Zapz Academy • Hospital Learning System
Hospital Onboarding Flow
This onboarding flow guides hospitals, child‑life teams, and administrators through the process of implementing Zapz Academy. It is designed to be simple, flexible, and aligned with real hospital workflows — ensuring that learning, comfort, and emotional support reach every child.
What This Onboarding Flow Covers
Setup steps • Staff roles • Kit distribution • Family communication • Safety & cleaning • Ongoing support • Implementation timeline
Step 1: Initial Setup & Orientation
The onboarding process begins with a brief orientation for hospital leadership and child‑life teams. This ensures everyone understands the purpose of Zapz Academy and how it supports patient care.
- Review the Hospital Learning System overview
- Identify units or departments that will pilot the program
- Assign a point‑of‑contact for communication
- Confirm storage and distribution locations for kits
Step 2: Kit Delivery & Setup
Once the hospital is ready, Zapz Portable Learning Kits are delivered. Each kit is labeled, organized, and ready for immediate use.
- Place kits in designated storage areas
- Ensure staff know where kits are located
- Review the Staff Quick Card included in each kit
- Confirm QR codes link correctly to Learning Paths
Step 3: Staff Introduction & Quick Training
Zapz Academy requires no formal training, but a short introduction helps staff feel confident offering kits and supporting families.
- Share the Hospital Staff Guide with nurses, techs, and child‑life teams
- Explain when and how to offer kits
- Review simple language to use with families
- Clarify cleaning and safety procedures
Step 4: Launch & Family Communication
Once staff are familiar with the kits, the program launches. Families are introduced to Zapz through simple, supportive communication.
- Place Parent Guides in waiting rooms and family spaces
- Encourage staff to offer kits during long waits or stressful moments
- Use QR codes to show families how Learning Paths work
- Reassure families that activities are optional and low‑pressure
Step 5: Ongoing Support & Check‑Ins
Zapz Academy provides ongoing support to ensure the program continues to meet the needs of patients, families, and staff.
- Monthly check‑ins with the hospital point‑of‑contact
- Restocking or replacing kit items as needed
- Collecting feedback from staff and families
- Adjusting Learning Paths or materials based on patient needs
Implementation Timeline (Typical)
Week 1
Orientation, planning, and identifying pilot units.
Week 2
Kit delivery, setup, and staff introduction.
Week 3
Program launch and family communication.
Ongoing
Support, restocking, and continuous improvement.
Safety, Cleaning, and Infection Control
Zapz materials are designed to align with hospital safety standards. Each hospital may adapt cleaning procedures based on its own policies.
- Most items are wipeable and reusable
- Single‑use items can be replaced as needed
- Kits can be labeled by unit or patient
- Staff may remove or substitute items based on infection‑control guidelines