Job Aids

While I worked as a data coordinator for genetic counselors, I prepared trainings for our 13-member department. To help my colleagues remember key information from the trainings, I prepared a variety of job aids for their reference. Images of them below are used with permission from my previous employer.

Problem

Each of the 13 members of the genetic counseling team kept their own patient tracking sheets in Excel. To eliminate duplicate work, we wanted to have a master spreadsheet so that administrative staff and genetic counselors could view and track all patient-prep and post-visit touchpoints in real time. I collaborated with other team members to design and implement Smartsheet reports for tracking who does what and when. However, with 25 different reports, how would team members new to our Smartsheet make sense of all of them?

Solution

I created a reference guide of the report names, report owners, who works each report, and the use of each report. I created one version that listed the reports by who owned them (below) and a second version that listed the reports alphabetically by name (not shown).

I also created a reference chart for users to understand what triggers certain information to appear on and off each report.

To give our team an overview of new workflows with Smartsheet reports, I created this workflow chart in Power Point.

Impact

During the initial Smartsheet training session I hosted, the genetic counselors were grateful to have the reference guide I created. They said they felt supported and ready to get started with the new system.

Our automated Smartsheet patient tracking system streamlined the administrative staff's work by allowing us to check off patients when each step of their visit was complete. We could then see which patients still needed to be prepped or called to reschedule well in advance of their visit.

If a member of the administrative team was out of the office, other members could easily see what tasks needed to be done on that member's behalf.

Our Smartsheet system also streamlined the genetic counseling staff's work by automating billing emails that needed to be sent at the end of each day; instead of each of the 9 counselors sending their own emails, Smartsheet sent one composite email of all GC visits each day.