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Road Map for Implementation of Patient and Family Advisory Councils
July 2009 - October 2010
JULY 21 – SEPTEMBER 30, 2009; Setting the Stage – Starting the Work Plan
Key Activities Recommended Resources Outcomes/Results Target Date
MA Coalition Audio Conference Work Plan Template, Road Map, Tool Kit Hear from PFAC experts and Jul. 21, 2009
#1: What are PFACs? obtain resources
STEPS
1) Review the MA PFAC regulations See Tool #1 – Regulations Regulations familiar to
What are the MA Regulations and Stakeholders and Core Team
the implementation timetable?
2) Identify key staff/stakeholders/senior See Tool #4 – page 10 Stakeholders identified
leaders
3) Identify a Core Team to facilitate the See Tool #3 – page 3 Core Team identified and
planning & implementation understand Work Plan template
4) Look within organization to See Tool #3 – page 3 Share stories with Core Team
determine if patients and/or families
involved and collect your own stories
on their involvement
5) Review “Template for Outline of See Tool #2 – Make additions if needed Template reviewed Sept. 1, 2009
Hospital Work Plan”
6) Write a high level Work Plan See Tool #2 Work Plan completed Sept. 27, 2009
7) Work Plan available to patients, Utilize hospital web site or have printed Work Plan available to public Sept. 30, 2009
families, and DPH if requested Plan available to patients and families and DPH if requested
Resource Tools 1
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
OCTOBER 1, 2009 – OCTOBER 1, 2010
Build the Core Team and the Work Plan
Key Activities Recommended Resources Outcomes/Results Target Date
Audio Conf. #2: How to start a Work Plan Template, Road Map, Tool Hear from PFAC experts and Sept. 2009
PFAC Kit obtain resources
STEPS
1) Convene a planning meeting with the See Tool #3 – page 1-4 Core Team has a shared high Oct. 2009
Core Team to develop a shared level understanding of Patient
understanding of patient and family- and Family Centered Care,
centered care & how PFACs can serve Advisory Councils, and the
patient population better Work Plan template
What purpose will the Advisory See Tool #3 – page 1 Core Team aligned on purpose
Council serve at our hospital? See Tool #4 – page 3-4, 14 and responsibilities of the
What are the potential benefits & See Tool #3 – page 1 Advisory Council
risks to patients, clinicians and
hospital?
What types of patient best represent See Tool #3 – page 2
who we serve? See Tool #4 – page 4-5
What qualities and skills are we See Tool #3 – page 2
seeking in individual Advisors?
How might we recruit potential
Advisors? See Tool #3 – page 2
What do we think an optimal See Tool #3 – page 3
structure for the Council is?
Where can we obtain valuable
Create a shared vision for the
patient input or involvement in See Tool #3 – page 3
PFAC
current projects or standing See Tool #4 – page 16
committees to get early wins and
buy-in?
How could the Council contribute to Utilize current workgroups or
the organization’s planning and task forces involving patients
See Tool #3 – page 1
operations, working groups, quality and families
See Tool #4 – page 16
Resource Tools 2
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
Key Activities Recommended Resources Outcomes/Results Target Date
improvement committees, design
teams, et al. See Tool #3 – page 6
What do we need in order to be
successful? See Tool #3 – page 3
If patients and families not currently See Tool #3 – page 5 Starting point for patient
involved, identify starting point for involvement identified
their involvement See Tool #4 – page 16
Determine agenda ideas for first 2-3
PFAC meetings
2) Draft a purpose and goals for your See Tool #1 PFAC purpose established
PFAC See Tool #3 – page 1-4
See Tool #4 – page 3-4
See Tool #4 – page 14
Audio Conf. #3: More on Work Plan Template, Road Map, Tool Hear from PFAC experts and Nov. 2009
Establishing a PFAC Kit obtain resources
3) Determine structure of the PFAC and See Tool #1 PFAC policies and
draft policies & procedures See Tool #3 – page 2-4 procedures regarding
Patient or family member to be a co- structure developed
chair
Will there be a Staff Liaison, Co-
Liaison, Co-Leaders?
Which department(s) will be
responsible for organizing the
PFAC(s)?
Will the PFAC identify work that
could be done by a subgroup of the
council? (Subcommittees could be
in: following departments:
Education, Communications/Public
Relations, Facilities, Family
Resource Tools 3
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
Key Activities Recommended Resources Outcomes/Results Target Date
Support, etc.)
4) Determine PFAC logistics See Tool #3 – page 5 PFAC meeting schedule and
How often will the PFAC meet? logistics determined
Where will the PFAC meet?
Will parking be covered?
5) Determine the support your PFAC See Tool #3 – page 5 PFAC support identified
will need?
