the department of obstetrics and gynecology ...ioe481/ioe481_past_reports/w8704.pdfversus wait...
TRANSCRIPT
CWAIT TIMES
INTHE DEPARTMENT OF OBSTETRICS AND GYNECOLOGY
Tamaria ConnerCarla Preston
Instructor: Dr. Richard CoffeyUniversity of Michigan Hospitals
Department of Management Systems
Industrial and Operations Engineering 481Special Projects in Hospital Systems
Date: April 23, 1987
C INIRODUCTIO1L
The admirnstration of the Department of Obstetrics and Gynecology and
the University of Michigan Hospitals’ Ambulatory Care Services decided to
perform a major time study to assess room utHization and patient wait
time within various clinics. This report will present the actions taken, the
findings, and recommendations, as determined by the project team, in order
to improve the effectiveness of the outpatient clinics. A methodology to
determine the factors resulting in wait times was developed and
implemented based on the following procedures: patient flow process,
observance of the current system, and staff interviews.
BACKGROUND/CURRENT SITUATION
The purpose of this project was to examine patient wait times in the
OB/GYN outpatient clinics. Further emphasis was placed upon determing
whether the problem of wait times was inherently related to the time
spent in waiting rooms, examining rooms, or to other variable factors in
the system which have been identified through the analysis.
OBJECTIVES
C
The objectives of this project were to prepare a methodology in order to
collect information from both obstetrics patients and gynecology patients
as to their opinions on the clinics as a whole. Further emphasis was
focused on developing and conducting a time study and system analysis into
the overall patient process in order to improve the efficiency of the
operations. From the findings, the team determined the average wait times
in both the waiting room and examining room by analyzing various factors.
C
C Information concerning current wait times was to be gathered through
observations, interviews and the usage of a data collection form with an
emphasis on patient feedback. The data sheets were designed to incorporate
various areas in order to further identify those patients who are subjected
to variable wait times. The goals of this project were to discover factors
which would: (1) be robust of variable factors that might affect the
system, (2) determine if and how wait times affect patient return visits,
(3) determine what is considered by the patients to be an acceptable wait
time, and (4) determine a method in which to maximize the measure of
efficiency in the system.
AFFECTED DEPARTMENT
The key issue in this project was to determine the individual and
overall problems affecting the system and the most effective manner in
which to resolve these problems. Environmental factors affecting this
project which could not be altered concerned the presence of different
physicians on varying days and shifts. These variables can not be “fixed”
because each provider operates differently and determines the number of
patients he will see on any given day. Another enviornmental problem
which was not within our control is the time that patients are required to
spend in the Mott/Holden/Women Hospital financial counseling department.
SCOPE OF PROJECT
The scope of this project entailed the documentation of patient
appointment times, time spent in the waiting room, and the time spent in
the examining room. A methodology of patient feedback and data supplied
2
in the survey and scheduling procedures was examined. During the course
of the project, the functioning of the clerical staff and their impact on the
system was evaluated as a possible factor affecting the overall process.
AEPRQAHE
The examination of wait time problems in the OB/GYN clinics was
implemented in three key phases. The first phase involved observing the
general process of the system (both general and detailed flowcharts can be
found in the appendix). The second phase conducted was to identify
problems through data analysis (the data form used can be found in
appendix). The final phase completed consisted of recommending
solutions/alternatives that could enhance clinical operations (a detailed
description of the methodology utilized is located in the appendix). The
approaches used in this project were a time study and system analysis
techniques. Those involved in this project included: the OB/GYN staff and
the Management Systems staff.
METHODOLOGY
A time study and system analysis was done during the time period of
January,1987 thru April, 1987 in the OB/GYN outpatient areas. The data
collection lasted two weeks; from March 23,1987 to April 3,1987. A total
of 165 surveys were evaluated. A decision was made to schedule the study
in both clinics during a “ ical” two-week period. This implies that the
study was conducted with tr usual number of providers and during a period
when there were no holidays.
ln order to observe the current clinical process, the project team took
tours of the designated areas. Both detailed and general flowcharts of the
3
Datent flow were evaluated To onent the clirucal staff, the project team
explained the purpose of the study, described the data collection
procedures, and enlisted their support in distributing the surveys. The
clinical personnel was also interviewed in order to determine their
feedback on the operations of the clinics.
