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Patient Flow Analysis

Patient Flow Analysis. Oklahoma State Department of Health Miriam McGaugh, MS Patrick Hattaway. Miriam McGaugh Patrick Hattaway Thad Burke Lynn Madsen. Ann Benson Cari Thompson Susan Boyd Amy Morse – OSU Intern. OSDH PFA Team. What is Patient Flow Analysis?.

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Patient Flow Analysis

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  1. Patient FlowAnalysis Oklahoma State Department of Health Miriam McGaugh, MS Patrick Hattaway

  2. Miriam McGaugh Patrick Hattaway Thad Burke Lynn Madsen Ann Benson Cari Thompson Susan Boyd Amy Morse – OSU Intern OSDH PFA Team

  3. What is Patient Flow Analysis? • A process that tracks patient flow and use of personnel time in clinic settings • Used to… • Identify problems in flow • Identify personnel needs • Identify space needs • Track personnel costs (if included)

  4. Benefits of PFA • To Staff/ Personnel • Ability to respond to staff/personnel concerns • Better understanding of roles and needs of different departments • Increases information available to managers • To Customer • Refocuses on customers • Improved continuity of care • To Clinic • Team-building tool • Greater communication

  5. Process of PFA • Planning & Preparing • Data Collection • Data Entry • Data Analysis and Interpretation

  6. Forms Used in a PFA • Staff ID List - SID • Client Sign-in Sheet - CSS • Personnel Register - PR • OSDH Code List - CL • Client Register - CR

  7. Optional Documents for PFA • Personnel List with salary information • Clinic Appointment Roster by Date • Master Schedule Report • Attended Appointment Summary

  8. Planning & Preparing a PFA

  9. Planning & Preparing a PFA • Study Coordinator • Unbiased and receptive to needs and ideas • Management • Commit to process and assure communication • PFA Team • Admin. Dir, DNM, Coordinating Nurse, APO/AA, Records Cons., others

  10. When and how will clients be entered on the sign-in sheet? Who will distribute the CRs? How will the CRs be routed through the clinic? Which staff persons will determine the Reason for Visit and Sub-classification? When will staff persons receive their PRs? How will the CRs and the PRs be collected? What method of synchronizing time will be used? What other information should be collected specific to the study? Planning & Preparing a PFA

  11. Planning & Preparing a PFA • Study Variable Codes • OSDH Code List (CL) • Clinic Tasks • Reason For Visit • Appointment Type • County specific codes

  12. Planning & Preparing a PFA • CHD Meeting • Communicate plan to staff prior to collection • Emphasize purpose is to improve clinic efficiency and NOT to evaluate individual staff performance • Answer questions • Informational session • Repeated day before or day of data collection

  13. Conducting a PFA

  14. Conducting a PFAOSDH Process • Morning Briefing • Pass out Personnel Register & Code List • Distribute Client Registers to Clerical Staff • Synchronize Time & Watches • Answer Questions

  15. Conducting a PFAOSDH Process – Client Sign-in • Fill out county, date, time and ID# • Hand to patient for them to complete name (optional) • They take to clerical staff for regular check-in process

  16. Conducting a PFAOSDH Process – Client Tracking • CSS is stapled to back of CR • Clerical staff fills out top of CR (except TOD) • CR is placed on front of chart for rest of visit • All client contact is tracked • CR is sent (with BCD) with client for checkout

  17. Conducting a PFAOSDH Process – Personnel • Staff ID pre-assigned based on Staff ID List • All personnel involved with clients on day of clinic • Include travel only if PFA site is not home duty station. • Personnel will track all times throughout day • Record if unavailable/no-contact for more than 10 minute block.

  18. Conducting a PFA Forms

  19. FormsStaff ID List

  20. FormsClient Sign-in Sheet

  21. FormsPersonnel Register

  22. FormsClientRegister

  23. Conducting a PFAEditing Data • Ensure that all required fields are complete • Clear and legible • Personnel Registers • Time in and out completed on all forms • Staff ID code matches Staff ID List • Client Registers • All contacts: Staff ID, Task code, Time In & Out • Chronological Order • Client Sign-in Sheet attached to Client Register

  24. Conducting a PFACommon Errors • Missing or Incorrect Break Times (PR) • Missing Time of Arrival or Time of Appointment (CR) • Time of Arrival later than first contact Start Time (CR) • Missing Client or Staff ID code

  25. Wrapping Up a PFA

  26. Data Entry, Analysis & InterpretationOSDH Process • All forms will be sent to OSDH staff • Entered into WinPFA 2.1 • Reports generated by clinic • Statistical analysis completed for all clinics combined • See PFA User Guide Optional Modules

  27. Questions????

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