Overview

How to request that a mass email message be sent from the HSTS HelpDesk.

Purpose

The procedure reduces the quantity of HelpDesk messages, increases employee use of KnowledgeLink, and elevates the importance of messages from Health System Administration.

Scope

All Health System staff.

Description

REQUESTING A BROADCAST / MASS EMAIL

A.     How to Request: To request that a mass email message be sent, send the request to the email account "Helpdesk" in the Global Address List

B.     Who May Request: Mass emails to Health System employees will only be allowed from the List of Approved Senders (Section 3 of this policy) that has been designated by senior management.

C.     Mandatory messages: should be restricted to critical time-sensitive information that ALL employees must receive. (Weather-related schedule changes, employee forums, emergency command center messages, openings of major Health System units, etc.). These emails will come from "Health System Administration". Messages should be kept to no more than 3 or 4 sentences, with no graphics.

D.     For immediate distribution: If the message requires immediate distribution

Call the HelpDesk (434-924-5334) and inform them both during business hours and afterhours.

E.    Content and Formatting: All requesters should compose and format their messages prior to sending to the HelpDesk. HelpDesk staff will not edit messages. Large attachments and internal graphics should be avoided because of storage capacity limitations and the adverse impact on customers' email accounts.

F.     Clinical Studies or Trials Announcements: The Helpdesk will not send email announcements of clinical studies or trials. This is due to our inability to verify in a timely manner that such studies or trials are approved by the Internal Review Board (IRB) and that their description is accurate. Announcements that are inaccurate or unapproved make the Health System potentially liable for damages should a volunteer be misled by them

APPROPRIATE SENDING IDs FOR MASS EMAIL

 

Email ID

Potential Recipients

When to Use

Helpdesk

None

To be retired for Broadcast Emails

Health Information & Technology

Health Information & Technology Customers

Health Information & Technology (HIT) Downtime Notices, HIT Related Notices

Health System Administration

Health Information & Technology Customers, CL Medical Center Employees

No ‘Opt Out’ status messages, Mandatory Messages: Weather-related schedule changes, employee forums, emergency command center messages, openings of major Health System units, etc.

Health System Announcements

CL Announcements, CL Medical Center Employees

All other emails

Health System Emergency Management Health Information & Technology Customers, CL Medical Center Employees No ‘Opt Out’ status messages, Mandatory Messages: Weather-related schedule changes, employee forums, emergency command center messages, openings of major Health System units, etc.
Survey Readiness

CL Announcements, CL UPG Employees, CL Medical Center Management Group, CL Medical Center Operations Leadership

To communicate survey announcement needs.

 

Please see HSTS Procedure: Major Distribution Lists on the policies of use for those distribution lists.
http://localhost/index.cfm/procedures-standards/email/major-distribution-lists/

To opt-out out of announcements send an email to ‘EMAIL’ in the global address book, requesting to be removed from CL Announcements List.

LIST OF APPROVED SENDERS

This is a list of persons authorized to send Mass Email messages via the HelpDesk.

To request an addition or change to the Approved Senders List, please email Erin Trost, Manager of Health IT Security, to request a change. Requestor must send along email approval from a Chief or higher.

New persons in roles on the current approved sender list listed below will be replaced as needed without a formal request.

 

Health System Executives

Executive Vice President and Provost

Elizabeth Magill

Executive Vice President

Richard Shannon

Assistant to Executive Vice President

Dee Saunders

CEO UPG

Brad Haws

Assistant to CEO UPG

Karen Davis

Dean of School of Medicine

Dean S. Wilkes

Assistant to Dean of School of Medicine

Hana Vratna

Associate Vice President, Business Development and Finance

Larry Fitzgerald

Assistant to Associate Vice President, Business Development and Finance

Lenke Mann

General Counsel and Chief of Staff for UPG

Corey Feist

Assistant to General Counsel and Chief of Staff for UPG

Melanie Evans

Associate Vice President for Strategic Relations and Marketing

Trish Cluff

Executive Assistant to AVP for Strategic Relations and Marketing

Laura Painter

 

