Source:

Source: HCD Lessons Learned Template with Instructions

Instructions

We would like to provide you some guidance for how to effectively use the following template

How should use this document?

This document should be used for you to register any milestones, good or bad, throughout our project that may be used to help future participants
We do not have any expectation about what the milestones should be, so you should document them as much as you can.
We are hoping that by reviewing this document anyone will be able to see how your process for implementing our project went

The cells that are grayed-out serves as an example of what you could document

Here is a brief description of the data points listed:

Data Point	Description
Date	Should be the date of the event/milestone you are describing-- use the first of the month if the specific date isn't known
Challenge or Best Practice	Select Challenge if this you identified a roadblock regardless of whether you were able to resolve it. If it is an observation, innovation or opportunity, select Best Practice.
Category	Suggested categories include Data (extracting, entry, validation, etc.), Implementation (integrating into the EHR or HIT system), Roll out (training, challenges at the site with administration, payment, staffing, etc.), Workflow (difficulty in integrating into practice, innovation in care pathway, etc.), Experience (patient or care team feedback--positive or negative, innovations to improve experience, patient-centered changes, care team-centered changes, etc.). You can propose or add additional categories if needed but be judicious.
Description	Describe the issue in as much detail as you can. It could describe a challenge you encountered, an innovation you developed, a finding that surprised you (A-ha! Moment), or a practical modification or solution that made you more efficient or effective.
What went well	Use this space to provide a brief description of what do you think worked out well. Even if you are reporting a challenge, try to provide the positive aspects of the situation or you may leave this blank. Perhaps things went as expected or maybe another department provided the support needed for staff to buy into the project
What is blocking you or did not go well	The opposite of the above-- even if it's an innovation there may be barriers to implementing it. Specifically mention any blockers and include those which are external and may not be able to be overcome in the foreseeable future. If there was nothing negative, you can leave this blank
How did you address or would you correct this for next time?	This field will differ slightly based on the issue type. What did you do to address the challenge? How did you implement your solution or innovation? What will you do differently next time? If you will test the solution and consider new changes in the future, you can say that.
Follow Up	Is the milestone fully accomplished or there are next steps? If so, briefly describe them
Solution Team	Who is or are the point person(s) to provide more detail or participated in the development of the innovation/solution

Lessons Learned: Challenges and Best Practices

OCHIN

Date	Challenge or Best Practice	Category	Description (Use your own words)	What went well and why?	What is blocking you or did not go well and why?	How did you address or would you correct this for next time?	Is there any follow up needed?	Solution Team
YYYY-MM-DD	Select One: Challenge Best Practice	Select One: Data Implementation Roll out Workflow Experience	Issue	+	-	?	Next Steps	Who can speak about this issue?
2021-08-10	Challenge	Data	During patient validation we found that a few OBS terms for lab values needed to be included to get a more accurate picture.	We were able to identify the missing terms and resolve these.	We did not know these terms were missing and had an inaccurate picture.	The team reviewed the lab values, adjusted the data request and appropriately updated the data. Going forward, these OBS terms will be included to ensure accurate data.	No, we completed patient validation and finalized the data once the known issue was resolved.	HIT data manager, research coordinator
2021-05-06	Challenge	Implementation of HIV screening	CHC serves a significant population of persons experiencing homelessness.	Have developed some tools for engaging patients experiencing homelessness.	Difficulty engaging this population has impacted screening rates of some high-risk individuals	Tools for screening unhoused patients: Steer toward primary care locations participating in opt-out HIV screening assess resource needs like housing and food insecurity in context of the PCP visit Providing food-packed backpacks for unhoused pts	Continue to monitor screening rates among patients experiencing homelessness	HIV caseworkers
2021-05-06	Best Practice	Workflow	CHC frequently experiences patients becoming hard-to-reach for follow-up	These challenges prompted developing a case conference model	Number of patients becoming lost-to-care	Implemented case conferences in last April to discuss how to reach participants. Case managers present clients and group discusses how to keep them engaged. Include partner services in that.	Continue to troubleshoot around engaging patients that don't have consistent phone access.	HIV caseworkers