Poudre Valley Hospital uses the Everbridge emergency notification system to communicate important information to staff quickly and efficiently. They load all employee contact data nightly using an API that interfaces with their HR systems. This allows them to send notifications to large groups segmented by department or specialty. They use the system for emergencies, drills, testing, regulatory surveys, and daily staffing needs. The API and ability to segment groups has improved their notification process and allowed them to contact hundreds of staff in a fraction of the previous time.

1. Poudre Valley Hospital’s Best Practices for
Emergency Notification
Tim Klippert
Emergency Preparedness Coordinator, Poudre Valley Healthcare
System
Keith Tyndall
Product Marketing, Everbridge

2. About Everbridge
• Everbridge empowers better decisions with
interactive communications throughout the
incident lifecycle to protect your most important
assets
• The world’s recognized leader in incident
notification and management solutions
• Everbridge helps more than 30 million people
communicate in a crisis and connect on a daily
basis.
• The company’s notification platform is backed
by an elastic infrastructure model that delivers
near infinite scale, advanced mobile
connectivity, and real-time reporting and
analytics.
l ti
• More than 1,000 organizations in over 100
countries rely on Everbridge for their
emergency needs
2

3. Agenda
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Part 1 Presentation
P t 1: P t ti
• Best practices for how to drive user adoption
• Innovative new uses for notification within your
organization and across departments
• How to adapt your notification solution to department-
y
specific uses
Part 2
P t 2: Q&A
3

4. Note:
Q&A Presentation slides are available on
our Slideshare account at:
http://www.slideshare.net/everbridge
Use the
Q&A
function to
submit your
b it
questions.
4

5. Poudre Valley Health System &
Everbridge
Tim Klippert, MBA/HCM, MEP
Emergency Preparedness Coordinator
tbk@pvhs.org

7. Some Background on PVHS and Everbridge
• Initially purchased in 2007
• Everbridge replaced an outdated system called
g p y
“Dialogic” that was used by our County as well as PVH
• We were able to use HPP (ASPR) funds to offset some
of the cost
f th t
• Everbridge is also used in our County (Larimer) for
notifications

8. Everbridge Implementation
• After the purchase, we started building groups
of various Physician specialties and Clinical positions
• We also built groups of non-clinical employees such as
Senior Management and Marketing
• We also started growing as an organization in 2007/2008
/
• Today-5400 employees/2 Hospitals/159 Off site locations
• How are we going to load the system with all of our
employees contact info?

9. API or Application Programming Interface
• This is when we learned about an API
• An API is a way that all of our systems that hold
employee data can talk to and download into Everbridge;
we use Oracle, Meditech, Telecom, VIC (intranet),
Cactus
• Our API downloads new employee data and removes old
employee data on a nightly basis
• We used HPP funds to write the API

10. How the API Works

11. What we learned from the API
• Everbridge is only as good as the data that goes into it
for Notifications
• D
Department l
level employee d
l l data i more current than
is h
some data that resides in HR
• We should have done a system wide contact update
before going live with the API

12. Learning continued…
• Contact changes should happen at the Department Level
and with HR
• Addresses were always up to date due to receiving a W-2
• Education campaign about Everbridge prior to going live
• Develop a way for employees to update their own contact
information

13. Screen Shot of
our secure self-
lf
update page

14. How are we using Everbridge Today?
• Emergencies
• Exercises/Drills
• Routine Testing
• Joint Commission Survey
• Daily Staffing for Inpatient Units at MCR
• Daily Staffing for Emergency Department at PVH

15. Emergencies/Exercises/Drills
• Severe Weather • Initial Notification
– We notify all of our • Staff Call down
offsite locations with – Employees
weather information – Physicians
ys c a s
from the NWS
f h
• Conference Calling
• For a community disaster
– Command Center to
of any kind Command C t
C d Center

16. Routine Testing
• All Physicians 2 times per year
• Other groups as needed (34 Groups)
• Depends on the response rate
– If response rate is above 50% I consider the test
effective
– If below, do it again, (and maybe again)

17. Joint Commission
• Specific Group Built (Code R-Regulatory)
– Senior Leadership
– Directors
– Managers
• When we learn that we are receiving a visit, the
message goes out with further instructions to check
email.

18. Pilot Program for Staffing Use
• Our Organization is
heavy into implementing Patient Care
Lean methodology which
L th d l hi h Unit Patient Care
Employee Unit
is all about doing tasks 15-20 calls
more efficiently
y
• Making multiple phone
calls to cover shifts is
time consuming and
ti i d
Staffing Office
inefficient
30-60 minute process

19. Comment from Staffing Office
Prior to Everbridge I would have to go down a list of employees
(usually 15-20), wait for them to answer or leave a message.
(Usually with several interruptions as my ASCOM is constantly
ringing throughout the day). THEN my ASCOM would
sometimes ring while I was leaving a message for staff
members-I would h
b I ld have people returning my call while I was
l t i ll hil
calling others, and I couldn't answer their calls in time and would
sometimes have to call them back AGAIN....you g the
y get
picture. It was messy. :)

