Website Organizational Guide: Begin by Planning

WEBSITE ORGANIZATIONAL GUIDE
Begin by Planning
No matter what the size of your practice may be, it will be helpful to form a Web Site Planning
Committee of 3 to 5 members. This guide is set up with suggested meeting topics to help you design
your web site in an efficient manner. Potential assignments are also included so that team members
may gather information outside of the meetings, allowing you to be more productive at each gathering.
Select a Website Coordinator (Team Leader) who will host the meetings, delegate responsibilities and
monitor progress. The Website Administrator can be the Coordinator or a different individual. This
person should have access to a computer with a high-speed connection. A physician should be
involved for input and to monitor the content that will be placed on your site.
We recommend that you make copies of the following pages as they pertain to each meeting. The
Website Coordinator should make a copy of the last 5 pages (the WorkSheet) of this Guide.
Enjoy the process!

PEDIATRIC WEB, INC • WEBSITE ORGANIZATIONAL GUIDE
First Meeting: Some Basic Branding Questions

Before gathering or publishing any information to a Website, it is important to define the image that
you want to portray to your customers. To help define this for your organization, Fill out the list of
questions below.
!
OV ER A LL IMA GE
D OM A IN NA M E
Enter 4 words or phrases
Do you have an existing
that describe the overall
domain name(s)?
image of your organization.
YES NO
If YES, What is it?
Do you have control of

A UD IENC E changing the DNS Servers?
Who is the main audience PHOTOS OR STOC K

for your Website? If NO, List the Domain PHOTOS
Name you would like us to Do you have any internal
control for you digital media that you have
the rights to use?
YES NO
Is there a typical age range List each and attach electronic copy
or gender of your audience?
If you do not have specific photos, you may
choose up to five photos from the Pediatric
Web stock of photos..
LOGO
Do you have an existing
logo for your organization?
Why would someone come
YES NO
to visit your Website?
Attach your logo in one of the following
formats:
.eps, .psd, .jpg, .gif, .tif
1
First Meeting (cont.)

M A INTENA NC E
How often will you be changing content?
Ex: Once a year, Once a month, Once a day
Who is the designated person to update your website through the Web Builder interface (The
Website Administrator).
This person does not need any experience in building or maintaining websites.
PUR POSE
What is the main purpose of your Website today?
What are the future purposes of your Website?

FYI: Pediatric Web has found that parents are more likely to visit your website frequently when our medical content (e.g. Is Your Child Sick?) is displayed on the
first page of your site.
PR OM OTION
What are your promotional plans for drawing users to your website?
Some practices have found considerable success in promoting their site to their patients when the
providers use Pediatric Web’s Instruction Sheets in the exam room. These pads of paper allow the
provider to give written instructions to the family, while circling an applicable handout from your
website. Contact us for details. Pediatric Web can also provide your practice with promotional postcards
that announce your new site.
C OLOR S
For various reasons, color can vary between computers. There are 216 colors that are thought to be
“Browser-safe” colors. We recommend that you go to www.visibone.com/colorlab . This site allows
you to choose any of the browser safe colors and see how they compare side-by-side to one another.
Be sure to write down the RGB number for each color.
2
FOR NEXT MEETING
1. Bring a copy of your logo/color scheme
2. Bring potential pictures for your site
3. Have someone bring samples of websites that they like.

Visit www.greenwoodpediatrics.com to get an idea of
the features that are offered by Pediatric Web. Register
as a Visitor.
4. Obtain photos of providers/staff who will be featured

on the site. Ask the appropriate individuals to fill out
and return the attached “Provider/Staff information
sheet”
5. Someone should obtain your domain name for you if

you have not already done so. Contact us if you need
assistance.
3
PROVIDER/STAFF INFORMATION SHEET

Directions: Our practice is designing a new website that will contain a section where visitors can
learn more about you! Please write a 4 to 6 sentence paragraph below about yourself. You may want to
include things like: where you trained, when you finished your training, special medical interests, your
philosophy about medical practice, and/or any personal information that you would like to share;
Due Date:
Return to:
Name:
What do you want to say about yourself?
4
Second Meeting: What Do You Want to Say?
TIPS FOR WEBSITE DESIGN

