2- Hospital Workflows (Edited)
2- Hospital Workflows (Edited)
2- Hospital Workflows (Edited)
Hospital
Workflows
IS4250: IT-Enabled Healthcare
Solutioning
Lecture 2
19 August 2024
Outline
https://www.youtube.com/watch?v=F5vtCRFRAK0
Benefits of Lean Thinking
• Goal of Lean Thinking: Remove waste and variability
• Reduces lead time by streamlining and standardizing processes,
eliminating unnecessary steps, and ensuring smoother transitions
between steps
IT Process I
Customer
I
I I
Nurse administers
Pharmacy fills order Nurse verifies order
drug(s)
• Transactional queues
• Patient Sign in sheets
• Charts waiting on to be completed
• Clinical
• Patients in waiting room
• Supplies to be put away
• Services waiting
• Clinicians waiting for test results
• Nurses waiting for room cleaning
• New employees waiting for orientation
Sample data to collect about the processes
• Defects (e.g. deaths, OR late starts), efficiency
• Time to complete a product or service from start to finish
• Cycle time: Time to perform all work elements within a particular
step on a single item. May include value-added (VA) and non-value
added (NVA) time. Excludes wait time. Include time to set up.
• Value added time: Time to perform value-added work (in the eyes of the
customer)
• Non-value added time: Time spent that does not impart additional value to the
product, but still required (e.g., double checking, clerical task, insurance
verification)
• Lead time: Time to complete a product or service from start to finish
Remember:
• If your tasks are too big: limits ability to analyze later, difficult to accurately
classify work, less visibility to improvements
• If they are ioo small : overly time consuming , increased opportunity for error
Hospital Workflows: Deaconess
Preparing for cases
• Nurses’ responsibilities
• Example: https://www.youtube.com/watch?v=-q5QJW8q7qc
• Medication administration
• Example: https://www.youtube.com/watch?v=FifaSTgtaBU
• Pharmacists’ responsibilities
• Example: https://www.youtube.com/watch?v=Js0a_d6lRVU
• Nursing Handoffs
• Example: https://www.youtube.com/watch?v=Yl9v6PDwPnM
• Example of docs: https://www.youtube.com/watch?v=O4x0Rk_r-rs
MEDICATION ORDER
MEDICATION RECONCILIATION
• Highly skilled, highly motivated individuals could not ensure his well-
being
• The problems he had been trying to solve lay in the system by which
people’s efforts came together, not in the people themselves.
• As a colleague later observed:
“We lose so much value in the hand-offs.”
Deaconess (A)
• What solutions do you think he will propose to John Dalton,
president of the hospital and to Julie Bonenfant, the hospital’s vice
president?
Deaconess (A)
• Suggestions (continued):
What happened in the end?
• Over the next two weeks, they (Carter, Dalton, Bonenfant and the
managers) each tried to observe the work of people involved with
medication administration.
• Saw for themselves the difficulties presented by the current pathways,
and activity designs
• Decided to create a learning unit
• Solicited the cooperation of two doctors – one a surgeon, the other an internist (both
with high numbers of patients at DGH) and an experienced nurse for each of the three
shifts who worked full- time at the hospital.
• Began by focusing on problems the learning unit was experiencing on a
day to day basis
• Without trying to anticipate all contingencies or solutions to deal with the difficulties
that they had expected.
What is the problem?
Rule Hypothesis Outcome observed Response
1: The person or machine can do The activity is not done as Determine the skill level of the person/
Capability the activity as specified specified capability of the machine and train or
modify as appropriate.
If the activity is done as The outcome is defective Modify the design activity
specified, the good or service
will be defect free
2: Customer’ request will be for Responses don’t keep pace Determine the true combination of the
Efficiency goods and services in a specific with requests; or if the demand and capability of the supplier;
combination supplier is idle retrain, modify activities or reassign
tasks as appropriate
3: Every supplier is connected to A person or machine is not Determine why the supplier was
Configur- the workflow is required. actually needed unnecessary and redesign the workflow
ation Learn why the non-specified supplier
Any supplier not connected to A non-specified supplier was actually required and redesign the
the path is not needed provides an intermediate flow path
good or services
4: A specific change will improve The actual result is different Learn how the activity was actually
interven- the cost, quality, lead time, from the expected result performed. Determine the true effect
tion safety etc. by a specific of the change. Redesign the change
outcomes amount
Activity 1: Designing the future state
• Now that we’ve identified the inefficiencies in the current state, let’s
visualize the “future state”
• Spend the next 20 minutes in groups and find a process (or part of the
process) you want to fix
• Draw your “optimized” workflow
Deaconess-Glover Hospital (C) For the exclusive use of S. LIM, 2020.
