# Canva To Epic MyChart Outreach Checklist

Use this checklist when creating preventive-care graphics and deploying them through Epic MyChart, SmartPhrases, SmartTexts, workqueues, or mailed letters.

## 1. Define The Outreach Job

| Field | Notes |
| --- | --- |
| Care gap | Mammogram, FIT/iFOBT, diabetic eye exam, A1C, kidney health evaluation, cervical cancer screening, PCP visit, DEXA, or other program. |
| Patient action | Schedule, complete kit, return kit, call, message, attend visit, or review instructions. |
| Audience | Age group, language need, clinical program, geography, or payer/program segment if relevant. |
| Channel | MyChart message, letter, phone follow-up, or combined cadence. |
| Source owner | Population health, clinical program, marketing, compliance, operations, or Epic owner. |

## 2. Write Before Designing

1. State the main action in the first line.
2. Use short sentences and common words.
3. Keep one primary message per graphic.
4. Avoid internal program names when patient-facing language is clearer.
5. Include only clinical details needed for the patient to act.
6. Make sure the plain-text MyChart or letter copy stands alone if the image is not visible.

## 3. Design In Canva

1. Use approved brand colors, fonts, logo treatment, and spacing.
2. Use sufficient contrast.
3. Do not use color alone to convey meaning.
4. Use simple icons that reinforce nearby words.
5. Avoid icons or symbols that could be misread across language or age groups.
6. Check mobile readability before export.
7. Create translated versions when the campaign requires them; do not rely on icons as translation.
8. Name files predictably, for example: mammogram-reminder-en-v03.png.

## 4. Pair With Epic Content

| Epic element | Checklist |
| --- | --- |
| Workqueue | Confirms the correct eligible outreach population. |
| SmartPhrase / SmartText | Loads approved plain-text language. |
| MyChart message | Carries the message and image to the patient portal. |
| Letter | Supports mailed outreach where portal delivery is not enough. |
| Documentation | Records outreach attempt, channel, outcome, and follow-up plan. |

## 5. Test Before Scale

1. Preview the message on desktop and mobile.
2. Confirm image cropping and file size.
3. Confirm links, phone numbers, QR codes, and callback instructions.
4. Confirm the Spanish or translated version matches the approved meaning.
5. Confirm the graphic does not contain unnecessary PHI.
6. Confirm the workflow is clear for staff: workqueue, call attempt, voicemail, SmartPhrase/SmartText, graphic attachment, send, document.

## 6. Governance

1. Assign an owner for each template.
2. Add a review date.
3. Track clinical guideline changes.
4. Track phone number, location, and scheduling changes.
5. Keep final assets in an approved shared location.
6. Retire old versions rather than letting staff choose among near-duplicates.