1. Keep it simple. Avoid sensory overload by putting too many items on the first page; this
can result in excessive scrolling
2. Avoid poor spelling, grammar or punctuation
3. Be careful about graphics, images or large/multiple pictures that take too long to
download.
4. High quality pictures are important. Avoid pictures that are amateurish.
5. Assign a specific person to oversee/maintain the website. Obsolete information should be

changed in a timely manner.
6. Use subheadings on navigation buttons (e.g. Heading of “Practice Info” with subheadings
such as, “Our Providers”, “Insurance”, “Referrals”, etc.)
7. Prepare for the future. Think about how you will add more navigation buttons or content
when the need arises.
Now that we have some basic questions answered, we need to determine the nuts and bolts of your
Website. Below is a guide to help you determine what specific information you want to display to the
outside world. Keep in mind, you will have access to update this information at any time as well as
add sections and pages. Don’t get carried away making sure the wording is in its final edited state
when filling out this document. This information is to help Pediatric Web Staff create the easiest
possible layout for you to update your content by yourself on an ongoing basis. Attach or send us a
text or Word document where appropriate.
Checklist from previous meeting:
" Collect the biographies/paragraphs that have been submitted by the appropriate providers/staff.
" Did anyone have samples of Websites that they like?
" Logo, pictures,
" Domain name obtained?
5
P ED IA TR IC WEB PAC KA GES

Pediatric Web provides a Standard Semi-Custom Website for a monthly license/hosting
fee and a minimal charge for the set-up/design of the site. Where indicated (with a
“PWWizard”), you will be able to use Pediatric Web’s proprietary “Content
Management” Wizard system to add/delete/edit/customize content.. Your Website
Coordinator will be given access to a secure site to enter all of the pertinent
information for your practice.
Standard Semi-Custom Web Site
1. Personal Domain (e.g. www.anypeds.com) 6. Emergencies

2. 1 Logo provided by practice: upload with PWWizard a. This includes content on CPR, Choking
3. Log-on to site (per current PedWeb format) 7. Pediatric Medical information/Content
a. User Registration (Optional) a. Is Your Child Sick? PWWizard
4. Office Information PWWizard b. Illness/Symptoms PWWizard
a. List offices, phone & fax number c.) Medicine Dosages PWWizard
b. Insurance List d. Medical Conditions
c. Hospital List e. Newborn Information
d. Appointments f. Behavior
e. Sick Child Visits 8. Practice News PWWizard
f. Well Child Visits 10. Practice Policies Link, PWWizard
g. Emergencies a. Include a Notice of Privacy Practice
H. After Hours Procedures 11. Administration Link
K. Ability to add additional category 12. Privacy Policy Link
5. Providers PWWizard 13. Disclaimer
Additional Add-On Packages
Deluxe Content Package
1. What’s Going Around? PWWizard 6. Custom Headings/Categories PWWizard

2. Parenting Tips a. Special Links: Type in Links that you like
3. Custom Newsletter PWWizard b.. Recommended Books
a. With ability to broadcast email to families c. Nearby 24-hour pharmacies
4. Email Content to a friend d. HR/Employment page
5. Printer friendly pages e. Other Headings
7. “Contact Us” Link
8. Ability to Search This Site. (see PedWeb)
Practice Efficiency Package
1. Patient Information form 4. Email Reminders

a. Print at home 5. PDF forms for families
b. Secure access for practice to print in office 1. Upload forms that you use in your practice so parents
2. Request an Appointment online may print them off. (e.g. Well Visit Handouts,
3. Secure Prescription Refill Forms online Immunization Handouts
6
C. Additional Features/Services
1. Email for practices (e.g. Susan@anywherepediatrics.com)

2. Submit site to Search engine
D. Future Features
Pediatric Web is exploring the possibilities of adding Online Secure Messaging, Online Secure Bill
Pay and other features. We’ll keep you informed!
What Do You Want to Say?

In the following sections, you will select the content that you want on your site. In many cases, you
may choose from pre-selected wording or you may compose your own.
1. Personal Domain: Enter your practice’s URL onto the attached worksheet. Using the
PWWizard, your website administrator will enter this information onto the site.
2. Log-on to site: The worldwide web brings a dilemma to medical providers. While it may be
intriguing to let the whole world know about your practice, most physicians have a license to
practice only in their state. Many Pediatric Web practices have chosen to require a log-
in/identification process that requests the visitor’s name and email. The process sets a “cookie”
on the visitor’s computer so that they do not have to log on the next time that they go to your
site. This also provides an additional advantage of obtaining the email without effort if you
choose to email your patients at a later date with a practice newsletter or update. Check the
appropriate section on the attached worksheet.
3. Office Information: When you use the PWWizard, you may choose any of the pre-written
paragraphs on the following pages or you may compose your own. See the following examples:
7
Office Messages
Welcome Message
SELECT A MESSAG E F RO M BELOW

