| Purposefully re-examine the implementation |
REACH team members |
Monitor implementation outcomes to inform changes to the system and implementation effort. |
REACH team members will have a better understanding of implementation success, barriers to implementation and changes made throughout the implementation effort. |
Four, 4-month plan-do-study-act cycles for each centre. |
| Change record systems |
Information technology teams within each site |
Leverage or modify existing electronic systems used by the sites to facilitate the delivery of information about REACH to patients. Strategy will be tailored to each site depending on the availability and type of electronic systems. |
Improved efficiency of identifying and informing patients about REACH. |
Changes will be made for the launch date and additional changes will be made throughout the implementation phase if necessary. |
| Conduct educational meetings |
REACH team member and clinical leadership |
Organise presentations about REACH at oncology rounds, nursing rounds and other team meetings. Strategy will be tailored to each site depending on how patients are being introduced to REACH. |
Improved understanding and ability to communicate the purpose, registration process and use of REACH to patients. May include physicians, nurses and/or radiation therapists. |
Frequency: one per stakeholder group prior to launch, followed by additional meetings if needed.Duration: 10–30 min (based on preferences and feasibility at each site).Format: in-person or virtual, synchronous or asynchronous (based on preferences and feasibility at each site). |
| Distribute educational materials |
REACH team members and clinical leadership |
Prepare pathways to distribute a handout about REACH to patients. Pathways are tailored to each site depending on clinical preferences and available resources. This may include an online education prescription system, a patient portal, physical or electronic education packages, group virtual or in-person education classes and displays at the clinical registration desks. |
Enable patients to register and use the tool independently and assist clinical staff to offer REACH to patients. May include physicians, nurses, radiation therapists and administrative staff). |
Pathways to distribute the REACH handout should be prepared within 1-week prior to the go-live date. Additional changes will be made to distribution processes if needed. |
| Intervene with patients to enhance adherence and uptake |
REACH development team |
REACH will provide automated reminders via email to patients use REACH as intended. |
Enable patients to log in and complete assessments (if not completed) and to view recommended resources. |
Patients will receive up to two reminders for each incomplete assessment 2 days and 3 days after the initial prompt.Patients will receive a reminder to view the recommended resources 1 month after completing the assessment. |
| Centralise technical assistance |
REACH team members and development team |
The REACH system will have a dedicated email for patients to ask questions about the system and report technical issues. |
Improve user experience and develop an understanding of resources needed to ensure sustainability of the system following implementation pilot. |
Responses to patient inquiries will be answered within 48 hours. |
| Use advisory boards and workgroups |
REACH team members and clinical leadership |
Work with clinical champions and management to resolve barriers to implementation, map work processes and plan changes to how REACH is implemented at the site. |
Improved understanding of current clinical workflows. Ability to obtain necessary approvals for how patients are invited to register to REACH.Strategy may be tailored to involve multiple meetings with individuals depending on the availability of groups and specific barriers and solutions to discuss. |
The frequency, number and duration of meetings will be tailored to each site. At least one meeting will be held during each 4-month plan-do-study-act cycle. |