602-028
Deaconess-Glover Hospital (C) 602-028
Exhibit
Exhibit 1 1: Medication
Medication Administration
Administration Flow Chart Decision flow
Exhibit 1charts
(continued) (Current State)
NEW
Exhibit 1 (continued)
Admission from ED Patient in Direct Admit
System
This document is authorized for use only by SHI YING LIM in 2020.
5
3
This document is authorized for use only by SHI YING LIM in 2020.
This document is authorized for use only by SHI YING LIM in 2020.
602-028 Deaconess-Glover Hospital (C) Deaconess-Glover Hospital (C) 602-028
STAT NON_STAT
PO/ IV Adminx PO/
Med Order Med Order Searches for Med
Parenteral Procedure Parenteral Medication
Type? Type? Yes and Dose
No
Present?
in Other Cassettes
Prepares 24 Hour
Pharm Tech Supply for Next
IV Admix
Checks Sheets Cassette
Procedure
from Last Night Exchange
Any Mixing Medication After
Copy Sheet onto Card Pharmacist Yes Yes No Yes
Required? Present? Hours?
Pts Name Picks Med
Room Number Prepares and Labels Copy Sheet
Med/Dose (create unit dose if onto Card If Tech Prepares/
Signature needed) Pts Name RPh Checks No No
Room Number
Med/Dose
Pharmacist RN Makes Pink
Write Up Label Nurse Gathers Secretary
Nurse Places Meds Delivers Med to Call Pharmacy Slips for
Medicine and Notifies
in Plastic Cup Unit in for Med Nurse
Write Up Label Solution Nurse
Med Room Supervisor
Tech Prepares
Stat Dose and
Volunteer Delivers Pharmacist
Adds Label Prepares 24-Hour Verifies Mixture Page
Med to Unit Reviews Order
Supply for Next Ratio Pharmacist Nurse
Leaves at Pharmacist
Cassette Exchange Supervisor
Nursing Station Checks Profile
Add Label
Pharm/Tech
(If Tech Prepared)
Delivers Next Dose to
RPh Final Checks
Medicine Room on Unit Nurse
Prepared Dose If Tech Prepared Pharmacy Picks
Try to Notify Nurse Any Supervisor to
RPh Checks Mixes Medicine/ Nurse to Med
Problems? Who Floor
Prepared dose Prepares Bag Patients Room Volunteer Prepares and
Delivers? Picks up
with NCR Sheet Labels
Pink Slips
Yes
Nurse
No Supervisor
Pharmacist Fixes At Bedside
Discusses Nurse Confirms to Locked
with Tech Patient ID Pharmacy
RN Checks to
see STAT Dose Pharmacy
Available Personnel Delivery
to Unit Cart/Med Nurse Explains
Refrigerator Reason for Meds
Replace Cassettes
Nurse Teaches Nurse Administers/
Send Extras Back Nurse Notes on
Patient and Observes Patient
to Pharmacy MAR Time
Family as Administrator
If Delayed, Why?
Appropriate? Medications
Back at Pharmacy/
Credits Patient for
Searches for RN Reviews MAR Unused Meds
Correct Med for Specific
and Dose in Delivery Times Source: Deaconess-Glover Hospital.
Cassette/Fridge Charts Still Flagged?
6 ≈ 7
This document is authorized for use only by SHI YING LIM in 2020. This document is authorized for use only by SHI YING LIM in 2020.
Hospital Information Systems
An introduction to the key IT systems in the hospitals
Hospital Information Systems (HIS)
Drivers
Source:
CAREliberate
by tecKopi Pte Ltd
https://www.himss.org/sites/hde/files/2022-01/emram-criteria.pdf
Clinical Systems
There is no topic in health informatics as important, yet controversial, as the
electronic health record (EHR)
In spite of fledgling EHRs being around for the past 35-40 years they are still
controversial in the eyes of many
Key Clinical Systems: Definitions
Definitions
Definitions
• Electronic Medical Record (EMR): “An electronic
• Electronic Medical
• Electronic RecordRecord
record of Medical (EMR)
health-related (EMR):
information on “An electronic
an individual
record
that of
• “An electronic health-related
canrecord informationmanaged
of health-related
be created, gathered, oninformation
an individual
and on
that can
an individual be created,
that can
consulted gathered, managed
be created,clinicians
by authorized gathered, andand
managed
staff Electronic Health Record
consulted
and consulted
withinby by authorized
authorized
one clinicians
healthcareclinicians and staff
and staff
organization.” Electronic Health Record
within one healthcare
within one healthcare organization.”organization.”