When you select a message, you can change the text of the message or add new text. You may also choose
Custom Message and write your own.
"Welcome to our office! Our goal is to provide you with the best in pediatric care. We are here to serve you and your
children. In order to familiarize yourself with our practice, please take a few minutes to read through the following
information.
"At our office, we believe that raising a child is a rewarding--as well as a challenging --experience for a parent. Our goal is
to help you enjoy this experience and to ensure that your child's full potential is reached. We believe that healthy children
are the results of healthy families and communities.
"Custom Message
Office Messages
Insurance
Select a Message From Below
"We accept most insurance carriers. Please have your card with you at the time of your visit. If we file your claim, you are
responsible for only the co-pay at the time of visit. If we are not a provider for your insurance, if you are not insured or we do
not file with your insurance company, you may be responsible for the entire charge at the time of service.
"Below is a list of the insurances that we carry. Please have your card with you at the time of your visit. If we file your
claim, you are responsible for only the co-pay at the time of visit. If we are not a provider for your insurance, if you are not
insured or we do not file with your insurance company, you may be responsible for the entire charge at the time of service.
"Custom Message
8
Office Messages
Sick Child Visits
"We make every effort to schedule appointments for ill children on the day that you call us. Please call our office ahead of
time so that we can minimize the time that you will spend waiting. If you have a medical emergency during office hours, we
will do our best to see your child immediately or refer you to the appropriate facility
"If you would like us to see more than one child, please schedule both of them when you make your appointment. Without
an appointment, we may not be able to see a sick sibling right away, and you may be asked to wait while the provider sees
a scheduled patient who may be waiting.
"Custom Message
Office Messages
Well Child Visits
"To keep your children healthy, it is important to bring them in for regular checkups. We recommend that you call FILL IN
NUMBER week(s) in advance so you may choose the date that best fits your needs. The list below is our recommended
schedule for Well Child Visits.
"To keep your children healthy, it is important to bring them in for regular checkups. We recommend that you call FILL IN
NUMBER month(s) in advance so you may choose the date that best fits your needs.
"Custom Message
9
Office Messages
Walk In Visits
"Patients who walk in with a non-emergency condition will be fit into the existing schedule as best as possible, or they will
be asked to return later in the day when the schedule allows.
"If an emergency should arise, please call 911. Emergencies are considered to be those conditions that are life-
threatening: loss of consciousness, severe bleeding, seizure, etc. In the case of minor emergencies (lacerations, cuts, mild
fractures, sprains), please call our office first for instructions.
"Custom Message
Office Messages
Emergencies
"If an emergency should arise, please call 911. Emergencies are considered to be those conditions that are life-
threatening: loss of consciousness, severe bleeding, seizure, etc. In the case of minor emergencies (lacerations, cuts, mild
fractures, sprains), please call our office first for instructions.
"Custom Message
Office Messages
10
After Hours
"The doctors take emergency calls from their homes after hours. Call the main office number, and our answering service
will page a doctor to call you back. Please save routine questions (mild illness, appointments, prescription refills) for the
morning. We encourage you to refer to our website first, when practical, before calling the doctor.
"(FILL IN NAME) is available for your calls after hours. Call (FILL IN TELEPHONE NUMBER) and you will be put in touch
with someone who can listen to your concerns. Please save routine questions (mild illness, appointments, prescription
refills) for the morning. We encourage you to refer to our website first, when practical, before calling the doctor.
"Custom Message
1. Providers/Staff: You may upload pictures and text using the PWWizard.
2. Emergencies: Printable instructions with illustrations are available to your visitors for Choking
and CPR.
3. Medical Content: Featuring medical information by Dr. Barton Schmitt, the “Is Your Child Sick”
content allows a parent to visit your site and read about acute conditions (fever, colds, vomiting,
diarrhea etc.). The parent is instructed on what symptoms might require a call to the doctor and
they are given information on home care. Over 70% of the visits to Pediatric Web sites are
to these pages
a. Dosages of common medications are also available and customizable online. Have a
medical provider in your practice review the dosages to be sure they meet with the
standards of your practice
b. Medical Conditions: This feature offers articles written by some of the top pediatric
specialists in this country.
c. Other medical content includes Newborns and Behavior articles.
4. Practice News: This PWWizard feature allows you to put updates on the home page of
your site (e.g. availability of flu vaccine, holiday closures, etc.)
5. Practice Policies: You may add your Notice of Privacy Practice statement to your site.
11
6. Other Links: The Administrative link allows your website administrator to edit your site.
Pediatric Web includes its own links to its disclaimers, privacy policy and information about
Pediatric Web.
D ELUX E C ONTENT PA C KA GE
You may choose any or all of the following options:
1. What’s Going Around?: One of the more popular features that Pediatric Web provides, this
allows parents to go online and see what types of illnesses are going around in the community.
A medical provider should be responsible for communication with the website administrator to
keep this section up to date.
2. Parenting Tips: Pediatricians and family practitioners are surveyed to offer their “greatest tips”
for parents. When placed on the home page, this feature changes to a new tip each time the
parent logs on, avoiding stale content on your site.
3. Custom Newsletter: You may place your practice’s newsletter online. Over time, as you gather
enough emails (either through the log-on option or through the Personal Information sheet),
you may wish to email the newsletter to your families.
4. Custom Headings: Each practice is different. You may want the option to expand your
offerings, putting in “favorite links”, recommended books, listing of 24 hour pharmacies, referral
information or an employment page.
5. Other features: Some practices have included the ability to email content to a friend or to
provide more printer-friendly pages.
PR A C TIC E EFFIC I ENC Y PAC KA GE

