Minutes

Access to Information Task Force Group Meeting

May 10, 2006; 8:30 am – 10:30 am

American Cancer Society Office, Mendota Heights

This is an in-person meeting for the Taskforce. If you need to attend by phone please let us know and use: 888-453-5732, Code: 399632.

Attendees: Nicole Bennett-Engler, Freda Carlson, Sheryl Ness, Anna Reiter, Jody Jackson, Josh Downham, Angie Graf, Jessica Fallon, Karin Bultman

Agenda & Notes

1. Summit Recap
1. Breakout session, Poster session and General sessions
2. Task force feedback
3. Participant feedback

Summit was well attended, breakout session went really well. A true team effort from presenting, answering questions, grabbing extra chairs, helping people at computers, etc.  Reviewed summary of Summit feedback captured on flip charts and summarized in a document. Lots of positive feedback – clean, easy to use. But group also pointed out resource limitations…many missing and gave great suggestions for improvements.

TO DO: Angie – Edit existing resource descriptions that aren’t in system yet. Create new ones for those resources without a description. Enter into site. A short phrase is ideal. (by 5/31)

TO DO: Jody and Angie – Home page content. Create a short paragraph of text that clearly defines dual purpose of site – to locate local resources and to link to credible information. Include hyperlinks in the text to the Resources or Information categories. Leave general space below for promotions. (by 5/31)

TO DO: Nicole? – we should have a graphic on the home page too. Is this a Nicole task? (June)

TO DO: Jody - Section Introductions – Create an intro sentence for each section on the site and use admin tools to place directly below the header. Include bullets and links when appropriate. For example on the Info main page list the contents that match the left nav bar in the main body of the page with bullets and hyperlinks. (by 5/31)

TO DO: Karin – add more information to Medical Coverage section: Ucare and COBRA content. Reformat/order some existing stuff. Move health plans up higher on page. (by 5/31)

TO DO: Jody – Help finding a doctor? Issue. Create a short paragraph that tells people with insurance how they can locate doctors. Create another short section that tells people without insurance how to find doctors. Add this as a sidebar to the Medical Coverage page. (by 5/31)

TO DO: Anna – will format all content pages in information to match a uniform standard/style. Josh will support all tasks above as needed. (June)

2. Technology & enhancements
1. Status update
2. Summit feedback via online form
3. Enhancements in cue

                                                               i.      Prioritization

                                                             ii.      Future/Nice to haves

4. User testing/usability (focus groups)

                                                               i.      Summit volunteers of facilities, etc.

5. Resources update
6. Information links update

Group discussed some of the technology requests and recent improvements. Josh will make some changes to the Advanced and Key Word search boxes on the Resources pages so you can see the resources before the screen break. Drop “MCA” at the beginning of each resource listed. The group decided that user testing is best done after the launch in June. We can use local cancer resource centers to ask patients to use the site and offer feedback. The system will also track usability and user data behind the scenes which will allow us to change things over time. Group would like a presence with users at the state fair.

Jessica is done with childhood cancer resources (need to activate) and began Hospice related resources next. Group discussed how to update and quality check resources and how this will be a role of the new hire. A sound process is needed. Summer interns at ACS will be available. Angie and Jane are exploring how they may be able to hire sooner rather than later.

TO DO: Josh – prioritize and scope outstanding features requests including personal reports, free / low cost icon and other requests received from group.

3. Communications
1. Update on communications plan
2. Update on Lion in the House, other….
3. Next steps for June launch

Group discussed the magnitude of tactics in the plan. It is still a work in progress. Karin will continue to update and will add State Fair to the list. Key audiences to begin marketing to are: summit participants, community health worker program, outreach already happening via ACS and State; regional summits and oncology nursing chapters.

Lion in the house will premier on June 26 – our launch date

TO DO: Nicole will take the lead on designing a “brochure” that is universal to all our target audiences. We could mail it, hand it out, let organizations order it and distribute, etc. Karin will assist in draft development before larger group reviews. (June)

TO DO: Nicole will take the lead on designing a magnet as a promotional give-away. Wallet card was dismissed after more votes in favor of magnet. Karin will assist in draft development before larger group reviews. (June)

TO DO: Angie will gather and share communications budget info. (by 5/31)

TO DO: Karin will compile mailing list databases – get from Nicole and finalize, fill in data as needed (June)

TO DO: CONSIDER PLEASE. A laminated card for libraries. Can laminate at ACS office. Something simple. Karin is gathering research from libraries to help inform format, size, design, etc.

TO DO: Nicole and Karin – develop letter that can be tailored to each audience. (June)

 Misc. Other

• Have rep attend the evaluation steering group for help on communications feedback and performance measures.