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Kaizen Event Report Out

State of Ohio Pharmacy Board

Enforcement and Intake Process

March 7-11, 2016

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How Did We Get Here?

• The Pharmacy Board gets complaints

against licensees either by phone, email,

mail, fax, internal complaints. These

complaints vary in complexity and type.

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High level description of process

Pharmacy Board receives complaints

about potential violations. These

complaints can cover pharmacists,

technicians, etc. The Enforcement staff

reviews these complaints. This review

can lead to a formal investigation, closing

the complaint or referral to another

agency/entity (local law enforcement).

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Summary Suspenders

Jesse Wimberly; Michael Poe; Lisa Dietsche; Don Newton; Chandra Galante; Trey Edwards; Cameron McNamee; Nicole Dehner; Kevin Flaharty; Jim Ringer; Paul Schad; David Gallagher; Sheri Zapadka; Andrea Wagner; Betty

Jones; Eric Griffin: Not Pictured: Yolanda Freeman; Susan King; Matt Lampke; David Ingram

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Scope of the Event

Complaint Received

Complaint Closed

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Process Improvement Goals

Reduce time from complaint receipt to case closure (complete audits and report writing)

Standardized process and keep stakeholders informed

Create data collection system that is easy to use

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New Cases (Monthly)

84103

297

86 80

OCT-15 NOV-15 DEC-15 JAN-16 FEB-16

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Volume by Region

16%

39%19%

26%

CURRENT OPEN CASESNW NE SW SE

NW

NESW

SE

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Time to Process

• Approximately 10-18 months on complex

prescriber cases

• Approximately 1-6 months on basic,

straight forward cases

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To Break for the Better

• Customer focused

• Right people changing the process

• One week-quick and action oriented

• Necessary resources available immediately

• New process implementation begins next Monday

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Day One

-Level Setting-Scope of Event-Stakeholder Identification-Current State Mapping

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SIPOC

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Day Two

-Finish Current State Mapping-Waste Identification-Value Added Discussion-Lean Six Sigma Training

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Quest for

Standardization

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The team brainstormed and evaluated

over 90 improvement ideas

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Day Three

-Clean Sheet Redesign-Analysis-Problem Solving-Process Redesign

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Clean Sheet Redesign

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Day Four

-Future State Process Development-Discussion and Consensus-Implementation Planning-Details

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Today

-More Implementation Planning-Celebration-Sharing the Results

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Future State

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Comparison of Process Maps

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Summary Scorecard

Measure Current

Level

NEW Change

Process Steps 133 69 48%

Decision Points 33 18 45%

Process Lead Time

(basic investigations)

1 - 6

months

2 weeks – 6

months

Potential

time savings

of over 5

months

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Simpler

• Guidelines to Assign Complaint

• Simplify Legal Review Process

• Creation of Investigation Guidance

• Policy and Procedure Consolidation

• Improved Audit Process

• Templates for In-House Review by Admin and Supervisor

• Improved Communication to Field

• Wholesale Records Request Process

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Better

• Online Submission Form

• “Early Out” for Cases

• More Integration and Training on Matrix

• Conduct Proactive Audits

• Remote upload of Audio/Video Files from Field

• Easier Data Gathering

• Standardized Close/Referral Letters

• Creation Phone Triage

• Notification of Case Disposition

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Faster

• Remove Brown Folder review

• Shift case types to administrative assistant

for routine/non-intensive complaints

• Increase usage of online submission and

less data entry

• Complaint form auto-loaded into Matrix

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Less Costly

• Potential Cost Savings include mileage paper and travel (lodging, food, gas, etc.)

Projected Redirected Hours: 3784

• Brown Folder

• Skype Meetings

• Technical Audits

• Pharmacy Surveillance

• On-line Submission

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Implementation Plans

• Templates

• Investigative Checklist (Guidance Document)

• Audit

• Skype/Cloud/Communication

• Training

• Reports

• Matrix/Data

• Policy Procedures

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Templates

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Investigative Guidance/Audits

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Matrix

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Data

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Policy/Procedure and

Reports/Skype

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Training/Communication

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Timeline Tree

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Special thanks to…

Senior Leadership: Steven Schierholt, ESQ. Executive Director

The Ohio State Board of Pharmacy

Nicole Dehner, ESQ. Chief Legal Council

Sponsor: Eric Griffin, Director of Compliance and Enforcement

Team Leader: Yolanda Freeman, Administrative Supervisor

Jesse Wimberly, Regional Supervisor