/policies/,/policies/administrative/,/policies/administrative/uwhc/,/policies/administrative/uwhc/uwhc-wide/,/policies/administrative/uwhc/uwhc-wide/patient-support/,

/policies/administrative/uwhc/uwhc-wide/patient-support/735.policy

201505124

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UWHC,

Policies,Administrative,UWHC,UWHC-wide,Patient Support

Health Facts For You (7.35)

Health Facts For You (7.35) - Policies, Administrative, UWHC, UWHC-wide, Patient Support

7.35

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Administrative (Non-Clinical) Policy
Category:
 UWHC only (Hospital Administrative-entity wide)  UWMF only (entity wide)
 UWHC Departmental (indicate name)  UWMF Departmental (indicate name)
 UWHC and UWMF (shared)
Policy Title: Health Facts For You
Policy Number: 7.35
Effective Date: May 1, 2015
Chapter: Patient Support
Version: Revision
I. PURPOSE

To assist and coordinate all aspects of in the development, revision, and distribution of educational
materials for patients and families that take the form of Health Facts For You (HFFY) including but not
limited to: development, revision, distribution and publication.

II. POLICY

Health Facts For You (HFFY) are coordinated, edited, published, and marketed by the Patient and Family
Education Program of the Department of Nursing and Patient Care Services (aka The Learning Center).
They are copyrighted by the University of Wisconsin Hospitals and Clinics Authority. Each HFFY is
reviewed and revised every three years or as a change in practice occurs. Outdated HFFYs are removed
from circulation after three unsuccessful attempts at contacting the author for reviews and updates.

III. FORMS
A. Health Facts For You are accessible on U-Connect and uwhealth.org.
B. A Health Facts For You author’s guide entitled “Creating and Revising Health Facts For You:
Patient and Family Education Material” (HFFY #2000) is accessible on the Health Facts For You
website (within the Miscellaneous category) on U-Connect.
IV. PROCEDURE
A. Creating and Revising HFFYs
1. To locate available HFFYs, search for Health Facts For You on U-Connect, contact a
Patient and Family Education Program department assistant at (608) 263-6496 or e-mail
a request to learn@uwhealth.org.
2. Contact a Patient and Family Education Program department assistant to determine if
someone is in the process of revising or developing a HFFY on a topic of interest to you.
a. If a related HFFY already exists, obtain a copy through the department assistant
to review it for accuracy and usability. If you feel it should be updated or
otherwise modified, contact the department assistant. The department assistant
will work with you and the primary author of the document to modify and/or
develop a new HFFY as needed. A Learning Center nurse, who is also a HFFY

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editor, may also be involved in the editing process. If no HFFY exists for the
desired topic, inform the department assistant that you plan to either author a
HFFY yourself or find someone willing to author. The department assistant and a
HFFY editor will assist you through the process. (See also: Section B,
Reviewing HFFYs, Steps 1-13)
3. Obtain a copy of the HFFY author’s guide entitled “Creating and Revising Health Facts
For You: Patient and Family Education Material” (HFFY #2000) from the Health Facts
For You website (within the Miscellaneous category) on U-Connect or from a department
assistant.
4. If a new HFFY has been created, it will undergo review for readability and
understandability by a Patient and Family Education department assistant. Collaboration
will occur to assure it meets clinical content needs and literacy standards. The goal of all
HFFYs is readability at an 8th grade level.
5. The Patient and Family Education Program department assistants maintain a HFFY data
base containing the title, number, category, availability in Spanish, date of most recent
revision, and name of the primary author of each HFFY. This information is used to help
track production and revisions of HFFYs.
6. Every three years, the primary author will be asked to review and revise (the latter as
needed) his/her HFFY. The author will be sent an email with the name(s) and phone
number(s) of a Patient and Family Education Program department assistant and/or HFFY
editor to contact for assistance. If the primary author is no longer associated with UW
Health or his/her position has changed such that s/he is no longer involved in the area of
expertise related to the HFFY in question, the department assistant contacts the
individuals who are currently working in the area of expertise related to the HFFY to
identify a new primary author.
7. For existing HFFYs, The Patient and Family Education Program department assistants
are responsible for contacting primary authors every three years to review and/or revise
HFFYs.
8. Authors of HFFYs are responsible for contacting a Patient and Family Education
Program department assistant if revisions are warranted prior to the three year review.
Reasons for revisions include: changes in evidence-based practice, UW Health practices
or structures, technology, laws, or regulations.
B. Reviewing HFFYs
HFFYs are reviewed every three years to maintain accuracy of information and consistency with
current evidence-based practice. The process and timeframe for reviewing a HFFY can vary
depending on several factors, such as: the author's level of experience in writing patient education
materials, the complexity of the HFFY itself, and the variety of clinicians involved in finalizing
the document. Below are common steps of the review process that an author will undertake in
collaboration with a Patient and Family Education Program department assistant and HFFY editor
on an agreed upon timetable:
1. Review the HFFY author’s guide entitled Creating and Revising Health Facts For You:
Patient and Family Education Material (HFFY #2000).
2. Contact a Patient and Family Education Program department assistant to obtain a copy of
an existing HFFY or review a draft for creation of a new HFFY. Develop a plan for the
review process with the department assistant and a HFFY editor.
3. Review current literature to ensure that the HFFY is in agreement with evidence-based
practice.
4. Review relevant UW Health policies and guidelines to ensure HFFY is in agreement.
5. Circulate a copy to appropriate nursing representatives across affected units/clinics, home
health, outpatient surgery center, and collaborative disciplines (e.g., physician,
pharmacist, dietician, and therapists) for further review.

