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Employee Well-Being Centers and Carts
Share PrintEmployers are recognizing that to have a healthy, productive work force-- and to improve patient outcomes-- sincere and action-oriented efforts must be made to improve Employee well-being. The Employee Well-Being Centers and Carts afford a unique and sustainable way to customize well-being interventions based on employee feedback and space available.
Origin:
March 2020, Orlando VA Medical Center
Adoptions:
7 successful, 6 in-progress
Awards and Recognition:
iNET Spread Investee, Diffusion of Excellence Shark Tank Finalist FY22, Diffusion of Excellence Promising Practice, VHA Shark Tank Winner
Partners:
Patient Centered Care and Cultural Transformation, VA Center for Development and Civic Engagement
Recent Updates
Overview
Problem
The COVID-19 Pandemic brought about unprecedented and exacerbated levels of stress and anxiety within the healthcare industry workforce. Employers are looking for ways to address the rapidly increasing rates of burnout and mental health concerns while introducing positive ways to influence employee wellness.
The World Health Organization defines “thre ... The COVID-19 Pandemic brought about unprecedented and exacerbated levels of stress and anxiety within the healthcare industry workforce. Employers are looking for ways to address the rapidly increasing rates of burnout and mental health concerns while introducing positive ways to influence employee wellness.
The World Health Organization defines “three dimensions of burnout as, feelings of energy depletion or exhaustion, increased mental distance from your work and reduced professional efficacy.” Ultimately this can affect the quality and safety of patient care.
The Employee Well-Being Center and Carts were initially created to provide a level of support to members redeployed as part of COVID-19 efforts in Corporate Orlando with a goal to promote employee self-care techniques, mitigate stress, and build resiliency. See more
The World Health Organization defines “thre ... The COVID-19 Pandemic brought about unprecedented and exacerbated levels of stress and anxiety within the healthcare industry workforce. Employers are looking for ways to address the rapidly increasing rates of burnout and mental health concerns while introducing positive ways to influence employee wellness.
The World Health Organization defines “three dimensions of burnout as, feelings of energy depletion or exhaustion, increased mental distance from your work and reduced professional efficacy.” Ultimately this can affect the quality and safety of patient care.
The Employee Well-Being Center and Carts were initially created to provide a level of support to members redeployed as part of COVID-19 efforts in Corporate Orlando with a goal to promote employee self-care techniques, mitigate stress, and build resiliency. See more
Solution
The Employee Well-Being Center and Carts offer a Whole Health approach to self-care and utilize methods from the Circle of Health. There is a direct link between enhancing employees abilities to provide the “best patient centered care” to our Veterans and operating as a High Reliability Organization (HRO). Ultimately, healthy employees lead to better patien
...
The Employee Well-Being Center and Carts offer a Whole Health approach to self-care and utilize methods from the Circle of Health. There is a direct link between enhancing employees abilities to provide the “best patient centered care” to our Veterans and operating as a High Reliability Organization (HRO). Ultimately, healthy employees lead to better patient care outcomes. Innovations like the Employee Well-Being Centers and Carts are essential to support all employees due to extended hours, contact with high-risk patients, secondary trauma, and other workplace and personal stressors.
