KEY ACCOMPLISHMENTS, CHALLENGES, AND FOCUS AREAS
Last Week’s Accomplishments:
- Operations
- Helped advance the delivery of life-altering care for ~8,000 people last week!
- Quarterly employee event in Duffield was very well received and attended. The team enjoyed a night of axe throwing and good food.
- Ann Butcher began working with the Jean Marie Ross and team 13 as the new manager in anticipation of Jean Marie’s retirement next week
- Completed an overall review of staffing across operations
- Met with the managers of 4 teams that are the largest understaffed and agreed on a plan to provide additional staff and timing for reduction of their excess backlog
- Added a new hire training class in Duffield and increased the size of an upcoming class in Pittsburgh due to the signing of two new clients that require onshore resources
- Initiated a pilot with the managers of our Stanford, MSK, and COH teams which is aimed at enabling their ownership for goal setting and achievement
- Sales
- Closed / Won Schwarzman Animal Medical Center
- Advanced Memorial Hermann Opportunity. Received the long awaited partially executed agreement.
- Marketing
- Quarterfinalist in the Clinical Diagnostic Device, Platform or Tool best class category for the 2023 Digital HLTH Awards.
- Customer Success
- Held remote quarterly business review with Barnes Jewish Hospital Transplant, UC Health Oncology, St. Lukes Transplant and Christiana Hospital Transplant
- Product Management
- Advanced proof of concepts for structured data and clinical summary
- Advanced proof of concept to expedite records retrieval via Carequality
- Finalized discovery plan to add visibility to every case and location via a patient tracker
- Identified potential partner to expedite records retrieval via automated APIs
- Finalized contract terms with Truefit for proceeding with discovery for Patient Tracker – in legal review. Kickoff date being finalized
- Continued work on pricing simplification and ROI calculator with finance
- Development of WQ Prioritization is on track in current sprint
- Aligned development priorities across all stakeholders, and mapped development resourcing and capacity for next 12 months; Roadmap created in new Aldrich format.
- Technology
- Overall system uptime came in at 99.99% against a plan of 99.9% but we did have slowness on two OCR servers. Additional servers have been added and more are being added in the coming weeks.
- Information Security
- HiTrust audit on track to have initial evidence submission completed by the 2nd week of September. Validated with auditors that no issues exist.
- Office Management
- Removed uninstalled office cubicles in Duffield
- Human Resources
- Managed staffing to meet demand and financial expectations. Currently have 559 Team Members against a forecast of 574 Team Members at the end of August
- Hosted employee engagement event in Duffield
Last Week’s Challenges:
- Sales
- Continued struggles with Ascension Security Review
- Operations
- Closed locations / person / day came in at 9.4 against a forecast of 11.4
- Did not achieve our closed case goal for the week and turnaround time increased from 7.6 to 7.7 days
- Excess backlog increased from ~5,800 to ~5,900 patients
- Patient volume came in 1% below plan
- Closed locations came in 4% below plan
- Stanford and City of Hope SLA still exceeds 5 day threshold. Both teams are focused on lowering turnaround time but will likely miss the SLA for the month of August
- Product Management
- Finishing the current POC’s on time for quick partner selection
- Production issues identified – zip code issue and missed locations; in review
- Ensuring each roadmap items has defined outcome and a process to measure
This Week’s Focus:
- Operations
- Continue to keep urgency up on closing cases to decrease excess backlog and get turnaround time down
- Finalize training dates and trainers for upcoming classes
- Finalize plan for a complete revamp of outreach training, goal setting, incentives, and quality review to increase outreach effectiveness at advancing cases to closure reducing TAT and increasing productivity
- Sales
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- Close Ascension St. John’s
- Close UCSD North County Oncology
- Close Memorial Hermann
- Advance City of Hope 1-year amendment
- Customer Success
- Hold remote quarterly business reviews with Rush Urology and Surgery and Mayo Clinic Transplant – Jacksonville
- Product Management
- Continue work on process improvements for product management with Product and PMO; Work on specifics for execution of ACP Framework adoption
- Kickoff for Patient Tracker initiative – get it on the calendar with identified resources, scope and timelines
- Continue progress on POC’s and receive output file from POC vendor for market evaluation; install SW for POC (Emtelligent)
- Go to market planning for Order entry API initiative
- Engage with expedited record retrieval with Greenlight and plan for a POC
- Drive API sandbox analysis for Carequality integration (expedited record retrieval)
- Plan resolutions for identified production issues and Ops improvements
- Human Resources
- Continue to execute on employee engagement action plan by completing high-priority actions.