• Electronic Health Record (EHR): “An electronic
• Electronic Health
record ofRecord
• Electronic health-related
Health Recordinformation
(EHR):on an electronic
“An individual
• “An electronic
that of
record recordtoofnationally
conforms health-related
health-related information
an individual on
recognizedoninteroperability
information
an individual thatand
thatstandards
conforms conforms
tothat torecognized
can be
nationally nationally
created, recognized
managed and
interoperability
interoperability
standards andstandards
consulted by and
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that can be that can
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managed and staff
and
managedconsulted by authorized clinicians and staffand
and
across consulted
more than by
oneauthorized
healthcare clinicians
organization.”
staff across
acrossmore
morethanthanoneone healthcare organization.”
healthcare organization.”
• Personal Health Record (PHR): “An electronic
• Personal Health
record Record (PHR)information
of health-related (next class)
on an individual
Personal
• “An•electronic HealthtoofRecord
record
that conforms (PHR):
recognized“An
health-related
nationally electronic on
information
interoperability
record
an individual ofthat
health-related
standards conforms
and information
that can be todrawn fromonmultiple
nationally anrecognized
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while being to and
nationally
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recognized
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interoperability
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multiple and
sources Personal
controlled
whileby themanaged,
being individual.”shared, and controlled by Health
the individual.”
• --National Alliance for Health Information Technology Personal
Record
Health
• --National Alliance for Health Information Technology Record
Source: National Alliance for Health Information Technology
Key Capabilities of an Electronic Health
Record (EHR) System
Institute of Medicine identified 8 core care delivery functions of EHRs:
• Health information and data (e.g. reduce redundant tests)
• Result management (e.g. timely access to test results)
• Order management (e.g. clinical effectiveness of CPOE)
• Decision support (e.g. alerts, reminders and prompts)
• Electronic communication and connectivity (e.g. emails among care partners
or with patients)
• Patient support (e.g. patient education)
• Admin processes and reporting (e.g. improved services)
• Reporting & population health (e.g. key indicators)
https://www.curemd.com/top-ehr-vendors/
EPIC
• A key reason why Epic Systems has become a technology leader with
healthcare organizations is that they built an integrated platform
almost all areas of care.
• E.g., When Epic sees the need to advance technology in a new specialty, they
develop what they “modules” that are built on the same platform and data
structure as all of their other products.
• Sample modules include:
• ER Module (with ability to track room occupancy)
• Epic Beacon Oncology (for cancer treatments)
https://www.epic.com/software
AthenaHealth: Cloud Based System
https://www.youtube.com/watch?v=H_oqpkrd3Tw
https://www.youtube.com/watch?v=vIYSq6Kublk
Athena More Disruption Please/Marketplace
https://www.globenewswire.com/news-
release/2017/05/18/987746/0/en/athenahealth-s-More-
Disruption-Please-MDP-Program-Launches-MDP-Labs-to-
Accelerate-Health-Innovation-Entrepreneurs-onto-National-
Cloud-Platform.html
https://www.youtube.com/watch?v=L4g9iVrt9AY
Other Ancillary Systems
E.g. Lab, radiology, pharmacy
Smart Lab Program: https://www.ihis.com.sg/SmartLab_Programme
Workflow of Electronic Lab Orders and Results
images stored /
captured on PAC
system
Options
criteria
Source: https://venngage.com/templates/
Project Map
Breakthrough project:
revolutionary new product
and process technologies
Fundamental improvements in
cost quality and performance of
technology over previous
generations
Incremental changes
in products and/or
processes
• Project groups:
• Please register online by Wednesday (21 Aug) 11:59pm and complete
the project survey for your top 3 choices for those projects (1 per team)
• Next class:
• Guest speaker (10:40am): Mr Aloysius Chen, Director (Product
Management, Planning and Strategy), Synapxe