The Employee Well-Being Center was initially a temporary space that was modified for employee’s use at the Lake Nona Hospital in response to COVID-19 Labor Pool and staffing efforts. It was an environment designed to reduced stress and burnout while promoting self-care among employees. It included reduced lighting, comfortable chairs with heating elements, aromatherapy diffusors, electric candles, natural elements including plants, calming and meditative music and pictures, single serve items including snacks, mandala coloring sheets, lotions, herbal teas, and coffee. To promote community among colleagues and across shifts, employees were encouraged to post on the positive affirmation board. In order to safeguard against waste, fraud, and abuse, as well as assist with employee experience, Volunteers and labor pool staff provided support to the room from 7am-7pm daily. See more
The Employee Well-Being Center was initially a temporary space that was modified for employee’s use at the Lake Nona Hospital in response to COVID-19 Labor Pool and staffing efforts. It was an environment designed to reduced stress and burnout while promoting self-care among employees. It included reduced lighting, comfortable chairs with heating elements, aromatherapy diffusors, electric candles, natural elements including plants, calming and meditative music and pictures, single serve items including snacks, mandala coloring sheets, lotions, herbal teas, and coffee. To promote community among colleagues and across shifts, employees were encouraged to post on the positive affirmation board. In order to safeguard against waste, fraud, and abuse, as well as assist with employee experience, Volunteers and labor pool staff provided support to the room from 7am-7pm daily. See more
Images
Check In Desk- Temporary Room for National Nurse Recognition Week
Temporary Room for National Nurse Recognition Week
Amenity Area & Privacy Curtain-Temporary Room for National Nurse Recognition Week
Aromatherapy, Reduced Lighting, Amenities- Temporary Room for National Nurse Recognition Week
Collage of the Lake Nona Hospital Well-Being Center Pre-Makeover
Results
In a post-COVID surge environment, the Employee Well-Being Centers and Carts are impacting employees on a personal and systemic level by:
-Increasing Employee Whole Health engagement
-Decreasing feelings of burnout
-Supporting well-being
-Increasing employee retention
-Promoting self-care techniques
-Building resiliency
-Promoting HRO and Pa ... In a post-COVID surge environment, the Employee Well-Being Centers and Carts are impacting employees on a personal and systemic level by:
-Increasing Employee Whole Health engagement
-Decreasing feelings of burnout
-Supporting well-being
-Increasing employee retention
-Promoting self-care techniques
-Building resiliency
-Promoting HRO and Pathway to Excellence implementation efforts
In addition to the Employee Well-Being Centers, Employee Well-Being Carts provide similar stress mitigation and self-care opportunities for locations without dedicated space for a room. It is notable that almost every experience available in the Well-Being Centers can be duplicated on the Well-Being Carts for the staff, as well as providing them a unique immersive experience with the Virtual Reality (VR) headsets. The VR headsets enable the staff member to virtually “leave” their work area and escape to a tropical beach, a snow-covered vista in the mountains, swim with dolphins or enjoy a serene mindfulness exercise, all while seated at their own workspace!
Currently, there are three Well-Being Centers at Lake Nona Hospital, Lake Baldwin OPC & Viera OPC. There are also three active Well-Being Carts with VR headsets at Tavares CBOC, Clermont CBOC, & the Deltona CBOC. The Kissimmee CBOC will be launching a Well-Being Cart by the end of FY23 Q1. They are equipped with aromatherapy tabs, eye masks, pre-loaded MP3 players with calming music and guided relaxations, disposable ear buds, battery operated salt lamps, coloring sheets & pencils, scented hand lotion, and personal skill building items for well-being.
The usage of an online scheduling tool has provided the ability to track usage and a QR code was added for staff with limited to no access to the intranet, eliminating any access barriers and supporting utilization reports. There is also the ability to push feedback forms to users through the online scheduling tool for user feedback on perception of the intervention, efficacy of the intervention to meet identified needs, room amenities, and suggestions for improvement.
The Employee Well-Being Centers & Carts were also selected as an iNET FY22 Spark. Seed. Spread. and we have been working diligently to Spread to five additional sites including Pittsburg, PA, Brooklyn, NY, Biloxi, MS, Asheville, NC, Fayetteville, NC. There has also been a successful spread of 27 Employee Well-Being Carts to the West Palm Beach VA. It is a solution to a problem.
The top three reasons identified by respondents as why the Well-Being Centers are beneficial include: 1) provides a dedicated space for me to decompress 2) helps me prioritize self-care as part of my workday 3) makes me feel valued as an Orlando VAHCS employee. See more
-Increasing Employee Whole Health engagement
-Decreasing feelings of burnout
-Supporting well-being
-Increasing employee retention
-Promoting self-care techniques
-Building resiliency
-Promoting HRO and Pa ... In a post-COVID surge environment, the Employee Well-Being Centers and Carts are impacting employees on a personal and systemic level by:
-Increasing Employee Whole Health engagement
-Decreasing feelings of burnout
-Supporting well-being
-Increasing employee retention
-Promoting self-care techniques
-Building resiliency
-Promoting HRO and Pathway to Excellence implementation efforts
In addition to the Employee Well-Being Centers, Employee Well-Being Carts provide similar stress mitigation and self-care opportunities for locations without dedicated space for a room. It is notable that almost every experience available in the Well-Being Centers can be duplicated on the Well-Being Carts for the staff, as well as providing them a unique immersive experience with the Virtual Reality (VR) headsets. The VR headsets enable the staff member to virtually “leave” their work area and escape to a tropical beach, a snow-covered vista in the mountains, swim with dolphins or enjoy a serene mindfulness exercise, all while seated at their own workspace!
