Managing for Efficiency and Productivity

in Outpatient Rehab Therapy

We’ll keep this to 30-40 minutes

Time for Q&A at the end of

Presentation – use the “Questions”

feature during the webinar

To view today’s and previous webinars,

go to: http://tenet-rehab.rocks

Thanks

for joining us

today!

Moderator:

Doug Cundiff, MPT, MPH

VP 360 Professional Services

- Rehab Therapy

Top Challenges for Rehab Directors and Leaders

This is what we hear from all across the country,..

Managing

Productivity

Timely and

actionable

business

reporting

Therapist

and patient

scheduling

Budgetary

support to

grow/manage

the business

Patient

Outcomes

and

Regulatory

compliance

Treat Patients

Build Community and

Referral Source

Relationships

Pride in the

profession and

services provided

Value RecognitionBe part of a

successful team

Work in an environment

to Optimize Outcomes

Helping Therapists Do What They Want To Do

You all love the Labor Management Reporting System…

» How do the units of service and RVUs in your Charge

Description Master contribute to your target HPUOS

(Hours Per Unit Of Service)?

» For good LMRS results, how many billable units does

it take, per therapist, per day, to hit your target?

» For those using ReDoc, have you updated your CDM in

the application to match the system’s RVU values?

How do you share this with the staff? What’s the message?

Today’s Objectives – Establishing Productivity Ownership

Why the focus on productivity?

Setting the team up for Success - helping the staff therapists understand how “productivity” translates to an efficient work environment

Effectively communicating the results to gain ownership

Additional Modules to help you meet your Goals

Quantifying the Opportunity

What are the Key Performance Indicators (KPIs) that Drive Performance?

6.0 FTE Physical and Occupational Therapists for this example

✓ 45 minute appointment slots majority of time

o Expectation is 3 units of billable service per scheduled appointment

✓ 75% Productivity Target

o Max Units per hour = 4

o Max Units per 8 hour day = 32

o 24 Units/day/therapist = 75%

✓ 10-12 Visits per treatment cycle per POCs (on average)

Opportunity When Target KPIs are met

6.0 - Physical and Occupational Therapists in this example:

Therapist Productivity(max 32 units/day/therapist)

Total Units Billed

Units or Stats

per Day per

Therapist

Productivity

Therapist

Productivity

Improvement

Net Revenue

per Therapist

Improvement

Baseline Key Performance Metrics 23,950 16.63 52% Baseline $111,767

Opportunity with ReDoc 360 38,100 26.46 83% 31% $177,800

Evals Visit Volume Visits per

Eval

CPT Unit/Stat

Volume

Units per

Visit

Net Revenue

per Visit

Net Revenue

per Eval

Service Line

Performance

1,270 9,220 7.26 23,950 2.60 $72.73 $528 $670,600

1,270 12,700 10.00 38,100 3.00 $84.00 $840 $1,066,800

0 3,480 2.74 14,150 0.40 $11.27 $312 $396,200

Outpatient Rehabilitation Service Line Key

Metrics - One Month Annualized

Baseline Key Performance Metrics

Opportunity when target KPIs are achieved

Total Hospital Improvement

Managing the Initiative

Consistent Feedback and

Mentoring Drives Productivity

Setting the Team up for Success

» Scheduling» How long are the patient appointments?

» How many appointments per day?

» Still Blocking off documentation time?

» Other tasks or meetings that impede patient care?» Time scheduling patients, sending POCs and Re-Authorizations

» Too many non-productive meetings impeding patient care time

Sample Schedule with 45-Minute Appointment Slots

Schedule 1 Schedule 2 Schedule 3 Schedule 4

1 8:00 Eval 1 8:00 1 8:00 1 8:00

2 9:00 2 8:45 Eval 2 8:45 2 8:45

3 9:45 3 9:45 3 9:30 Eval 3 9:45

4 10:30 4 10:30 4 10:30 4 10:30 Eval

5 11:15 5 11:15 5 11:15 5 11:30

Lunch 12:00-12:30 Lunch 12:00-12:30 Lunch 12:00-12:30 Lunch 11:30-12:00

6 12:30 Eval 6 12:30 6 12:30 6 12:00

7 1:30 7 1:15 Eval 7 1:15 7 1:15

8 2:15 8 2:15 8 2:00 Eval 8 2:00

9 3:00 9 3:00 9 3:00 9 2:45 Eval

10 3:45-4:30 Last 10 3:45-4:30 Last 10 3:45-4:30 Last 10 3:45-4:30 Last

75% Target w/32 Units Max 75% Target w/32 Units Max 75% Target w/32 Units Max 75% Target w/32 Units Max

