Improved Bergen County Process for: Communicating the Value of County-level and Local-Contract health Services provided by the Dept.

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

County Freeholders review and vote to approve prices

Local decision is made

Last updated – August 7, 2012

Fiscal / Greg get the approved price rates

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 don’t contract with the County to enter into a contract for the upcoming year

Nancy gives letters to Greg in fiscal

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

Greg / Fiscal price out the contract services for each town (based on size, demographics, services provided previous year)

Nancy signs each letter

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)

Letters (and where appropriate, draft contracts) are sent to each town (to specific NAMED Town Administrators & Mayors) – send in August / September

Town does not reply

Greg / Fiscal creates a draft contract for each town that is already contracting with the County

Greg / Fiscal prepare contract

Town is currently contracted with County

Town is not currently contracted with County

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

County provides local-contract services to the town

Town doesn’t sign contract (it’s still pending when old contract expires)

Town returns signed contract before the old contract expires

Send contract to Town

Town receives letter and draft contract

If any liability changes, goes to County Council for review and approval before proceeding

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 town follows up personally with Mayor, Town Admin, BOH

Send personal thank-you letter and let them know you will keep in

touch / are available if they ever have public health related questions

Follow-up to remind mayor and town admin and BOH personally that Dept. won’t

be able to provide services starting on X date unless contract is signed by Y date.

Town signs contract

Town doesn’t sign contract

in time

Send final “warning, your residents’ health may be put at

risk” with official notice that services will cease on X date.

Stop providing services unless

contract is signed

Town still doesn’t sign

contract in time

Communications that are developed as part of the throughout-the-year

process (see next page) are included in contract 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

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

Quarterly newsletter emailed to subscribers and all town admins,

mayors, and BOH members

Quarterly newsletter posted

to website

___ prepares quarterly newsletter with summary of upcoming events &

highlights from last quarter (target audience – decision-makers at towns)

Employees wear shirt/vest/hat/coat with big “Bergen Co Health Services” (and unit/service?) when in the field

Employees drive vehicles with big “Bergen Co Health Services” (and unit/service?) when in the field

A team (from various program areas) is assigned as the local contacts for

each local-contract town

Newsflash emailed to town admins,

mayors, and BOH members

___ prepares monthly(?) “positive outcomes”

newsflash for town admins, mayors, and BOH members

___ emails report to BOH members / secretaries

One or more team members hand-deliver (or other personalized way) report to town admin & mayor offices, offer to go over report & answer questions

If BOH meets, one or more team members present report to BOH

Team familiarizes itself with all items in monthly report prior to meeting with BOH

___ 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)

___ creates brochure / web summary of “what we do” / “meet the team”

Posted to website

Post reports to website

Newsflashes posted to website

Mailed or delivered to BOH, Mayors,

Town Admins