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Enterprise-wide Communication via Intra-web Page
Replacing Manual Processes with Intra-web Technology
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Enterprise-wide Communication via Intra-web Page
Co-Authored by:
Richard GoldDirector - Operations Analysis, Detroit Medical Center
David KingSr. Operations Consultant, Detroit Medical Center
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Overview
Current StateProject PlanIssuesExpectationsQualitative BenefitsConclusion
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Detroit Medical Center Profile
University affiliated teaching institution comprised of 7 ___acute care hospitals
2,000 + Physicians
100+ Satellite locations
3,000 Licensed beds
1,520,000 Outpatient encounters
261,000 Emergency Department encounters
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Customers
A Referral Coordinator is assigned to each of our hospitals for the purpose of identifying and facilitating the transfer of patients into our post-acute rehabilitation hospital
Several departments need current patient admit status including: Patient Units, Front Reception Desk, In-Patient Scheduling, Dietary, Finance and Patient Transport
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Overview of Current State
Admission Data
Admission Coordinator’s Role
Pre-Implementation Flow
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Patient Admission Data
A centrally located Admissions Coordinator maintains a manual log to record patient transfer information on approximately 25 patients daily
Admission data includes items such as:1) Admit Status (Confirmed, Hold, Cancelled)2) Date and Arrival Time3) Floor / Room / Bed4) Admitting Physician and Diagnosis5) Special Needs
(e.g. oversize wheelchair, Hemodialysis, C-Pap, etc.)
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Information Dissemination
The Admissions Coordinator will field all incoming telephone calls regarding admit status and generate outgoing calls to ascertain status of missing information.
The Coordinator answers all inquiries from the departments regarding patient admit status. Often there is a significant lag time in receiving and disseminating information thus impacting the care givers’ schedule and patient services.
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Pre-Implementation Communication Flows(Utilizing Manual Log)
patientreferrals
AdmissionsCoordinator
patientreferrals
patientreferrals
patientreferrals
patientreferrals
patie
nt st
atus
patient st
atus
PatientUnits4, 6, 7
FrontReception
DeskDietary Finance InPatient
SchedulingTransporta
-tion
on-li
ne st
atus
requ
ests
on-li
ne st
atus
reque
sts
on-li
ne st
atus
reque
sts
on-line status
requests
on-line status
requests
- Confirmations- Holds- Cancellations- Add-Ons- Room Changes- Special Needs
- Cancellations- Add-Ons- Room Changes
- Cancellations- Add-Ons- Hemodialysis
- Cancellations- Add-Ons
- Confirmations- Cancellations- Add-Ons- Room Changes
- Confirmations- Add-Ons
patient status
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Project Plan
Team Members
Post-Implementation Flow
Utilization Process
Web Page Demo Screens
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Development Team
The project design/implementation team consisted of:
Referral Services DirectorAdmissions CoordinatorSenior Operations ConsultantDMC Web Services / Database designed
Project Duration: Six Months
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Post Implementation Communication Flows(Utilizing Intra-web Page)
patientreferrals
patientreferrals
patientreferrals
patientreferrals
patientreferrals
patie
ntsta
tus
patient st
atus
PatientUnits4, 6, 7
FrontReception
DeskDietary Finance InPatient
SchedulingTransporta
-tion
on-li
ne st
atus
requ
ests
on-lin
e stat
us
reques
ts
on-lin
e statu
s
request
s on-line status
requests
on-line status
requests
- Confirmations- Holds- Cancellations- Add-Ons- Room Changes- Special Needs
- Cancellations- Add-Ons- Room Changes
- Cancellations- Add-Ons- Hemodialysis
- Cancellations- Add-Ons
- Confirmations- Cancellations- Add-Ons- Room Changes
- Confirmations- Add-Ons
Intra-Web Page
AdmissionsCoordinator
patient status
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Web Page Utilization Process
1) There is an automatic Monday through Friday download at 7:00 a.m. from the AS400 containing patient demographics of prospective admissions into the intra-web page
2) Admissions Coordinator keys entries into the intra-web page as they receive patient admission updates A. Modify initial listingB. Enter ‘Add-On’ patients into listing
3) Care-Givers access web page to view their patient data
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Web Page Access: Network Log-On
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User View of Patient Admit Data
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Development Issues
Project customer did not consistently define or clearly articulate design requirements
Changing (evolving) client design specifications as intra-web screens were developed
Conflicting project priorities for web designer’s time lead to limited bench-testing of product (resulted in a variety of application errors)
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Reasonable Expectations
1) Establish customer expectations as early as possible regarding the customer testing process A. Problems will occur during testingB. Testing is the best time to address and resolve problemsC. Developing a web page is much different than an out-of-
the-box application (anticipate more obstacles)
2) Assist customer in articulating need requirements during the design phase and encourage customer to remain focused and not change functionality parameters
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Intra-web Page Development
Developers need to thoroughly bench test product to ensure all functionalities work prior to customer testing
Developers need to test all existing functionality that the new code may have touched
Maintain a consistent look and feel for both User and Admin screens
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Web Page Security
Displaying and monitoring patient data required a dual level of security be implemented
USER permissions – ‘Read Only’ capability granted to selected Care-Givers
ADMIN permissions – ‘Read and Write’ capabilities granted to Admissions Coordinator and Referral Director
Authorized individuals may access DMC Intra-web from either work or home
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Qualitative Benefits
1) Eliminates manual logs and ability to generate system reports
2) Eliminates numerous phone calls and phone tag
3) Faster retrieval of up-to-the-minute patient access information
4) Enhance ability to better prepare for patient arrivals and allocate resources
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Qualitative Benefits
5) Enables Care-Givers to expeditiously respond to changes in patient’s arrival and requirements (e.g. floor and room)
6) Sorting capability permits view to all arriving patients by: Floor, Arrival Time, Diet, Physician, Gender, etc.
7) Care-Givers’ satisfaction levels dramatically rose
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Quantitative Benefit
Patient Admit Status intra-web page utilization is in its infancy (eight weeks at time of this report)
Estimated combined time savings per week for all of the care team is approximately 30 hours per week or 1,500 hours annually
Projected annual savings is $30,000
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