Currently, there are three Well-Being Centers at Lake Nona Hospital, Lake Baldwin OPC & Viera OPC. There are also three active Well-Being Carts with VR headsets at Tavares CBOC, Clermont CBOC, & the Deltona CBOC. The Kissimmee CBOC will be launching a Well-Being Cart by the end of FY23 Q1. They are equipped with aromatherapy tabs, eye masks, pre-loaded MP3 players with calming music and guided relaxations, disposable ear buds, battery operated salt lamps, coloring sheets & pencils, scented hand lotion, and personal skill building items for well-being.
The usage of an online scheduling tool has provided the ability to track usage and a QR code was added for staff with limited to no access to the intranet, eliminating any access barriers and supporting utilization reports. There is also the ability to push feedback forms to users through the online scheduling tool for user feedback on perception of the intervention, efficacy of the intervention to meet identified needs, room amenities, and suggestions for improvement.
The Employee Well-Being Centers & Carts were also selected as an iNET FY22 Spark. Seed. Spread. and we have been working diligently to Spread to five additional sites including Pittsburg, PA, Brooklyn, NY, Biloxi, MS, Asheville, NC, Fayetteville, NC. There has also been a successful spread of 27 Employee Well-Being Carts to the West Palm Beach VA. It is a solution to a problem.
The top three reasons identified by respondents as why the Well-Being Centers are beneficial include: 1) provides a dedicated space for me to decompress 2) helps me prioritize self-care as part of my workday 3) makes me feel valued as an Orlando VAHCS employee. See more
Images
YTD Tavares Well-being Cart Data Excerpts
YTD Well-Being Center Data Excerpts
Example of Well-Being Space with Zero Gravity Chair-Lake Nona Hospital Well-Being Center
Example of Permanent Well-Being Space-Lake Nona Hospital Well-Being Center
Example Well-Being Cart with VR
Example Viera Well-Being Center Spread Project
Aligning Improvement Initiatives: Whole Health with HRO
Example Asheville VA Well-Being Center FY22 Spread Project
Example West Palm Beach VA Well-Being Cart FY22
Example Fayetteville VA Well-Being Center FY22 Spread Project
Metrics
- Out of 103 staff responses, the three (3) rooms are rated at 4.76/5.0 for experience and 4.70/5.0 for user return rate
Diffusion tracker
Does not include Clinical Resource Hubs (CRH)
Implementation
Timeline
-
April 2020
-Initial proposal for a relaxation room to support employees with reducing stress & anxiety.-Assistant Director presents idea to Leadership-Leadership approves moving forward with locating space and initial room set up-Initial room set up occurs in a temporary space at Lake Nona Hospital, includes heated lounge chairs, privacy screens, sound machines, and aroma therapy diffusers-Initial SOP is drafted called "Operation Safeguard SOP" -
May 5, 2020-May 8, 2020
-Temporary room opens to celebrate National Nurses Week-Room is staffed primarily with Labor Pool staff while recruitment is underway for volunteers-The following week, Labor Pool is recalled and room is approved to stay open by Director with The Center for Development and Civic Engagement (CDCE)team staffing -
June 2020-August 2020
-Recovery phase for hospital begins-Well-Being team is advised to begin looking for a more permanent location -
July 2020
-Application for VHA Shark Tank submitted-VISN COVID-19 Funds become available to support sustainment, application & itemized list submitted to System Redesign-Pentad approves application stating that "obtaining these would allow the team sustain the room with our own equipment versus borrowing items from restaged units or clinics". -
August 12, 2020
