Collecting records plans at the local hospital
- Review process definition, measurements, and waste audit completed with process owners (or team members).
Process Definition
Collecting records plans at the local hospital has always been a tough job. There is a lot of wastage of time, resources, and personnel when collecting these records. What we are trying to do is show how it would be so easy for the nurses and doctors to hold the documents on the floors until 5 pm instead of my team running up there every 2 hours to pick up 1 document. A material that needs to get scanned in the system and a red stamp placed on the report showing that it gets recorded. This will help a lot and for us to focus on more of patient care on hand.
Measurements
Printing discharge log.
(a day before discharges) 5 am pickup could range from 25 to 30 charts, 8 am 5 to 10, 11 am 15, 5:30 pm would start picking back up in numbers because now you should be picking up today’s charts. The window is to make sure all maps get scanned in before the next time frame, some days NICU charts can have up to 300 pages. The plans are to get In-Patient Employees to understand there are numerous ways that this process can be dealt with then running back and forth. Permitting the hospital side of this to scan the more important documents such as surgery Docs, discharge papers, and have the rest scanned by HIM Dept. This can be the beginning of a new process to be convenient for patients to access their records for continuity care and to eliminate repeating floor checking
Waste Audit
Waiting or idle time
The members of my hospital team have to wait for 2 hours or even more to receive one document. Members of my team also have to wait for answers or feedback from other departments before obtaining the required documents. The process becomes longer in case the release of the files necessary involves the completion of another event in a different department. This makes the delivery time even longer. This time wasted can be used to achieve the end of other activities
Excess Transport or Movement
Members of my medical team have to move from time to time to collect documents. This excess movement between workstations wastes time and energy, which can get focused on patient wellbeing.
The current system uses inappropriate and data processing techniques, especially the process of scanning documents. This system has led to the waste of hospital resources.
Resistance to change
The system in place is relying on old data filing and processing technology.
Process Owners
Marian will set the floor plan together, identifying which floors that will house discharge records on all patients. Jaime will do the 5 am & 8 am pickup Monday & Tuesday while Pam will do pickups for the other three days. Greg, Lisa, and Michelle, on the other hand, will take care of the 11 am, 2 pm, 5:30 & 8 pickups.
- Develop a statement on what everyone wants to accomplish with this kaizen.
This kaizen is meant to provide the staff with improvement suggestions within the system. We intend to align the available structures within the hospital to capture the ideas and creativity of the workforce here. All this is to ensure that time delays between activities get minimized
- Describe the conditions that everyone wants to achieve.
- We are trying to involve all the process owners by creating awareness and support to the new idea of a more accommodating process.
- Team members have questions on how the system will help them juggle additional work easier.
- All these measures are to ensure a better and organized workflow in the system.
- By implementing the new system, we are promoting working together for better results.
- All members of the team want to ensure that they can work their jobs effectively. We are trying to minimize the workload at the hospital while trying to maximize productivity. In maximizing productivity, we are also trying to reduce wastes at all costs.
- Brainstorm and potential list actions to take for improvements.
- Organize area finding a place for everything needed for process and define a system for making sure everything is kept or returned to that place.
- Standardize how activities get done across all process owners. Each process owner knows what he or she is supposed to do at any given point in time.
- Motivating process owners in case they perform well
- Maintaining a strict schedule on how the pickup shifts work and ensuring each individual achieves their duties.
- Introducing computerized systems in the process.
- Prioritize and select the first actions to take. Develop an implementation plan. (last course assignment will be a master plan for further improvement needs)
Task Description
Person Responsible
Target Date
Completion Date
- Throw out/remove items not needed at any given time by team members
Jaime
02/03/2020
02/03/2020
2.Re assigning team members tasks
Greg
28/02/2020
01/03/2020
- Rearrange and organize the area to support activities by doctors and nurses
Lisa
24/02/2020
25/02/2020
- Auditing team member requests
Pam
24/02/2020
02/03/2020
- Identify how these actions impacted performance measures for this process.
- Prior Measures put in place: 2 hours. Total
- Improved Measures: 30mins. Total
- Impact Statement: 75% reduction in time, resulting in additional capacity to focus more on ensuring the patients are well taken care of.
- Identify lessons learned during this kaizen event.
- We did not identify the process owners early enough.
- Understanding how the system works and coming up with a 75% efficient process took a lot of time.
-
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