[Worksheet] Learning from Our Successes and Challenges
KP Transformation Accelerator: Mid-Atlantic Region
Team Directions: Complete this worksheet and send it to by Friday, March 9th. CCI will print and bring copies to the March 22nd In Person Learning Session for reference by your team.
Organization Name: Clinic ABC
Project Aim: Clinic ABC aims to improve our visit cycle time for new patients from a baseline of 60 minutes to 45 minutes by December 31, 2018.
1. What changes have you tried to help you achieve your aim?
For each change, please share whether you are still testing (change is being tested with a few patients and/or with a few providers, for example) or have implemented the change (you’re doing the change most of the time with most patients and providers at the pilot site).
Change 1: Review the patients’ charts the day before their appointment to and collect results/information on tests ordered, lab work, and referrals that need follow-up.
We’ve been working on this change for the past two weeks, still testing it, have not implemented it in our pilot site.
Change 2: Room prep. Set a standard for stocking the rooms with the most frequented equipment and supplies so that it is ready for routine procedures. Check room set up prior to each new appointment.
We’ve implemented this change where all MAs are using the standard template for stocking the rooms.
Change 3: Ipads to review the after visit summary and hand to the patient right after the clinician exits with the patient.
We’ve tested this with one MA.
2. What have you learned from doing these changes?
How are patients, staff, clinicians experiencing these changes?Please give us a glimpse of the data you have collected.
“it is so great to spend time my patient versus having to leave the room multiple times to find what I need, like labs or equipment.’ – from a clinician
MAs reported that they enjoyed being asked what they think is causing the delays in cycle time and it was their idea to look at the schedule the day before.
The MA we started testing the Ipads voiced frustration that the data entry is taking much longer because of the way the template is set up.
We collected data directly from two patients following their visit and asked about their experience with the following questions:
-Do you feel you had enough time with the provider today?
-What did you like about your visit to the clinic?
-What could we do better
Patient data included:
-Appreciated no wait time to see the doctor
-Liked having time to ask questions in the visit
-What can be improved – cleaner bathroom
We collected data (see below) since we started making changes and are showing early progress in our efforts. There seems to be a shift in performance from 2/7 through 2/14.
3. What are your top 2 challenges in achieving your aim?
-There is one provider that is always late to her first appointment and this creates a longer cycle time and frustration for the patient.
-The hectic flow of clinic sometimes makes it hard to look up tests and labs for every patient coming into clinic for their appointment.
4. What do you want to learn from your peers to help you reach your aim?
What ideas do you have for reducing cycle time? What have you tried in your organizations?