-Employee Well-Being Center at Lake Nona Hospital locates a permanent space -
October 2020
-Abstract submission “Employee Wellness Lounge and Self Care: Critical to HRO and Patient Centered Care” was selected to be a pre-recorded poster with Live Q&A for the VISN8 Improvement and Innovation forum-Additional VISN InnoVAtion funding approved to support spread to Lake Baldwin OPC and Viera OPC -
November 5, 2020
-Lake Baldwin OPC Open House/Soft Opening -
February 2021
-VISN8 Network Director visits the Employee Well-Being Center at Lake Nona Hospital-The Well-Being Center & Carts are presented to the VISN8 ELC -
March 29, 2021
-Lake Baldwin OPC Grand Opening includes Pentad, ELT, Whole Health, CDCE & tours of the Well-Being Center -
May 2021
-Well-Being Center & Carts presented at the VAVS National Advisory Committee Conference -
July 2021
-Well-Being Center & Carts submitted for Spark. Seed. Spread. -
October 13, 2021
-Well-Being Center & Carts accepted and funding granted for Spread Application to five sites -
January 2022
-Official Launch of Spread Sites for Employee Well-Being Centers & CartsSite 1 Launch (January 2022) – Pittsburg, PASite 2 Launch (January 2022) – Brooklyn, New YorkSite 3 Launch (January 2022) – Biloxi, MS VASite 4 – (January 2022) – Asheville, NC VASite 5 – (January 2022) Fayetteville, NC-Spread to West Palm Beach Employee Well-Being Carts (27 carts) -
March 2022
-Viera OPC Open House and officially opens Well-Being Center, boasting a 85% usage rate weekly! -
April 2022
-Clermont CBOC launches Well-Being Cart -
June 2022
-Tavares CBOC launches Well-Being Cart -
August 2022
-Deltona CBOC launches Well-Being Cart -
September 2022
-Kissimmee CBOC launches Well-Being Cart-Employee Well-Being Center & Carts Marketplace Diffusion Page goes live -
October 2022
-Selected as a VHA Shark Tank Winner & Promising Practice-4 bids received at VHA Shark Tank, selected VISN 21- Sierra Nevada VA Healthcare System as the implementing site for practice
Departments
- Voluntary Services
- Maintenance
- Infection control
- Purchasing and supplies
- Building management
- Whole health
Core Resources
| Resource type | Resource description |
|---|---|
PEOPLE |
|
TOOLS |
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Files
- Helpful Links for Core Resources Indicated Above Core Resources Attachment
Optional Resources
| Resource type | Resource description |
|---|---|
PEOPLE |
|
TOOLS |
|
Files
- Helpful Links for Optional Resources Indicated Above Optional Resources Attachment
Support Resources
| Resource type | Resource description |
|---|---|
PROCESSES |
|
TOOLS |
|
Files
- Template guide for SOP to guide utilization, maintenance and sustainment of WB Rooms and Carts Employee Well Being Center and Carts SOP template
- Employee Whole Health PPT w/ Overview EWC PPT
- Example of MS Forms & Questions for Feedback Example Microsoft Forms Feedback
- Example of a Volunteer Position Description for Wellbeing Centers Volunteer PD
- Example of a Well-Being Checklist Used for Tasks WBC Checklist
- Helpful Hints and Lessons Learned Overtime re: the Centers, Carts & Spread Lessons Learned
- Various Advertising Used for Internal Stakeholders to Encourage Use of Well-Being Centers & Carts Marketing Examples
Contact
Comment
Comments and replies are disabled for retired innovations and non-VA users.
Email adelina.sowell@va.gov with questions about this innovation.
About
Origin story
The additional burdens placed on the healthcare system from COVID caused unforeseen impacts to staff both personally and professionally. Healthcare professionals were being displaced, reassigned, and given increased job duties due to the new protocols being implemented leading to high levels of burnout, dissatisfaction, and low morale. CDCE was tasked to dev
...
