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Assigning Roles

  • Each Dr Toolbox team is made up of editors (including a lead editor) and Dt Toolbox Champion (a consultant or SpR mentor)
  • The number of editors can vary in number although to make the work load manageable, it is wise to have 2 FY1's and 2 FY2's
  • Editors are responsible for maintaining the site, replying to queries from the people using it and keeping it up-to date
  • At the first meeting the lead editor should go through a demo of the Toolbox with the others and explain the aims of the project
  • When building a site it is helpful for each of the editors to be assigned a role, for example one person can write bleeps and referrals, while another can do extensions and another can do discharges, MDT etc
  • While it might be helpful for one person in each year to have responsibility for the survival guides it helps if everyone does a little bit of chasing for these
  • Once roles are set, set targets, deadlines, and the time for the next meeting

Baseline Survey

  • A baseline survey is a key part to a thorough quality improvement project
  • We recommend that you use the questions used in previous Toolbox surveys for the baseline survey to provide continuity over the Toolbox projects nationwide. You can find the templates on the "documents' section or the website
  • Feel free to add in any extra questions to the survey you want
  • We are particularly interested in the time Doctors spend searching on how to do jobs and where people go to find information
  • Past experience has found that surveys are best done during teaching
  • Surveys can also be done online through survey-monkey

Collate general information

  • After assigning roles start updating the site
  • See the basic guidelines on how to edit on the site

Collate survival guides

  • Collating the survival guides takes perhaps the greatest work load initially
  • One individuals in each year should be responsible for chasing these
  • Sometimes a trust will have some paper guidelines that can be modified, other times they can be made up from scratch.

Liaise with senior consultants and IT for hyperlink on Intranet

  • Senior support at your hospital is crucial for the success of your project
  • Make sure you explain to the Consultant what the project is about and put their name on the home page to the site
  • Consultants can be helpful for providing support when you encounter hurdles and provide overall responsibility for the site at your trust
  • It is also really important to have a link to the site on your hospital intranet - this often takes longer than you think to happen and it is often helpful to have a senior doctor assist with some of the permissions etc

Launch and advertising to peers

  • Design posters and place them in areas that people will see (don't put the passwords on the posters though!)
  • Send out an email with all the details of the site and what it aims to do
  • One of the editors should stand up at the end of teaching and go through the site on a projector

Resurvey following introduction

  • This is essential in order to 'close the loop' or to act as improvements as part of your PDSA cycle
  • Aim to use a similar questionnaire as before to evaluate change