Activation Process Management - Electronic Checklist System

Ryan Mika, BSIEIndustrial Engineer, Clinical Partnerships in Healthcare Transformation (CPHT)

VA-Center for Applied Systems Engineering (VA-CASE), Indianapolis VAMCVISN11 - Veterans Engineering Resource Center (VERC)

email: Ryan.Mika@va.gov

Huong Ho, BACSIndustrial Engineer, Clinical Partnerships in Healthcare Transformation (CPHT)

VA-Center for Applied Systems Engineering (VA-CASE), Indianapolis VAMCVISN11 - Veterans Engineering Resource Center (VERC)

email: Huong.Ho@va.gov

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Overview Problem Statement Objectives Timelines Phase Development Acknowledgments

Agenda

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Mission: To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving

and honoring the men and women who are America’s Veterans.

The Veterans Health Administration (VHA) is the Nation’s largest integrated healthcare system, with 6.5 million unique patients

VHA operates one of the largest and most effective research organizations in the United States.

VHA Overview

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The VA Center for Applied Systems Engineering (VA-CASE) is an interdisciplinary Veteran Engineering Resource Center (VERC).

Built on a philosophy of ‘paired leadership’ of OSE faculty with VHA administrative and clinical management and staff.

Focus is to employ strategies to accelerate integration of Operational Systems Engineering (OSE) within VA healthcare delivery systems

VA-CASE Overview

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National Activations Office (NAO) was formed in 2011 to serve as an integrated service hub to support VHA’s facility activation processes.

NAO Strategic Objectives1. Improve activation project execution and manage risks2. Identify and lead opportunities to realize enterprise efficiency in

activations 3. Become an enterprise knowledge management center for facility

activations

NAO Overview

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There is currently no standardized process for personnel involved in the final inspection of a new or existing facility or service.

Trigger: Identified a need for a standardized checklist database system for inspections of new facilities and/or individual services on behalf of the National Activations Office.

Problem Statement

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Create a standardized web-based checklist tool that will assist the National Activations Office (NAO) in ensuring consistency, standardization and completeness in carrying out tasks in opening new facilities or systems.

Broken out into 4 phases:1. Checklist Content Research2. Prototype Development3. Subject Matter Expert (SME) review of checklists4. NAO Checklist Go-Live

Objectives

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Phase 1Content Research

Phase 2Prototype

Development

Phase 3 SME review of

checklists

Phase 4NAO Checklist

Go-Live

Timeline

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13 services were identified for initial roll out. Subject matter experts (SME) groups were formed to research critical requirements and create standardized checklists specific to the respective service.

Phase 1 – Content Research

7. Inpatient Mental Health - Nursing Unit8. Police and Security9. Ambulatory Care - Women’s Health10. Imaging11. Pharmacy12. Ambulatory Care - Primary Care13. Inpatient Surgery - Nursing Unit

1. Intensive Care Unit (ICU)2. Sterile Processing Services (SPS)3. Community Living Center (CLC)4. Emergency Management Services (EMS)5. Environmental Safety6. Environmental Services (Housekeeping)

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Phase 2 – Prototype Development

Rapid prototyping to facilitate establishment of customer graphic interface recommendations and database requirements

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Subject Matter Experts (SME) to review the checklist. Feedback from the SME was used to test in the selected hospital for completeness and human factors details.

Pilot tested at medical facilities to gather additional feedback on GUI usability and flow.

Phase 3 – SME review of Checklists

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VOC• Prototype review, customer

interviews, EOC inspection observation

Design • GUI Wireframe Mockup

Development • SharePoint 2010

Testing & Verification

• Usability Testing

Maintenance

Phase 4 – NAO Checklist Go-Live

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Phase 4 – NAO Checklist Go-Live Alpha release: First draft of the Go-Live Tool based on the Software

specification guide and posted on SharePoint site. Tested internally within the internal and external customer group. Debug, compliance, and utilization test.

Beta Release: SharePoint site that can be tested outside of CPHT to include 2-3 facilities to get feedback on functionality and usability issues.

Final Release: SharePoint site controlled release to several facilities within NAO. Posted on NAO Knowledge Management Portal (KMP) site for access to chosen facilities.

Go-Live National Release: NAO Operating tool

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Phase 4 – NAO Checklist Go-Live

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Phase 4 – NAO Checklist Go-Live

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VA-CASE◦ Balmatee Bidassie, PhD, MS, MA – Associate Director, CPHT◦ Craig Triscari – Project Manager

National Activations Office (NAO)◦ Barbara McLelland, FACHE, VHA-CM – Director, NAO◦ Patrick A. Hull, MBA – Director, Acting, NAO

Acknowledgments

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Thank you very much for your time.

We will now answer any questions you may have.