The additional burdens placed on the healthcare system from COVID caused unforeseen impacts to staff both personally and professionally. Healthcare professionals were being displaced, reassigned, and given increased job duties due to the new protocols being implemented leading to high levels of burnout, dissatisfaction, and low morale. CDCE was tasked to develop a workgroup to identify solutions to combat the problem. The goal was identified on targeting employee burnout and retention. Employees were asked to provide feedback on what they would find relaxing and would ease their stress. Human Centered Design was the foundation of this project, focusing on the problem and voice of the customer for a potential solution.
Once CDCE developed a proof of concept of how to move forward, Whole Health was asked to join the team to collaborate as they would provide meaningful resources going forward. Additional services added for support included Facility Management Service (FMS), Infection control, and many others. Together we created the first prototype of a room using hospital lounge chairs, screens from the library, and a nature sound machine. It was launched during National Nurses week for Nursing staff to be the first to use it. The room was a success with consistent use and positive, as well as constructive feedback.
Due to the rooms success, Mr. Timothy Cooke, the OVAHCS Director, gave approval for a permanent space to be identified for what would be named “The Employee Well-Being Center." The project did not stop there as the next challenge was to allow staff from other sites to receive the benefits of the Well-Being Center. This led to the idea of rooms at the sites that could accommodate them and the use of carts for those that could not. A VISN 8 COVID-19 innovation investment provided the funding needed to purchase necessary items for the permanent center. The project was picking up speed and additional funding provided a way to spread it within our corporate area.
As VA interest in Whole Health for both staff and patients grew, many facilities heard about Orlando’s project and reached out for more information. Leads from CDCE and Whole Health were asked to present to gain the support and resources needed to replicate this innovation at their sites. The next logical step was to apply for the iNET Spark. Seed. Spread. Investment. The project reached another milestone when the iNET SPREAD application was accepted, something to be celebrated!
In the Spread journey 20 sites showed initial interest. These sites were narrowed down to the five sites that seemed most committed and ready to begin the project to reduce employee burnout. The five spread sites remained very engaged, and were provided with a comprehensive tool kit that included SOPs, Volunteer assignment guides, task lists, sanitation protocols, lessons learned, best practices, a supply list, a feedback survey template and more. The team continues to meet with these sites monthly for a “check-in” on how the implementation is going and to provide coaching and answers for any questions.
At the same time, even though only five spread sites were selected, many other facilities have continued to reach out. The project continued to grow due to the positive impact it has provided and it was not long before unofficial spread sites were assisted and provided information so that they could create their own centers.
It has been an incredible journey that has led to more innovative ideas and a strong partnership between CDCE, Whole Health, and the Innovation team. The next goal is for this program to be recognized as a VHA best practice and continue to spread nation-wide. Taking care of the staff who serve our Veterans is one of the ways we can ensure our Veterans consistently receive the best care possible.
Original team
Adelina Sowell, CAVS
Chief, Center for Development and Civic Engagement
Ashley M. Rush, LCSW, MCAP, RYT200
Whole Health Program Coordinator
Cristina Mercado Acevedo
Chief, Center for Development and Civic Engagement
I presented this innovation to my local employee whole health, and now I'm hoping for funding through Whole Health to adopt and implement this innovation. Are there any suggestions for the first use/rollout?
Great idea! Nice work Adelina and Team!
Great Work Adeline and teams! Curious to how this was funded? Innovations or Whole Health Funds?
Thank you for your interest in our project. Initially, we used COVID funds and special guidance for CDCE funding during the Pandemic to help us get the initial items. In order to spread and sustain initial efforts, we have obtained local and VISN funds through Shark Tank entries & Innovation efforts and eventually moved it to align under Whole Health/Employee Whole Health budget in order to sustain the long-term benefits of the rooms & carts at multiple sites. To note, we work closely with InnoVAtion & innovators to add additional components like VR & photobiomodulation for employees and our initial VR efforts were a partnership with CDCE & SIMLearn. Please let us know if you have any more questions.
This has been a valuable addition to the Orlando VAHCS work sites to promote wellness with the employees!
Having issues with opening the attached links
Which links? I will update the ones you are having issues with! thank you for letting us know.