1079 Implementation of communication strategy to improve information distribution and patient care during the covid-19 pandemic

<h3>Background</h3> This project was undertaken at a large tertiary teaching hospital involving members of the multi-professional team involved in patient care during the COVID-19 pandemic. Early on, we realised that much of our information distribution relied on emails and face-to-face meetings. With rapidly changing guidelines and recommendations, quantity of information to distribute became overwhelming. Staff were receiving multiple, daily trust-wide and department-specific emails. There was huge information overload, resulting in miscommunication. <h3>Objectives</h3> 1. To provide up-to-date information that has been appraised for accuracy, relevance and importance 2. Increase effectiveness in information distribution - identify relevant recipients, timely distribution, minimising information overload, and creating a repository for reference <h3>Methods</h3> Our QI methodology is based on the model for improvement framework and PDSA cycles. PDSA cycle 1: Identifying stakeholders, and a preferred method of communication Stakeholders were identified and engaged. Baseline data was taken from the trust's internal communication survey data We agreed on a trial information distribution via an intranet page PDSA cycle 2: Implementation of the Covid-19 intranet page Paediatric Consultant led the design of the webpage, including content, location and structure. The webpage was reviewed using Dalhouse university criteria. Informal feedback was regularly sought from stakeholders to upkeep the webpage. A formal survey was could not be completed at 3 months due to staff redeployment. PDSA cycle 3: Improving awareness of the intranet page - in progress. The intranet page was advertised in induction for new staff and disseminated in the monthly staff bulletin. Survey was performed at 6 months to collect quantitative and qualitative data to assess staff use and satisfaction <h3>Results</h3> PDSA cycle 1: We identified staff bulletins, emails, intranet and team meetings as staff's preferred methods of communication. 51% of respondents reporting using the intranet daily, and a further 29% using every few days. 90% rated the intranet as a useful resource. PDSA cycle 3: Survey data showed that 75% reported accessed the website, with 61% of these using it on a weekly basis. It was mostly accessed for information for staff, PPE guidance and testing policies. The website was rated highly for accuracy, ease of access, useful and up-to-date information. All topics were rated useful and respondents were highly likely to recommend it to other colleagues. Qualitative responses were assessed with word clouds. The 3 main words were as follows: key successes - easy, organised, relevant; areas for improvement: awareness, reminders, layout. Of the 25% that did not use the webpage, all cited lack of awareness as the reason. <h3>Conclusions</h3> These were unprecedented times with rapidly changing guidelines. Creation and distribution of easily accessible up-to-date information to colleagues was increasingly important. Creating a central point of reference worked well for a large hospital where the staff base changes regularly and already have saturated email inboxes. Ensuring that information was aimed at all members of the MDT provided streamlined and unified information.

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