Section C: Requiring Daily Reminders and Requests to Update/Complete Documentation and Public Facing Calendar

To address the challenges related to documentation completion and timely updates to the public-facing calendar, CFH has developed a comprehensive mitigation strategy. This strategy aims to improve our cooperation with documentation requests and ensure that our

Mitigation Strategy C1: Enhancing Documentation Compliance and Public Calendar Updates

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C1.1: Weekly Documentation Review:

We have Implemented a weekly documentation review process, where program leads check off pending documentation requests. These include the Live Well on Wheels Rural Flu Tour Sheet, to our partner specific CBX monthly total report.

C1.2: Protocol for Handling and Responding to LWOW Documentation Requests:

Weekly Rural Flu Shot Meetings:

The DCH participates in weekly Rural Flu Shot meetings to stay updated on vaccination events.

During these meetings, any changes or updates related to vaccination events are discussed and noted.

Quality Assurance Process:

Quality Assurance Consultants perform their Q/A process for the week, which includes verifying and documenting vaccine administration data.

Rural Flu Shot Tour Sheet Update:

The DCH promptly updates the Rural Flu Shot Tour Sheet with any relevant information obtained during the weekly meetings.

If there are pending sites or incomplete data, the DCH communicates this to the Quality Assurance Assistant.

Quality Assurance Assistant's Role:

The QAA takes the lead in updating the Rural Flu Shot Tour Sheet with accurate doses administered data.

Collaborates with Quality Assurance Consultants to ensure that all data is up-to-date and accurate.

Communication with Live Well on Wheels:

If there are pending updates or incomplete data, the DCH communicates this to the Live Well on Wheels team.

The DCH provides a clear timeframe for when the documentation will be finalized and available.

Ongoing Monitoring:

The Quality Assurance Assistant continuously monitors the completion of the Q/A process for the week.

Regular updates to the Rural Flu Shot Tour Sheet are made to reflect the most current and accurate information.

Timely Response:

All documentation requests are responded to promptly, ensuring that documentation remains accurate and up-to-date.

Delays in updates are communicated transparently, along with expected completion timelines.

C1.3: Public Calendar Update Protocol:

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Please see Section: A1.2⁠

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C1.4: Real-Time Calendar Monitoring:

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Please see Section A1.6⁠

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C1.5: Performance Evaluation:

Periodically evaluate the performance of the CFH team members in meeting documentation and calendar update requirements.

C1.6: Continuous Improvement:

We will continue to foster a culture of continuous improvement, where feedback and lessons learned from past challenges are used to refine documentation and calendar update processes. We will encourage open communication among team members to identify areas for enhancement.

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