2/24/2016. RTLS in Healthcare Practices. Real-Time Data Analytics:

Transcription

1 RTLS in Healthcare Practices Real-Time Data Analytics: How organizations are using technology to generate useful metrics, empower staff, and add to the bottom line Minnesota Eye Consultants, P.A. Candy Simerson MedNetwoRx Brett Chambers (469) Brett Chambers Director, Strategic Initiatives, MedNetwoRx Consultant: Alcon, The Kinetix Group Founder and Managing Member: Doc Alert, KoreNetics Candace Simerson -- President, Minnesota Eye Consultants Start by gathering data on doctor times Develop a rational appointment schedule based on the time the doctor needs to see the patients Accommodate that schedule by providing the necessary numbers of work up staff, rooms, receptionists, etc. to create the most efficient workflow 1

2 RTLS Real Time Locating System Provides knowledge by delivering precise visibility of critical assets in real-time. Real-time and data mining allow for end-to-end visibility, enable more intelligent management, and strategic insight into clinic flow. Key-Whitman Eye Centers Aker Eye Center Cincinnati Eye Institute Providence Monroe Pacific Medical Centers Canyon Park Clinic Totem Lake Clinic Eastern Maine Medical Center, CancerCare of Maine Dana Farber Cancer Institute Virginia Mason Kirkland Clinic Cleveland Clinic Foundation Glickman Urological & Kidney Institute PeaceHealth Anesthesia Clinic WestSound Orthopaedics, P.S. Avera Cancer Institute Northwest Michigan Surgery Center Minnesota Eye Consultants, PA 2

3 Real-time awareness, accuracy Intelligence built in rules based software Data mining all movement captured Reporting simplified, automated analytics and dashboards 1. Communication/Buy In Business reasons Not Big Brother 2. Installation/Implementation Hardware installation Software configuration 3. Testing/Rules Refinement (logic written to extract data) Validate data collected Share information 1. Measure and monitor wait times with the goal of reducing it over time 2. Allocate appropriate and necessary resources more effectively 3. Improve operational efficiencies 4. Create more predictable patient and work schedules 5. Make better decisions on space design and equipment purchases 3

4 Choose backhaul: Wireless, or Wired The KEY to Accuracy: Infrared Badge and Sensor Accurate, Reliable Data: Automates clinical workflow, allows for accurate reporting. Room Level Bed Level Care Level Determine Room Status Track Room Turnaround Time Determine Patient Progression Measure Room Utilization Automate Staff-to-Patient Assignments Report on Staff-Patient Interactions Manage Beds in Real-time Report on Staff-Patient Interaction Track Staff Productivity Passively Monitor Patients Progress Determine Length of Test or Diagnostic Treatments 4

5 Helps facilitate superior patient experience Real-time analytics and near real-time reporting capabilities Increased engagement opportunities Instant patient identification Increased VAT and overall patient satisfaction Decreased queue / wait times across the board Reduced paper process Enhanced workflow 5

6 Now Now in Real-time during the visit Visibility immediately identify items that push a practice out of sync Ability to rapidly and effectively communicate, react and change patient flow outcomes in the moment Later Later - after the point of service process improvement Data driven reports (averages, outliers, trending over time) Team input focused on process supported with information Process refinement / alterations 6

7 IF patient is seen in waiting room, exam room, etc. AND a caregiver has not been seen in that location for (facilities predetermined threshold) 10,15, 20 minutes THEN send alert 7

8 After you collect all this data what do you do with it? Decision Support Tool for managers and executives - Decision support - Complexity and integration - Process improvement - Strategic planning - Quality measurement - Data collection - Workflow design Powerful tool for designing and analyzing complex and dynamic systems to accurately predict outcomes under different conditions. Simulations are a highly cost-effective method of testing new processes or ideas without having to affect current operations. 8

9 Small adjustments with appointment types, categories, or slots produce wild swings to the workflow Too many people with know how manipulating the schedule of patients simply does not work Swapping patient slots is possibly one of the worst things you can do..from experience Not using technology to assist your management or other staff will tend to cost you more in the long run Failing to communicate the purpose of technology to your staff and patients hinders adoption and promotes unintended sabotage Models and reports are only as good as as the input data have a good way to collect your data! Operational Data Analysis & Objectives Constraint definition Process flow documentation & confirmation Resource documentation & confirmation Personnel Real Estate Equipment Modeling & Simulation Run scenarios Identify any operational issues Observe cycle times Observe resource constraints Assessment Document key operational metrics Assess impacts of modifications Analyze model performance differences 9

10 We can create a much more ideal patient template that accomplishes the following Maximize throughput Quickly identifies resource constraints Generates a working template on a per-session basis Maximizes provider productivity Creates a more pleasant patient experience Appropriately manages WAIT TIME goals for the facility Nearly all variations and statistically relevant occurrences are factored into the results and recommendation based on your own facility When implemented the results accomplish: Sense of calm amongst staff Reduced wait times Increases in bottom line revenue Improved patient flow and technology integration Identify critical processes Use the predictive modeling and simulations to help design your flow Evolutionary cycle for process evaluation and improvement Determine how to continuously measure processes Build flow charts Simulations if you have them Report on your data & identify system constraints Reduce wait times through better operational efficiencies and awareness Assess the new scheduling template capacity versus the current schedule Increase clinic schedule capacity to meet challenges of rising costs and declining reimbursements by at least 10% of high reimbursable patient category types Increase number of scheduled patients in order to satisfy the new patient demand for the clinic Provide a better balance and more consistent pace for staff throughout the day Adjust for a percentage of short or post-operative appointments as necessary based on demand 10

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12 Maximize throughput Quickly identifies resource constraints Generates a working template on a per-session basis Maximizes provider productivity Creates a more pleasant patient experience Appropriately manages WAIT TIME goals for the facility Nearly all variations and statistically relevant occurrences are factored into the results and recommendation based on your own facility When implemented the results accomplished: Increase of template capacity (example 92 Patients to 110 patients) Sense of calm amongst staff (not rushed but welcoming pace throughout the day) start at 730am and end consistently at 430pm Reduced wait times (45min down to <15m) consistently Improved patient flow and technology integration (reduced overall lead times) Efficient and reliable communication synchronized across all staff Time savings while searching for patients, staff and equipment Eliminate many manual data entry tasks Real-time alerts to help engage and proactively manage patients or process Thank you Brett A. Chambers brett.chambers@mednetworx.com Candy Simerson cssimerson@mneye.com