Patient Flow Analysis Oklahoma State Department of Health

Patient Flow Analysis Oklahoma State Department of Health Miriam Mc. Gaugh, MS Patrick Hattaway

OSDH PFA Team • • Miriam Mc. Gaugh Patrick Hattaway Thad Burke Lynn Madsen • • Ann Benson Cari Thompson Susan Boyd Amy Morse – OSU Intern

What is Patient Flow Analysis? • A process that tracks patient flow and use of personnel time in clinic settings • Used to… – Identify problems in flow – Identify personnel needs – Identify space needs – Track personnel costs (if included)

Benefits of PFA • To Staff/ Personnel – Ability to respond to staff/personnel concerns – Better understanding of roles and needs of different departments – Increases information available to managers • To Customer – Refocuses on customers – Improved continuity of care • To Clinic – Team-building tool – Greater communication

Process of PFA • • Planning & Preparing Data Collection Data Entry Data Analysis and Interpretation

Forms Used in a PFA • • • Staff ID List - SID Client Sign-in Sheet - CSS Personnel Register - PR OSDH Code List - CL Client Register - CR

Optional Documents for PFA • • Personnel List with salary information Clinic Appointment Roster by Date Master Schedule Report Attended Appointment Summary

Planning & Preparing a PFA

Planning & Preparing a PFA • Study Coordinator – Unbiased and receptive to needs and ideas • Management – Commit to process and assure communication • PFA Team – Admin. Dir, DNM, Coordinating Nurse, APO/AA, Records Cons. , others

Planning & Preparing a PFA • When and how will clients be entered on the signin sheet? • Who will distribute the CRs? • How will the CRs be routed through the clinic? • Which staff persons will determine the Reason for Visit and Sub-classification? • When will staff persons receive their PRs? • How will the CRs and the PRs be collected? • What method of synchronizing time will be used? • What other information should be collected specific to the study?

Planning & Preparing a PFA • Study Variable Codes – OSDH Code List (CL) • Clinic Tasks • Reason For Visit • Appointment Type – County specific codes

Planning & Preparing a PFA • CHD Meeting – Communicate plan to staff prior to collection – Emphasize purpose is to improve clinic efficiency and NOT to evaluate individual staff performance – Answer questions – Informational session – Repeated day before or day of data collection

Conducting a PFA

Conducting a PFA OSDH Process • Morning Briefing – Pass out Personnel Register & Code List – Distribute Client Registers to Clerical Staff – Synchronize Time & Watches – Answer Questions

Conducting a PFA OSDH Process – Client Sign-in • Fill out county, date, time and ID# • Hand to patient for them to complete name (optional) • They take to clerical staff for regular checkin process

Conducting a PFA OSDH Process – Client Tracking • CSS is stapled to back of CR • Clerical staff fills out top of CR (except TOD) • CR is placed on front of chart for rest of visit • All client contact is tracked • CR is sent (with BCD) with client for checkout

Conducting a PFA OSDH Process – Personnel • Staff ID pre-assigned based on Staff ID List • All personnel involved with clients on day of clinic • Include travel only if PFA site is not home duty station. • Personnel will track all times throughout day • Record if unavailable/no-contact for more than 10 minute block.

Conducting a PFA Forms

Forms Staff ID List

Forms Client Sign-in Sheet

Forms Personnel Register

Forms Client Register

Conducting a PFA Editing Data • Ensure that all required fields are complete • Clear and legible • Personnel Registers – Time in and out completed on all forms – Staff ID code matches Staff ID List • Client Registers – All contacts: Staff ID, Task code, Time In & Out – Chronological Order • Client Sign-in Sheet attached to Client Register

Conducting a PFA Common Errors • Missing or Incorrect Break Times (PR) • Missing Time of Arrival or Time of Appointment (CR) • Time of Arrival later than first contact Start Time (CR) • Missing Client or Staff ID code

Wrapping Up a PFA

Data Entry, Analysis & Interpretation OSDH Process • • All forms will be sent to OSDH staff Entered into Win. PFA 2. 1 Reports generated by clinic Statistical analysis completed for all clinics combined • See PFA User Guide Optional Modules

Questions? ?