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Improving Data Capture in the Clinics. Cass Fagan, MIS Project Mgr Brenda Yutzy, Dir Training (Presented at Annual Epic Users Group). Note: This improvement shows the importance of many small cycles of change. What are we trying to accomplish?. Aim. Reduce number of
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Improving Data Capture in the Clinics Cass Fagan, MIS Project Mgr Brenda Yutzy, Dir Training (Presented at Annual Epic Users Group) Note: This improvement shows the importance of many small cycles of change.
What are we trying to accomplish? Aim Reduce number of lost encounter forms
How will we know a change is an improvement? • Create Missing Encounter Report from Epic Database • Create Run Charts of Data Over Time
What changes can we make that will result in improvement? • Report to Users and Clinics to Increase Awareness • Conduct Workshop • Implement Changes & Report to Physicians
Plan Act Study Do Cycle 1: User Awareness Distribute Missing Encounter Report to clinic managers and service line administrators
Act Plan Do Study Results of Cycle 1: No improvement! Missing Encounter Forms Weeks
Plan Act Study Do Cycle 2: Conduct Workshop • Explained the Missing Encounter Report • Clinic by Clinic Process Analysis • Fact Finding: Causes of missing forms
Act Plan Do Study Cycle 2: Workshop Results • More Missing Encounter Forms caused by weekly batching • Act Starteddaily batching in all clinics or Point of • Service charge entry • Clinics were making appointments for Lab Test visits • Act Enforced use of “Check-in No Visit” scheduling • Missing Encounter Report was difficult to understand • Act Revise Report format
Plan Act Study Do Cycle 3: Report Changes • Stratify Report data by Physician • Print Missing Encounter Reports in each clinic to reduce • distribution time • Increased Report delay from 5 days to 10 days • Reduced Report history to a rolling 12-week period • Ability to flag Encounter Forms as complete
Act Plan Do Study Cycle 3: Results Missing Encounter Forms Weeks
Next Steps: Continue Improvement Cycles • Decrease Variation • Reduce Missing Encounter Average