Captain James A. Lovell Federal Health Care Center

Transcription

1 Institute of Medicine - Facility Support Brief Marianne Semrad, Associate Director, Facility Support June 2011

2 Outline Provides the infrastructure for effective healthcare operations for the (FHCC). Six Departments Communications Managed Care Protective Services Patient Administration Facility Management Logistics

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4 Communications To provide integrated, result-oriented, comprehensive, brand-centered communication support for the FHCC as it seeks to differentiate and position itself as a national leader in health care. Departmental full-time equivalent (FTE) staff (9 GS). First Veterans Affairs (VA) Hospital to win the Thompson-Ravitz Award for Special Events and Projects (2010). Winner of the Public Relations Society of America Chicago Skyline Award for Excellence. Awarded the International Association of Business Communicators Bronze Quill Award of Excellence.

5 Managed Care Operations To provide accurate, comprehensive, customercentered managed care services to our Veterans and Department of Defense (DoD) beneficiaries with timely response to all internal and external customers. Departmental FTE (27 GS, 7 Cont, 8 AD). Utilization Management (9 FTE). DoD Medical Operations Management (14 FTE). Case Management (8 FTE). Fee Basis (5 FTE). Establishing the Integrated Disability Evaluation System (IDES) at the FHCC; start date of 30 June.

6 Protective Services Ensures a safe, secure, and peaceful environment for all staff and patients at the FHCC by providing effective law enforcement, security, safety, and emergency management support. Departmental FTE (39 GS, 1 DoD GS, 8 AD). Police (27 FTE). Emergency Management (2 FTE). Physical Security (9 FTE). Safety (7 FTE). Successful operation of the Emergency Operation Center for the Blizzard of 2011.

7 Patient Administration To provide administrative support to all FHCC services related to inpatient and outpatient medical care. Departmental FTE (156.8 GS, 12 Cont, 9 AD). Ambulatory Care and Processing (97 FTE). Ward Administration (22 FTE). Data Management (4 FTE). Health Information Management (49.8 FTE). Implemented registration Graphical User Interface (GUI); registered over 13,000 eligible beneficiaries. Capitalized on synergy between DoD clinics and Veterans Integrated Service Network (VISN) call center to provide clinic call data.

8 Facility Management To support the FHCC and its tenant commands in the maintenance, repair, planning and management of class 1 through class 4 real properties. Departmental FTE (219 GS, 1 Cont, 23 AD, 4 student). Biomedical Engineering (22 FTE). Sanitation and Operations (106 FTE). Engineering (104 FTE). Exceeded work order and preventive maintenance (PM) scorecard completion metrics. (3,225 work orders & 1580 PM submitted in March alone). Completed 10 year, $460 million Strategic Capital Investment Plan (SCIP).

9 Logistics Procures, provides and maintains quality equipment and supplies at the lowest total cost to our internal customers, patients, and beneficiaries utilizing federal and VA acquisition regulations. Departmental FTE (44 GS, 4 VISN, 14 AD). Equipment Distribution (37 FTE). Equipment Management (10 FTE). Purchasing and Contracting (8 FTE). Established Generic Inventory Package; decentralized the purchase card program to the East Campus. Selected to be a test site for a new MedSurg and prosthetics supply chain program.

10 Operations Management Provides Administrative functions and management support services for effective and efficient command operations. Departmental FTE (4 GS, 1 AD). Integrated VA Action Item and DoD Electronic Knowledge Management (ekm) higher authority reporting requirements within Operations Management regularly exceeds 95% timeliness goal on approximately 140+ monthly items. Implemented executive correspondence tracking system to ensure appropriate serialization and record management requirements are met. Assisted with the coordination, formatting, submission, and distribution of over 400 joint policy instructions.

11 Strengths Integration Impacts Our people - our Mission. Organizational synergies such as IDES and merging contracts (transcription). Opportunities Continue progress towards One Way. Continue efforts to unify/standardize East and West campus infrastructure.

12 Lessons Learned Right people, right place, right time. It is essential that some key leadership positions carry over from inception to implementation. The combining of cultures should be viewed as a tossed salad vs. boiling pot ; neither organization should feel like their culture is being lost. Support from higher authorities is critical assistance from both BUMED and VACO have been crucial. Appreciate and embrace the cultural differences; create opportunities to recognize staff and continuously mingle the cultures. Leaders should model integration consciously watching for synergies - identify and maximize opportunities to combine overlapping military and civilian programs.

13 Lessons Learned The significance of opening a new building (133EF) shouldn t be understated both VA and DoD moved in together. Use these opportunities to set the tone. Consider having a flex-year ahead of the formal integration where many of key support functions may merge operations in order to support the formal integration (such as Communications and Education and Training). Some policies should follow merging of operations; consider updating some policies after the first year. Acknowledge and understand that some staff gave up positional authority.

14 Lessons Learned Regular leadership meetings and retreats focusing on the Mission, Vision, and strategy were very beneficial promoted team building. Mini-retreats with employees were also helpful in strengthening relationships among key players. Proactively utilize Lean Six Sigma teams to design and create integrated processes.

15 Lessons Learned - Challenges Multiple inspections and visits. Compounding of regulatory requirements for like processes. 90 day transfer of function pause created a bolus for the newly organized Human Resource Department. Access National Agency Check & Inquiries (ANACI) / National Agency Check & Inquiries (NACI) security clearance requirements.

16 Questions?