You may choose any or all of the following options:
1. Patient Information Form: Ask parents to fill out or update their PI form before they come
into the office. The parent can print out the form and bring it in, or the practice will have secure
access to print the form.
2. Prescription Refill forms: Families may fill out a request online and submit it to your practice.
3. Request an Appointment: This section informs a parent that this should NOT be used for sick
visits.
4. Email Reminders: This option allows you to securely email information to your families.
OTHER FEA TUR ES

1. Email for providers and staff: Brand you practice by providing practice-specific email addresses
for certain staff/providers e.g. Dr.Susan@anywherepediatrics.com .
2. For an additional fee, Pediatric Web can submit your site to Search engines.
12
FOR NEXT MEETING
7. Assign individuals to write any custom paragraphs that

you want to include in your office information pages.
8. Discuss various features/prices with appropriate

leadership for approval.
9. Collect Provider/Staff Pictures & Paragraphs
10. Obtain or write the Notice of Privacy Practice
11. Email us at support@pediatricweb.com to obtain secure

access that enables you to begin entering some of your
practice information into the PWWizard
13
WORKSHEET
Final Meeting: Finish this worksheet
Website Coordinator Website Administrator
Name Name:
Phone: Phone:
Fax number Fax number
Email Email
Practice Name
A UD IENC E
Who is the main audience for your Website?
Is there a typical age range or gender of your audience?
Why would someone come to visit your Website?
D OM A IN NA M E
Do you have an existing domain name(s)?
YES NO
If YES, What is it? www.greenwoodpediatrics.com
Do you have control of changing the DNS Servers?
If NO, List the Domain Name you would like us to control for you
LOGO
Do you have an existing logo for your organization? YES NO
Attach your logo in one of the following formats: .eps, .psd, .jpg, .gif, .tif
14
OV ER A LL IMA GE
Enter 4 words or phrases that describe the overall image of your organization.
PHOTOS OR STOC K PHOTOS

Do you have any internal digital media that you have the rights to use?
YES NO
List each and attach electronic copy
If you do not have specific photos, you may choose up to five photos from the Pediatric Web stock of photos..
PUR POSE
What is the main purpose of your Website today?
What are the future purposes of your Website?

FYI: Pediatric Web has found that parents are more likely to visit your website frequently when our medical content (e.g. Is Your Child
Sick?) is displayed on the first page of your site.
PR OM OTION
What are your promotional plans for drawing users to your website?
Some practices have found considerable success in promoting their site to their patients when the providers use Pediatric Web’s
Instruction Sheets in the exam room. These pads of paper allow the provider to give written instructions to the family, while circling an
applicable handout from your website. Contact us for details. Pediatric Web can also provide your practice with promotional postcards
that announce your new site.
C OLOR S
List the 3-4 colors that you would like to use on your site. Include their RGB or
CMYK identification numbers. If you have a color that you would like to have
prominence, list that first. Indicate if a color should be no more than a “highlight”
color
Color RGB or CMYK Special
Instructions
Second Meeting: What Do You Want to Say?
15
Check the items that your team wants to include on your site:
" Standard Semi-Custom Web Site
1. Personal Domain (e.g. www.anypeds.com) 6. Emergencies

2. 1 Logo provided by practice: upload with PWWizard a. This includes content on CPR, Choking
3. Log-on to site (per current PedWeb format) 7. Pediatric Medical information/Content
a. User Registration (Optional) a. Is Your Child Sick? PWWizard
4. Office Information PWWizard b. Illness/Symptoms PWWizard
a. List offices, phone & fax number c.) Medicine Dosages PWWizard
b. Insurance List d. Medical Conditions
c. Hospital List e. Newborn Information
d. Appointments f. Behavior
e. Sick Child Visits 8. Practice News PWWizard
f. Well Child Visits 10. Practice Policies Link, PWWizard
g. Emergencies a. Include a Notice of Privacy Practice
H. After Hours Procedures 11. Administration Link
K. Ability to add additional category 12. Privacy Policy Link
5. Providers PWWizard 13. Disclaimer
" Additional Add-On Packages
Deluxe Content Package
" 1. What’s Going Around? PWWizard " 6. Custom Headings/Categories PWWizard