The data forms were given to the patient directly. This methodology
was employed in order to determine the feasibility of conducting a study
based entirely on information provided by patients. The patients were
given the form upon check-in, asked to complete the questions during their
visits, and requsted to return the surveys upon time of check-out. The goal
of the collection form was to make the data collection form
“user-friendly,” to relieve the added burden of the staff if they had to aid
the patient in completing the form, and finally, to communicate directly
with the patient.
C. The data was analyzed according to different procedures as deemed
significant by the project team. There were nine different categories
evaluated based on information obtained from the survey. These categories
included: appointment time, day of the week, providers, patient feedback
on acceptable wait time limits in both the exam room and wait room, time
spent in the waiting room and examining room, time to park the car, and
inquiry as to phone registration. At the conclusion of the study, the data
collected was coded and inputed into a MacIntosh Plus computer using
Cricket Graph software. After the the desired factors were categorized,
the following methods were utilized in order to analyze the data: averages,
percentages, and variances and finally, a comparison between the OB/GYN
clinics was evaluated.
4
FINDINGS
One of the primary goals of this study was to determine the degree to
which patients were satisfied with the services and wait times that were
being experienced in the two clinics in the Department of Obstetrics and
Gynocology. The data revealed that in both the OB and GYN clinics, as
expected, that patient satisfaction and the amount of time the patient
spent waiting were inversely proportional; i.e. the longer the patients spent
waiting to be seen by their providers, the more dissatified they became
with the wait times.
It was felt that issuance of a completely objective survey might
neglect the provision of very important feedback from the patients in the
OB and GYN clinics. To assist in the collection of subjective data, a
comment section was provided on the survey. Also, while collecting data,
the members of the project team were able to converse with several
C patients. Through the comments recorded on data forms and the one-to-one
correspondences with patients, additional information was obtained
suggesting that while many patients are not satisfied with being forced to
wait long periods of time, they are understanding as to the personal
attention that the providers are giving to each patient.
Appointment times were observed and analyzed in order to ascertain
whether there were excessive peak times during the course of the work
day, and if so, to determine when these busy times occurred in both the OB
and GYN clinics. The data revealing that wait times were at a maximur
between 10-11 A.M. and between 3-4 P.M. Appointments scheduled between
1:00 and 3:00 in the afternoon experienced average wait times of only ten
to fifteen minutes.
5
As in the breakdown of the appointment times, a peak time was
determined for the five days (Monday thrdugh Friday) during which
outpatient services are administered in these clinics. It was established,
through data collected, that Monday has the most excessive times and
Friday seems to present minimal wait times.
The GYN clinic presently registers some of its patients by telephone.
The patients who indicated that they registered by phone, spent an average
of ten fewer minutes in the wait room as compared to the patients who had
not registered over the telephone.
Because the study was only conduàted during a two-week period,
generalizations had to be made from the findings because of the limitations
of patients during this time period. Furthermore, sources of error resulted
because many patients were not wearing watches, and also because
clerical functions were not analyzed in detail. The team limited the
( implications of the results to quantitative aspects of the outpatient
operations. It is further probable that inefficiencies and delays in this
portion of the room wait times will require further evaluation.
RECOMMENDED .ALIERNATIVESIHYPOTHESIS’
The patient wait times in the waiting room and the examination room
utilization study indicated that there is a feasiable and workable technique
for collecting and evaluating data regarding the patient process. Of a total
of 175 data collection rms, ten were discarded due to incompleteness.
