RECRUITMENT - BCI

Supporting Women with Breast Cancer – Today and Every Day

eVersion: 2.0 - 2013 Page 1

RECRUITMENT LARGE SCALE PUBLIC RELATIONS ACTIVITIES AND PUBLIC INTERESTS ........... 2 MEDIA LIAISON PROTOCOLS ...................................................................................... 4 LIASON BETWEEN MEDIA AND MEDICAL STAFF TO OBTAIN EXPERT OPINION ON HEALTH MATTERS ................................................................................................. 5 GENERAL MEDIA POLICY REQUIREMENTS ............................................................... 6 MEDIA – RADIO INTERVIEWS ...................................................................................... 8 MEDIA - RADIO ADVERTISING ................................................................................... 10 MEDIA – PRINT ADVERTISING FOR FIXED SCREENING SITES .............................. 13 RECRUITMENT STRATEGIES FOR FIXED SCREENING UNITS ............................... 15 PRESENTATIONS / SEMINARS .................................................................................. 16 EDUCATION FOR COMMUNITY HEALTH WORKERS ............................................... 18 RESOURCE CHECKLIST FOR DISPLAYS ................................................................. 19 BSNSWSW RESOURCES REQUESTS – EXTERNAL ................................................ 21 REQUEST FOR SCREENING BY A WOMAN AGED UNDER 40 ................................ 22 GENERATION OF ELECTORAL ROLL INVITATION LETTERS ................................. 24 UPDATING OF ELECTORAL ROLL LETTER ADDRESSES ....................................... 27 FOLLOW UP OF ELECTORAL ROLL INVITATION LETTERS.................................... 28 BLOCKING OF NAMES ON ELECTORAL ROLL MAIL DATABASE .......................... 29 RE-SCREEN INVITATION LETTERS - OVERVIEW ..................................................... 30 GENERATING FIRST INVITATION LETTER TO RESCREEN CLIENTS ..................... 32 GENERATING SECOND INVITATION LETTER TO RESCREEN CLIENTS ................ 33 FOLLOW-UP OF ‘RETURN TO SENDER’ INVITATION LETTERS ............................. 40 COMMITTEE / MEETING COMMITMENTS .................................................................. 41 SITING OF THE MOBILE SCREENING UNIT .............................................................. 42 MEDIA – PRINT ADVERTISING FOR MOBILE SCREENING SITES........................... 44 CUSTOMER SATISFACTION SURVEY - BREASTSCREEN ....................................... 45 QA REPORTING .......................................................................................................... 47 QA – SOURCE OF REFERRAL REPORT .................................................................... 49 SAS KPI – ACTIVITY REPORT .................................................................................... 53 OPERATIONAL – INVITATION STATUS REPORT .................................................... 55 OPERATIONAL – APPOINTMENT SUMMARY REPORT ........................................... 57



CHAPTER 3

Section: Recruitment

Original Date Issued: 18 May 1998 Created by: Melissa Manning

LARGE SCALE PUBLIC RELATIONS ACTIVITIES AND PUBLIC INTERESTS

Reviewed by: Melissa Mackay Last Reviewed: 21/11/ 2012

Approved by: Ms Judy Bursle

SCOPE All Staff POLICY BSNSWSW seeks to project a professional image to the community, which is in line with both State and National program directives. Effective public relations management is essential to achieve this. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. Public interest media releases deal with services provided, the Program, workshops,

events and general issues relevant to clients and the community. 2. All public relations, media and politician-related enquiries are to be directed to the

Executive Director of the Westmead Breast Cancer Institute (BCI) c/o- The Executive Secretary, as required, with:

BCI-BSNSWSW Director

Management staff

Western Sydney Local Health District (WSLHD) Public Relations (including Network Director of Workforce and Development and the Chief Executive), as per NSW Health and WSLHD media policies

Cancer Institute of NSW/BreastScreen NSW to ensure the enquiry is handled appropriately and all stakeholders are aware.

3. The Executive Secretary will keep a log of all enquiries and outcomes obtain briefing

materials and work with the Director and management to respond to enquiries within the given deadlines as far as possible.

http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx



4. If a staff member is directly approached by the media on matters of public interest, the

staff member should not respond on behalf of BSNSWSW but should refer the enquiries to the Executive Director of the BCI c/o- The Executive Secretary. The staff member may obtain the media representative’s name, organisation, phone and mobile numbers, the nature of the enquiry and their deadline and pass this on to the Executive Director of the BCI c/o- The Executive Secretary.

5. All written media releases and statements must be authorised by the Executive

Director, of BCI and in consultation with the Chief Executive (CE) and staff directly involved in answering a media enquiry, the Manager, Media and Communications Unit will recommend what information is to be released to the media and submit for relevant General manager’s endorsement. The Manager, Media and Communication Unit, as delegated by the CE, has authority to recommend the final content of any media release or statement, for the CE’s approval.

These procedures apply to all the following media and official visit related requests for

Photographs

Interviews

Comment

Filming

Media statements

Proactive media releases and public or community service announcements

Ministerial, MP or Mayoral visits

Overseas delegations

Community organisation visits

6. The Executive Secretary will consult with the Executive Director and management staff

and may seek advice and assistance from WSLHD Public Relations about the most effective way to distribute media releases, depending on the impact of the information in the release e.g., exclusive media offer or widespread dissemination, local news, state or national, television or print to maximise media coverage and target relevant audience.



CHAPTER 3


Original Date Issued: 2 December 2002 Created by: Melissa Manning

MEDIA LIAISON PROTOCOLS

Reviewed by: Melissa Mackay Last Reviewed: 21/11/2012


SCOPE All Staff POLICY BSNSWSW adheres to the media liaison protocols of the NSW Ministry of Health and Western Sydney Local Health District (WSLHD). Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE BSNSWSW adheres to the media liaison protocols of the NSW Ministry of Health and Western Sydney Local Health District (WSLHD)




CHAPTER 3



LIASON BETWEEN MEDIA AND MEDICAL STAFF TO OBTAIN EXPERT OPINION ON HEALTH MATTERS



SCOPE All Staff. POLICY BSNSWSW will be approached by the media for expert medical comment in response to current/topical media issues. Client confidentiality must be maintained at all times. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. Enquiries received from the media for expert opinion on health matters by health

professionals as individuals, rather than as representatives of BSNSWSW, may be responded to directly by those professionals. It is important to note however, that should the request relate to a Professional’s position within the organisation or represent 'opinion' of the organisation then the request should be referred to the Executive Director of the Westmead Breast Cancer Institute (BCI) c/o- The Executive Secretary before comment is made.

