COUNTY OF SAN MATEO

Inter-Departmental Correspondence

San Mateo Medical Center

 

DATE:

September 27, 2004

BOARD MEETING DATE:

October 19, 2004

 

TO:

Honorable Board of Supervisors

FROM:

Nancy J. Steiger, Chief Executive Officer

 

SUBJECT:

Acceptance of a Grant Award from the California HealthCare Foundation in support of the “Redesign of the Patient Visit” Program in San Mateo Medical Center (SMMC) Clinics

 

Recommendation

1.

Adopt a Resolution accepting a grant from the California HealthCare Foundation (CHCF), and

   

2.

Approve an Appropriation Transfer Request (ATR) to accept increased revenue to develop and implement the “Redesign of the Patient Visit” Program in SMMC Clinics.

 

Background/Discussion

As the demand for services in the SMMC clinics has increased, we have identified a need to reduce the cycle time (the amount of time the patient spends in the clinic from registration to discharge) of the patient visit to improve the efficiency and productivity of our operations, minimize frustration and overcrowding, and maintain the satisfaction of our patients and staff. In order to accomplish this cycle time reduction, we have elected to participate in the “Redesign of the Patient Visit” program developed by the Primary Care Development Corporation (PCDC). This program, which combines teamwork with a rapid learning process, will enable SMMC to reduce cycle time at specific clinic sites by applying specific redesign strategies that have proven successful in similar settings.

 

Discussion

The objective of this program is to implement as a pilot project the PCDC redesign

model in California, in order to reduce to one hour the cycle time of the patient visit at four specific SMMC clinics. This project is partially funded by a grant from California HealthCare Foundation, coupled with funding from the HRSA Healthy Communities Access Program (HCAP)

Project activities include:

    1) Assignment by PCDC of a coach to oversee program implementation and

    provide technical assistance.

    2) Involvement of senior SMMC leadership in the process of change

    3) Selection of a small, self-directed and cross-function Redesign Team at

    each site

    4) Three 1 to 1½ day Learning Sessions, interspersed with regular Team

    meetings

    5) Team development and pilot testing of patient flow models

6) Baseline cycle time studies and outcome evaluations using PCDC tools and

technical assistance for analysis and interpretation of information

With the expertise and collaboration of PCDC, we will be able to redesign our patient visit to reduce the time patients need to spend in our clinics and make their healthcare experience less frustrating and more convenient

Outcome Objectives

The following outcome objectives related to this project will be measured in 2004-2005, in accordance with the work plan included in the letter of agreement:

Performance Measures

2003-2004 Outcomes

2004-2005 Objectives

Leadership Conference Calls completed

NA

100%

Three Learning Sessions completed

NA

100%

Coach Assigned and Tools distributed

NA

100%

Reasonable solutions developed by end of period

NA

100%

 

Vision Alignment

This agreement keeps the county’s commitment of responsive, effective and collaborative government, and goal number 21, County employees understand, support and integrate the County vision and goals into their delivery of services. This agreement contributes to this commitment and goal by SMMC’s particiation in the “Redesign of the Patient Visit” program developed by PCDC. This program, which combines teamwork with a rapid learning process, will enable SMMC to reduce cycle time at specific clinic sites by applying specific redesign strategies that have proven successful in similar settings.

 

Fiscal Impact

The total cost to SMMC of the PCDC Redesign of the Patient Visit program will be $60,000. $24,000 of that amount comes from this grant from the California HealthCare Foundation. The remaining $36,000 is in the form of a technical assistance grant from the Health Communities Access Project (HCAP), a component of Health Resources Services Agency (HRSA), which will pay those funds directly to PCDC. No net County cost is anticipated for this project.