Navigating Change How a Major Academic Medical Center Laboratory Switched Hematology Platforms, and No One Noticed

Transcription

1 Navigating Change How a Major Academic Medical Center Laboratory Switched Hematology Platforms, and No One Noticed Sysmex Educational Symposium Santa Barbara, CA November 12, 2015 Melanie Browning Core Lab Operations Manager Honorarium provided to UK for this presentation Objectives Describe the planning involved in navigating a move from one vendor and technology to another Customize a successful implementation plan for a significant testing platform change Discuss the performance metrics used to evaluate the new hematology platform 1

2 Lexington, Kentucky 823 beds 943 beds 37,043 discharges 3.6 million lab billed tests Core Lab Billables 53% increase ,985, ,586,378 1,748, ,297, QUALITY & SAFETY SERVICE EXCELLENCE EFFICIENCY IMPACT 2

3 Core Lab Process Improvements Efficiency Quality & Safety Service Excellence Impact Choosing a Vendor Partner Choosing a Vendor Partner Identify vendor options General overview Create scorecard for side by side comparisons Conference calls with current customers Eliminate based on info thus far 3

4 In House Trial Slide review Current analyzer (Reference) Vendor 1 Vendor 2 Vendor 3 All vendors on site Identify problem specimens Data Comparison Vendors present their findings from the study Lab determines if a vendor can be eliminated based on quality of results & efficiency Review rates Four options now down to Two Sysmex Vendor 1 4

5 Scorecard Comparison Ease of use Financials Review rates Staff feedback Vendor stability Analysis times LIS FINAL DECISION After significant deliberation between lab staff and Medical Directors Time was on our side.. *Sysmex XN cleared by FDA *Quick visit to Lincolnshire *Seek approval to purchase 5

6 Now the PLANNING begins Sysmex Project Manager UK Team identified IT Sysmex Project Manager Weekly Calls List of Attendees Discussion Action Items Implementation Process Site Survey Plumbing Electrical Network Renovation 6

7 Sysmex Applications Support LIS INTERFACE XN SQ Train the Trainer 4 staff members designated Key Operators Sysmex training off site On line training modules assigned to all staff Key operators provided training on site 7

8 Staff Training & Practice Identify problematic specimens platelet flags nrbcs abnormal WBCs Maintenance & QC assignments HOW DO YOU MAKE TIME TO TRAIN? Train Early Involve Staff in Studies Maintenance & QC assignments Competent Staff Authorize Overtime Physician Communication Effective August 1, 2013: The Chandler Core Laboratory will be moving to the Sysmex XN9000 Hematology Automated testing platform. The existing Sysmex Hematology analyzer reporting software at Samaritan has been upgraded to mirror result reporting at Chandler. Reference Ranges have been updated. The following New test parameters will be available for both Chandler and Samaritan, which will be reflected in the electronic medical record. 8

9 Go Live August 1, 2013 Instrument Downtime # calls/month EFFICIENCY 9

10 SLIDE REVIEW RATE 35% Before Sysmex QUALITY & SAFETY 25% After Sysmex EFFICIENCY Hemogram TURN AROUND TIME BEFORE SYSMEX AFTER SYSMEX 19% 9% 23% 7% 72% </= 15 min min > 30 min 70% TURN AROUND TIME Max # Hemograms Average (receipt to result) Best (% w/in 15 min) Worst (% w/in 15 min) Before Sysmex After Sysmex Now min 9 11 min min 81% 83% 79% 74% 77% 68% 10

11 TURN AROUND TIME 24 to 14 min Same number of staff 2,846 to 3,703 # of Hemograms Ability to Handle Future Growth Automated Hematology Billables FY' 2012 FY' 2014 *FY'2015 IMPACT *Dec YTD annualized Pediatric Heme Onc Clinic Service Excellence 11

12 SERVICE EXCELLENCE Maintenance is much easier & less time consuming The reagents are easy to put on & have less waste Instruments are really fast The manual sampling is much easier The slidemaker/stainer is extremely reliable Fewer flags, especially with the pediatric samples Fewer alarms SUMMARY Take time to consider all vendor options thoroughly Involve staff with the decision Identify your specific needs with appropriate metrics in mind Plan the implementation carefully Train early Practice often mandate if needed Measure success Melanie Browning u 12