2. BSNSWSW requires that the Executive Director of the BCI c/o- The Executive

Secretary be informed before any permission is given for entry to BSNSWSW by media personnel or before any photography or filming takes place. Should a staff member have arranged for a direct media interview in his or her office, they must alert the Executive Director of the BCI c/o- The Executive Secretary of the time the media are expected at BSNSWSW to ensure that media personnel are escorted at all times whilst in the unit. In all such circumstances a comment should not be made on behalf of the organisation unless authorised by the Executive Director. The Executive Director of the BCI c/o- The Executive Secretary will inform WSLHD Public Relations and BSNSW prior to any filming taking place.

3. Inquiries falling under this category of medical interest may involve clients, in which

case reference should be made to the client policy outlined previously.




CHAPTER 3



GENERAL MEDIA POLICY REQUIREMENTS



SCOPE All Staff. POLICY BSNSWSW welcomes the opportunity to present its activities/achievements in the media but insists on doing so in a planned orderly manner, subject to appropriate management approvals being received. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. BSNSWSW should seek to adopt a 'responsive' position in regards to media relations.

Sound media relations for the purpose of promoting BSNSWSW relies on information that is authoritative, precise and immediate.

2. The media, via the Executive Director of the Westmead Breast Cancer Institute (BCI)

c/o- The Executive Secretary, should be accorded the fullest cooperation possible, although client privacy without exception must be the first priority of all BSNSWSW staff.

3. Staff should not agree to comment directly on any matter other than basic details of

times, dates, hours of operation, and services provided etc, without authorisation by the Executive Director of the BCI c/o- The Executive Secretary. A record of all media enquiries must be kept by the Recruitment & Marketing Manager, and Health Promotion Officer and relayed to the Executive Director of the BCI c/o- The Executive Secretary.




4. Policy issues relating to functioning, staffing, budget, role delineation, and

management structure of BSNSWSW must be directed to the Executive Director of BCI via the Recruitment & Marketing Manager. Where appropriate a written statement will be prepared to avoid any misunderstanding or incorrect interpretation.

5. All inquiries from local press, community television and radio personnel should be

referred directly to the Executive Director of the BCI c/o- The Executive Secretary. No written information, which includes BSNSW SW’s name (e.g. letters to the Editor), may be submitted by a BSNSWSW staff member without the approval of the Executive Director of the BCI c/o- The Executive Secretary.

6. All inquiries from metropolitan press, television and radio personnel of a general nature

should be referred to the Executive Director of the BCI c/o- The Executive Secretary. If such an inquiry has been referred from the SCU, or concerns BSNSWSW particularly, the Executive Director of the BCI c/o- The Executive Secretary must be consulted before any information or statement is to be released.

7. All information to be published in ethnic press, broadcast on ethnic radio or

disseminated in any other form which crosses screening and assessment service boundaries must include the National phone number and the information that breast screening facilities are also available in other areas. It must also adhere to the NSW Health policy on ethnic media.

8. At all times media personnel visiting a BSNSWSW service should be escorted by the

Executive Director of the BCI c/o- The Executive Secretary or delegated staff member. 9. If media representatives are in client areas or non-public access areas without

clearance, the Executive Director of the BCI c/o- The Executive Secretary and Security should be contacted immediately.



CHAPTER 3


Original Date Issued: 27 March 2000 Created by: Melissa Manning

MEDIA – RADIO INTERVIEWS



SCOPE BreastScreen Recruitment Coordinator / Recruitment Staff POLICY BSNSWSW seeks to educate and inform the community about breast cancer and the BreastScreen program in a variety of formats. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. All media interviews must be directed to and approved by the Executive Director of the

Westmead Breast Cancer Institute c/o- The Executive Secretary as per NSW Health and WSLHD media policies.

2. Community radio stations often request radio interviews. As much information as

possible about the radio presenter and type of radio program should be gathered in order to prepare for each interview.

3. Information should be sent to the radio presenter well in advance (1-2 weeks), about

the role of BSNSWSW. 4. A standard radio script has been developed, which provides a variety of questions and

answers for the presenter to ask the interviewee. This should be sent to the presenter and will make the presentation much easier. The script can be modified and prioritised for question selection, depending on the airtime allocated to the interview.

5. When questions are not requested or when a presenter wishes to develop the

questions the interviewee should ask to do a pre-recorded interview, not a live-to-air interview. This enables further information to be sought if questions are unable to be responded to immediately.




6. If questions are asked by the presenter about issues, which you have no knowledge

of, it is quite acceptable to admit this but assure the presenter you will find the answer to their questions and forward them to the radio station as soon as is possible.

7. Contentious issues of policy cannot be addressed by service level staff. In response to

all such queries the interviewee should state that the question is a matter of state/national policy and that you are unable to answer. The question should then be referred to WSLHD Public Relations and/or BSNSW.

8. Hints for Live Interviews:

a. Always remain calm. b. Find a comfortable position in your seat with the microphone at such an angle

so that you don't have to move every time you speak (movement may necessitate the presenter to continually re-equalise your voice due to the variation in distance from the microphone).

c. Avoid referring to sheets of paper during the interview. The audience can hear

rustling sheets. If it is necessary to have "cues" e.g. specific times of mobile van sitings or special after hour’s service being introduced, make sure you use cards. The listener will not hear these.

d. Wear comfortable clothing. e. Meet the presenter before the interview if possible. f. Telephone the radio presenter the day before confirming the interview and the

arrival of the information forwarded to him/her. If necessary fax the information again.

g. Respond only to what is asked by the radio interviewer. The listener will more

easily understand a short and concise answer. h. Telephone numbers must be repeated, speaking clearly and concisely at a

slower speech rate than normal. i. Ensure you call the radio presenter to thank him/her for their support in

bringing this information on breast screening to their listeners. Encourage the presenter to contact BCI-BSNSWSW for further interviews in the future and assure him/her that you will be in touch when active recruitment is taking place within the radio station’s catchment area.



CHAPTER 3


Original Date Issued: 12.02.03 Created by: Melissa Manning

MEDIA - RADIO ADVERTISING



SCOPE BreastScreen Recruitment Coordinator and Recruitment Staff POLICY BSNSWSW seeks to educate and inform the community about breast cancer and the

BreastScreen program in a variety of formats. Radio advertising can take the form of:

a) Specific paid promotional campaigns which occur infrequently due to the high cost and cross area nature of the broadcast regions; and

b) Community Service Announcements which are used routinely, especially for slow booking fixed sites and mobile screening locations.

Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. Prior to advertising an appointment should be organised to meet with a member of the

station involved. Accurate information about the BreastScreen program should be supplied, which must be brief and factual. The target age group must be mentioned to ensure appropriate advertising is designed. The final draft should be authorised by the Director of BreastScreen Sydney West.

2. Many radio stations will run community service announcements for non-profit

organisations, which includes BreastScreen Sydney West. The Recruitment Department is usually asked to provide the community service announcements in full, this must be authorised by the BreastScreen Recruitment Coordinator prior to going to air.




