MHIRTF Internal Operations

State Lead Activation and Roundtable Workflow

This guide outlines the three-phase process for activating state leads, building out roundtable capacity, and converting provider engagement into structured coalition participation.

Three-Phase Framework

Prepares

State Lead Training

Purpose: Onboard leaders, set expectations, provide tools.

  • Understand MHIRTF mission
  • Know the activation pipeline
  • Know ownership boundaries
  • Know roundtable structure
  • Know data integrity rules
  • Know promotion workflow
  • Know capacity reality
Deliverable: State Lead signs off acknowledging expectations
Supports

Resource Guide

Purpose: Operational manual for state leads.

  • 6 to 8 weeks out: confirm date and Zoom host
  • 3 weeks out: promotion live
  • 2 weeks out: draft resource pack
  • 1 week out: final push
  • Event day: capture attendance
  • Standard agenda
  • Slide template
  • Facilitation outline
  • CTA structure
System rule: Form is the single intake path. No parallel spreadsheets.
Activates

Provider Roundtable

Purpose: Gather clinicians, surface challenges, convert to structure.

  • Date confirmed
  • Time and time zone confirmed
  • Zoom host assigned
  • Registration link live
  • Attendance capture method confirmed
  • Participants know what MHIRTF is
  • Participants know next action
  • Follow-up triggered
  • Resource guide shared
  • Invitation to pathway sent
No confirmed logistics means no event.

Data Integrity Rules

Contact intake

All contacts are captured through the official form only. No manual entry, no side lists.

Single source of truth

The central table is the only record. No parallel spreadsheets. No duplicate tracking.

Slack usage

Slack is for updates and coordination only. It is not a record-keeping tool.

Activation rule

No confirmed date means no build. Activation does not begin until the date is locked.

Activation Pipeline

Stage 1

Lead Confirmed

  • State lead identified
  • Lead completes official form
  • Entry flows into Zap table
  • Leadership status flag updated
Stage 2

Roundtable Date Confirmed

  • Date confirmed
  • Time and time zone confirmed
  • Zoom ownership confirmed
  • Registration link confirmed
No Date — No Activation
Stage 3

Resource Pack Development

  • Duplicate KY template
  • Populate state-specific data
  • Send draft to state lead
  • 5 to 7 day review window
  • Finalize resource pack
Stage 4

Promotion Launch

  • Facebook event created
  • Website listing live
  • Email campaign scheduled
  • State lead personal outreach

Decision Gate: Stage 1 to Stage 2

Yes READY status confirmed — move to Stage 2
No READY status not confirmed — pause, do not proceed

Central Activation Capacity

Maximum States at Once

Define and document the capacity limit before activation begins. Do not exceed it.

Over Capacity Action

States that cannot be activated immediately are placed in a queue. No state is skipped without documentation.

Activation Priority

Priority is determined by confirmed roundtable date. Earliest confirmed date moves first.

Final deliverable: Each state lead signs off acknowledging all expectations before activation proceeds. No exceptions.