VSE Communication Email Templates
This document outlines the various email communications required to prepare for and conduct the Scheduling Staff Training. The Medical Center Point of Contact may send some of these communications or may ask you, as the Super User, to send the email to the participants.Enter applicable information in place of the bracketed text, removing the brackets themselves. When you have completed the personalization, cut and paste the customized email into a new email in Microsoft Outlook, add recipient(s), and send.
These templates areto be used in conjunction with the Facilitation Kit VSE Timeline and Task List.
- Lunch and Learn Invitation Template
- Welcome to Training Template
- Register for Training Reminder Template
- Scheduling Staff TrainingSession B Reminder Template
Lunch and Learn Invitation Template
The Lunch and Learn Invitation is sent to schedulers and other interested parties, requesting their attendance at the overview presentation about the new VSE. This will include a QA session to address any outstanding questions.
To:[Schedulers and other interested parties]
Cc:[Other staff you would like informed]
Subject:Join us for the Lunch and Learn about VSE
Body: Cut and paste the following text into the body of a new email, customize, and send.
Join us for a Lunch and Learn about VSE
[Date] at [Time] - [Location]
Hello!
I’m [Name], the [VSE Role] for our rollout of the VistA Scheduling Enhancements (VSE). As you know, the scheduling process at VA is undergoing exciting changes. We are only [Number of Weeks] weeks away from activating the updates to the VistA scheduling application. These updates will make the scheduling process streamlined and simple for end users and are designed to increase the efficiency of the Veteran’s scheduling experience. We want to be sure you have all the information you need to feel prepared for the upcoming rollout. The Q & A portion of the Lunch and Learn provides you the opportunity to ask our knowledgeable staff any and all questions you may have.
On [Date] at [Time a.m. or p.m.] at [Location], our training team and [I and/or Senior Leadership] will be describing the enhancements and explaining who is impacted and how. Please feel free to bring your lunch and questions and join us for the VSE presentation and Q & A session.
Please RSVP by email to [contact name and email address] by [Date] so we can be sure to have adequate space to accommodate everyone!
We look forward to seeing you there!
Sincerely,
[Your Name]
Welcome to Training Template
The MC POC may send the following email or request the Super User who will lead a given training session send it to each eachgroup of schedulers,explaining why the key elements of VSE and how to register.
To: [Staff Being Notified of Training]
Cc: [Managers]
Subject: Required Scheduling Staff Training Attendance
Body:Cut and paste the following text into the body of a new email, customize and send.
VistA Scheduling Enhancements (VSE) End User Training
Welcome!
Hello!
I’m [Name], the [VSE Role] for our rollout of the VistA Scheduling Enhancements (VSE). As you are aware, the Veterans Health Administration (VHA) is embarking on a major transformation effort to redefine the way it schedules appointments for Veterans. A series of scheduling enhancements are planned to improve the scheduling process for the future.
These enhancements require training for VHA schedulers to ensure accuracy in appointment scheduling and its related processes. VHA Super Users will provide the necessary training and support to schedulers. VSE training requires each scheduler to be available for four hours of training to prepare for use of the new workflow and GUI and a second four-hour practice session.
Please go to TMS and search for the class: [Class Name or Number]. Register only for the training offered on the [Day], [Date] at [Time]. This may require making temporary scheduling adjustments in your office to allow for your attendance.
Please consult with your supervisor and make every effort to attend. Should you have a conflict or requirements for special accommodations, please contact [Super User Name] at [Email Address and/or Phone Number]. Please bring your TMS ID and password to class with you to complete your post-test and class evaluation at the end of the session.
Thank you,
[Super User Name]
[Phone Number]
Register for Training Reminder Template
The MC POC may send the following email or request the Super User who will lead a given training session send itto all schedulers who are required to take training and have not yet registered for their sessions via the VA Talent Management System (TMS).
To: [Staff Member Being Reminded to Register for Training]
Cc: [Department Supervisor]
Subject: Required Scheduling Staff Training Registration in TMS
Body:Cut and paste the following text into the body of a new email, customize and send.
Dear [Name of Staff Member],
As an essential staff member with VSE responsibilities, you are required to attend training to learn how to use VSE. You do not appear on the registrant list for your assigned training in TMS:
[Training Session Name]
[Time –a.m. or p.m.], [Day], [Date]
[List Facility Name, Room # (Include Address if Necessary)]
Please register for your session in TMS as soon as possible. You can access the TMS Home Page here. Search for: [Class Name or Number].
[Indicate any additional information here, including whether you would like for participants to download and print a copy of the training materials to bring to class.]
Please consult with your supervisor and make every effort to attend your scheduled training. This may require making temporary scheduling adjustments. Should you have any conflict, please contact me at [Email Address and/or Phone Number].
Thank you for your cooperation,
[Super User Name]
[Phone Number]
Scheduling Staff TrainingSession B Reminder Template
The Super User sends theScheduling Staff TrainingSession B Reminder email to participants who did not complete their scheduledpractice session and Scheduling Staff TrainingHands-On Demonstration.
To: [Participant Who Did Not Attend Session B]
Cc: [Participant’s Supervisor]
Subject: Completing the Scheduling Staff TrainingPractice Session and Hands-On Demonstration
Body:Cut and paste the following text into the body of a new email, customize and send.
Dear [Name of Participant Being Reminded to Complete the Training],
It was a pleasure to have you in class! Knowledgeable schedulers are vital in assisting VA’s effort to improve the scheduling process for Veterans.
In order to gain access to VSE in production, you need to complete the second part of the training, the practice session. During this session, you will have the opportunity to practice in the test environment, then demonstrate that you are able to use VSE on-the-job.
Please contact me to reschedule your practice session and demonstration.If, during the session or demonstration, you are unclear about any part of the process, we can determine the best strategy to ensure your success.Once you demonstrate that you have mastered the enhancements, you will be given access to the live environment.
Thank you,
[Super User Name]
[Phone Number]
VSE Communication Email Templates1