Set, Meet, Own

UCHealth Service Framework

Set, Meet, Own

The UCHealth Service Framework enhances the quality and consistency of patient and staff experiences by addressing common pain points and barriers with every interaction. This approach allows patients and their families to focus on healing rather than navigating complex, service-related interactions. It empowers staff to build trust and partnership in the ever-changing landscape of health care.

Why Set, Meet, Own?

Set Expectations

What to do:

“Hello X, I’m Heidi and I can work with you to get you checked in for your appointment. I see you’ve started this with your e-check-in, thank you. We can get it finalized so we can get you back as soon as possible.”

What not to do…

  • “Your behavior is against our Zero Tolerance policy. I can only help you if you follow this policy.”
  • “I don’t know how long you will wait. We’re doing the best we can.”
  • Patient approaches desk. Team member simply states, “Name and date of birth.”

Meet Expectations

What to do:

“Is there anything more you’d like to know before your appointment? I have time.”

What not to do…

  • “I’ve already answered that question for you. I need to help other patients.”
  • “You know, this isn’t a hotel.”
  • Nurse comes into a room to silence an alarm, leaves, and says nothing.

Own It

What to do:

  • “That’s a really good question. Because the answer will be based on your unique health situation, your doctor will be the best person to answer that. I can put a note in your chart to make sure she knows about this question and you get helpful answers.”
  • “That’s a great question, we can go ahead and get your next appointment scheduled before you leave. Thanks for trusting us.”

What not to do…

  • “We’re waiting on your insurance authorization. I have no idea how long it will take.”
  • “I didn’t get that email to you because X never responded to me.”
  • “Yeah I know, the food is cold sometimes. I’ve brought up the same thing and no one listens to me.”

Leadership and Team Engagement

The asks of you as leaders:

  1. Meet with your team to discuss how everyone will Set Expectations, Meet Expectations, and Own It. Proactively identify common patient and staff expectations and actions required to meet those.
  2. As a leader, you will model this with your team. For example, in team meetings, you can close with “I have the time, is there anything else anyone would like to bring forward?”

Accountability

It is key to building a consistent experience-forward culture.

  1. Model the service framework.
  2. Recognize team members who are modeling this service framework.
  3. Identify and share expectations and actions regularly with your team and review examples of success and opportunities to improve.
  4. Reviewing patient and rounding comments is an excellent source for feedback.

Tips


Rounding

What does it mean to round?

How

Set Expectations

Build Connection by being human and ask about their experience.
Start by building rapport through small gestures- introducing yourself and the purpose of your visit.

“Good morning Juan, my name is Heidi and I’m the Charge Nurse today. How are you doing this morning? We care about you and want to partner with you. I’d love to hear about your experience with us so far.”

Meet Expectations

Listen & Validate — People want to be heard. Hear the message and probe to understand more fully.

“I’m so glad things have been good. Can you share what stands out as good?” or “I’m sorry to hear that you’ve been feeling excluded from conversations. Can you tell me more about what that was like?”

Own It

Offer solutions if possible – whether or not we fully understand their perspective, validating another person’s perspective decreases fear and increases trust.

“Thank you for sharing that. Not understanding what’s going on is very scary. Let’s work together to get you the information you need. I can ask your nurse to join us to get you more answers.”
or “Thank you for sharing that. Not understanding what’s going on is very scary. I don’t have enough knowledge to answer your questions, but let me connect with our manager to get more information. I’ll come back in a few minutes to share what I learn.”

Tips

Examples

Build Connection

Start each interaction with a warm greeting and a question like, “How’s your day been?” This small gesture can open the door to genuine rapport, whether with patients or colleagues. Take a moment to connect personally, sharing a small detail.

Ask About Their Care

Ask, “How do you feel about the plan we’ve discussed?” or “How are things feeling today?” This builds clarity, manages expectations, and eases concerns for both patients and team members.

Listen & Validate

Give your full attention, which includes eye contact, when they share their thoughts or feelings, responding with, “That sounds like a lot to manage,” to acknowledge both patient and team member experiences. Listening actively builds empathy and strengthens trust.

