Henrico VA Clinic Guide: New Facility Setup & Details
Hey guys! Let's dive deep into the new VAMC Facility in Henrico County, the 2 VA Clinic. This guide will cover everything from initial intake to final wrap-up, ensuring we're all on the same page. We'll break down each step, making it super easy to follow. So, grab your coffee and let's get started!
Intake
The intake process is the very first step in getting a new facility up and running. It's crucial to gather all necessary information and ensure everything is properly documented. This section will walk you through how we initially heard about the facility, important links, and how to add it to our tracking systems. Getting this right from the start sets us up for smooth sailing ahead.
How We Heard About It
We initially discovered this new VAMC facility through the CMS “Flagged Facilities” listing. This is a key resource for identifying new locations and ensuring we're on top of any developments within the VA system. Staying proactive means we can address any needs promptly and efficiently. It’s important to regularly check these listings to keep our information current and accurate.
Important Links
Having quick access to the right links is essential for efficient workflow. For this facility, we have a Jira Service Management ticket and a CMS link in production. The Help desk ticket link is https://va-gov.atlassian.net/browse/VAHELP-9120. This is where all communications and tasks related to the facility are tracked. The Facility CMS link is https://prod.cms.va.gov/richmond-health-care/locations/henrico-county-2-va-clinic, and the Facility API ID is vha_652QA. These links and IDs are vital for accessing and managing the facility’s information within our systems. Keeping these organized saves time and reduces potential errors.
Flagged Facilities Listing
It's super important to check if the facility has been added to the Flagged Facilities listing. If it hasn't, you'll need to add it to the appropriate tab. This listing helps us keep track of facilities that require attention, whether they're new, undergoing changes, or have specific issues. The current spreadsheet can be found here. Make sure to include the production link, facility ID, and any relevant ticket links or details. Adding this information ensures everyone is aware of the facility and its status. This proactive approach helps prevent oversights and keeps us all in the loop.
Helpful Resources
For more detailed information, the Knowledge Base article titled "How do I add a facility to my health care system?" is an excellent resource. You can find it here: https://prod.cms.va.gov/help/vamc/about-locations-content-for-vamcs/how-do-i-add-a-facility-to-my-health-care-system. This article provides a step-by-step guide on adding facilities to the system. If the help desk is waiting on information, add the "Awaiting editor" flag to the facility with a log message that includes relevant Jira or GitHub ticket numbers. Remember to remove the flag when the ticket is ready to be worked by the Facilities team, and preserve the current moderation state of the node when adding or removing the flag. Keeping our documentation up-to-date and accessible ensures consistency and clarity in our processes. This level of detail helps everyone involved to perform their tasks efficiently and accurately.
Note: If the facility is a VA Mobile clinic, the "New facility" flag can be removed and the page archived with no further work needed. However, there are required fields within the CMS that will still need to be filled in before doing so, such as meta text and the proper section and menu link assignments. This ensures that even mobile clinics are properly accounted for and documented within our system. It’s the little details that make a big difference in maintaining a comprehensive overview of all VA facilities.
Acceptance Criteria for New VAMC Facilities
Ensuring a new VAMC facility meets specific acceptance criteria is crucial for maintaining quality and consistency across the VA system. This section outlines the steps and checks needed to verify that the Henrico County 2 VA Clinic is ready for its next phase. We’ll cover everything from confirming its listing on the CMS Flagged Facilities page to assigning it to the correct VAMC section and adding essential meta text. These steps guarantee that the facility is correctly integrated into our systems and easily accessible to veterans.
Confirm Listing on CMS Flagged Facilities Page
First off, it’s vital to confirm that the new facility is listed on the CMS Flagged Facilities page. If it’s not there, we need to move it to the “Be on the Lookout” tab in the Flagged Facilities spreadsheet until it is listed. This step ensures that we don't miss any new facilities and that they are properly tracked from the beginning. Being vigilant about this listing helps us stay proactive and organized in our approach to managing new facilities. It’s a foundational step in the acceptance process.
Search for Existing Jira Tickets
Next up, run a search for existing Jira tickets related to this facility. If we don't find any information within Jira, it's time to send the “Editor confirmation email” (listed below) to all Active users within the facility's section. This email helps us gather initial details and confirm the status of the facility. Using Jira tickets ensures that all communications and tasks are documented and tracked, making it easier to manage the project. The confirmation email is a proactive way to engage with the facility's team and gather essential information early in the process. This step is all about ensuring we have a clear understanding of the facility’s status and needs.
Assign Facility Homepage to Correct VAMC Section and Menu Link
Assigning the facility homepage to the correct VAMC section and menu link is a critical step. To quickly figure out the associated VAMC section, add the first 3 digits of the facility ID to the ### part of this URL: https://www.va.gov/find-locations/facility/vha_###. This will take you to the main location within the appropriate section. Important: Facility homepages can't be updated by content editors until they've been assigned to a section. This ensures that the facility is properly categorized and linked within our system, making it easier for veterans to find the information they need. For more details on how to assign a VAMC System and menu link, check out this Confluence guide: How to Assign a New VAMC Facility to the Proper Section/Menus. This step is fundamental for ensuring the facility is integrated smoothly into our digital ecosystem.
