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Cass Fagan, MIS Project Mgr Brenda Yutzy, Dir Training (Presented at Annual Epic Users Group)

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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Cass Fagan, MIS Project Mgr Brenda Yutzy, Dir Training (Presented at Annual Epic Users Group)

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  1. 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.

  2. What are we trying to accomplish? Aim Reduce number of lost encounter forms

  3. How will we know a change is an improvement? • Create Missing Encounter Report from Epic Database • Create Run Charts of Data Over Time

  4. 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

  5. Plan Act Study Do Cycle 1: User Awareness Distribute Missing Encounter Report to clinic managers and service line administrators

  6. Act Plan Do Study Results of Cycle 1: No improvement! Missing Encounter Forms Weeks

  7. Plan Act Study Do Cycle 2: Conduct Workshop • Explained the Missing Encounter Report • Clinic by Clinic Process Analysis • Fact Finding: Causes of missing forms

  8. 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

  9. 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

  10. Act Plan Do Study Cycle 3: Results Missing Encounter Forms Weeks

  11. Next Steps: Continue Improvement Cycles • Decrease Variation • Reduce Missing Encounter Average

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