Adopting Advanced Access

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Adopting Advanced Access

• Learning Session 2

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Objectives

• Identify strategies to reduce backlog
• Identify ways to streamline schedules
• Identify key learning from PDSAs
• Define additional strategies

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Regional Practice Support Team
Non-Physician Team
Physician Team

• Name
• Name
• Name
• Name

• Name
• Name
• Name
• Name

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Ground Rules

• Respect all ideas and opinions
• Share experiences
• On time back from break

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Why Measure?

• Identify and analyse trends and variations
• Provide validation to team members that efforts
  are resulting in successes
• Alert team members when a change is not having a
  desired affect

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Define Desired Outcomes

• Make collecting data relevant to teams
• Define the question
• Define the answer

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Define Desired Outcomes

• Example 1
• Q. When is your 3rd next available appointment?
• A. How long your patients wait before they can
  see you
• (what you really want to know)

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Define Desired Outcomes

• Example 2
• Q. What is my bad backlog?
• A. The amount of work to be done before being
  able to do todays work today
• (what you really want to know)

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Demand Identify trends

• Daily totals
• Mondays and Fridays busiest
• 1st day after long weekend similar to Mondays and
  Fridays

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Demand Identify trends

• Weekly totals
• Flu season / time of year
• Allergy season

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Progress Chart
3rd next available appointment (short)
3rd next available appointment (long)
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Strategy to Reduce Backlog

• Calculate man-hours required to reduce backlog
• Set start date to work on backlog
• Set end date for completion of work to clear
  backlog

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Reduce Backlog Activity

• Discuss short-term long-term strategies
• What have you tried so far?
• Successes ?
• Challenges?
• Record strategies on flipchart
• You have 20 minutes for this activity

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Scheduling Strategies

• Appropriateness of appointments
• Predictable demand
• Appointment types

Discussion Keeping the above in mind, how can
you shape your schedule to better meet demands?
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How many scheduling inefficiencies do you see?
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How many scheduling inefficiencies do you see?
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Team Involvement

• People will support what they helped to
  create.
• Donald Kirkpatrick

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Group Activity

• Plan . your goal
• Do changes implemented
• Study ... outcomes evaluated
• Act adjustments made re-evaluation of
  results
• Record key points on flipchart
• You have 25 minutes for this activity

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Contingency Plans
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(No Transcript)
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Unplanned Activity / Interruptions to Workflow
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Action Period 2

• Create an action plans to
• Improve scheduling system shape to match trends
  in demand
• Set new goals as old ones are reached for 3rd
  next available appointment
• Continue reducing backlog
• Create contingency plans
• Track work day start and end times

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Worksheets for Action Period 2

• Tracking Demand
• Action Plan
• Contingency Plan

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Regional Support

• Ensure that all practice staff understand
  instructions for data collection
• Act as a resource for challenges in implementing
  action plans
• Set up on-going visits or conference calls to
  ensure that all is on track