Medical Center Executives & Assistants

Chief Executive Officer

Pamela Sutton-Wallace

Assistant to Chief Executive Officer

Vickie Jackson / Cathy Hudson

Chief Operating Officer

Bill Fulkerson

Assistant to Interim COO, Hospital & Clinics

Janice Brock

Chief Medical Officer

Chris Ghaemmaghami

Assistant to Chief Medical Officer

Joyce Fortune

Chief Nursing Officer

Mary Dixon

Assistant to Chief Nursing Officer

Ashley Ragland

Chief Quality and Process Improvement Officer

Tracey Hoke

Assistant to Chief Quality and Process Improvement Officer

Maria Jones

Senior Associate Chief Medical and Quality Officer

Jeff S. Young

Chief of Clinical Ancillary Services

Jim Amato

Assistant to Chief of Clinical Ancillary Services

Anne Brown

Chief Information Technology Officer

Robin Parkin

Chief, Transitional Care Hospital

Michelle Hereford

Assistant to Chief, Transitional Care Hospital

Leslie Deane

Chief Human Resources Officer

John Boswell

Assistant to Chief Human Resources Officer

Geneva Hodges

Chief Ambulatory Services Officer

Thomas Saul

Assistant to Chief Ambulatory Services Officer

Sheila Grissom

Chief Environment of Care Officer

Tom Harkins

Assistant to Chief Environment of Care Officer

Connie Morris

Special Advisor, State and Federal Relations

Sally Barber

Assistant to Special Advisor, State and Federal Relations

Jon Craig

Designated Institutional Official for GME

Susan Kirk, MD

Chief Corporate Compliance and Privacy Officer

Regina Verde

Senior Associate Chief Medical and Quality Officer

Jeff S. Young

Chief Financial Officer

Nicholas Mendyka

Chief Revenue Cycle Mark Pulczinski

 

HIT Management

Administrator, Epic

Jamie Hughes

Administrator, HSTS

Mark Monroe

Administrator, Business Systems

Leigh Williams

Director, Project Management Office         

Donald DeMarco

Chief Information Security Officer Jason Belford
Manager, Information Security Erin Trost

Administrator Analytics

Glenn Wasson

Administrator HIM

Scottie Frey

Director Clinical Engineering

Michael Friesen

Director Desktop Services        

Rich Shelley

Director Technical Services

Ron Clarke

Director Network

Alan Oktay

Director IS PeopleSoft

George Brudin

Director Finance PeopleSoft

Cory Skeens

Director Web Development Center

Derrick Stone

Director Telemedicine

David Cattel-Gordon

Manager Lab Computing

Lynn Hamilton, Kim Custer 

Manager Radiology Information Systems

Dave Roberts, Christopher Moore

Director Specialty IT and Outcomes

Nathan Facteau

Admin Epic Implementation Project Robin Parkin
Manager Strategy and Planning

Nikki Reyer Facteau (HIT@virginia.edu)

Enabling Teams and Technical Director Kate Bakich
Administrator On call Based on Admin On Call Schedule

 

 

Clinical Management

Director, Clinical Staff Office

Stephanie Allen

 

Emergency Response

Director, Emergency Preparedness

Tom Berry

Manager, Emergency Services

Beth Mehring

Emergency Management Coordinator

Allison Hope

Emergency Management Coordinator

Robert Truoccolo

 

Other Medical Center Management: HR, Marketing, Finance, Environment of Care

Talent Strategy Officer

Mark Dunn

Manager, Contact Center, Patient & Guest Services

Paul Muddiman

Administrator, Environment of Care

Reba Camp

Public Information Officer

Eric Swensen

Director of Marketing and Communications

Robyn Reynolds

Manager, Market Planning and Strategy

Meghan Bradley

Online Marketing, Manager

Chris Sullivan

Administrative Programs Coordinator

Ellen McKenna

Continuing Medical Education Director

Jann Balmer

Payroll Brandi Van Ormer, Paul Grisdale, Lori O'Connor, Marcy Straker, Jon VanFossen
   
   

 

School of Medicine

Chief of Staff

Polly King

Administrative Assistant for Med Ed CoDirector Charlene Kaufman

 

Health Sciences Library

Director HS Library

 Gretchen Arnold

Document Supporting Resources