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Maximizing Efficiency Through Workflow Optimization

Join Scott C. Lloyd from MTM Services for an in-depth overview of flow charting, measurement tools, data collection challenges, and changes for improved workflow. Learn to identify redundancies, reduce wait times, and optimize processes to enhance productivity.

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Maximizing Efficiency Through Workflow Optimization

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  1. Workflow :101 Presented by: Scott C. Lloyd, President M.T.M. Services, LLC P. O. Box 1027, Holly Springs, NC 27540 Phone: 919-387-9892 Fax: 919-773-8141 E-mail: Scott.Lloyd@mtmservices.org Web Site: www.mtmservices.org

  2. Workflow :101 • Flow Charting Overview

  3. Measurement Tools/ Processes First Contact to Treatment Plan Completion Process Flows Created To Identify Redundancy and Wait Times 3 Presented By: MTM Services 3

  4. Measurement Tools/ Processes First Contact to Treatment Plan Completion Process Flows Created To Identify Redundancy and Wait Times 4 Presented By: MTM Services 4

  5. Measurement Tools/Processes 5 5

  6. Measurement Tools/Processes 6 6

  7. Measurement Tools/Processes 7 7

  8. Workflow :101 • Data Collection Challenges

  9. Data Collection Challenges • Emotional Response: • Get Past Emotion with the use of Data: Organizations that have continued forward without fully addressing the questions around the creation and use of data reports as part of their decision making process often face some historical management philosophies/challenges. These philosophies are: • The “What if?” Operational Model; • The “Perfect Data Only!” Operational Model; and • The “We Don’t Use Data!” Operational Model. • Real versus What should be! 9

  10. Data Collection Challenges • Meeting Preparation Example: • Although we want to focus mainly on the staff’s experiences, we can also use real data to come to the best information possible if you have it available in your system. With that in mind, you can bring data points for access that you have collected around the following information: • No Show Rates: Initial and Ongoing Appointments • Net Reimbursement Rates: The net rate collected (blended rate with Medicaid, self pay, sliding fee scale, insurance, etc.) for the organization’s intake services • Intake Counts: Average number of intakes by service area actually delivered per month. • Wait time between contacts: How long do clients wait between contacts to get from the first call to the first appointment and subsequent access/intake follow up appointments 10

  11. Why We Use Data Access and Engagement and Access Redesign Initiatives First Call to Assessment Kept vs. No Show/Cancelled Trend by Days Wait from First Call to Appointment (22,000 service events) 11 Presented By: MTM Services 11

  12. Workflow :101 • Changes that offer most return

  13. Workflow :101 • Changes that offer most return • Collaborative Doc • Open Access • Centralized Schedule • No Show Management • UR/UM

  14. Workflow :101 • Changes that offer most return • Understanding that change is system wide • Words of wisdom on integration: “Terminal Uniqueness.”

  15. Workflow :101 • Thank you for your attention, any questions?

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