" 2. Parenting Tips a. Special Links: Type in Links that you like
" 3. Custom Newsletter PWWizard b. Recommended Books
a. With ability to broadcast email to families c. Nearby 24-hour pharmacies
" 4. Email Content to a friend d. HR/Employment page
" 5. Printer friendly pages e. Other Headings
" 7. “Contact Us” Link
" 8. Ability to Search This Site. (see PedWeb)
" Practice Efficiency Package
" 1. Patient Information form " 5. PDF forms for families

a. Print at home 1. Upload forms that you use in your practice so
b. Secure access for practice to print in office parents may print them off. (e.g. Well Visit Handouts,
" 2. Request an Appointment online Immunization Handouts
" 3. Secure Prescription Refill Forms online
" 4. Email Reminders
" Additional Services
" 1. Email for practice providers or staff

How Many Email boxes do you need?
" 2. Submit site to Search engines ($99)
16
SA M PLE WEB SI TES
List the URL’s of websites that you like. Why do you like them?
PR A C TIC E INFOR MA TION

Once you have received secure access (from support@pediatricweb.com ), you may go online to
fill out the practice information and edit medical content if necessary.
M ISS ION/ V ISION
Do you want to list your mission or vision on your Website? YES NO
If YES, Write your vision or mission below.
S ITE M A P
A Site Map displays all the sections and content on your website in an outline format.
Do you want a site map on the Website? YES NO

S PEC IA L INSTR UC TIONS

Be specific! For example, what navigation buttons do you want? Are there sub-headings to those
navigational buttons? Please provide or attach the text and any photos you want to display on
your website.
18
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WEBSITE ORGANIZATIONAL GUIDE

Enjoy the process!

First Meeting: Some Basic Branding Questions

If YES, What is it?

Do you have control of

Who is the main audience PHOTOS OR STOC K

.eps, .psd, .jpg, .gif, .tif

First Meeting (cont.)

What are the future purposes of your Website?

FOR NEXT MEETING

1. Bring a copy of your logo/color scheme

2. Bring potential pictures for your site

3. Have someone bring samples of websites that they like.

4. Obtain photos of providers/staff who will be featured

5. Someone should obtain your domain name for you if

PROVIDER/STAFF INFORMATION SHEET

What do you want to say about yourself?

Second Meeting: What Do You Want to Say?

TIPS FOR WEBSITE DESIGN

2. Avoid poor spelling, grammar or punctuation

5. Assign a specific person to oversee/maintain the website. Obsolete information should be

Checklist from previous meeting:

" Did anyone have samples of Websites that they like?

" Logo, pictures,

" Domain name obtained?

P ED IA TR IC WEB PAC KA GES

Standard Semi-Custom Web Site

1. Personal Domain (e.g. www.anypeds.com) 6. Emergencies

Additional Add-On Packages

Deluxe Content Package

1. What’s Going Around? PWWizard 6. Custom Headings/Categories PWWizard

Practice Efficiency Package

1. Patient Information form 4. Email Reminders

1. Email for practices (e.g. Susan@anywherepediatrics.com)

What Do You Want to Say?

SELECT A MESSAG E F RO M BELOW

Select a Message From Below

Sick Child Visits

Select a Message From Below

Well Child Visits

Select a Message From Below

Select a Message From Below

Select a Message From Below

c. Other medical content includes Newborns and Behavior articles.

PR A C TIC E EFFIC I ENC Y PAC KA GE

OTHER FEA TUR ES

FOR NEXT MEETING

7. Assign individuals to write any custom paragraphs that

8. Discuss various features/prices with appropriate

9. Collect Provider/Staff Pictures & Paragraphs

10. Obtain or write the Notice of Privacy Practice

11. Email us at support@pediatricweb.com to obtain secure

Fax number Fax number

Is there a typical age range or gender of your audience?

Why would someone come to visit your Website?

If YES, What is it? www.greenwoodpediatrics.com

Do you have control of changing the DNS Servers?

PHOTOS OR STOC K PHOTOS

What are the future purposes of your Website?

Second Meeting: What Do You Want to Say?

" Standard Semi-Custom Web Site

1. Personal Domain (e.g. www.anypeds.com) 6. Emergencies