- Completing the Active Directory updates
- Finalizing dress code and return to office plan
- Executive Leadership Team
- Create draft of quarterly board presentation
REMEMBERING NYALL KELLY
Last week we shared the unfortunate news of the passing of one of our team members, Nyall Kelly. Nyall will be greatly missed by the eHealth Technologies community, and we will host an in-person and virtual celebration of his life on Tuesday, August 29 at 12:00 p.m. EST at the Rochester office. If you are a Rochester team member, you should have received an invitation to the memorial service we will be holding in person – please RSVP if you have not already. Everyone should have received a calendar invitation to the virtual memorial service. If you would like to include a personal note or photo in the gift we are preparing for Nyall’s family, please send it to Jill Alvarado by the end of the day on Wednesday, August 30.
We recognize that this is a difficult time, and if you need any assistance, please reach out to Jill Alvarado in the U.S. or Pramod Kalidindi in India so they can connect you with the appropriate resources.
THE IMPORTANCE OF 1:1 MEETINGS WITH YOUR MANAGER
This is a friendly reminder that, per company standards, managers should be having a 1:1 meeting with their team members monthly, at a minimum. If you are a manager, please be sure to have a monthly recurring 1:1 meeting scheduled with your individual team members by September 1.
COMPLETE YOUR INDIVIDUAL DEVELOPMENT PLANS (IDPs) BY SEP. 30
Please be sure to complete your IDP by September 30, 2023. Once completed, you will work with your immediate manager to schedule a career discussion. Then you both will meet to finalize your IDP, utilizing your monthly 1:1 meeting to review and discuss the progress made against your plan at least twice a year. Should you need additional guidance and/or have questions about filling out this template, we encourage you to work with your manager to complete this at your next 1:1 meeting.
Link to Career Planning Process Tools & FAQs
DID YOU KNOW…
On August 23, 2023, India became the first country to successfully land on the moon’s south pole with its Chandrayaan-3 spacecraft. This feat makes India the fourth country to land on the moon, and the first to land on one of the moon’s lunar poles. India’s Prime Minister, Narenda Modi, attributes the success to all of humanity. Click here to read about the significance of this historic achievement. eHealth Technologies extends well wishes and congratulations to our team members in India!
Q3 WORKSPACE DECORATION CONTEST – PHOTOS DUE SEP. 30!
It’s time to submit your workspace photos for a chance to win cool prizes! Decorate your workspace to reflect the season, your favorite holiday, or whatever reflects your personality best! Then send in one photo to BrilliantIdeas@eHealthTechnologies.com by Sep. 30. Your team members will vote for their favorites, and we will tally the votes for Most Creative and Best Theme, announcing the winners at our next Town Hall meeting. Good luck!
EVENTS CALENDAR
Sep. 2 | Rochester Team Outing at the Red Wings Game, Innovative Field
HOW TO STAY FOCUSED AT WORK AND AT HOME
It’s easy to lose focus when there are countless distractions that can easily take us away from our daily tasks. Here are 10 effective ways you can increase your focus, wherever you choose to work.
- Organize your workstation: Keep your workspace clean and organized. A clutter-free environment can help reduce mental clutter and improve focus.
- Minimize Distractions: Identify and minimize sources of distractions in your workspace. This could include turning off notifications, silencing and/or moving your phone to a different room entirely and blocking distracting websites.
- Time Management: Allocate specific time blocks for different tasks. Use techniques like the Pomodoro Technique (working for 25 minutes, followed by a 5-minute break) to maintain concentration and prevent burnout.
- Single-Tasking: Avoid multitasking, as it can lead to reduced productivity and lower quality of work. Focus on one task at a time to give it your full attention.
- Set Clear Goals: Define specific, achievable goals for your work tasks. Having a clear sense of purpose can help you stay focused and motivated.
- Healthy Lifestyle: Prioritize sleep, exercise, and a balanced diet. A healthy body supports a healthy mind and better focus.
- Use Tools Wisely: Utilize productivity tools, apps, or techniques that work for you. Tools like task managers, note-taking apps, and calendar reminders can help you stay organized.
- Limit Meetings: While meetings are necessary, try to limit their frequency and duration. Excessive meetings can disrupt your workflow and reduce your focus.
- Set Boundaries: Communicate with colleagues and family members about your work hours and the importance of minimizing interruptions during those times.
- Review and Reflect: At the end of each day, review what you accomplished and reflect on areas where your focus wavered. This can help you improve your strategies over time.