Manage Up Your Team

Reinforce confidence in the care team by saying, “We have a great team working together to support you,” or build up a colleague by highlighting their strengths. This creates trust and emphasizes the power of teamwork in delivering great care and a positive workplace.

Resources


Service Recovery

How

Tips

Example

Resources


Mobility

What is Mobility, and Why It Matters

How

Before Admission

Set

Introduce the idea and importance of mobility. Provide clear information about what mobility could look like during the hospital stay.

Meet

Address any initial concerns or questions about mobility expectations.

Own

Ensure patients feel prepared and empowered with knowledge before they arrive.

Admission

Set

Explain that mobility needs will be assessed soon, may change over time, and keep the patient informed about next steps.

Meet

Acknowledge fears or uncertainties and offer reassurance. Nursing and therapy will assess mobility and keep the patient updated.

Own

Keep the patient informed about next steps and what to expect during the assessment.

Initial Mobilization

Set

Establish the patient’s baseline mobility level and set realistic goals.

Meet

Engage the patient and their supports in the discussion about their plan.

Own

Ensure the care team follows through with clear communication and a shared understanding of the plan.

Daily Mobilizations / Check-Ins

Set

Clearly outline daily mobility goals, expectations, and any safety measures, such as bed alarms.

Meet

Provide updates and encourage patient participation.

Own

Ensure consistent follow-up and adapt the plan as needed based on patient progress.

Discharge Planning

Set

Educate the patient and their supports on mobility expectations after discharge.

Meet

Address any concerns about continuing mobility at home.

Own

Provide clear instructions, resources, and contacts for follow-up care.

At Home

Set

Reinforce mobility goals and expectations for home care.

Meet

Connect the patient with physical therapy or other follow-up care as needed.

Own

Ensure the patient has access to resources and support for long-term mobility success.

Tips


All Resources

Set, Meet, Own

  • Dive into Set, Meet, Own Examples in our SharePoint folder to see how this approach works across different roles and the positive impact it has on patients when expectations are successfully set, met, and owned.

Rounding

Service Recovery

Experience Design

Experience and Innovation at UCHealth

Experience and Innovation at UCHealth focuses on transforming health care by enhancing patient experiences through cutting-edge and accessible technology, research, and innovative experience solutions. UCHealth is committed to creating a compassionate, responsive health care environment to improve our patients’ health outcomes.

UCHealth’s patient experience initiatives are built around intimately understanding patient needs, reducing fear and anxiety during care, and creating a more connected and seamless care journey.

UCHealth’s Patient Experience Foundations

What Does the Experience and Innovation Team Do?

The UCHealth Experience

Digital Experience

Enhance the Patient Experience with Digital Tools

Digital Experience

Our mission is to give UCHealth patients tools that are best in class, in or out of the health care industry, so our patients can stop worrying about what button to push and focus on the relationships and care that help them live extraordinary lives.

Here, you’ll find a range of tools to support you in improving patient engagement, communication, and access to UCHealth’s digital services. Each tool offers unique capabilities to help staff deliver a seamless and personalized experience for patients. Learn more about each tool below & how to get in touch with us. 





Experience Data

Experience Data

Within the Experience space, everything we do is informed by data. We leverage quantitative and qualitative data to make informed decisions that drive higher impact solutions. Experience data also allows us to set measurable goals and lead actionable improvements.

Dashboards

Power BI Walkthrough

NRC Experience

Experience Goals

Experience Innovation Partnerships

Breaking Industry Norms

Brand Innovation and Experience Partnerships

At UCHealth, we redefine health care by creating partnerships that extend far beyond the hospital. These collaborations focus on equipping our patients and communities with the tools and resources to live healthier, more extraordinary lives.

By embracing unconventional ideas and breaking traditional industry norms, we connect patients with solutions that empower them to thrive. Whether it’s through innovative technology, wellness programs, or partnerships that challenge expectations, UCHealth is committed to being more than a health care provider—we’re a lifestyle partner.