IDD Service Workflow Optimization - Part 2
Now that we have identified and mapped out one or two of our most critical processes we can move on to analyzing the various steps within each process. Here we get to ask ‘why, what, which, when and how’ as we look for ways to improve or optimize the system by identifying inefficiencies/problems/weaknesses or points at which you can better reduce waste, improve quality control etc. It is best to inquire of all involved team members as there are a number of problems/challenges that will not be apparent unless you have actually carried out the function. Asking your team to participate will also make them feel a part of the solution so they will not be so resistant to any ensuing changes.
Involve Your Team When Asking Questions About Key Processes.
You’ll Get Much Better Input & Staff Will Feel Part Of The Change Process
It is critical that you ask the following general questions every time.
After asking general questions ask ones specific to your area of business each time. There may seem to be very many questions but don’t get overwhelmed – write them all down! They don’t all need to be addressed at once but having them written down will allow you to progressively improve things over time.
Here are a few workflow process questions that might be relevant to IDD service providers – “How long does it take our behavioral specialist/nurse/other specialist to submit paper service notes?”, “What difficulties are the billing team having with paper logs?”, “How long is the company billing cycle and can it be shortened?”, “When was the last time we did an audit of the rate of submission of incomplete and inaccurate logs?”, “How much time does it take to have direct care staff resubmit rejected notes/logs?” “What does this lost time amount to in days and dollars?”, “How much are we paying for paper storage – onsite and at storage facilities?”, “Is this process associated with any of the reasons we were cited/recouped at our last audit?”, “Why do we still have supervisors traveling 3 days a week when we have online meeting capabilities?”
After you have formulated the questions don’t forget to use root cause/cause effect analysis to help identify the real origin of the problem(s). You don’t want to waste time and money on a solution that doesn’t really cure the problem you’re targeting.
Use Root Cause analysis to help identify the real ‘root’ of your problems.
Don’t waste resources on solutions that don’t answer the right questions!
Let’s use the paper chart workflow process example from our previous blog to discover questions that will help identify areas for potential improvement.
Now that we’ve gone over an example, gather your staff and spend time asking questions that will help identify the problems with your current processes. Remember – no need to feel overwhelmed by the number of questions and associated challenges – just keep notes of them all. We’re here to help you work your way through them at your own pace. Next time we’ll review how to address the problem areas identified and optimally redesign your workflow processes!
Write Down ALL The Process Improvement Questions Asked. You Don’t Have To Fix Everything Now. Address Issues Raised At Your Own Pace.
Focused Software will help you map out your processes and optimize your workflow with our industry- best EHR!. We have an intuitively design EHR that your staff can easily get to grips with, a history of excellent readily available customer service and a proven track record of innovation. But don’t take our word for it. Ask for a demo to see just how intuitive our platform is then go to our client testimonial page to see what others are saying. They’ll give you an independent statement on our track record of innovation and customer service.