New messaging templates live Aug. 2

New messaging templates will be available in Smart Web and Voalte on Thursday. Aug. 2. These easy-to-use templates streamline communication with standardized messages that are clear and concise, providing all of the pertinent information in the first message. You’ll save time, reduce the number of pages to providers, and improve communication among clinical teams. With these new templates, all Smart Web messages—clinical and non-clinical—will require the sender to include a contact name and callback information.

Here’s an example of a clinical message on a Voalte phone.

“When a hospitalist is on cross-coverage at night, we cover more than 60 patients throughout the hospital, making it difficult to identify the urgency of pages and whom to contact,” says Brad Manning, MD, medical director of 6RC. “This new paging template will allow us to respond to urgent pages more quickly and accurately and to identify less urgent pages that can be addressed as time allows.”

A clinical workgroup consisting of faculty, advanced practice providers, residents, and nurses throughout UI Hospitals and Clinics developed three templates: free text, clinical message, and STAT-need at bedside. Each template is designed to give you information in a quick, efficient message.

In Smart Web, free text will appear as the default message option, but you can use the drop down menu to select either clinical message or STAT-need at bedside. In Voalte, the templates will be available in Quick Messages. See instructions and screen shots for more detail on how to access the templates.

Information needed for each template type:

  • Free Text
    • Free text field
    • Contact name and title
    • Contact number (7 digits)

      An example STAT-Need at Bedside in Spok.

  • Clinical Message
    • Urgent or Routine
    • Act (Callback, Orders, None-FYI)
    • Patient MRN and last name
    • Situation (provide details)
    • Unit/Room
    • Contact name and title
    • Contact number (7 digits)
  • STAT-Need at Bedside
    • STAT-Need at Bedside (in the field)
    • Unit/Room
    • Situation (provide details)
    • Contact name and title
    • Contact number (7 digits)

A clinical message on a pager.

Time frame expectations:

  • STAT: Need at Bedside (immediate)
  • Routine: Callback or Orders (within 10 minutes)
  • Urgent Callback or Orders should be rare occurrences. If they do occur, these should be addressed quickly (less than 10 minutes), as actions requested may directly affect patient care. The sender may page again due to urgency.

When to escalate: There should be two paging attempts before escalating to a senior resident or attending.

“Communication is only effective when done well, and this is a great start to improving communication throughout UI Health Care—most importantly—the communications about our patients,” says Theresa Brennan, MD, chief medical officer. “Inadequate communication contributes to many of our safety events. By helping to include the ‘who, what, when, where, and why’ in our messaging, this effort will undoubtedly affect quality and safety.”

Email? Pager? Voalte? Spok?

Did you know that you can choose your preferred method of communication in your Smart Web profile? Find instructions under the Device Management Tab section on Page 2 of the Smart Web Personal Profile user guide.

Questions?

Call the Help Desk at 356-0001 or email holly-kolfenbach@uiowa.edu.

Messaging options at UI Hospitals and Clinics