Process Mapping Template

1
Improved Bergen County Process for Communicating
the Value of County-level and Local-Contract
health Services provided by the Dept.
Last updated August 7, 2012
Committee of selected Health Department members
meets in mid-Spring to review revise contract,
determine unit prices for local-contract services
for the upcoming year
If any liability changes, goes to County Council
for review and approval before proceeding
County Freeholders review and vote to approve
prices
Nancy develops draft letter to invite towns that
already contract with the County to continue /
expand their contract for the upcoming year
Nancy develops a draft letter for inviting towns
that dont contract with the County to enter into
a contract for the upcoming year
Letter drafts are shared with senior staff to see
if descriptions of services are accurate
Staff let Nancy know if any changes need to be
made to letters
Fiscal / Greg get the approved price rates
Nancy gives letters to Greg in fiscal
Greg / Fiscal price out the contract services for
each town (based on size, demographics, services
provided previous year)
A custom letter is created for each town (Mail
Merge to add addresses), -- letter includes
prices for those towns that are already
contracting with the County (otherwise, just list
services)
Greg / Fiscal creates a draft contract for each
town that is already contracting with the County
Communications that are developed as part of the
throughout-the-year process (see next page) are
included in contract package
Nancy signs each letter
Letters (and where appropriate, draft contracts)
are sent to each town (to specific NAMED Town
Administrators Mayors) send in August /
September
For towns that are already receiving
local-contract services from the Department, one
or more team members who are assigned to that
town hand-deliver (or some other personalized
way) the contract renewal package
Team assigned to that town follows up to answer
any questions the town might have, let them know
about other services that Dept offers
Town receives letter and draft contract
Local decision is made
Town does not reply
Town sends back we would like these services
form to County with one or more services selected
Town sends back we would like these services
form to County with NO services selected
Town is currently contracted with County
Town is not currently contracted with County
Send personal thank-you letter and let them know
you will keep in touch / are available if they
ever have public health related questions
Greg / Fiscal prepare contract
Team assigned to town follows up personally with
Mayor, Town Admin, BOH
Send final warning, your residents health may
be put at risk with official notice that
services will cease on X date.
Send contract to Town
Town doesnt sign contract in time
Follow-up to remind mayor and town admin and BOH
personally that Dept. wont be able to provide
services starting on X date unless contract is
signed by Y date.
Town doesnt sign contract (its still pending
when old contract expires)
Town returns signed contract before the old
contract expires
Town signs contract
Stop providing services unless contract is signed
Town still doesnt sign contract in time
County provides local-contract services to the
town
2
Improved Bergen County Process for Communicating
the Value of County-level and Local-Contract
health Services provided by the Dept. SUBPROCESS
Throughout year
Last updated August 7, 2012
County provides local-contract services to the
town
A team (from various program areas) is assigned
as the local contacts for each local-contract town
___ prepares quarterly newsletter with summary of
upcoming events highlights from last quarter
(target audience decision-makers at towns)
___ prepares monthly(?) positive outcomes
newsflash for town admins, mayors, and BOH members
___ prepares monthly activity reports for each
local-contract town (single unified report for
each town, including all local-contract and
county-level services being provided in that town)
Quarterly newsletter emailed to subscribers and
all town admins, mayors, and BOH members
Newsflash emailed to town admins, mayors, and BOH
members
Team familiarizes itself with all items in
monthly report prior to meeting with BOH
Quarterly newsletter posted to website
Newsflashes posted to website
___ creates brochure / web summary of what we
do / meet the team
___ emails report to BOH members / secretaries
If BOH meets, one or more team members present
report to BOH
Posted to website
Mailed or delivered to BOH, Mayors, Town Admins
One or more team members hand-deliver (or other
personalized way) report to town admin mayor
offices, offer to go over report answer
questions
Post reports to website