Breakthrough: Altru Health System’s Incident Management on Veoci

Not only does the Veoci team have the technical expertise, but they are experts in response protocol. So as you’re working with them to configure the system to your own specific needs- they are also able to understand what you’re going through and what response protocol is required. It’s a great team, so shout out to them.” – Sheryl Austin, Director of Safety, Altru Health System

About Altru
Altru Health System is a community of over 4,000 health professionals and support staff who have served the region for over 100 years. The Altru team serves more than 220,000 residents of a 17-county region in northeast North Dakota and northwest Minnesota.

Before Veoci With Veoci
Long time (45 minutes or more) to activate response team 15 minutes to activate response team
Improvised Response to Incidents One-button launch of pre-planned, yet flexible assignments, workflows and notifications for individuals and teams
Problematic Communication Responders connected immediately – instant messaging, voice calls, automatic conference calls
Suboptimal After-Action Report – from memory, paper notes and emails Continuous time-stamped multi-media log through the incident
Onerous Documentation Effort HICS Forms, HVAs, After-Action Reports in one secure platform

Veoci – The Solution
Veoci is Altru’s all-in-one solution for organizing and managing all phases of emergencies – from housing critical information, documenting each step of exercises, drills and real incidents, and gathering feedback and creating after-action reports for continued improvement.

Communication Power

At the first sign of an incident, at the touch of a button, phone calls, text messages, emails are all sent out with a canned message to the pre-planned list of people for that type of incident. Altru finds that Veoci has reduced the time it takes to get key people together to minutes, and with details with Veoci on their mobile devices or desktops.

Built-in Mass Notification: With Altru’s location in North Dakota, weather is often a major issue. This is where mass notification comes in handy everyday.  All 4,500 employees, specific lists of personnel, or one or more teams are all notified via phone call, SMS text or email all within the same Veoci platform..

Getting the team together:  An administrator can also set up response options in minutes on Veoci. After the check-in request is sent, the administrator can view all responses and choose to resend as required to get the quorum needed.

Automatic Conference Calls: An invite is sent out, click on a button to join. No dial, no fuss.

Documentation in One System from Start to Finish
HICS: Altru follows the Hospital Incident Command System (HICS) methodology, a standardized process for responding to incidents in hospitals or healthcare systems. In Veoci, all standardized HICS documents and forms are right at their fingertips. On custom dashboards, the team can view all HICS objectives, key decisions, time-stamped notable events (even used to note when pizza was ordered during an overnight incident).

After-Action Reporting: The Altru team sends out easy-to-setup custom Veoci forms via email to all employees and their responses are fed directly into a Veoci dashboard.

HVAs are managed in Veoci across all of Altru’s on and off-site locations and sorted by type of risk such as hazardous material, human, natural or technological hazards. Using Veoci, the Altru team can run reports and prioritize mitigation, planning, and exercises based on their top hazards.

PIO Processes:  Altru’s Public Information Office has their own dashboard where they pull information on what happened with the incident, enter text and submit it to the incident commander for approval as needed. When severe weather keeps PIOs stranded, Veoci is accessible over the internet from wherever they happen to be.

Customizing Veoci – Do it Your Way

With 322 licensed beds, the Altru team describes themselves as “not big yet not tiny” and has taken advantage of Veoci’s easy and extensive DIY no-code configurability. Each Hospital section, finance, operations, logistics, etc. , can set up their processes with their own tailor-made dashboard with the information that matters to them – communicate, collaborate, control all in one platform.

Click here to request a recording of Altru’s webinar!

Article written by

Julie Reynolds is the Marketing and Communications Specialist at Veoci. She is a recent University of Connecticut graduate and specializes in writing, communication, public relations, marketing and celebrity gossip.

Born and raised in New Haven, she especially loves the fast-paced lifestyle and cultural diversity of the city. She hopes to continue to develop a career where she is constantly meeting new people and bettering her writing. Go Huskies!