20. Daily Staffing for MCR Inpatient Units
• Cardiac CNA • Mother and Family L and D Tech CM
• Cardiac CNA Relief • Mother and Family RN Relief
• Cardiac RN • Mother/Family Labor and Delivery Tech
• Cardiac RN Census Managed • Mother/Family RN
• Cardiac RN Relief • Mother/Family RN Census Managed
• Cardiac Ward Clerk • Ortho Spine CNA
• CICU RN • Ortho Spine PCC
• CICU RN Census Managed • Ortho Spine RN II
• CICU UA II • Ortho Spine UA II
• CVI RN • Ortho Spine UA II Relief
• CVI RN Census Managed • Post Trauma PCC
• CVI UA II Census Managed • Post Trauma RN II
• MCR Float Pool / RN • Post Trauma RN II Census Managed
• MCR Float Pool CNA • Post Trauma RN II Charge/Preceptor
• MCR Float Pool CNA Census Managed • Post Trauma UA II
• MCR Float Pool RN Census Managed
g • Post Trauma UA II Census Managed
g
• Medical CNA Census Managed • SICU PCC
• Medical CNA Relief • SICU RN II
• Medical RN Census Managed • SICU UA II
• Medical RN II
• Medical RN II Relief
• Medical
M di l UA II
• Medical UA II Census Managed
• Medical UA II Relief
• Medical UA II Ward Clerk

21. Comments from Staffing Office
As the Staffing Coordinator here at MCR, Everbridge has been
such a time saver for me. Having the ability to contact several
staff members at once has helped me to fill open shifts very
quickly. What used to take me 30-60 minutes now takes less
than 5. This, in turn, frees up time for me to dedicate to other
pertinent job duties, which helps me to be much more effective in
my role.
Thank you! ~Tammy

22. PVH Emergency Department
• Everbridge is used almost daily
• All Charge RN’s are trained and have access to their
g
department groups for messages
• Saves time calling so more time can be spent on patient
care
• Same 30-60 minute process to cover a shift as with the
MCR Staffing Office

23. Added Physicians to the API in 2011
• 965 Physicians
• All loaded into one Group
• Created the ability to Filter by Specialty and Credentialed
Location
• 67 S
Specialties and S
Secondary S
Specialties
• 7 Locations
• Example-Call all Trauma Surgeons Credentialed
at PVH

24. Why are Filters and Attributes Helpful?
• Can call out by Specialty and Location
• Can be more specific in the request
• The API feeds from Cactus which is the Medical Staff
Credentialing software
g
• I don’t have to worry about updating the data

25. Future ideas
• Pull position and department information across in the
API for all employees
• Pull location information across in the API
• Possibly tie into Kronos (scheduling software) so calls
are made to off shift personnel only
• Members are called on and off shift
– (Only negative feedback so far)

26. Everbridge Aware Mass Notification System
It is important for you to know how
PVHS will communicate with you at the
y
Communication is always an issue during a disaster. To beginning of a disaster situation and
improve in this area, PVHS Emergency Preparedness possibly during one. Please make sure
that your personal contact information
has started utilizing a mass notification system called is up to date in your department and
Everbridge Aware. Everbridge Aware enables one with HR. Routine testing will start
HR
person to initiate a call down of key staff members that taking place among select PVHS staff
are needed in an emergency. By utilizing this system, we members. It is important for you to
are able to communicate in less time to a greater amount respond to the real and test messages
of people using fewer resources. An example of a so we know that we can reach you.
message you might hear is to the lower right.
“This is an important message from
Poudre Valley Health System
Please listen to the message in its
How Everbridge entirety, please do not hang up. This
Works message is a test of the PVHS
emergency notification system.
If this would have been a real
emergency, you would have been
given further instructions or
information. Thank you for your
participation”.

27. Closing
• Everbridge works very well for us the way we have it set
up, especially with the API
• I would recommend an API f the larger organizations
ld d for th l i ti
• Check your processes for how contact info is updated for
y
your entire organization
g
– Department data and HR level data can differ
• The more you use Everbridge, the better you get at
sending messages and the better they are received

28. Keith Tyndall
K ith T d ll
Product Marketing, Everbridge

29. Trusted by Healthcare Organizations
Employee Protection & Life Safety Community Health Support
• Safety Alerts • Community Information Line
• Public Health emergencies • Community Health Education
• Facilities Evacuations • Public Health Alerts
• Shift Filling/Cancelations • Vaccination Coordination
Incident Response & Management
• Code Alerts
• STEMI Alerts
• Response T
R Team A ti ti
Activation
• Regional Collaboration
Compliance
• Drills and Mock Surveys
• Regulatory Agency Visits
• Message Confirmations & Interactive Surveys
• Reporting and Analytics
29

30. Improve Staff Productivity by
50% During Incidents
g
“ We’re prepared for patient surges
and wildfires, but we hadn’t
planned on a localized incident like
a highway blockage that would
Incident
• A solution that didn’t require significant hospital
IT and staff time to implement
• Interested in flexible solution for both emergency
prevent 40% of our staff from and non-emergency use
g y
reporting to work in non- Solution
emergency circumstances. Using • Exceptional ease-of-use for non-technical staff
Everbridge Aware, I contacted • Rolled out first-time use of notifications to
hundreds of patient care regulatory compliance office to improve response
employees in the time it used to
take to make one call and fully
“
“ rate to CMS and Joint Commission surveys
staffed the shift within the hour.
hour The Everbridge Advantage
Steve Storbakken
• One 20 minute session fully trained hospital
Director of Safety, Providence
response team
San Fernando Valley • New use for nurse staffing increased productivity
by 50% from filling shift gaps to core tasks
30

31. Advanced Connectivity for a Mobile World
• Communicate from anywhere, under
any circumstances or conditions
• Low-bandwidth optimized to ensure
reliability in adverse conditions
• Native application designed for
specific mobile platforms

32. Note:
Q&A Presentation slides are available on our
Slideshare account at:
http://www.slideshare.net/everbridge
Use the
Q&A
function to
submit your
b it
questions.
32

33. Everbridge Resources
On-Demand Webinars:
Contact Information www.everbridge.com/webinars
White papers, case studies and more
www.everbridge.com/resources
Follow us:
Tim Klippert www.everbridge.com/blog
@everbridge
tbk@pvhs.org facebook.com/everbridgeinc
Keith Tyndall
Keith.tyndall@everbridge.com
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