3. Monitoring the effectiveness of the radio advertising, though difficult, is very important.

All sources of referral categories should be analysed throughout the duration of radio advertising and these can then be compared to responses prior to the campaign and at appropriate intervals after the completion of the campaign. Increases in response to any, or all categories which may be relevant, should be taken into consideration. This may assist to clarify the justification of funding for future initiatives.

All radio advertising schedules must be approved and funding approved by the Executive Director, BCI.



CHAPTER 3



MEDIA - CLIENT ENQUIRIES



SCOPE All Staff POLICY BSNSWSW has a legal obligation to client confidentiality and this is a very serious issue. However, in some instances BSNSWSW will be approached by the media for client comments regarding the service. These inquiries must be handled whilst paying greatest attention to the client’s right to confidentiality. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. Information in regards to a particular client must not be released to the media or any

other organisation, institute, or individual 'without' the clients expressed permission. All such requests must be approved by the Director, BreastScreen NSW Sydney West. General media inquiries should be directed to The Manager, Media and Communications Unit at WSLHD.

2. Written consent must be obtained from a particular client before personal photographs

are published in newspapers/magazines, etc. Inquiries in regard to such publications should be directed to the Media Officer.

3. Official forms to document consent can be obtained from the Media Officer (and

WSLHD Public Relations) Official forms to document permission can be located by contacting the Recruitment Department.




CHAPTER 3



MEDIA – PRINT ADVERTISING FOR FIXED SCREENING SITES



SCOPE BreastScreen Recruitment Coordinator and Recruitment Staff POLICY Paid advertising is used as a baseline strategy to promote awareness of the availability of BSNSWSW’s service amongst the community. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. All attempts are made to ensure editorial and supporting photographs are used in the

same issue as paid advertising. 2. It is normal for the Recruitment Department to produce 'Camera Ready Art' for

publication, however if the newspaper involved wishes to change or enhance the advertisement, a final draft by that newspaper must be submitted prior to going to print to ensure all details are correct.

3. The only age group eligible for active recruitment is the 50-69 year age group. 4. The cost of advertising must be authorised by the Service Director and the final draft

must be authorised by the BreastScreen Recruitment Coordinator. 5. A copy of the newspaper in which the advertisement appears must be obtained for

proof of payment and the advertisement should be put on file in the Recruitment Department (see previous P&P’s).

6. Photographs of BSNSWSW’s Mobile Screening Units, Fixed Screening Units and key

staff, should be kept on file for use, when the need arises.




CHAPTER 3



FILMING OF FIXED UNITS



SCOPE All Staff POLICY BSNSWSW seeks to project a professional image in line with State and National program directives. All media coverage should be strictly controlled, especially in relation to client confidentiality, whilst maintaining effective working partnerships. Please refer to BSNSW “Media Policy” and WSLHD / NBMLHD local media policies Link to WSLHD Local Media Policies http://swahsintranet.wsahs.nsw.gov.au/WSLHD-MandC-Policies/default.aspx PROCEDURE 1. A formal application to film must be made to the Service Director and the application is

handled by The Manager, Media and Communications Unit in consultation with the relevant Managers/recruitment staff.

2. Written authorisation must be obtained from the Service Director and a formal reply to

the applicant provided. 3. All staff involved at the unit being filmed should be notified by memo and must give

their written consent to be filmed. Staff who don’t give consent to be filmed should vacate the specific area during filming. A meeting to brief staff who will be involved in filming on and off camera should be arranged well in advance of filming. If Assessment Clinic - give advance notification to the Clinical Director, BCI, The Radiologist, Cytologist, and Surgeon on duty should also be notified.

4. WSLHD Media and Communications Unit must be sent a memorandum outlining

dates, times and relevant details. On complete approval of filming, Security at the site should be notified.

5. The Media Officer or delegate and relevant managers and/or recruitment officers

should remain present at all times whilst the crew are on the premises.




CHAPTER 3



RECRUITMENT STRATEGIES FOR FIXED SCREENING UNITS



SCOPE BreastScreen NSW SW Marketing & Recruitment Coordinator & Recruitment staff. POLICY A number of baseline specific strategies are employed to recruit women to fixed screening units. They include a combination of the following:

PROCEDURE 1. Recruitment for the Fixed Screening Units follows the Recruitment Plan. At all times

the ongoing baseline strategies generated centrally from the Recruitment Department can be in place. These are:-

Electoral roll invitations

Mail-outs for Community & Community Health organisations

Local newspaper advertising

General Practitioner resource supply

Rescreen Reminder Invitation letters 2. First level recruitment strategies involve contacting/liaising with individuals who will

recruit through their own networks using information and promotional materials supplied by BSNSWSW. These include:-

Community Health Workers

Community leaders especially within ethnic community groups

Presidents/Managers of clubs and organisations

Key staff of large corporations

Councillors/Council representatives

General Practitioners 3. Generalised recruitment strategies, which are broadly based and difficult to

conclusively Evaluate in terms of their direct impact on recruitment. Include:-

Radio advertising, including community service announcements.

Health promotion features and editorial in metropolitan, local newspapers and special magazines with readership in target age group.

Shopping centre/health forum displays.

Radio interviews including community access stations and ethnic radio.



CHAPTER 3


Original Date Issued: 18 May 1998 Created by Melissa Manning

PRESENTATIONS / SEMINARS



SCOPE BreastScreen NSW SW Marketing & Recruitment Coordinator & Recruitment staff. POLICY Presentations/seminars are given to interested groups as an effective way of ensuring the dissemination of accurate information within the community. PROCEDURE 1. Presentations are normally held as a direct result of:-

Community / Business mail outs

Word of mouth

Editorials in local newspapers 2. The requesting organisation usually makes initial contact by telephone and a

date and time is confirmed for the presentation during the phone conversation or via subsequent emails. The majority of group participants should be in the target age group.

3. Presentations are usually given to women who know very little about breast screening therefore points to include in the presentation include:

Introduction to cancer and breast cancer (including relevant statistics)

Breast cancer risks – known and unknown

The difference between screening and diagnostic approaches

An introduction to BSNSWSW and the BreastScreen program

Mammography

Eligibility Screening Intervals

Staffing and processing of results

Sites of BSNSWSW centres (& client focus)

Assessment of abnormal results



Breast care practices

Information for NESB women

Importance of regular rescreening 4. At this point the audience usually have questions for the speaker. During this

question time many points can be reinforced and expanded upon. This period can easily take up to half an hour.

5. Summary: If there has been a main point that has dominated question time this

should be repeated and the answer reinforced. The summary should have impact, energy and reinforce the following:

“Early Detection is Vital” brochures

The 50-69 yr. age group

Appointments system

Client focus service

Rescreen message 6. Promotional Materials to have available for distribution (in the appropriate language,

if possible) are:-

“Early Detection is Vital” brochures

Walk-in Forms

Posters

Rescreen resources “It’s time for your next Breast Screen”

Under 40's Brochures “I’m Under 40: Is it time for Screening”

Book marks

BreastScreen magnets

“Free BreastScreen Mammograms for women aged 50-69 years at “BCI Sunflower Clinics” (DL sized Flyer).