Staff co-liaison/co-leads (list names)
Administrative support
Parking/Transportation
Budget (food, printing, postage, See Tool #4 – page 10-11
interpreters, parking/transportation,
child care support, member
stipends(?)
6) Draft Bylaws and/or Operating See Tool #1 PFAC By-Laws and/or
Guidelines See Tool #3 – page 4 Operating Guidelines
Tailored by PFAC to needs of See Tool #4 – page 14 Established
Council
Sample Confidentiality Statement
7) Determine Membership Guidelines See Tool #1 PFAC Membership Guidelines
Establish number of patient and See Tool #3 – page 3 established and written
family members (suggest 12-15) See Tool #4 – page 14
Establish number of staff members
(suggest 3-4)
Define number of years of
commitment as a PFAC member
(patients, families, staff)
o Example: 50/50 mix of 1
year and 2 year terms
Resource Tools 4
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
Key Activities Recommended Resources Outcomes/Results Target Date
o Determine attendance
expectations (i.e., 75% of
meetings)
Written Membership Guidelines to
include:
o Council member
qualifications, selection
process, retention, term of
service, duties and election of
officers, co-chair position
o Roles of members of the
Council
o Establishment of
responsibilities of members
of the Council
o Include policies that address
confidentiality of patient
information
8) Create Recruitment Criteria for See Tool #3 – page 2 PFAC Recruitment criteria
PFAC members See Tool #4 – page 16-19 established
Where and how will the list of
potential PFAC members and staff
advisors be kept? (name, role,
contact info)
Develop PFAC Member application See Tool #4 – page 8
forms (samples available)
o Establish selection criteria
(sample list available)
9) Develop Orientation, Training, See Tool #1 PFAC Orientation, Training,
Continuing Education programs for See Tool #3 – page 5 and Continuing Education
PFAC members and advisors See Tool #4 – page 16+18 programs developed
o Determine objectives of
Resource Tools 5
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
Key Activities Recommended Resources Outcomes/Results Target Date
orientation
o Develop components of
orientation
o Who will be included as part
of orientation?
o What will the Training
consist of?
o What Continuing Education
will be provided?
10) Maintaining Success with PFAC See Tool #1 Accomplishments tracked and
o Track accomplishments See Tool #3 – pages 5-6 reported at least annually
o Plan for barriers See Tool #4 – page 20-21 through Annual Report
Audio Conf. #4: More on Work Plan Template, Road Map, Tool Hear from PFAC experts Apr. 2010
Establishing a PFAC Kit and obtain resources
IMPLEMENTATION
Recruit Council members See Tool #3 – page 2 PFAC members recruited
o Use Interest Form to See Tool #4 – pages 4-8
determine interest See Tool #4 – page 7
o Call or send Letter of See Tool #4 – page 6
Invitation See Tool #3 – page 8
o Have prospective members
complete Membership
Application
Interview/evaluate prospective PFAC prospective members
Council members See Tool #4 – page 5 interviewed/evaluated
o Interview potential Council See Tool #4 – page 7
members
o If hospital chooses to use this See Tool #4 – page 16-19
approach, engaging potential
Resource Tools 6
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
Key Activities Recommended Resources Outcomes/Results Target Date
council members in task
forces or focus groups See Tool #4 – page 22-23
o Membership Referral Form See Tool #4 – page 22-23
o Interview Exiting Members
Final selection of initial Council
members
o Send Welcome Letter See Tool #4 – page 9 PFAC members selected
Provide orientation, training, See Tool #1 PFAC members provided
continuing education to Council See Tool #3 – page 5 with orientation, training,
members See Tool #4 – page 4 and continuing education
Establish agenda for 2-3 meetings See Tool #4 – page 16-19 Agenda developed for 2-3
o Send meeting reminder card See Tool #1 meetings
or call PFAC members See Tool #4 – page 12
o Assign someone to take See Tool #3 – page 5
minutes which will be shared
with the hospital’s Board See Tool #4 – page 13 (sample
o Sample Timeline for PFAC timeline)
meetings
PFAC OPERATIONAL PFAC functioning in your October 1, 2010
organization
PFAC Meeting Minutes to Hospital See Tool #1 PFAC meeting minutes October 1, 2010
Board Minutes transmitted at least annually transmitted annually to
organization’s Board
ANNUAL REPORT AVAILABLE See Tool #1 Annual Report available to October 1, 2010
Report to include compliance and public and MA DPH upon
accomplishments request
May be electronic or other means
Resource Tools 7
Tool #1 - Massachusetts Regulation Regarding Establishment of Patient and Family Council
Tool #2 - Work Plan Outline
Tool #3 - IFCC - “Creating Advisory Councils”
Tool #4 – Sentara Virginia Beach General Hospital – How to Develop a Patient and Family Advisory Council in Your Hospital
