Genevieve Popp Data Administrator

1. Transplant Institute Using OTTR to Automate the Transplant Candidate Intake Process Genevieve Popp Data Administrator

2. Referral Process • Patients, MD offices, dialysis centers contact the transplant center to refer. • Referrals are accepted by phone or fax, and processed by the Intake Coordinator. • Patient is interviewed by the Intake Coordinator for demographic and medical information. • Patients are given basic information about transplantation and scheduled for transplant education class with a Transplant Nurse Coordinator. • Patient passing initial screening and wishing to proceed begin the transplant evaluation phase. Referral Evaluation Listing TXP University Hospitals Case Medical Center

3. Intake Workflow Participants • Patient • Secretary • Intake Coordinator • Financial Counselor • Transplant Nurse Coordinators • Nutritionist • Social Worker • OTTR Administrator • Outreach Coordinators University Hospitals Case Medical Center

4. WARNING:The images you are about to see may be disturbing. Viewer discretion is advised. University Hospitals Case Medical Center

5. OLD University Hospitals Case Medical Center

6. Manual Process Issues • Excessive Referral to Evaluation Period • Potential Referral Loss • Inefficient Resource Use • File Maintenance Overhead • Chart Maintenance Overhead • Potential Data Loss • Potential Data Security Breach • Lack of Progress Tracking Capability • Difficult Data Compliance Monitoring • Limited Data Access University Hospitals Case Medical Center

7. CURRENT University Hospitals Case Medical Center

8. FUTURE University Hospitals Case Medical Center

9. Automated Process Benefits • Decreased Referral to Evaluation Period • Increased Referral Volume • Efficient Resource Use • File Maintenance Elimination • Chart Maintenance Elimination • 100% Data Retention • Data Security Compliance • Online Progress Tracking and Reporting • Online Data Compliance Monitoring • Complete Online Data Access University Hospitals Case Medical Center

10. Process and Form Design Considerations • Identify primary patient demographic pool • Identify all information that is used in the process • Identify all sources of required information • Identify roles responsible for collection of data • Identify sequence of data collection (seamless flow) • Identify data formatting standards • Identify “patient reported” data • Identify data storage and retrieval requirements • Identify data collection flow and GUI requirements • Identify all data reporting requirements • Identify data security requirements • Identify data retention requirements • Identify data backup and recovery requirements • Calculate data volume estimates (short and long term) University Hospitals Case Medical Center

11. Requirements for Project Success • Management support of workflow redesign • Dedicated resources for project implementation • Accurate process resource requirements • Trained Intake Coordinator • Blocked scheduling • Process performance monitoring tools • Rollout strategy • Implementation shadow support • Post-implementation audit University Hospitals Case Medical Center

12. Demonstration • Q & A University Hospitals Case Medical Center

13. Thank you! University Hospitals Case Medical Center