Table 2 Operationalisation of implementation strategy

 Audit and provide feedback

Key outcome measures were identified (total # of new patient appointments, % utilisation, patients queued for assessment, $ earned) and tracked weekly, A team of key stakeholders for the exercise clinic was identified, which included the operations manager, centre leaders, exercise physiologist, implementation advisor, and marketing manager. The team scheduled weekly updates to review the data and address any critical issues that arose.

 Identify and prepare champions

A senior oncologist who had expressed a strong interest in the Co-LEC during the evaluation process and worked across both sites was asked to join a strategic exercise working group to provide clinical insight into the operational decisions of the clinic. She also served as a liaison between the business and clinical staff to discuss

 Use an implementation advisor

An implementation advisor was included as part of the key stakeholder and strategic working group teams for the first 6 months of the project.

 Conduct educational meetings

Oncologists: A meeting was arranged prior to the launch of the Co-LEC to provide a detailed overview of the workflow and roles for all oncologists.

Administrative staff: Each centre organised an orientation to the Co-LEC for relevant administrative staff. Ad-hoc sessions were scheduled with the administrative staff as new procedures were introduced.

 Develop educational materials

Information sheets that specified workflow and procedures for all administrative staff in relation to the Co-LEC were created and shared with staff as appropriate. These were updated as needed.

 Access new funding/use other payment

Medicare CDMPs were utilised to help cover the costs of running the Co-LEC. The billing team created a workflow to track and bill for Medicare-reimbursable sessions on a weekly basis.

 Change record systems

The EMR was updated to allow exercise appointments to be scheduled and tracked as a part of a patient’s daily treatment schedule. CDMPs were uploaded and attached to patient’s records.

 Revise professional roles

The AEP was employed through GenesisCare; the Co-LEC responsibilities were written into the job descriptions for all relevant administrative roles, including centre leaders, PSOs and billing staff.