Mitigation Plan

Contract 568312 - Champions for Health: Mitigation Plan

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Section A.: Excessive Lateness, No-Shows, Partner Communication Breakdown, and Lack of Preparedness for Scheduled Vaccination Events

Communication Breakdown

Effective communication is important to successful vaccination events. The ability to convey critical information accurately and promptly to all stakeholders, whether internal team members or external partners, is paramount to the smooth execution of our mission. However, CFH recognizes that communication breakdowns can occur, leading to delays, misunderstandings, and inefficiencies. To address this challenge and ensure seamless communication, CFH has developed a comprehensive mitigation strategy. This strategy encompasses a series of steps and best practices aimed at enhancing communication channels, fostering collaboration, and minimizing the risk of breakdowns. By implementing these measures, CFH aims to strengthen our communication efforts and enhance the overall effectiveness of our vaccination

A3: Communication Breakdown

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Mitigation Strategy A3: Communication Improvement

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A3.1: Event Coordinator’s Event Tracking Sheet:

To streamline and enhance our event coordination process, CFH has been using the Event Coordinator's Event Tracking Sheet. When partners express interest in hosting immunization clinics, our efficient system automatically directs their requests to the respective Event Coordinator responsible for their specific sector. This automated assignment ensures that the right team member is handling each request, optimizing communication and coordination.

Upon receiving a partner's request, our dedicated Event Coordinators promptly initiate contact with the requester. This crucial step allows us to confirm vital event logistics, including identifying the designated point of contact for the day of the event. Additionally, CFH addresses any specific requirements, such as the need for certificates of insurance or parking details, to ensure a seamless and well-prepared clinic experience.

The Event Coordinators maintain the Event Tracking Sheet to record accurate contact information and essential event details. This tracking system enables us to stay organized, efficiently manage inquiries, and provide partners with the support and information they need for successful immunization clinics.

A3.2: Communication Channels:

CFH has taken proactive steps to enhance our communication channels with partners by appointing dedicated sector leads. These sector leads play a crucial role in ensuring effective communication and meeting the unique needs of partners within their respective sectors. This approach has proven successful in organizing events and fostering productive collaborations.

Moving forward, CFH recognizes the importance of further improving our communication efforts, particularly when it comes to third-party partners who refer various organizations to us. To enhance clarity and transparency, CFH is committed to providing clear information about the designated sector lead on our end. This will streamline communication, reduce any potential confusion, and ultimately strengthen our partnerships, ensuring that CFH continues to meet the diverse needs of our valued partners.

A3.3: Contact Information:

Event Coordinators will maintain up-to-date contact information for all stakeholders, including backup contacts in case the primary contact is unavailable. CFH will work with 3rd party partners such as the Live Well on Wheels team to receive direct site contacts for timely updates and to answer event logistical questions.

A3.4: Event Confirmation:

The Event Coordinators will ensure that all details are confirmed with the site contact or 3rd party partner, including event location, date, time, and any specific requirements. Details will be charted on the Event Coordinator’s Event Tracking Sheet and on the Event Details Sheet.

A3.5: Pre-Event Briefings:

Event Coordinators or the Director of Community Health will conduct pre-event briefings with the site contacts, and or with 3rd party partners such as the Live Well on Wheels team. They will review event details, roles, responsibilities, and potential challenges.

A3.6: Event Reminders:

Event Coordinators send event reminders to all stakeholders a few days before the event. These reminders include event details, responsibilities, and contact information. CFH will also review event reminders sent from the Live Well on Wheels to confirm details.

A3.7 Feedback Loop:

CFH will continue to encourage feedback loops where team members and partners can report communication challenges or breakdowns. CFH will use this feedback to continuously improve communication processes.

A3.8: Regular Review:

Regularly review and update the communication strategies and processes to adapt to changing needs and challenges.

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