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Patient Flow Collaborative

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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