Add Facility Meta Text
Adding facility meta text to the “meta description” field is crucial for SEO and user experience. Use this format: “Get address and hours, parking and transportation information, and health services offered at [CLINIC NAME].” This meta text appears in search engine results and helps veterans quickly understand what information the page provides. A well-crafted meta description can significantly improve click-through rates and ensure that the right people find the right information. It's a small detail that makes a big impact on the discoverability of the facility.
Double-Check Menu Link Field
Always double-check the menu link field to make sure it's listed under “Locations” for the correct section. This ensures that the facility is easily navigable from the VA website. Correct menu placement is essential for a seamless user experience, allowing veterans to find the facility in the expected location within the site's structure. It’s a quality control step that ensures our website is user-friendly and efficient.
Save as “Draft”
Save the facility homepage as “Draft.” This prevents premature publication and allows for a thorough review before the page goes live. Saving as a draft is a best practice that minimizes the risk of publishing incomplete or inaccurate information. It gives us the opportunity to double-check everything and make any necessary adjustments before the public sees it. This step is all about ensuring quality and accuracy in our communications.
Inform the Editors
Inform the editor(s) that they can now complete the homepage content and add health services. (See the “Editor next steps” email below.) Keeping the editors in the loop ensures that they can start their work on the facility's content and health services information. This communication is vital for a smooth workflow and ensures that the editors are aware of their responsibilities. It’s a collaborative step that keeps the project moving forward.
New VAMC Facility Editor Confirmation Email
(Send if facility spotted on Flagged Facilities page but details haven't been confirmed)
Hello!
The [CLINIC NAME] has been flagged as a “new” location by the Facilities API.
Questions:
What is the status of this facility?
Should the homepage for this location be added to the live site?
- If so, great! We can proceed with next steps.
- If not, is this an existing location that was previously closed, renamed, or relocated? Was it previously known by any other name?
Please provide details for this location as well as an opening date if one has been determined – thank you!
This email template is used when a new facility is flagged, but we lack confirmation details. It helps us gather essential information about the facility's status and whether it should be added to the live site. The questions in the email are designed to uncover whether the facility is genuinely new or an existing one under a different name or location. This proactive communication ensures we have accurate and up-to-date information, which is crucial for providing veterans with reliable resources. It’s a critical step in our due diligence process.
New VAMC Facility Editor Next Steps Email
Hello! You should now be able to edit the draft page for this facility, located at [LINK TO NEW FACILITY DRAFT PAGE ON PROD]
Important: Please make sure that all relevant steps listed within the “How do I add a facility to my health care system?” Knowledge Base article have been completed: https://prod.cms.va.gov/help/vamc/about-locations-content-for-vamcs/how-do-i-add-a-facility-to-my-health-care-system
The facility will also need VAMC Facility Health Services, otherwise Veterans will not be able to view what types of care are available. For more info, please see the associated Knowledge Base article: https://prod.cms.va.gov/help/vamc/how-to-add-or-edit-a-vamc-facility-health-service
Once finished, please save this page (and all related VAMC Facility Health Service pages) in the moderation state “Draft.” Please do not save them as “Published.”
Please let us know when your draft content is complete, so that we can wrap up the technical process from our end before publishing the new facility to VA.gov. Thanks!
This email is sent to editors once the draft page for the new facility is ready for content updates. It provides them with the link to the draft page and emphasizes the importance of following the steps in the “How do I add a facility to my health care system?” Knowledge Base article. Additionally, it highlights the necessity of adding VAMC Facility Health Services so veterans can view available care types. The email instructs editors to save the page (and related health service pages) as “Draft” and to notify the team when the content is complete. This structured communication ensures that editors have the information and guidance they need to populate the page correctly and efficiently. It’s a vital step in maintaining content quality and accuracy.
When the Editor Says the Homepage is Ready to Go
Once the editor confirms that the homepage is ready, there are several checks we need to perform to ensure everything is in order before publishing. These steps help us maintain the quality and consistency of our information and ensure that veterans can easily access the services they need. Let’s break down the process.
Homepage Update Check
First, we need to verify if the homepage has been updated from the original template. If it hasn't, this must be completed. We can send the editor this KB article for guidance. Ensuring the homepage is properly updated is essential for providing veterans with the most current and relevant information. This step ensures that the facility's online presence is both informative and user-friendly.
VAMC Facility Health Services Check
Next, we check if VAMC Facility Health Services have been added. A quick way to do this is by scrolling to the bottom of the production homepage. If health services aren’t listed, veterans won't be able to see the types of care available at the facility. This is a critical step because it directly impacts the veteran's ability to access healthcare information. Ensuring health services are added is a priority for providing comprehensive information.