Our findings suggest mat the following recommendations be implemented
for the variable wait times present in both clinics:
(6
(1). An overall phone registration policy. Thisshould minimize the inconvenience of patients havingto visit the clinic for just this purpose. This shouldminimize the workload of the staff by having to fiWout the history form with the patient. Also, those.patients who were reached by telephone should alsohave reminder appointment cards mailed to them.
(2) If the above is not implemented, an alternativesolution is to have the patient come in earlier on thescheduled appointment day and complete the historyform. Furthermore, the patient if able should fill outtheir own forms so that the staff workload can befocused on other matters.
(3) Quality Circle Techniques (semi-regularly) forthe staff. This offers an opportunity for smallinterdisciplinary groups (receptionists, nurses,providers, and others) to suggest improvementsthrough discussions of current operational problemsand to prioritize action.
(4) Changes in resources to schedule patientappointments. The implementation of computer aidedprocedures for patients and doctors. This processwill make it easier to read and revise.
(5) Staffing workloads revised through severaltechniques. Possible revisions include:
(a) Staggered shift times in order to maximizethe number of staff during peak hours.Accomplished through flex-time andnon-standard length shifts.
(b) Float pools developed in ambulatory care.(c) Part-time and temporary staff which could
be after hours to do needed tasks.(d) Interdepartmental workloads between the
OB/GYN clinics. Cross train staff formaximum efficiency.
7
(6) Don’t over schedule. Patients feel rushed andexcessive wait times occur.
(7) Use the parking information supplied as abasis. There is a need for a parking simulation.
(8) Detailed analysis of the actual time spentwith provider. An evaluation into the optimumtargeted values that are acceptable.
(9) Further analysis in order to calculate roomutilization information through check-in timeversus wait times.
(10) Evaluation into the causes of variable waittimes should be given further attention into thefollowing areas:
(a) clinical flow(b) staffing(c) other factors to improve room utilization.
(11) Compare wait room and exam room times at the• University of Michigan clinics to those of other
hospitals to compare statistics.
CONCLUSIONS/EXPECTED IMPACT
Through the identification of the factors effecting wait times in the
outpatient areas, there is the potential to decrease these wait times in
order to produce a better patient flow and improved service. The
operational changes which may result will be able to provide for an overall
improved service. These changes wh impact the system are registration
and scheduling procedures. There is the possibility of increasing the
revenue with the addition of more patients and also by retaining patients
who may not have returned because of dissatisfication with excessive
8
wait times. Through detailed analysis by the OB/GYN staff potential cost
( effectiveness benefits can be ascertained by impiementing the optimum
levels discovered in the system which could influence and/or eliminate
the causes of wait times.
C
9
C
OBSTETRICS GENERAL FLOWCHART
REGISTER
NO
PATI ENT OB PS.K
WAIT TIMELOBBY