8 Hour Day8 Hour Day 8 Hour Day 8 Hour Day

• 60-minutes for Evals

• 45 Minutes for f/u appts

• 10 appointment slots per 8 hour day

• Schedule has 32 possible units of service

Business

IntelligenceBetter Operational Management

Ease of Use

Real Time

Management

Operational Performance

Making sure your CDM reflects the appropriate RVUs

Monthly Reports and Charts – Goal and Budget Setting

Setting Department Goals/Budgets Based on Historical Trends

Track the metrics that drive Efficiencies and Productivity

Managing the Initiative – Understand Individual Performance

Begin Sharing Results Weekly

What if our therapists split time

between Acute Care and

Outpatients?

Typical Acute Care Therapy Workflow

Therapy Order

Assign work via magnet board or

Spreadsheet

EnterClinical

Documentation &

Charges

Permanent Medical Record

(and other system(s))

Hospital Billing System

Therapist Assignments

Write or print worklist

Status

Proven Results (Prior ReDoc Platform–xfit version coming soon)

A Tracking Option (for now)

ABC Rehab Therapy Performance and Productivity

Week of 10/15/18

Rehab Therapy Formula Erin Shayla Beth

Productivity Goal A=C/B 75% 75% 75%

Max Units/Hour/Licensed Staff B 4.0 4.0 4.0

Units/Hour/Licensed Staff GOAL C 3.0 3.0 3.0

Hours Worked - Outpatient D 10.0 40.0 20.0

Hours Worked - Acute E 30.0 0.0 20.0

Hours Worked - Total F = D+E 40 40 40

Visits - Outpatient G 10 50 25

Units - Outpatient H 28 140 70

Units/Visit- Outpatient I=H/G 2.8 2.8 2.8

Units/Hour - ACTUAL J=H/D 2.8 3.5 3.5

Hourly Productivity (Outpatient) K=J/B 70% 88% 88%

Visits - Acute L 60 0 20

Units - Acute M 120 0 40Units/Visit- Acute N=M/L 2.0 #DIV/0! 2.0

Units/Hour - ACTUAL O=M/E 4.0 #DIV/0! 2.3

Hourly Productivity (Inpatient) P=N/B 100% #DIV/0! 56%

Visits - Total (Outpatient + Acute) Q=G+L 70 50 45Units - Total (Outpatient + Acute) R=H+M 148 140 110

Units/Hour - ACTUAL S=R/F 3.7 3.5 2.8

Hourly Productivity (Unit Based) T=S/B 93% 88% 69%

Set Your

Goals

A few final thoughts

Customization!

Each of the following libraries are customizable within the Gear > Documentation Settings > Document Options > Form Options (next to the corresponding form)

1. Goals (Note: an excel document including all goals is now

available.)

2. Exercises & Protocols

3. Standardized Tests

29

4. Autocorrects:Can be added, edited, deleted, or set to inactive by a Facility Admin

user through the Gear > Facility Setup > AutoCorrect Facility Admin.

Note: an excel document including all autocorrects is now available.

5. Custom

Questions can be added

to any

document.

6. Custom Forms can

be created. There are only

10, so we recommend only

using these when Custom

Questions are not

appropriate.

Keys to Establishing Productivity Ownership

Securing buy-in

and education for

therapists

Customize and

streamline your

documentation

solution

How does your

hospital link “value”

with productivity?

Share Results

Frequently and in a

meaningful way

Set the team up

for Success

Leverage all the

resources available

to you

Full Service Solutions

» Appointment Reminder System

» FOTO – comprehensive patient outcomes solution

» Exercise Pro Live - Online Home Exercise Program

» ReDoc 360 Professional Services

» Acute Care Module/Orders Interface (coming soon)

Thanks for attending

For questions or to request

more information, contact

Doug Cundiff – dcundiff@nethealth.com

or

Abby Jackson– ajackson@nethealth.com