CHAPTER 3



EDUCATION FOR COMMUNITY HEALTH WORKERS



SCOPE BreastScreen NSW SW - Marketing & Recruitment Coordinator and Recruitment staff. POLICY BSNSW SW recognises the important role that Community Health Workers fulfil in promoting the service to the local community, and as such, is committed to supporting their efforts in this regard. PROCEDURE 1. Community Health Workers have the potential to be 'Gatekeepers’' for recruitment in

their particular area. 2. All efforts are made to inform these professionals about the Program and encourage

their involvement in active recruitment of target aged clients to participate at BreastScreen Sydney West.

3. All enquiries from this group should be attended to without delay.



CHAPTER 3



RESOURCE CHECKLIST FOR DISPLAYS



SCOPE All Staff POLICY BSNSW SW is committed to tailoring its promotional/education responses to the community, in the most appropriate manner. This necessitates using appropriate resources and techniques for different community groups. PROCEDURE 1. BSNSWSW participates in a number of displays/expos/community festivals. Contact

should be made between the organisers of the activity and the BreastScreen NSW Sydney West – Marketing and Recruitment Coordinator or Health Promotion Officer.

2. If the organiser/venue operator requires a copy of BSNSWSW’s public liability

insurance, the Recruitment Coordinator or Health Promotion Officer should forward this. A “Certificate of Currency” confirming BSNSWSW’s public liability insurance cover for the display / event should be sought from the Sydney West Area Risk Management Unit via the following procedure.

Download and print “Template – Approval of Activity Request 14.9.2011” and “Template – Certificate of Currency Risk Management Plan” from http://swahsintranet.wsahs.nsw.gov.au/Liability-Unit-Certificate-of-Currency/default.aspx

Complete forms and fax to Risk Management Unit on 9840-3034.

On receipt of the “Certificate of currency”, forward to the relevant organiser/venue operator and file a copy in the red “Presentations & Displays” folder held in the Recruitment Department.

3. Any audiovisual equipment, such as the TV/Video, or furniture including the display

boards should also be requested on the form.

http://swahsintranet.wsahs.nsw.gov.au/Liability-Unit-Certificate-of-Currency/default.aspx

http://swahsintranet.wsahs.nsw.gov.au/Liability-Unit-Certificate-of-Currency/default.aspx



4. Members of the Recruitment team then complete the order, by packing the specific

quantities and items requested. These are packed in the department’s wheeling suitcases.

5. All resources should be transported observing OH&S principals, using trolleys

provided, and lifting heavier items with assistance.



CHAPTER 3



BSNSWSW RESOURCES REQUESTS – EXTERNAL



SCOPE All Staff. POLICY BSNSWSW provides a number of health professionals, especially GPs and community organisations, with resources upon requests. These resources are provided free of charge to the individuals/organisations but are processed in the following manner. PROCEDURE 1. BSNSWSW has a number of resources, produced by both BSNSWSW and BSNSW,

which are available to members of the community and are disseminated through community organisations and other health professionals

2. All requests for resources should be referred to the Marketing and Recruitment

Department, either by directly transferring calls, or by forwarding written contact details when the Marketing and Recruitment staff are unavailable.

3. A ‘Resource Order Form’ should be completed for each request, which is then filed for

future follow up in the “Promotional Material – Internal/External” file. This folder is located in the Marketing and Recruitment department.

4. All orders are then processed by the Marketing and Recruitment Assistant. Each order

should include a resource order form to facilitate subsequent orders to be processed easily.



CHAPTER 3

Section: Recruitment, Mobiles, Radiography, Reception, Bookings


REQUEST FOR SCREENING BY A WOMAN AGED UNDER 40



SCOPE All Staff POLICY Although BreastScreen Sydney West does not screen women under 40 years of age, many women in this age group seek information from BreastScreen. Please refer to BSNSW Eligibility / Age Groups policy PROCEDURE 1. Any woman inquiring about screening who is ineligible to use the service should have

the eligibility criteria explained to her. She should be informed that BreastScreen Sydney West is part of the State and National BreastScreen Programs, which are population, based screening programs. Eligibility to be involved in the Program is restricted on the basis of age to women aged 40 or above.

2. It should also be explained that the precise target group for the Program is women

aged 50-69 years of age, because this group gain the greatest benefit from routine screening.

3. The woman’s fears should be allayed by educating her that the greatest risk factors for

developing breast cancer are being a woman and growing older, with the vast majority of cases occurring in women who are eligible for screening.

4. An explanation of the ineffectiveness/inaccuracy of screening in younger women with

more dense breasts should then be made. This verbal communication should be supported by giving the woman an ‘I’m under 40 is it time for a mammogram?’ brochure to take with her.

5. An offer to speak with one of the BreastScreen Sydney West’s Breast Care Nurses

should be made if the woman is still anxious.



6. If she reports concern due to a family history of breast cancer she should be

encouraged to seek the advice of her regular doctor. 7. If she reports concern due to a current breast symptom, she should be informed of our

policy regarding symptomatic women, and encouraged to seek the advice of her regular doctor as soon as possible.

8. If the woman becomes agitated, or remains unsure about why we do not screen

women under 40, she can be referred to the Director, BreastScreen NSW SW, Breast Care Nurse or Clinical Coordinator. Alternatively, take the woman’s details and have one of these staff contact the woman to further address her concerns.



CHAPTER 3



GENERATION OF ELECTORAL ROLL INVITATION LETTERS

Reviewed by: Margie Drake Last Reviewed: 11/02/2012

Approved by: Ms Judy Bursle NAS 2004: 1.3.3

SCOPE BreastScreen NSW SW - Marketing & Recruitment Coordinator and Recruitment staff. POLICY BreastScreen Sydney West has two invitations for women which all take a different approach to addressing the barriers which may be restraining women from using the service. There are two letter types. 1. Invitation 2. Second reminder (DNR Process Round). These letters are generated through BIS and must be used in sequential order, in a timeframe that is determined by staff. Please Note: Electoral Roll letters are not used at present as data is not loaded into BIS as yet. PROCEDURE Electoral roll data for New South Wales is uploaded to BIS by the BreastScreen Co-ordination Unit. If appointments at a particular site are not filling an Electoral Roll Invitation list will be generated for that particular site. Normally 100 letters would be ordered at a time for the initial invitation list. The number of letters and date of letter generated is recorded in the “Electoral Roll Letter Generated record folder” located in the Marketing and Recruitment Department. An audit report from BIS is printed and put in the same folder. Once the letters are printed the Audit Report for Batch Invitation Printing is cross checked. Refer to BIS Training Manual – Letters and Documents, Session, Appointment and Invitation Templates, Invitations and Creating Invitation Letters



