Perioperative Patient Tracking System: Planning, Implementation, Benefits and Lessons Learned

Summer Institute In Nursing Informatics 2006 Perioperative Patient Tracking System: Planning, Implementation, Benefits and Lessons Learned Jan Bahner, RN, MSHA, CPHQ Vice President, Performance Improvement Debbie Krauss, RN, MS Internal Consultant, Resource Management copyright MedStar Health, 2006 1

Background MedStar Health: community based healthcare organization with 7 major hospitals, which include 6 inpatient perioperative departments Picis, OR Manager: implemented at 5 of 6 acute care sites Patient Tracking Module: SmarTrack copyright MedStar Health, 2006 2

Patient Tracking System: Introduction copyright MedStar Health, 2006 3

SmarTrack: Definition SmarTrack is an interactive tool that monitors the status and locations of surgical patients throughout the perioperative process, from registration to discharge. Picis, 2005 copyright MedStar Health, 2006 4

SmarTrack Incorporates critical checkpoints and real-time case information from OR Manager Displays information at a glance on large screen displays or desktop monitors copyright MedStar Health, 2006 5

SmarTrack: Project Goals Enhance patient flow through the perioperative area Improve communication about location, preparedness, and status of the perioperative patient Provide timely and improved information to patient family members about the status of their loved ones copyright MedStar Health, 2006 8

SmarTrack: Planning System Integration Interconnectivity: files (IT) Interoperability: technology & application (IT) Semantic Consistency: rationalization of data elements, terms, & meanings Convergent Integration: business processes, knowledge, human performance copyright MedStar Health, 2006 9

SmarTrack: Team Formation Site leadership: OR Director Site: Clinical Project Lead (CPL), also representative of front line employees IT: 2 application analysts Project Manager Vendor: SmarTrack expert IT Support Services copyright MedStar Health, 2006 10

SmarTrack: Stakeholder Support Clearly communicate vision, mission, and goals Define scope of the project Create an implementation timeline based on lessons learned at the site of the initial OR Manager implementation copyright MedStar Health, 2006 11

SmarTrack: Process Redesign Document current business processes: As-Is Flow design Design business processes with implementation of software: To-Be Flows Obtain user feedback! copyright MedStar Health, 2006 12

Perioperative: As-Is Communication copyright MedStar Health, 2006 13

SmarTrack: To-Be Communication OR Waiting Room Clerks OR Waiting Room Family Admitting Office Clerks SDS Secretary RNs OR Lounge OR Staff Anesthesia Lounge Anesthesiologists SmarTrack Patient Tracking OR Control Desk Charge Nurse Secretary Staff OR Rooms RNs Physician Lounge Surgeons PACU I & II Secretary RNs Floor/Unit Administration copyright MedStar Health, 2006 14

SmarTrack: Screen Build We went where no SmarTrack site has gone!! New functionality questions for vendor Test-develop-test-develop : agile project management Frequent face to face team development work Self-directed & committed to the project copyright MedStar Health, 2006 15

SmarTrack: Training Basic computer skills assessment Multidisciplinary training sessions Standard educational plan: agile methods to be able to adapt to various levels of end users Family education copyright MedStar Health, 2006 16

SmarTrack: Benefits Increased patient and family satisfaction Testimonies Family satisfaction survey Increased efficiency of staff communication about patient status and location, resulting in a dramatic decrease in phone calls Housekeeping Increased efficiency of patient throughput copyright MedStar Health, 2006 17

SmarTrack: Family Survey Available over 3 week period, 32 surveys returned Questions about use, ease of understanding, instructions, helpfulness, patient privacy, calming influence while waiting Information very helpful & easy to use: 97% Privacy maintained: 100% Felt calmer by the information viewed: 91% copyright MedStar Health, 2006 20

SmarTrack: Successful Implementation? Why do IT projects fail: Poor communication among leadership, stakeholders, and end users Organizational resistance to change & shifting priorities Scope creep Lack of project ownership Technology fails to meet needs of customer copyright MedStar Health, 2006 22

SmarTrack: Successful Implementation? Yes! Key PM principles & approaches utilized Combination of Traditional & Agile approaches Stakeholder support Representative project team Risks assessed & addressed continuously Flexibility Managed timeline while focused on goals & outcomes copyright MedStar Health, 2006 23

SmarTrack: Lessons Learned Communication at daily operations level Site Visits/Calls: validate vendor recommendations & information with vendor clients Obtain end user buy in for required data entry: Real Time! 2 nd Site Planning completed but competing for IT resources copyright MedStar Health, 2006 24