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Marcelo A. Lopetegui, M.D. Postdoctoral Researcher Department of Biomedical Informatics

Time Capture Tool (TimeCaT ): Development of a Comprehensive Application to Support Data Capture for Time Motion Studies. Marcelo A. Lopetegui, M.D. Postdoctoral Researcher Department of Biomedical Informatics. Background. Hospital Management. Clinical Workflow. Measure. Clinical

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Marcelo A. Lopetegui, M.D. Postdoctoral Researcher Department of Biomedical Informatics

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  1. Time Capture Tool (TimeCaT):Development of a Comprehensive Application to Support Data Capture for Time Motion Studies. Marcelo A. Lopetegui, M.D. Postdoctoral ResearcherDepartment of Biomedical Informatics

  2. Background Hospital Management Clinical Workflow Measure Clinical Research Understand

  3. Background Patient Safety, detecting interruptions and medication errors Quality of care, assessing timeliness of treatments and procedures Productivity and efficiency Clinical Workflow Measure Understand Clinicians workload and time allocation

  4. Background Time Motion Studies The observation and analysis of tasks within an activity with an emphasis on the amount of time required to perform the task.

  5. Background Time Motion Studies Self Reports External Observer Computerized Systems Self Work Sampling Active Tracking Continuous Observation Work Sampling Position Tracking Device Passive Tracking Multimedia Recording

  6. Background Continuous Observation TMS Task one Task two Task three Observer Subject

  7. Background Workflow 1 Workflow 2 Task one Task one Intervention Task two Task two Task four Task four Task three Task three

  8. Background Results Results + + + Results H1 H2 H3

  9. Background Results Results Results

  10. Background Continuous observation time motion studies could enhance clinical workflow studies by providing rich quantitative data required for in-depth workflow analyses. However, methodologicalinconsistencies have been reported in continuous observation TMS, potentially reducing the validity of TMS’ data and limiting their contribution to the general state of knowledge.

  11. Background We aim to standardize clinical workflow time motion studies by developing methods and tools that ensure their reproducibility.

  12. Background

  13. Methods

  14. Background Time Capture Tool Comprehensive Dynamic Accessible Scalable

  15. Background The TimeCaT Roadmap • Aim: Identify critical areas requiring normalization and gain awareness of the state of the art in TMS. • Aim: Make a time capture tool available to TMS researchers, and use it as means of testing, distributing proposed methods, and collect user’s feedback. 2 • Aim: Propose standards regarding human observers’ training, develop a realistic and appropriate inter-observer reliability assessment score, unify approaches for multitasking scenarios and capturing interruptions. 3 • Aim: Facilitate results aggregation across sites, workflow comparisons and knowledge discovery by solving definitions inconsistencies. • Aim: To move forward in the analysis of TMS produced data: from a simple average time on tasks, to a comprehensive quantitative workflow analysis driven by TMS data. 5 1 4

  16. Background • Validation • Methods Incorporation Tool • Development • Methods Development • Dissemination • Push New Version • Evaluation • Collect Feedback and Analyze Data

  17. v3.9 [BETA] TimeCaT Time Capture Tool

  18. Tool

  19. Tool Cross-Platform(Device and Operative System agnostic)

  20. Tool Responsiveand touch-enabled

  21. Tool Foundation The most advanced front-end framework in the world

  22. Tool TimeCaT Time Capture Tool

  23. TimeCaT Time Capture Tool Data Capture

  24. Methods Start Time Task A Task B Task A Task C Task B Observation Task C End Time Observer Subject

  25. Methods 08:16:13 -Task B 08:15:22 -Task A 08:16:05 -Task C Task A Task B Task C Notes: DELETE RENAME FIX TIME

  26. Methods 08:16:13 -Task B 08:17:25 -Other 08:16:05 -Task C Task A 08:15:22 -Task A Task B Task C Notes: STOP

  27. Methods 08:16:13 -Task B 08:16:05 -Task C Task A 08:15:22 -Task A Task B Task C Interruption Notes:

  28. Methods 08:16:13 -Task B 08:17:01 -Task C 08:16:05 -Task C Task A 08:15:22 -Task A Task B Task C Notes:

  29. Methods Current time Duration of Observation 08:16:13 -Task B 08:17:01 -Task C Duration Notes: 08:16:05 -Task C Notes: Task A 08:15:22 -Task A Notes: Notes: Task B Task C Notes:

  30. TimeCaT Time Capture Tool Data Schemas

  31. Methods Start Time Task A Task B Task A Task C Task B Observation Task C End Time Observer Subject

  32. Methods Task 1 Task 2 Task 3 Task 4 Task 5 Observer Subject

  33. Methods Start Time Task A Task F Task B Task G Task C Task H Task D Task I Observation Task E Task J End Time

  34. Methods Social Chat Travel Nurse station Chart Log in system Admin medication Phone in/out Explains procedure Hallway Prepare medication Patient room TMS1 TMS3 TMS4 TMS5 TMS6 TMS… TMSn TMS2 coauthor Po-Yin Yen, RN, PhD Research Assistant Professor Department of Biomedical Informatics

  35. Methods COMMUNICATION TASK (hands on) LOCATIONS Social Chat Chart Nurse station Explains procedure Prepare medication Travel Hallway Patient room Phone in/out Log in system Admin medication

  36. Current time Duration of Observation Notes: Communication Task Location

  37. Methods Start Time Social Hallway Phone-in Social Patient Room Explain Procedure Prepare Med. Phone-in Observation Social Prepare Med. Prepares Medication Explain Procedure Admin Medication Admin Med. Chart Social Hallway Nurse Station End Time Chart Hallway Patient Room Communication Task Location Nurse Station

  38. TimeCaT Time Capture Tool Study Types

  39. Study Types One dimension TimeCaT Time Capture Tool Linear (sequential) time Three dimensions Multitasking “n” dimensions Multi-Actor

  40. TimeCaT Time Capture Tool Tasks Taxonomy

  41. Open flexible task list Dimension 2 Dimension 1 Task A Task B Task C Task A Task D

  42. Open flexible task list Name: Definition: Start milestone: End milestone: Task A TRAINING PUBLISHING

  43. TimeCaT • Aim: Facilitate results aggregation across sites, workflow comparisons and knowledge discovery by solving definitions inconsistencies. Time Capture Tool 4

  44. TimeCaT Time Capture Tool Time Engine

  45. TimeCaT Time Capture Tool Task Name -> Duration Task Name -> Start Timestamp Task Name -> Duration

  46. 4 2 1 3 5 Online Server Unique Time Stamp Synchronized

  47. UNIX Epoch [00:00:00 UTC on 1 January 1970]. 1329497834 2012-02-17T16:57:14Z ISO8601 UNIX Timestamp Friday, 17th February 2012 11:57am 1329497834 11:57:10am 1329793983 02:12:04pm 793983 02 hours 14 min 02 sec

  48. Main Hospital in L.A.=> Pacific Time Small Clinic in L.A.=> Pacific Time Main Hospital in Boston=> Eastern Time

  49. Observation UNIX Timestamp TimeCaT Time Capture Tool Task A task_id observation_id observation_id=>site_id=>Timezone task_id Timestamp Task A at 08:20:15 am local time in L.A. Client Server

  50. TimeCaT Time Capture Tool

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