Letter Generation Refer to BIS Training Manual – Letters and Documents, Session, Appointment and Invitation Templates, Invitations and Creating Invitation Letters 1. The letters are then mailed with attachments as per BIS Training manual.



invitation letter is

generated and

sent

Response to

invitation letter

Appointment

made

Yes

Client attends

appointment

Yes

Reminder letter

generated and

sent

No

No

Screening

pathway

Response to

reminder letter

Attempt to contact

client by telephone

(rescreen)

Response to

telephone call

(rescreen)

No

Yes

Overview of Recruitment Letter Process

Action resulting in either

permanent or temporary

exclusion

DNA process

Yes

No Yes

No

Exclusion applied, client will not

receive any further recruitment

letters

Electoral Roll



CHAPTER 3



UPDATING OF ELECTORAL ROLL LETTER ADDRESSES



SCOPE BreastScreen NSW SW - Marketing & Recruitment Coordinator and Recruitment staff. POLICY BreastScreen Sydney West has two invitations for women which all take a different approach to addressing the barriers which may be restraining women from using the service. There are two letter types. 1. Invitation 2. Second reminder (DNR Process Round). These letters are generated through BIS and must be used in sequential order, in a timeframe that is determined by staff. Please Note: Electoral Roll letters are not used at present as data is not loaded into BIS as yet. PROCEDURE Updating of Electoral Roll letter addresses are done as part of The Electoral Roll upload by the BreastScreen Coordination Unit.



CHAPTER 3


Original Date Issued: 9 December 2002 Created by: Sandra Botic

FOLLOW UP OF ELECTORAL ROLL INVITATION LETTERS



SCOPE BreastScreen NSW Sydney West Marketing and Recruitment Coordinator and Marketing and Recruitment Staff POLICY Follow up invitation letters are generated for potential clients using details obtained from the electoral roll. BreastScreen NSW Sydney West has one follow up invitation letter for women. The timeframe is determined by staff. Please Note: Electoral Roll letters are not used at present as data is not loaded into BIS as yet. PROCEDURE This procedure is managed in BIS.

Two weeks after the initial invitation list is generated a second list is generated from the SW DNR process, for women who have not responded to their first invitation. The number of letters and date of letter generated is recorded in the “Electoral Roll Letter Generated record folder” located in the Marketing and Recruitment Department. An audit report from BIS is printed and put in the same folder. Once the letters are printed the Audit Report for Batch Invitation Printing is cross checked. Letter Generation Refer to BIS Training Manual – Letters and Documents, Session, Appointment and Invitation Templates, Invitations and Creating Invitation Letters

1. The letters are then mailed with attachments as per BIS Training manual.



CHAPTER 3



BLOCKING OF NAMES ON ELECTORAL ROLL MAIL DATABASE



SCOPE BreastScreen NSW Sydney West, Marketing and Recruitment Assistant POLICY Invitees who do not respond or who elect not to be part of the screening program are excluded from invitation lists and managed appropriately as per the exclusion process or in the future will be managed as a bulk exclusion by the Co-ordination Unit.



CHAPTER 3

Section: Recruitment Data

Original Date Issued: 2 June 1998 Created by: Linda Willis

RE-SCREEN INVITATION LETTERS - OVERVIEW


Approved by: Ms Judy Bursle NAS 2004: 1.4.1, 1.4.2

SCOPE BreastScreen NSW Sydney West Marketing & Recruitment Coordinator & Marketing and

Recruitment Staff POLICY When a client is due for re-screen, a letter is generated, inviting her to book for a re-screen. If she does not respond within an appropriate period, a second letter is sent. PROCEDURE This procedure is managed in BIS through Invitation Lists and on the DNR Worklist. Refer to BIS PACS User Guide – Invitations and the BIS PACS User Guide – DNR for the second invitations letter round. Once the Re-screen invitations are generated the number of invitations, date and site are recorded in F:\General\Stats\Rescreen Letters – BIS The letter report is also manually written in a folder marked “1st re-screen” located in the Marketing and Recruitment Department. Please refer to flowchart below.



invitation letter is

generated and

sent

Response to

invitation letter

Appointment

made

Yes

Client attends

appointment

Yes

Reminder letter

generated and

sent

No

No

Screening

pathway

Response to

reminder letter

Attempt to contact

client by telephone

(rescreen)

Response to

telephone call

(rescreen)

No

Yes

Overview of Recruitment Letter Process

Action resulting in either

permanent or temporary

exclusion

DNA process

Yes

No Yes

No

Exclusion applied, client will not

receive any further recruitment

letters

Electoral Roll



CHAPTER 3

Section: Recruitment, Data

Original Date Issued: 19 March 2003 Created by: Linda Willis

GENERATING FIRST INVITATION LETTER TO RESCREEN CLIENTS

Reviewed by Margie Drake Last Reviewed: 11/02/2013


SCOPE BreastScreen NSW SW Marketing and Recruitment Coordinator and Recruitment Staff POLICY All women due for re-screening are sent a reminder letter at the appropriate interval. The letter acts as a prompt for the client to phone for an appointment. Women who are outside the target age group at the time of their review interval do not have a reminder letter generated. As these women “age-in” to the target group and become eligible a reminder letter is produced automatically. PROCEDURE For woman who came to a fixed screening unit for the previous screen, invitation letters are sent out 28 days before their due date Letters are generated daily for all sites including mobile van. Please refer to BIS PACS User guide for procedure to generate 1st invitation letters.

Management of Printer Letters When letters have finished printing, a summary of names will be produced. Check that the number of letters generated equals the number allocated to be printed for quality management purposes. Check after letters have been inserted into envelopes that the number of letters still balances with the initial figure. Put letters in out basket for posting on the same day as they are generated. Once the 1st Invitation letters are generated the number of invitations, date and site are recorded in F:\General\Stats\Rescreen Letters – BIS The letter report is also manually written in a folder marked “1st re-screen” located in the Marketing and Recruitment Department.



CHAPTER



GENERATING SECOND INVITATION LETTER TO RESCREEN CLIENTS



SCOPE BreastScreen NSW SW Marketing & Recruitment Coordinator and Recruitment Staff POLICY If target aged clients have not made an appointment for another screen, a second letter is generated to again prompt these woman to phone for an appointment. PROCEDURE This procedure is managed in BIS on the DNR Worklist. Refer to BIS PACS User Guide – DNR Work List 1. Woman who came to a any screening venue for the previous screen, a second invitation letters is sent out two weeks after their next due date 2. Management of Printer Letters When letters have finished printing, a summary of names will be produced. Check that the number of letters generated equals the number allocated to be printed for quality management purposes.

