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Union County Department of Human Services
Division of Public HealthJanuary 23, 2014
“Everyone wants to improve, but No One Wants to Change”
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Multi-disciplinary Team
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Project Aim Statement:Eliminate non-value added clinical visit time from
the point of entry through check-out and create
accurate, error free encounters from clinic to billing.Union County CharterMeasure Baseline Goal
Average amount time patient spends in a clinical visit at the Health Dpt
101.23 minutes 68.18 minutes
Reduce or eliminate non-value added steps within the clinic visit process
33.05 minutes of non-value
added time per visit
Reduction of 30% from the overall average
clinical time
Decrease encounter errors passed from clinical staff to business service staff
In ProgressError free encounters
leaving clinic in preparation for EMR
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Data Collection Tools• QI Cycle Times• Gemba Walks• PDSA’s
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Value Stream Maps (VSM)
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Comparison DataMarch / April 2013 Maternity
High Risk Maternity
Child HealthFamily
PlanningGeneral -
STDImmunization
sOver-all Average
Average - Provider Clinics
Wait time from Check-in to Processing 6.90
4.494.75 4.76 5.75
4.805.24
5.23
Wait time at Processing 4.06 3.89 6.59 5.48 9.92 5.98 5.99 5.01Wait time from Processing to Fee Window 4.92
4.434.95 6.62 5.85
7.775.76
5.23
Wait time at Fee Window 3.36 3.61 4.03 6.91 6.85 6.72 5.25 4.48Wait time from Fee Window to Clinic 17.14 17.09 25.33 14.81 18.66 6.42 16.58 18.59Wait time in Clinic 65.42 72.77 55.76 66.01 40.89 17.47 53.05 64.99Wait time from Clinic to Check-out 6.67 6.06 2.23 4.84 0.37 1.14 3.55 4.95Wait time at Check-out 7.74 6.01 2.13 6.22 0.52 1.50 4.02 5.53 Total Visit Time (minutes) 116.21 118.35 105.77 115.65 88.81 51.80 99.43 114.00Visit Time (without waits) 80.58 86.28 68.51 84.62 58.18 31.67 68.31 80.00Non-value added wait times 35.63 32.07 37.26 31.03 30.63 20.13 31.13 34.00
Aug-13 MaternityHigh Risk Maternity
Child HealthFamily
PlanningGeneral -
STDImmunization
sOver-all Average
Average - Provider Clinics
Wait time from Check-in to Processing 3.88
3.933.51 5.59 6.45
2.204.26
4.23
Wait time at Processing 2.64 2.52 3.96 3.75 4.45 4.00 3.55 3.22Wait time from Processing to Fee Window 3.52
3.937.71 6.78 6.33
6.335.77
5.49
Wait time at Fee Window 3.19 2.81 4.69 6.59 8.69 10.04 6.00 4.32Wait time from Fee Window to Clinic 26.27 21.15 16.88 20.97 11.77 14.12 18.53 21.32Wait time in Clinic 58.18 65.41 65.07 68.91 30.73 15.68 50.66 64.39Wait time from Clinic to Check-out 8.18 2.88 4.00 5.50 0.00 2.83 3.90 5.14Wait time at Check-out 5.98 7.00 4.52 7.00 0.00 7.40 5.32 6.13 Total Visit Time (minutes) 111.84 109.63 110.34 125.09 68.42 62.60 97.99 114.23Visit Time (without waits) 69.99 77.74 78.24 86.25 43.87 37.12 65.54 78.06Non-value added wait times 41.85 31.89 32.10 38.84 24.55 25.48 32.45 36.17
Visit Times Decreased Non-Value Added Wait time decreased Total Visit Time Decreased
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Data Capabilities – Providers
Provider / # of forms collected
Dr. A (21) Dr. B (12) Dr. C (24) Dr. D (44) PE A (5) PE B (14)
PE (27)
Wait time from Check-in to Processing 2.25
0.182.7 3.72 3
2.692.9
Wait time at Processing 2.86 4.75 3.46 3.19 6.4 3.073.96
Wait time from Processing to Fee Window 4.95
48.1 6.67 4.67
7.937.46
Wait time at Fee Window 2.65 4.38 4.68 4.25 7.33 5.434.87
Wait time from Fee Window to Clinic 20.26
9.511 16.63 23.33
9.3626.71
Wait time in Clinic 73.33 41.00 55.57 65.19 90.50 47.0869.33
Wait time from Clinic to Check-out 2.83
2 4.52
8.57.17
Wait time at Check-out 6.15 4.64 6.22 3.00 6.135.54
Total Visit Time (minutes) 115.28 63.81 92.15 110.39 138.23 90.19 127.94
Visit Time (without waits) 84.99 50.13 68.35 78.85 107.23 61.71 83.7
Non-value added wait times 30.29 13.68 23.8 31.54 31 28.48 44.24
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Clinic Wait Time Chart
Wait
time fro
m Check-in
to Pro
c...
Wait
time at P
roces
sing
Wait
time fro
m Proces
sing t
o Fe...
Wait
time at F
ee W
indow
Wait
time fro
m Fee W
indow to C...
Wait
time in Clin
ic
Wait
time fro
m Clinic t
o Check...
Wait
time at C
heck-out
0.00
10.00
20.00
30.00
40.00
50.00
60.00
70.00
80.00
5.24 5.99 5.76 5.25
18.50
52.93
3.55 4.02
QI Clinic Wait Times
Over-all Average Maternity High Risk Maternity Child Health Family Planning General - STD
Immunizations Wait
Min
utes
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Return on Investment - Tangible
• Clinical Navigator• Child Health Walk-in Work-In• Kanban Inventory System• Business Service
Standardization of Work Stations
• Business Services Cross-training• Condensed Encounter Forms
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Return on Investment - Intangible
• Multi-disciplinary Team• Culture Change• Positive Peer Pressure• Developed Foundation for
EHR Implementation
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Return on Investment –Monetary Projections
• Gain 3 hours of MOA Salary Time per week due to Kanbab = $3,270 annually
• Gain additional clinical access through more efficient clinic flow
• 4 Child Health Physicals per week @ $90.00 Medicaid Rate = $18,000 annually
• 4 Family Planning visits per week @ $142.00 Medicaid Rate = $28,400 annually
• Total annual reductions = $49,670