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OS04 - Mind the Access to Care Gaps (ID 4)
- Event: e-Health 2017 Virtual Meeting
- Type: Oral Session
- Track: Clinical
- Presentations: 1
- Coordinates: 6/05/2017, 04:00 PM - 05:30 PM, Room 202CD
OS04.04 - Data-Driven Change Management: Using Dashboards to Improve Appointment Data Capture (ID 260)
Purpose/Objectives: The Centre for Addiction and Mental Healths (CAMH) ambulatory care clinics serve clients across the spectrum of mental health and addictions diagnoses, providing enhanced care and programming based on their specialized needs. These clinics are a critical part of CAMH, accounting for 75% of the hospitals total number of unique clients. As part of a recent ambulatory services review to improve accessibility and efficiency, an analysis of clinician utilization revealed that appointment data was variably complete. In anticipation of a prospective data collection period and a secondary analysis, a Clinician Hours and Appointment Volumes Dashboard an interactive report that automatically calculates appointment volumes and the associated clinician time - was employed to allow for immediate access and resolution of data issues. Integration of date, clinician and appointment status filters permits managers to audit their clinics appointment data, enabling them to assess whether the appointment data was reflective of their clinic volumes and broadly gauge the utilization of their staff.
Methodology/Approach: Initial efforts to improve data completeness focused on developing new guiding documents, providing refresher training sessions and facilitating data workshops, all with an emphasis on teaching standardized scheduling processes and establishing the common expectations of staff for data entry and audit. Improvements were also made to the scheduling system, allowing for the scheduling of multiple service providers in the same appointment. Finally, a dashboard was developed as a data auditing tool throughout the prospective data collection period.
Finding/Results: An evident increase in the volume of captured appointments was observed between the original (September to December 2015) and secondary (July to September 2016) data collection periods: <img alt="clinicianhours_ehealthabstract_findingsimage.png" annotation="" id="image://42" src="https://cpaper.ctimeetingtech.com/deliver_media_imagick.php?congress=ehealth2017&auth_hash=92b8d9b47e88c2b57133bbde899d1bc220bed9bc&id=42&width=350&height=350&download=0" title="clinicianhours_ehealthabstract_findingsimage.png" />
Conclusion/Implications/Recommendations: As a result of various change management tactics and a robust reporting tool, clinic staff demonstrated a greater aptitude for accurate data capture. In an ongoing effort to continue with these improvements, opportunities for further enhancement of the Dashboard are being discussed, including the addition of automated prompts and integration of appointment data with other data sources. Future efforts will focus on implementing a sustainability plan to ensure continued improvement and accountability amongst the clinics, enabling sustained data-driven decision-making for ambulatory redevelopment.
140 Character Summary: Improved appointment data capture is achievable via flexible reporting, focused change management and clear accountability for data audit.
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