Check after letters have been inserted into envelopes that the number of letters still balances with the initial figure. Put letters in out basket for posting on the same day as they are generated.



DNR Worklist Navigating to the DNR worklist in BIS

Select DNR Worklist from the Bookings Tab

DNR – Worklist for RESCREEN clients to generate 2ND Invitation letter

1. Select Venue from “Venue” drop down list Enter dates of last action (initial invitation letter date) Select Screen Type as ‘“Rescreen’

Date from should be at least 6 weeks prior to today Date to should be 2 weeks prior to today

Only use this option, never use Newscreen



Select Status ‘Invited’ from drop down menu

Select button

This will list the total number of women requiring a 2nd invitation letter Use the blue scroll bars to go down the list Select

button to generate letters

A message box will advise of the letters to print Confirm the job Check your letters by counting and doing a random check of the letters against client records and the document tree

DNR – Worklist for RESCREEN clients after the 2ND Invitation letter has been sent and No Response






2. Select Status ‘2nd invitation sent’ from drop down menu

Select button

3. This will list all the clients to be called, they are to be ‘actioned’ individually Use the blue scroll bars to go down the list

4. Call the client using the contact numbers provided in the Telephone column

5. a If you contact the client and she wants to book an appointment or Exit the program – click into her Client details link This will open the Client Details page Click in the View Invitation button at the bottom of the screen and Book or Exclude client



5. b If you contact the client and she is unsure of what to do and is not willing to book; then postpone her invitation – click into her Client details link This will open the Client Details page - Click in the View Invitation button at the bottom of the screen and Postpone client for 3 months

5.c If you do not make contact with the client as all her contact numbers are disconnected or not available - proceed to the DNR action icon Exclude the client by selecting ‘Not Contactable’

Select to effect the change

This will cancel the invitation and exclude the client permanently

5.d If you do not make contact with the client and you do or / do not leave a message Proceed to the DNR action icon to record that a phone call was made Select Action from status drop down list – ‘Phone once no answer’




DNR Worklist - 2nd Telephone attempt after leaving a message or not speaking directly to client




2. Select Status ‘Phoned once no answer’ from drop down menu

Select button 3. Call the client using the contact numbers provided in the Telephone column

4. a If you contact the client and she wants to book an appointment or Exit the program – click into her Client details link This will open the Client Details page - Click in the View Invitation button at the bottom of the screen and Book or Exclude client



4. b If you contact the client and she is unsure of what to do and is not willing to book; then postpone her invitation – click into her Client details link This will open the Client Details page - Click in the View Invitation button at the bottom of the screen and Postpone client for 3 months

A 3rd phone call after this is not within the scope of SW and staff resources available NOTE – NEVER USE “CONTACTED”

4.c If you do not make contact with the client a 2nd time or she has not responded to a previous message Proceed to the DNR action icon Select Action from status drop down list – ‘Lapsed Rescreener’


This will cancel the invitation and exclude the client permanently



CHAPTER 3



FOLLOW-UP OF ‘RETURN TO SENDER’ INVITATION LETTERS



SCOPE Health Promotion Assistant POLICY Unclaimed mail is returned to the Health Promotion Assistant to follow up. PROCEDURE

1. Letters that are returned are checked by looking BIS for current telephone numbers, client is called to verify correct contact details and asked if they would like to make an appointment to have a mammogram.

2. If phone number is disconnected and client has GP listed on their file, the GP is contacted to verify if they have an updated address or contact number. If unable to contact client by phone, a copy of the letter is sent to the updated address.

3. Returns to sender letters are filed in clients file located at Jeffery House. 4. If clients are unable to be located an exclusion is put on the clients file in BIS this

will result in the client being removed from DNR list.



CHAPTER 3



COMMITTEE / MEETING COMMITMENTS



SCOPE BreastScreen NSW Sydney West Marketing & Recruitment Coordinator and Marketing and Recruitment Staff

Committee Frequency Responsibility

Marketing & Recruitment Team Meeting

Fortnightly Agenda & Minutes

Rosters Team Meeting

Fortnightly Present reports

BreastScreen Marketing & Recruitment Meeting

Monthly Present reports

BSNSW Sydney West Admin Committee Meeting

Monthly Present reports

BSNSW Marketing & Recruitment Network meetings

Quarterly Member

Full details of meetings, committee membership, minutes etc. are available in appropriate files in the Recruitment Department.



CHAPTER 3



SITING OF THE MOBILE SCREENING UNIT



SCOPE BreastScreen NSW Sydney West Marketing & Recruitment Coordinator / Health Promotion Officer POLICY To ensure the satisfactory siting of the mobile screening unit at new or existing sites. PROCEDURE 1. In selecting a new site there are several essential criteria that must be met. These are

as follows:

Significant proportion of unscreened women in the 50-69 year age group in the area

Highly visible location

Level site

Existing transport facilities

32 amp 3 phase power or capability to install

Capability to connect to WSLHD / NBMLHD network for data transfer, or via 3G mobile network

Water supply

Parking facilities

Toilet facilities for staff

Good security and lighting at night As soon as the preferred site is chosen, fulfilling all necessary criteria, a letter to the Mayor/General Manager of the local Council, General Manager of the Hospital, or Manager of other relevant sites will be sent. This letter should be submitted with an official proposal from BSNSWSW.



2. A meeting will then be arranged with the relevant parties to view the preferred site and

discuss logistics of the mobile van visit. Negotiations must take place at this point if any work is required l to prepare the site for the Mobile Screening Unit, such as installation of a lockable power box etc.

Note: Power source must be enclosed by a lockable metal box, or have a lockable on/off

switch. A key must be held at the mobile unit whilst on location. The main on/off switch must be situated within this box..

3. Confirmation of the move details will be made with relevant parties including staff at

both the vacating site and the planned new site, electricians (if required), and the mobile van driver prior to the move.



CHAPTER 3



MEDIA – PRINT ADVERTISING FOR MOBILE SCREENING SITES



SCOPE BreastScreen Marketing & Recruitment Coordinator / Health Promotion Officer POLICY Paid advertising is used as a strategy to promote awareness of the availability of BSNSWSW’s service amongst the community. It is particularly used to communicate the arrival or imminent departure of the mobile screening unit at a specific site. PROCEDURE 1. Initial media advertising should be designed up to one month in advance of the van’s

arrival at a new site, or departure from an existing site. Advertising should state when the van will be arriving at, or when the van will be leaving a particular site. The local newspaper for the relevant van site should be contacted to provide a quote for advertising, and supply the specifications (e.g.: sizing) for the ad to be placed.

2. Special attention must be paid to all ethnic newspapers in the area and ethnic radio.

Maximum exposure through these mediums should be organised. 3. The only age group eligible for active recruitment is the 50-69 year age group. 4. The cost of advertising must be authorised by the Service Director and the final draft

must be authorised by the BreastScreen Marketing & Recruitment Coordinator. 5. A copy of the newspaper in which the advertisement appears must be obtained for

proof of publication and to enable payment to be made. The advertisement should be filed in “Advertising” folder in the Recruitment Department.