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6. For new HFFYs and some revised HFFYs, work with patients, family members and/or
non-staff volunteers as appropriate to obtain their feedback.
7. Collate feedback, revise accordingly, and submit a draft of the revised or new HFFY in
the form of a MS Word document as an e-mail attachment to learn@uwhealth.org or the
department assistant’s e-mail address. If appropriate, include literature references. For
any HFFY components unable to be e-mailed, please use interdepartmental mail and send
to the department assistant at 301 S. Westfield Rd. Suite 150, Mail code 9110. Be sure to
submit graphics ideas along with the draft.
8. The draft is then reviewed by the HFFY editor who ensures that literacy/readability
requirements are met (The goal is for all HFFYs to be at an 8th grade reading level). By
working with the UW Health Center for Clinical Knowledge Management, the HFFY
editor will also ensure that the HFFY is in agreement with UW Health policies and
guidelines. The final copy is sent via e-mail to the author for final review prior to putting
into print and posting on the Health Facts For You website as well as uwhealth.org.
9. The author and editor agree on final copy including appropriate graphics. The department
assistant consults with Media Solutions as needed to complete the graphics.
10. The Patient and Family Education Program department assistant arranges for duplication
and dissemination of the HFFY.
11. The Patient and Family Education Program department assistant updates the HFFY
database.
C. Accessing HFFYs
1. UW Health personnel may use the Health Facts For You website on U-Connect to view,
print, and/or order HFFYs. The title or number of a HFFY or a key word may be used to
locate a HFFY.
2. Individual copies of HFFYs, with the exception of packets and binders, may be printed
from the website by clicking on “Download to Print (PDF).” Due to poor reproduction
quality, these individual copies are for one-time use only and should not be photocopied.
3. Multiple copies of HFFYs and HFFYs in the form of booklets, information packets, and
binders may be ordered from the website by clicking on “Add to Cart” and “Place
Order,” then submitting the required information. UW Health Personnel who order for
units and clinics often find that ordering enough HFFYs to meet their needs for about
three months minimizes the amount of ordering they must do and usually ensures that the
HFFYs will be used before they become outdated.
4. Computerized orders are printed in the Patient and Family Education Program office at
301 S. Westfield Rd., Suite 150. Orders are filled and delivered within three business
days for HFFY papers, one week for HFFY booklets, and two weeks for HFFY packets
and binders.
5. In addition, most HFFYs are directly accessible to patients and families on uwhealth.org.
D. Marketing HFFYs
1. Outside agencies and individuals may order HFFYs by contacting a Patient and Family
Education Program department assistant by telephone: (608) 263-6496 or e-mail:
learn@uwhealth.org.
2. The cost of each HFFY is determined by duplicating and handling costs.
V. REFERENCES
1. www.cdc.gov/healthliteracy/pdf/Simply_Put.pdf. This is a guide created by the CDC (Centers for
Disease Control and Prevention) to aid in developing communication materials about scientific
and technical information that audiences can relate to and understand. This third edition was
published in 4/2009.

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2. www.cms.gov/WrittenMaterialsToolkit/. This is a toolkit created by McGee and Evers
Consulting, Inc. for CMS (the Centers for Medicare & Medicaid Services) to aid in writing
material that is clear and effective. This was published in 9/2010.
3. www.health.gov/communication/literacy/quickguide/quickguide.pdf. This is a guide created by
the Office of Disease Prevention and Health Promotion (ODPHP) to aid those working in
healthcare and public health fields in their efforts to improve health literacy. This is published
online by the U.S. Department of Health and Human Services without a date.
4. www.plainlanguage.gov/howto/guidelines/bigdoc/fullbigdoc.pdf. These are guidelines created by
the Plain Language Action and Information Network (PLAIN) to aid federal agencies in
communicating clearly with the public. This second edition was published in 5/2011.
VI. COORDINATION

Sr. Management Sponsor: SVP, Patient Care Services and Chief Nursing Officer
Author: Manager, Patient Education

Review/Approval Committee(s): Nursing Administrative Policy & Procedure Committee, Administrative
Policy & Procedure Committee

SIGNED BY

Ronald Sliwinski
President & CEO


Revision Detail:

Previous revision: May 2012
Next revision: May 2018