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Patient Flow Collaborative

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Patient Flow Collaborative. Process Templating Rowena Clift Mick Kirby Ballarat Health Services. Objectives Breakout Session. Introduce use of process templates in system redesign Review of NHS applications Present a case study of our experience. Background.

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Patient Flow Collaborative

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  1. Patient Flow Collaborative Process TemplatingRowena CliftMick KirbyBallarat Health Services

  2. Objectives Breakout Session • Introduce use of process templates in system redesign • Review of NHS applications • Present a case study of our experience

  3. Background • Presentation by Helen Bevan NHS Modernization Agency • Use of Process Templating in 10 High Impact Changes

  4. Time to look from a new perspective - Day Oncology

  5. Day Oncology (Background) • Day oncology request for more EFT • Clerical staff • Rationale: • Increased workload • No data supplied to support this • Observation of the unit • Appeared busy • Disorganised • We went in search of data to support claim

  6. Day Oncology Attendances

  7. Day Oncology • Workload had in fact decreased • Background • Resignation of oncologists • Decreased throughput • Attendances had not reached previous numbers • Why did they believe they were busier? • Why did observation suggest they were busier?

  8. Day Oncology • Met with staff from oncology • Attempted to identify core business • Establish areas that were impinging on their ability to deliver core business • Template a typical day for oncology

  9. Day Oncology Process Template

  10. Process Template • What can you identify from this template that may be impacting on the staff workload? • What further information would you require? • 5 minute group discussion.

  11. What did we learn? • What did template reveal • Scheduling practices • New department location • Co located OPD • Same Work Practices • Further questions revealed • Increased OPD clinic numbers • New Oncologists • New practices • Home Oncology Service • Drop Ins!! • Lack of education and quality activities

  12. Day Oncology Process Template • Previous template followed the department structure. • Identified core business • Identified non core activity • Repeated template • Asked staff to document what they did over typical shift • Put this into a template

  13. ONCOLOGY PROCESS TEMPLATE

  14. Staff Process Template

  15. What does this template show us?

  16. Staff Process Template

  17. Results • Core business only 50% of staff time • Impact of non nursing clerical duties • Impact of OPD • No extra resources • Increased clinics 5 per week from 2 • 80% inc. in attendances

  18. Outpatient Activity Data

  19. What will we do? • Clerical staff request approved • Just appointed • Opportunities now for further practice changes. • Scheduling • Staff profile

  20. Process Template

  21. Scheduling • Same patient mix • Applied appointments and templated • Spread workload over shift • Staff ratio applied

  22. Staffing • Created Team Leader role • Triage Drop In patients • Deal with OPD requests • Provide support to clinical staff • Inc workload • Breaks • Education • Quality avtivities

  23. Staffing • Ward Clerk • Employed during OPD times • Relieved clerical activities from nursing staff

  24. Process Summary • Received request • Asked for evidence • Need evidence to support claim • Included staff and observed practice • Staff buy in imperative • Asked staff to identify issues • Process Templated • Allowed clearer view of issues • Identified issues not evident earlier on • Only a part of the process • Identified issues • Met with staff • Made recommendations • Starting to implement recommendations

  25. Questions ?

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