Duration: 2 hours Prerequisites: Process mapping basics Session Type: Hands-on Workshop

• Create comprehensive process maps for HMIS workflows
• Identify optimization opportunities in clinical and administrative processes
• Design improved workflows that enhance patient flow and clinical decision support
• Apply lean principles to healthcare process improvement

• Clinical Processes: Patient care delivery workflows
• Administrative Processes: Registration, billing, scheduling
• Support Processes: Supply chain, maintenance, housekeeping
• Regulatory Processes: Quality reporting, compliance monitoring

• Start/End: Oval shapes for process boundaries
• Activities: Rectangles for process steps
• Decision Points: Diamonds for yes/no decisions
• Data Stores: Open rectangles for information storage
• Connectors: Arrows showing process flow direction

• Value-Added Activities: Steps that directly benefit patient care
• Non-Value-Added: Waste activities that can be eliminated
• Necessary Waste: Required activities (documentation, compliance)
• Lead Time Analysis: Total time from start to completion
• Processing Time: Actual work time vs. waiting time

• Shadowing: Following staff through their daily workflows
• Time and Motion Studies: Measuring task duration and frequency
• Gemba Walks: Leadership observation of frontline processes
• Patient Journey Mapping: Following the patient experience

• Quantitative Metrics: Volume, time, cost, quality measures
• Qualitative Insights: Staff feedback, patient complaints, workarounds
• System Data: Log files, timestamps, user interactions
• External Benchmarks: Industry standards and best practices

• Admission Process: Streamlining registration and bed assignment
• Emergency Department: Reducing wait times and improving throughput
• Operating Room: Maximizing surgical case efficiency
• Discharge Process: Accelerating patient discharge and bed turnover

• Reducing Duplicate Data Entry: Single sign-on and auto-population
• Template Optimization: Smart forms and clinical decision support
• Mobile Documentation: Point-of-care data capture
• Voice Recognition: Hands-free documentation solutions

• Electronic Prescribing: Reducing medication errors and improving efficiency
• Automated Dispensing: Pharmacy robot integration
• Medication Reconciliation: Streamlining admission and discharge processes
• Drug Interaction Checking: Real-time clinical decision support

1. Defects: Medical errors, rework, incorrect treatments
2. Overproduction: Unnecessary tests, excessive documentation
3. Waiting: Patient wait times, staff idle time
4. Non-utilized Talent: Underutilizing staff skills and knowledge
5. Transportation: Moving patients, supplies, information
6. Inventory: Excess supplies, medications, equipment
7. Motion: Unnecessary staff movement, inefficient layouts
8. Extra Processing: Redundant approvals, excessive documentation

• 5S Methodology: Sort, Set in order, Shine, Standardize, Sustain
• Standard Work: Consistent processes and procedures
• Poka-Yoke: Error-proofing mechanisms
• Kaizen: Continuous improvement culture
• Root Cause Analysis: 5 Whys and fishbone diagrams

• Patient-Centered: Optimize for patient experience and outcomes
• Evidence-Based: Use data and best practices to guide decisions
• Technology-Enabled: Leverage HMIS capabilities for automation
• Staff-Friendly: Design for ease of use and efficiency

• Single Sign-On: Reduce login burden across applications
• Context Switching: Minimize screen changes and data re-entry
• Real-Time Alerts: Timely notifications for critical events
• Mobile Access: Enable workflow continuation across devices

• Stakeholder Buy-in: Involve staff in design process
• Training Requirements: Plan for new workflow education
• Pilot Testing: Start with small-scale implementations
• Performance Monitoring: Measure improvement outcomes

Current State Analysis

1. Map the existing patient admission process from arrival to bed assignment
2. Identify wait times, handoffs, and potential error points
3. Calculate total lead time and value-added time percentage
4. Document pain points and inefficiencies

Future State Design

1. Redesign the process to eliminate identified waste
2. Incorporate HMIS automation opportunities
3. Reduce handoffs and streamline decision points
4. Design quality checkpoints and error prevention

Process Components

• Physician order entry
• Pharmacy verification and preparation
• Nursing administration
• Documentation and monitoring

Optimization Focus Areas

• Electronic prescribing integration
• Automated dispensing cabinets
• Barcode medication administration
• Real-time inventory management

Workflow Stages

1. Test ordering and clinical decision support
2. Specimen collection and labeling
3. Laboratory processing and analysis
4. Result reporting and clinical follow-up

Technology Integration

• CPOE integration with clinical guidelines
• Barcode specimen tracking
• Automated result distribution
• Critical value alerting

• Define: Problem statement and project scope
• Measure: Baseline metrics and data collection
• Analyze: Root cause analysis and process mapping
• Improve: Solution design and implementation
• Control: Monitoring and sustainability planning

1. Stakeholder Engagement: Identify champions and influencers
2. Resource Requirements: Staff time, technology, training
3. Risk Assessment: Potential failures and mitigation strategies
4. Success Metrics: Quantitative and qualitative measures
5. Timeline: Phased implementation approach

• Process mapping reveals hidden inefficiencies and improvement opportunities
• Healthcare processes are complex with multiple stakeholders and handoffs
• Technology integration should support improved workflows, not create new complexity
• Staff involvement is critical for successful process improvement initiatives
• Continuous monitoring ensures sustained improvements over time

• Process Mapping Software: Visio, Lucidchart, Draw.io
• Data Collection Templates: Time studies, observation sheets
• Improvement Tracking: Before/after metrics, ROI calculations
• Change Management: Communication plans, training materials

Session 8 will explore system integration and interoperability, focusing on HL7 and FHIR standards, API management, and integration testing strategies for healthcare systems.