YES
EXAMINEDNO
YES
1.NURSE HISTORY2.PROVIDER
OBSTETRICS FLOWCHART DETAILED
NEWPATIENT
NO
YESMWHADMITTNDESK
1 .REGISTER2.PATIENT FOLDER3.M-CARE CARD
1 .FAMILY2.MAP
HISTORV
(
_
YES
NO
1. NURSE HISTORY2.INSURANCE3.PAYMENT4.APP’T SLIP
FINANCIALCOUNSELING
OB DESK
LDDITIONALFORMS
CHART PLACEDIN APPROPRIATEPROVIDER SLOT
YES
NURSE
NO1. MEDICAL HISTORY
ESCORTEDTOEXAM ROOM
1.VARIOUS PROCEDURES
VISIT
1.CLERK INPUTS INTO COMPUTER
‘N
PREP PATIENTS
PROVIDEREXAMINES
SCHEDULE NEW
CONSULTWITHPROVIDER(
GYNECOLOGY GENERAL FLOWCHART
C
YESMWH
DESK
GYN
DESK
LOBBY WAIT TIME
RESCHEDULE
YNFCOLOGY DETAILED FLOWCJIARI
\‘
PATIENT GO TO MHW DESK—_—— EINANCIAL
COUNSEliNG
____________________
I.REGISTER [MEDICAL HISTO!Y2.EOLDER PREPARED 2 INSURANCEJ.M-CARE CARD lSU[D IPAYMENT
4.LEGALITIES
— GYNECOLOGYDF5K
LREGI5TER
• /V /
/ N.VVW
YES1 W!TH
NURSE
/
NO : L MEDICAL HISTORY
CCONSULTATION
W1iHPROViPIR
tODDY WA!1 ROOM
________
ESCORT PATIENTTIME
TO EXAM ROOM
PREP PAT 1ENTS
LVARIOUS PROCEDURES
PATENTEXA1NFD UYrrm I
NEULtJR6ERY1 NO SCHEDJJJJI ME
1L
VIStT
1UThtKOUT
1’
: LRL3ER NEEDED
CONSULTATION WITH‘r.;-i- rr
‘I
[CATEGORIZE TYPE PATiENT2SURGCAL iNFORMATION3.LEGALIT(ESkHEALTH HISTORY5.PAYMEN1 AGREEMENT
‘The Departmeiit of Obstetric$ at (yncco1ogy is eaamining patientWait times in our outpatient areas. ‘We are iiiteresteI in trijing toimprove our services. From the information tluit you provide on this
C survey, we hope to be able to develop a better system which wifffurthermeet your needs. ‘We welcome any and alt comments that you wish toadd. ‘The completed survey wilT be confidential. ‘Tfiank. you for yourtime anti cooperation..
fMarch, 1987
Please answer the following questions while gou are waitingto see jour doctor or midwife.
Date
____________
1) How much time did it take for you to park your car?
_______
mm
r 2) Where did you park?
____________________________________
3) How long did it take for you to find the OB/GYN clinic? mm4) Were the directions to the OB/GYN clinic clear?
_________________
5) Is this your first visit to the OB/GYN clinic?
______________________
Is your appointment in the OB clinic or the GYN clinic?
____________
6) What was your scheduled appointment time? - : A.M. I RM7) Which doctor or midwife is your appointment with?8) Did you register on the telephone?
_____________
If so, did you find this service to be beneficial?
9) How much time did you spend waiting in the waiting room?
____
(1) 10 minutes or less
____
(2)11 to2O minutes
____
(3) 21 to 30 minutes
____
(4) 31 to 40 minutes
____
(5) 41 to 50 minutes
____
(6) 51 to 60 minutes
____
(7) more than 1 hour. (How much time?)
10) How satisfied were you with the amount of wait time in the
waiting room?
____
(1) Very satisfied
_____
(2) Satisfied
_____
(3) Neutral
_____
(4) Dissatisfied
_____
(5) Very dissatisfied
11) How much time did you spend waiting in the exam room before
seeing your doctor or midwife?
____
(1) 10 minutes or less
___
(2)11 to2O minutes
____
(3) 21 to 30 minutes
____
(4) 31 to 40 minutes
____
(5) 41 to 50 minutes
C
____
(6) 51 to 60 minutes
____
(7) more than 1 hour. (How much time?)
___________
C 12) How satisfied were you with the amount of wait time in the
exam room?
(1) Very satisfied
(2) Satisfied
(3) Neutraj
(4) Dissatisfied
(5) Very dissatisfied
Please add any Other comments that You may have.
