 Matching Incorrect One or more answers are incorrect. Correct Select the best answer to complete the statement. ? Question 2 of 5 Successful launch of a RISE program takes ________ months. Six (6) Six (6) Six (6) Four (4) Two (2) Nine (9) Fill in Blank Correct Incorrect Nine months is not the recommend timeline duration. Incorrect Two months is not the recommend timeline duration. Incorrect Four months is not the recommend timeline duration. Select the best answer. ? Question 3 of 5 What is the purpose of an internal education campaign? Promote awareness of the RISE program Promote awareness of the RISE program Promote awareness of the RISE program Reduce the impact of caregiver stress Target leadership engagement Increase second victim symptoms Increase second victim symptoms Increase second victim symptoms Multiple Choice Incorrect The educational campaign does not target leadership Incorrect The educational campaign will not increase second victim symptoms Incorrect The educational campaign will not reduce stress Correct ? Select three (3) answers. Question 4 of 5 Which statements are TRUE of a RISE Peer Responder? Formal RISE training is recommended A written agreement ensures role commitment Responders must be a nurse Recommended training totals 20 hours Multiple Answer Incorrect One or more answers are incorrect. Correct Select the best answer to complete the statement. ? Question 5 of 5 The ________ is/are the target audience of the RISE marketing campaign. frontline staff frontline staff patient leadership patient family Fill in Blank Incorrect Patient families are not the target audience of the marketing campaign. Incorrect Leadership is not the target audience of the marketing campaign. Incorrect Patients are not the target of the marketing campaign. Correct YOUR SCORE: PASSING SCORE: Review Review Review Retry Retry Retry Continue Continue %Quiz2.ScorePercent%% %Quiz2.PassPercent%% Assessment Results Select Print to print a copy of all of your typed answers throughout this course. Exiting the course will not save your responses. Select Continue to complete the course. Print Assessment Results You have completed the module 2 knowledge check. Please select Print on your screen to print a copy of all typed answers throughout this module. Typed responses are not saved after exiting. Select continue to complete the module and access your certificate of completion. You did not pass the course. Take time to Review the assessment then select Retry to continue. Congratulations! You passed the course. Exit To access your Certificate of Completion, select the Certificates tab from the learning activity overview page. You can also access the certificate from your PEPconnect transcript. ? You have completed the Implementing RISE: Module 2 Online Training Completion Navigation Help Select the icon above to open the table of contents. Click Next to continue. Next Welcome Slide The timeline displays the slide progression. Slide the orange bar backwards to rewind the timeline. Click Next to continue. Next Timeline Select the CC icon to display closed captioning (subtitles). Click Next to continue. Next Caption Icon Select the buttons to learn more about a topic. Be sure to review all topics before navigating to the next slide. Click Next to continue. Next Tab Arrow Slide Select the X to close the pop-up. Click Next to continue. Next Layer Slide Some images may have a magnifier icon. Select the image to see an enlarged view. Select it again to return to the normal view. Click Next to continue. Next Zoom Slide Some images have a magnifier icon in the bottom-left corner. Select these image to see an enlarged view of the image. Select the image again to return to the normal view. Select Submit to record your response. Click the X in the upper right corner to exit the navigation help. Assessment Slide Question Bank 1 HOOD05162003355572 | Effective Date: 21 May 2023 Implementing RISE Leadership Toolkit RISE Program Implementation Plan 1.1 Disclaimer 1.2 Caring for the Caregiver 1.3 Implementation Roadmap 1.4 Module 2 Objectives 1.5 Design the Plan 1.6 RISE Development Team 1.7 Program Implementation Plan (Charter) 1.9 Implementation Timeline 1.11 Adaptive Needs 1.12 Pre Mortem Activity 1.14 Course Review 1.15 Assessment