6. Photographs of BSNSWSW’s Mobile Screening Unit, Fixed Screening Units and key

staff, should be kept on file for use when the need arises.



CHAPTER 3


Original Date Issued: 12 December, 2002 Created by: Melissa Manning

CUSTOMER SATISFACTION SURVEY - BREASTSCREEN

Reviewed by: Suzana Milosavljevic Last Reviewed: 07.12.12


SCOPE Service Director; Quality Officer; Senior Managers POLICY To ensure delivery of high quality service provision, BreastScreen NSW Sydney West encourages feedback from clients utilising the service. Surveys are conducted and involve a prescribed number of women across screening and assessment sites to capture a set representation of screening clients. A survey is conducted each year and alternates between screening and assessment clients. PROCEDURE

The Service Director establishes the need for a customer satisfaction survey to be undertaken.

With the assistance of the Quality Officer, a particular aspect of the screening program or site is determined as the focus of the survey to ascertain the accessibly and appropriateness of the service provided. Whether it is a particular issue or particular site

Survey questions are drafted.

A timeframe is set. Start and end dates established and also number of surveys to be completed outlined, where appropriate.

Once finalised, the survey is to be approved by the Service Director prior to discussion at the BCI Executive Committee Meeting.

Relevant staff are notified of the survey to be conducted, along with instructions on timeframes, distribution and collection.



At the conclusion of the arranged end date, all surveys are sent to the Quality Officer for collation.

The Quality Officer reviews the responses provided by participants and generates a report for the Service Director.

The report is reviewed by the Service Director who will develop an action plan to address any key areas of improvement which have been highlighted.

Evaluation and proposed action plan is discussed at the relevant team meetings (BSSW Admin, EMC, etc).

Timeframes for completion of actions are established, with progress reviewed at appropriate intervals at team meetings.



CHAPTER 3


Original Date Issued: 11 February 2013 Created by: Margie Drake

QA REPORTING

Reviewed by: Margie Drake Last Reviewed: 11 February 2013


SCOPE Health Promotion Assistant POLICY QA BIS Reports – there are three audit reports that are run on a regular basis by the Health Promotion Assistant.

Clients on Invitation lists with no invitation date

Clients by Invitation List Date Who Were Not Invited

Clients with tentative appointments before their last actual appointment

PROCEDURE

Clients on invitation lists with no invitation date This BIS report is to find those clients who were on an invitation list but were not invited. Initially it can be used to find those invitation lists where the client is "Not invited" but are on an invitation list (i.e. our problem ones). Once they are cleaned up, it can be run regularly to make sure no other clients are left in this state. Please note: for those services that book tentative appointments for assessments or tech faults, these clients will be listed on the report. Obviously, if their appointment date is in the future, there is no issue for these clients, however if the appointment is in the past then they need to be chased up anyway.

Client by Invitation List Date Who Were Not Invited This BIS report is used to drill down once you find an invitation list of concern using the report above. It lists all the clients who appear to be on an invitation list for that date and venue, with their status ("Cancelled by Program" - they have booked an appointment since then, "Cancelled by Client" - their invitation has been cancelled, Tentative - these should be the same as on the list above).

http://sqlrpt-prod1.ad.breastscreenpacs.org.au/Reports/Pages/Report.aspx?ItemPath=%2fPROD%2fHNE%2fReports%2fOperational%2fClients+on+invitation+lists+with+no+invitation+date

http://sqlrpt-prod1.ad.breastscreenpacs.org.au/Reports/Pages/Report.aspx?ItemPath=%2fPROD%2fHNE%2fReports%2fOperational%2fClient+by+Invitation+List+Date+Who+Were+Not+Invited



There is a known bug in this report, where some of the clients in the "Cancelled by Client" group are in fact women who were not invited, but rung up for an appointment without being invited, then cancelled or rescheduled the appointment. Some of the clients in this list could also be clients who rebooked multiple times, as the invitation date is only carried over for the first booking after an invitation. However, as both these cases are fairly rare, the numbers should be small, and most of the "Cancelled by Client" group are in fact from an invitation list.

Clients with tentative appointments before their last actual appointment This BIS report finds women who still have a tentative appointment before their last actual appointment. These women are at risk because they turn up on DNR lists, and admin staff dealing with them could apply exclusion incorrectly. They need to have their tentative appointment deleted (from their episode history) using the reason "admin" which does not apply an exclusion. Mostly women get in this state at HNE by having their records merged where one had an invitation, but they were booked in using the other ID. Reports are run weekly on a Monday morning and kept in red folder called reports at the Health Promotion Assistants desk.

http://sqlrpt-prod1.ad.breastscreenpacs.org.au/Reports/Pages/Report.aspx?ItemPath=%2fPROD%2fHNE%2fReports%2fOperational%2fClients+with+tentative+appointments+before+their+last+actual+appointment



CHAPTER 3

Section: Data Managers Manual - QA Reports

Original Date Issued: 21/6/2012 Created by: Marcela Orellana

QA – SOURCE OF REFERRAL REPORT

Reviewed by: Marcela Orellana Last Reviewed: 4.2.2013


Reference: F:\Data\Data Manager Manual\Update for BIS and new Operating principles\QUALITY MANAGEMENT REPORTS\SAS KPI – Activity Report

NAS 2008:

SCOPE Data and Information Manager, Data Project Officer, Recruitment and Marketing Coordinator POLICY Report is to produce Source of Referral data for all screening appointment by venue. The report can be filtered by appointment date. Report is run on a monthly interval or as required by the Recruitment and marketing Team and Data project Officer as required PROCEDURE 1. Run the BIS Operational Report ‘Source of referral’



The report is to be run at least 2-4 weeks retrospectively to allow Bookings and Attendances to have occurred. a. Enter Appointment Date b. Enter “to” Date c. Select “all” from the Venue drop down list d. Select the “True” Exportable format radio button e. Click on View Report

2. The results will generate in report /spreadsheet format with data for each venue, Age, Round, Source of Referral and Appointment count. a. Export the report to an excel spreadsheet for ease of use and to create a

softcopy record.

