PROM governance is an important aspect for increasing adoption and advocacy of measurement-based care. It requires a multidisciplinary approach for strategizing processes related to PROM implementation. Care providers, clinical administrators, IT professionals, patients, and researchers are all participants of the governance process.
What is a site governor?
A site governor can be a clinical and/or administrative lead (e.g., program director, program manager, clinical chief, etc.) that manages key service lines participating in the PROM initiative. Site governors have knowledge of policies, organizational expectations and goals, and clinical workflows that ultimately affect PROM implementation. You have been identified as a site governor.
As a site governor, your role is crucial for PROM governance. You are the primary champion for:
- scheduling PROM training and review meetings for your clinical teams and providers (scheduling links can also be found on the Support page)
- Link for scheduling PROM meetings for clinical teams
- Link for scheduling PROM meetings for individual providers
- Please continue reading to review the PROM Dashboard user list and new user requests.
- addressing clinical interests and concerns,
- developing goals that are relevant to the organization and patient care,
- creating action items that help achieve these goals, and
- ensuring that the action items are completed
PROM Governance Guidelines
Guidelines for PROM governance have been established (LeRouge et al., 2020):
- Guideline 1: Align PROM with health system goals
The PROM initiative is centered on improving patient care and clinical efficacy. Thus far, we have prioritized incorporating instruments that have been identified by providers as clinically relevant to the patient population. We meet with providers monthly to review their feedback and needs of the PROM system, with the hope that we can determine how to make the system clinically useful. These meetings have resulted in significant modifications to PROM including automated emails, improved score tracking, and adding dashboard visualizations. - Guideline 2: Align goals for PROM use with IT infrastructure
DMAR has designed a system that is flexible, automated, and maintains a clean, user-friendly design. The DMAR Hub platform (i.e. PROM dashboards and telehealth features) pulls the patient-provider information from IDX, allowing automation of PROM and telehealth emails, allowing PROM scores to be uploaded to Sunrise, and allowing providers to access DMAR Hub through the EMR. Eventually, this functionality will expand to other EMRs. - Establish a PROM governance structure
In addition to the monthly meetings with providers, project coordinators meet weekly to discuss implementation metrics, provider feedback from meetings and support tickets, and decide upon which modifications will be produced. Project coordinators also meet with DMAR weekly to discuss technical progress and modifications to the PROM system. Our goal is to include you, as the site governor, in this governance process to provide you with the point-of-care feedback and technical insight of the PROM system. - Identify governance activities that guide practice
As the PROM initiative expands to reach more patients in the health system, it is important for us to develop measurable and achievable goals that can be viewed as indicators of successful implementation. PROM metrics across all locations are available on the PROM Overview of DMAR Hub, and these are monitored weekly to determine if there are any areas of improvement. - Disseminate best practices for use and management
Developing opportunities to share experiences and outcomes of the PROM initiative increases organizational support and learning experiences for new users. This includes presenting PROM information in leadership meetings, publishing PROM implementation results, and publishing PROM feedback and updates in organizational newsletters. In addition to the availability of information pages on DMAR Hub, these opportunities allow all Sheppard Pratt staff to learn about PROM in a number of ways.
Our goal is to establish an action-oriented meeting workflow with you to ensure that PROM implementation is reaching its fullest potential.