CLINIC SCHEDULING SYSTEM
CODE: ****= OPEN SLOT
NP=NEW PATIENTRV=RETURN ViSIT
NR=NEW PATIENTS AND RETURN VISITS
U
I RESOURCE: OBGRETHNR [ER: PRESTON ICLINIC: OBSTETRICS I I DATE ;APRIL 2219877
F PROVIDER: P GREEN LWEEK OF::JULY 10,1987
FROM-TO PATIENT NAME TYPE FROM-TO PATIENT TYPE
8:00-8:15 JONES, PAT8:15-8:30 SMITH,JOAN fl8:30-8:458:45-9:009:00-9:15 BLUE,LEE BL9:15-9:30 RED,ANN9:30-9:45 * * * * * * * *
0.45.10:00 PINK,VAL fly.J:00-10:15 PURPLE,JYL
10:15-10:30 DOE,JANE liE1 0:30-1 0;45 * * * * * * * *
10:45-11:0011:00-11:15 BROWN,DEE flu11:15-11:30 GREEN,FLO1 1 :30-11 :4511:45-12:00 YELLOW,GLO tIP.12:00-12:1512:15—12:30 * * ** * * *
CLINIC:OBSTETRICSWEEK OF:APRIL 19.1987
r- USER:PRESTON
DAY PROVIDER EXAM ROOM CONSULT ROOM TIME
1.TEAMIII 1-5 1 ,3.,5 AM2.ANSBACKER 7-9 2,4 AM3.DUNLAP 6 6 AM4.ELKINS 8-9 6 PMMON 5.TEAMU 6-7 2,4 PM6.JONES 4-5 5 PM7.COLP 2-3 3 PM&DUNLAP 1 1 PM
1.MIDWIVES 8-9 6 AM2.DUNLAP 6 4 AM3.PELISH 7 2 AM
TUE 4.TEAMIII 1-5 1,3,5 AM5.TEAMH 6-9 2,4,6 PM6.MCNEELEY 3-5 3,5 PM7.HOPKINS 1,2 1 PM8
1.ANSBACHER 6-9 2,3,4 AM2.DILTS 3,4,5 3,5 AM3.BARCLAY 1,2 1 AMC ED 4.**H0PKINS 6,7,8,9 3 PM5.ROBERTS/DILTS 3 2,4,6 PM6.COLP 1,2 5 PM7.**MORLEY 5 1,3 PM8.***** **
1.TEAMIt 6-9 2,4,6 AM2.PELJSH 5 * * * * * AM3.DUNLAP 1,2 3 AM
THUR 4.ANSBACHER 3,4 1 AM5.TEAMII 6-9 5 AM6.DUNLAP 3 2,4,6 PM7.MCNEELEY 4 5 PM8.*****
1,.2 1 PM
***
1.TEAMII 6-9 2,4,6 AM2.DUNLAP 5 5 AM3.ROBERTS 1,3 1,3 AM4*OPEN 4 ***** AM5.TEAMUJ 6-9 2,4,6 PMFRI 6.COLP 3 5 PM7.MORLEY 1,2 1,3 PM8.*****
C*****OPEN SPACEHOPKINS -ROOM SWHEN MORLEY IS HERE
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ANSBACHER 1
AYERS 2
BARCLAY 3
BOWDLER 4
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COMPTON 6
GARVIN 7
HAYASHI 8
HOLDER 9
JONES 10
KAY 11
MALCOLM 12
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MUSTARD 14
PELISH 15
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House 22
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Nurse 24
Eu 1or r1u ilfl
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ANSBACHER 1
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DUNLAP 7
ELKINS 8
FENNER 9
HEFNER 10
HOLDEN 11
JAMES 12
JONES 13
KIPERZSTOK 14
McNEELEY 15
MORLEY 16
MYGARD 17
PELISH 18
PORTZ 19
PUNCH 20
RANDOLPH 21
ROBERTS 22
Resident 23
C Don’t know 24
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Provider vs. Overaji Wait Time(o1)