Select ‘Excel’ from Format drop down list and click on the Export link to open the export dialogue box

Click on ‘Open’ to open the spreadsheet, continue formatting as desired

Save the spreadsheet in F:\Data\Reports\QA 28 Source of referral folder and by date format “YYYY Period <Report Name> ”

3. The sheet will now need to be put though to Pivot table to allow for a better

analysis of results: Breakdown by Source of Referral - totals, Breakdown by Venue and Source of Referral – totals

a. Select all columns in the Spreadsheet b. Select Insert tab from the toolbar, then Pivot Table c. The Pivot table Wizard will open d. From the Pivot table Wizard the range will be pre-populated e. Select ‘New Sheet’ where the Pivot table is to be placed f. Select OK g. This will open a new worksheet

../../../../../../bsdata/Data/Reports/QA%2028%20Source%20of%20referral



4. To create a Table to calculate the totals for each Source of Referral for the report period

a. Click ‘Source of Referral’ check box from the Pivot table list on left side of the screen

b. Then click into the space ‘Drop down fields here’ column in the table c. Select the ‘Source of referral’ field again from the field list and drag it into

the space ‘Drop data items here’. Release the mouse d. Format the sheet by adding a Title, reporting dates and Page Set up e. Print Report

5. To create a Table to calculate the totals for each Venue by Source of Referral for the report period

Follow step 3 above



a. Click ‘Source of Referral’ check box from the Pivot table list on left side of

the screen b. Then click into the space ‘Drop down fields here’ column in the table c. Click on “Venue” field and Drag and Drop the field into space ‘Drop

column fields here’. Release the mouse. d. Select the ‘Source of referral’ field again from the field list and drag it into

the space ‘Drop data items here’. Release the mouse e. Format the sheet by adding a Title, reporting dates and Page Set up f. Print Report

6. Provide results to BreastScreen Director and Recruitment and Marketing as

required. Results can also be tabulated at the SW BreastScreen Admin Meeting 7. The Recruitment & Marketing Coordinator will run the report as required

independently for the management of that department.



CHAPTER 3

Section: Recruitment; Data Managers Manual - QA Reports

Original Date Issued: 14/3/2011 Created by: Marcela Orellana

SAS KPI – ACTIVITY REPORT

Reviewed by: Marcela Orellana Last Reviewed: 4.2.2013


Reference: F:\Data\Data Manager Manual\Update for BIS and new Operating principles\QUALITY MANAGEMENT REPORTS\SAS KPI – Activity Report

NAS 2008:

SCOPE Data and Information Manager, Data Project Officer, BreastScreen Director and Recruitment and Marketing Coordinator POLICY Report is to produce Screening activity for: monthly screening number against monthly targets, Round, Participation from SW LGA and OUT of SW, CALD, ATSI and Source of Referral. The report will be expanded in future to include Appointment activity. Report is run on a monthly interval or as required PROCEDURE 1. Run the BIS Activity Report ‘Activity Report - Screens’



The report is to be run at least 2-4 weeks retrospectively to allow Attendances to have occurred. The report will populate parameters for the latest financial year by default; however you can alter the parameters to generate result for a particular period of time as required a. Enter Start date b. Enter End Date c. Select “all” from the Venue drop down list d. Click on View Report

2. The results will generate in report /spreadsheet format with data for each category broken up by monthly screening number against monthly targets, Round, Participation from SW LGA and OUT of SW, CALD, ATSI and Source of Referral

a. Export the report to an excel spreadsheet for ease of use and to create a

softcopy record.

Select ‘Excel’ from Format drop down list and click on the Export link to open the export dialogue box

Click on ‘Open’ to open the spreadsheet, continue formatting as desired

Save the spreadsheet in F:\Data\Reports\SW KPI Reports\BIS SAS KPI folder and by date format Financial Year: “YYYY FY YY-YY <Report Name> ” or Calendar year: “YYYY CY YYYY <Report Name> ” or other period: “YYYY FY YY-YY <Report Name> “YYMM Period <Report Name> ”

Print the report

3. Results are to be forwarded to BreastScreen Director for discussion and tabled at the SW BreastScreen Administrative Meeting as required.

4. The Recruitment & Marketing Coordinator will run the report as required

independently for the management of that department.

../../../../../../bsdata/Data/Reports/SW%20KPI%20Reports/BIS%20SAS%20KPI

../../../../../../bsdata/Data/Reports/SW%20KPI%20Reports/BIS%20SAS%20KPI



CHAPTER 3

Section: Recruitment; Data Managers Manual - QA Reports

Original Date Issued: 12/2/2013 Created by: Margie Drake

OPERATIONAL – INVITATION STATUS REPORT

Reviewed by: Margie Drake Last Reviewed: 13.2.2013


SCOPE BreastScreen NSW Sydney West Director, Recruitment and Marketing Coordinator, Bookings Team Leader. POLICY Report is to produce information on invitation status for fortnightly rosters meeting in order to make a decision on screening demand and sites to be opened or closed. Report is run on a fortnightly basis or as required PROCEDURE 1. Run the BIS Operation Report ‘Operation Report – Invitation Status Report’



The report is to be run fortnightly prior to the rosters meeting to allow a decision to be made in reference to the rostering of staff and the opening and closing of sites depending on demand. The report will inform us of the number of re-screen invitation letters due to go out. Please see instructions below to run the report. a. Who do you want to Review – enter Rescreens b. Output = enter Month on Month Review c. Women Due From = enter today’s date (ie; 13/2/2013) d. Women Due To = enter the last day of the following month (ie;

31/03/2013) e. venue = enter all sites f. category of Women = enter 50-69 g. Age at = enter the same date as the last date of the report (ie;

31/03/2013) h. Due Date Offset = enter “0”

2. The results will generate in report format with data for each month you have selected.

3. Results are to be presented at the fortnightly rosters meeting by the Health

Promotion Assistant from the Marketing and Recruitment Department.



CHAPTER 3


Original Date Issued: 12/2/2013 Created by: Margie Drake

OPERATIONAL – APPOINTMENT SUMMARY REPORT

Reviewed by: Margie Drake Last Reviewed: 13.2.2013


SCOPE BreastScreen NSW Sydney West Director, Recruitment and Marketing Coordinator, Bookings Team Leader. POLICY Report is to produce information on appointment slots and appointments booked and appointments available. Report is run throughout the day to monitor bookings and sites that are not booking PROCEDURE 1. Run the BIS Operation Report ‘Operation Report – Appointment Summary

Report



The report is to be run frequently to monitor bookings and if there is a need for a site to be promoted aggressively. The report will inform us of the number of unfilled appointments. Please see instructions below to run the report. a. Start Date b. End Date c. Venue d. Visit Type = Screening

3. The results will generate in report format with data for each site selected. 4. Results are to be monitored throughout the day by the BreastScreen NSW Sydney

West Marketing and Recruitment Department and are recorded in a spreadsheet F:\General\Stats\DAILY APPOINTMENT RECORDS.

5. Manual statistics are also taken throughout the day to record a true result of the

appointments that are filled throughout the day. Please note: there is currently no report in BIS that records this. Once a site is filled it is recorded by us manually in this spreadsheet located in the folder above. (the reports in BIS do not reflect re-scheduled appointments, they are recorded as “unfilled appointments” So we have to record these manually throughout the day to capture the “actual” appointments booked.