Patient FlowAnalysisOklahoma State Department of Health

Miriam McGaugh, MSPatrick Hattaway

OSDH PFA TeamMiriam McGaughPatrick HattawayThad BurkeLynn MadsenAnn BensonCari ThompsonSusan BoydAmy Morse OSU Intern

What is Patient Flow Analysis?A process that tracks patient flow and use of personnel time in clinic settingsUsed toIdentify problems in flowIdentify personnel needsIdentify space needsTrack personnel costs (if included)

Benefits of PFATo Staff/ PersonnelAbility to respond to staff/personnel concernsBetter understanding of roles and needs of different departmentsIncreases information available to managersTo CustomerRefocuses on customersImproved continuity of careTo ClinicTeam-building toolGreater communication

Process of PFAPlanning & PreparingData CollectionData EntryData Analysis and Interpretation

Forms Used in a PFAStaff ID List - SIDClient Sign-in Sheet - CSSPersonnel Register - PROSDH Code List - CLClient Register - CR

Optional Documents for PFAPersonnel List with salary informationClinic Appointment Roster by DateMaster Schedule ReportAttended Appointment Summary

Planning & Preparing a PFA

Planning & Preparing a PFAStudy CoordinatorUnbiased and receptive to needs and ideasManagementCommit to process and assure communicationPFA TeamAdmin. Dir, DNM, Coordinating Nurse, APO/AA, Records Cons., others

Planning & Preparing a PFAWhen 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 PFAStudy Variable CodesOSDH Code List (CL)Clinic TasksReason For VisitAppointment TypeCounty specific codes

Planning & Preparing a PFACHD MeetingCommunicate plan to staff prior to collectionEmphasize purpose is to improve clinic efficiency and NOT to evaluate individual staff performanceAnswer questionsInformational sessionRepeated day before or day of data collection

Conducting a PFA

Conducting a PFAOSDH ProcessMorning BriefingPass out Personnel Register & Code ListDistribute Client Registers to Clerical StaffSynchronize Time & WatchesAnswer Questions

Conducting a PFAOSDH Process Client Sign-inFill 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

Conducting a PFAOSDH Process Client TrackingCSS is stapled to back of CRClerical staff fills out top of CR (except TOD)CR is placed on front of chart for rest of visitAll client contact is trackedCR is sent (with BCD) with client for checkout

Conducting a PFAOSDH Process PersonnelStaff 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 dayRecord if unavailable/no-contact for more than 10 minute block.

Conducting a PFA

Forms

FormsStaff ID List

Staff ID List

County: _____________________________

Date:___________________

Each staff member involved in the clinic has been assigned a specific code to be used when documenting activities on either the personnel or client registers. The code is 2 characters. You will use this code throughout this study.

At the time of data entry additional characters may be added to your specific code if you perform more than one primary task in this clinic. This will allow for more appropriate evaluation of clinic flow on this date. Detailed information will be provided when the reports are submitted.

Employee Id

LNAME

FNAME

MI

Classification

Add any other staff that were not identified prior to the clinic and assign staff code.

Employee Id

LNAME

FNAME

MI

Classification

FormsClient Sign-in Sheet

FormsPersonnel Register

FormsClientRegister

Conducting a PFAEditing DataEnsure that all required fields are completeClear and legiblePersonnel RegistersTime in and out completed on all formsStaff ID code matches Staff ID ListClient RegistersAll contacts: Staff ID, Task code, Time In & OutChronological OrderClient Sign-in Sheet attached to Client Register

Conducting a PFACommon ErrorsMissing 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

Wrapping Up a PFA

Data Entry, Analysis & InterpretationOSDH ProcessAll forms will be sent to OSDH staff Entered into WinPFA 2.1Reports generated by clinicStatistical analysis completed for all clinics combinedSee PFA User Guide Optional Modules

Questions????