S WAIT TIMEEXAM TIME
13 14 16 18 19 20 21 22 23 24
DOCMID
Cricket Graph Data OBDATA Sun, Apr 26, 1987 8:01 PM
PARK CAR APPT flME 0CC/MID PHONEREG WAIT TIME W. FEEDBACK
1 *** *4*
2 11 *** *4* *4*
3 10 10 19 Y 1 24 10 10 2 N 1 15 10 10 6 N 1 16 5 10 14 N 1 17 2 2 9 N 1 48 15 2 23 N 1 19 3 2 19 Y 1 1
10 15 3 2 Y 1 111 8 3 2 N 1 112 2 3 2 Y 1 113 10 3 1 N 1 114 N/A 3 18 Y 1 115 5 3 23 N 1 116 2.5 4 2 N 1 117 5 5 10 N 1 118 D.K. 5 11 N/A 1 119 30 5 2 N 1 220 5 5 7 Y 1 121 N/A 6 23 N 1 122 2 6 23 N 1 123 0 6 18 Y 1 224 5 6 8 N 1 325 5 6 18 N 1 126 5 6 18 Y 1 1
5 7 19 N 1 128 5 7 19 V 1 329 N/A 7 13 N 1 130 2 7 18 N 1 131 3 7 3 N 1 132 10 7 19 V 1 133 10 7 18 V 1 134 10 7 23 V 1 235 20 7 19 N 1 136 N/A 7 24 V 1 137 5 7 18 N 1 138 3 8 19 N 1 239 N/A 8 18 V 1 140 5 1 19 N 2 241 5 1 19 V 2 242 5 1 19 N 2 243 5 10 9 N 2 244 5 10 19 N 2 345 5 2 19 V 2 246 D.K. 2 19 N 2 247 15 2 19 N 2 148 20 4 2 V 2 249 N/A 5 21 N 2 250 100 5 19 N 2 451 10 6 19 N 2 2
15 8 23 N 2 2N/A 9 14 N 2 3
54 7 10 12 N 3 255 10 10 2 V 3 356 60 3 19 N 3 2
Cricket Graph Data OBDATA Sun, Apr 26, 1987 8:01 PM
EXAM TIME EFEEDBACK DAY
I * * * * * * TH2
.** M3 1 2 T4 1 1 M5 1 1 M6 1 1 M7 3 4 M8 1 1 M9 1 1 M
10 2 1 F11 1 3 F12 2 1 F13 2 2 F14 1 1 F15 2 2 TH16 1 1 TH17 1 1 W18 1 1 W19 1 1 W20 2 2 W21 1 1 W22 2 1 W23 1 2 W24 2 3 W25 1 1 W26 1 1 W
2 1 W28 2 3 W29 1 1 T30 1 1 M31 1 1 M32 1 1 M33 1 1 T34 1 2 T35 1 1 M36 1 1 M37 1 1 M38 1 1 M39 1 2 M40 1 1 TH41 2 2 T42 2 2 T43 3 4 M44 2 4 M45 2 2 M46 1 2 M47
*** *** F48 2 1 W49 1 1 W50 1 2 W51 1 1 W
1 1 M1 1 T
54 2 2 M55 2 2 T56 2 3 F
Cricket Graph Data OS DATA Sun, Apr 26, 1987 8:01 PM
PARK CAR APPT TIME DOG/MID PHONE REG WAIT TIME W. FEEDBACK
5 3 19 N 3 212 4 16 V 3 2
59 5 4 19 N 3 460 5 6 6 V 3 261 5 8 19 N 3 262 3 8 8 N 3 263 5 1 19 N 4 364 3 1 22 N 4 465 5 10 19 N 4 566 3 7 19 N 4 367 5 1 19 V 5 268 3 2 19 N 5 469 5 3 19 N 6 570 2 10 2 N 7 371 10 3 19 N 7 572 N/A 4 20 N 7 173 N/A 8 8 N 7 3747576777879808182
3
84858687888990919293949596979899
1 001011 021 031041 051 06107
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Cricket Graph Data OR DATA Sun, Apr 26, 1987 8:01 PM
EXAM TIME E. FEEDBACK DAY
(7 3 2 F1 2 TH
59 *** W60 1 1 W61 4 3 M62 2 2 T63 2 2 M64 3 3 M65 2 4 M66 1 2 T67 2 2 TH68 2 3 F69 3 5 F70 5 4 M71 5 5 TH72 1 1 TH73 2 3 T7475767778798081
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