The CAHPS Ambulatory Care

Improvement Guide
Practical Strategies for Improving Patient Experience

Section 4: Ways to Approach the Quality Improvement

Process

Visit the AHRQ Website for the full Guide.

May 2017 (updated)

 Table of Contents

4. WAYS TO APPROACH THE QUALITY IMPROVEMENT PROCESS 4-1

4.A. Focusing on Microsystems...................................................................................... 4-1
4.B. Understanding and Implementing the Improvement Cycle ................................... 4-3
4.C. An Overview of Improvement Models ................................................................... 4-14
4.D. Tools to Enhance Quality Improvement Initiatives .............................................. 4-19

Overview of the CAHPS Ambulatory Care Improvement Guide

The CAHPS Ambulatory Care Improvement Guide is a comprehensive resource for
health plans, medical groups, and other providers seeking to improve their performance
in the domains of quality measured by CAHPS surveys. Use this guide to help your
organization:
• Cultivate an environment that encourages and sustains quality improvement;
• Analyze the results of CAHPS surveys to identify strengths and weaknesses; and
• Develop strategies for improving performance.
The Guide includes the following sections:
1. About the CAHPS Ambulatory Care Improvement Guide
2. Why Improve Patient Experience?
3. Are You Ready to Improve?
4. Ways to Approach the Quality Improvement Process
5. Determining Where to Focus Efforts to Improve Patient Experience
6. Strategies for Improving Patient Experience with Ambulatory Care
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4. Ways to Approach the Quality Improvement Process

4. WAYS TO APPROACH THE QUALITY IMPROVEMENT PROCESS

Health care delivery systems that are working to improve patient experience can face
daunting challenges, reflecting the need to align changes in behavior and practices across
multiple levels and areas of the organization. But the process of planning, testing, and
eventually spreading those changes does not have to be overwhelming. Health care
organizations can take advantage of established principles and approaches to quality
improvement, which are already familiar to the many providers involved in clinical
quality improvement (QI).

This section of the Guide suggests a way to

use the concept of microsystems to focus Three Tips for Facilitating the Quality
the QI process on the locus of Improvement Process
responsibility for patient experience, Place a priority on encouraging
provides an overview of the process of communication, engagement, and
quality improvement, discusses a few well- participation for all of the
known models of quality improvement, stakeholders affected by the QI
and presents a few tools and techniques process. Learn what is most
that organizations can use to address important to the people who make up
various aspects of patient experience. the microsystem and look for ways to
help them embrace the changes and
4.A. Focusing on Microsystems
begin to take ownership of them.
One useful way for health plans and
medical groups to approach the process of Start your implementation of
improvement is to think of the organization improvements with small-scale
as a system, or more specifically, as a demonstrations, which are easier to
collection of interrelated “microsystems.” manage than large-scale changes.
The term “microsystems” refers to the Small-scale demonstrations or small
multiple small units of caregivers, tests of change also allow you to refine
administrators, and other staff who the new processes, demonstrate their
produce the “products” of health care—i.e., impact on practices and outcomes, and
who deliver care and services on a daily build increased support by
basis. stakeholders.
Keep in mind and remind others
The concept of microsystems in health care that QI is an iterative process. You
organizations stems from research findings will be making frequent corrections
indicating that the most successful of the along the way as you learn from
large service corporations maintain a experience with each step and identify
strong focus on the small, functional units other actions to add to your strategy.
who carry out the core activities that

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involve interaction with customers. 1 In the context of health care, a microsystem could
be: 2

 A core team of health professionals.

 Staff who work together on a regular basis to provide care to discrete
subpopulations of patients.
 A work area or department with the same clinical and business aims, linked
processes, shared information environment and shared performance outcomes.

Examples of microsystems include a team of primary care providers, a group of lab

technicians, or the staff of a call center. In the patient-centered medical home model, a
microsystem could be the patient’s care team accountable for coordination of the
patient’s services that address prevention, acute care, and chronic care. 3

The goal of the microsystem approach is to foster an emphasis on small, replicable,

functional service systems that enable staff to provide efficient, excellent clinical and
patient-centered care to patients. 4 To develop and refine such systems, health care
organizations start by defining the smallest measurable cluster of activities.

Once the microsystems have been identified, a practice or plan can select the best teams
and/or microsystem sites to test and implement new ideas for improving work processes
and evaluating improvement. 5 To provide high-quality care, the microsystem’s services
need to be effective, timely, and efficient for all patients,4 and preferably designed in
partnership with patients and their families. Measurement and performance feedback
must be part of the microsystem’s principles to learn and improve. 6

If a quality improvement intervention is successful for a microsystem, it can then be

scaled to other microsystems or the broader organization. However, for successful
scalability, organizations should adopt a framework for spread that will work within their
structure and culture.

_________________________________________________________________________________________________
1Quinn J, Baruch J, Zien K. Innovative Explosion: Using Intellect and Software to Revolutionize Growth Strategies. New
York: Free Press; 1997.
2 Berwick DM. A user’s manual for the IOM’s ‘Quality Chasm’ report. Health Aff (Millwood) 2002;21(3): 80-90.
3 AHRQ Patient Centered Medical Home Research Center.
4Wasson J, Godfrey M, Nelson E, et al. Microsystems in health care: Part 4. Planning patient-centered care. Jt Comm J
Qual Patient 2003 May; 29(5):227-37(11).
5Pronovost P, Weast B. Implementing and validating a comprehensive unit-based safety program. J Patient Saf 2005
Mar;1(1):33-40.
6 Batalden PB, Nelson EC, Edwards WH, et al. Microsystems in health care: Part 9. Developing small clinical units to

attain peak performance. Jt Comm J Qual Saf 2003 Nov;29(11):575-85.

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4.B. Understanding and Implementing the Improvement Cycle

Although QI models vary in approach and methods, a basic underlying principle is that
QI is a continuous activity, not a one-time thing. As you implement changes, there will
always be issues to address and challenges to manage; things are never perfect. You can
learn from your experiences and then use those lessons to shift strategy and try new
interventions, as needed, so you continually move incrementally toward your
improvement goals.

The fundamental approach that serves as the basis for most process improvement
models is known as the PDSA cycle, which stands for Plan, Do, Study, Act. As illustrated
in Figure 4-1, this cycle is a systematic series of steps for gaining valuable learning and
knowledge for the continual improvement of a product or process. Underlying the
concept of PDSA is the idea that microsystems and systems are made up of
interdependent, interacting elements that are unpredictable and nonlinear in operation.
Therefore, small changes can have large effects on the system.

Figure 4-1. Plan-Do-Study-Act Cycle

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The cycle has four parts:

 Plan. This step involves identifying a goal or purpose, formulating an

intervention or theory for change, defining success metrics and putting a plan
into action.
 Do. This is the step in which the components of the plan are implemented.
 Study. This step involves monitoring outcomes to test the validity of the plan for
signs of progress and success, or problems and areas for improvement. Short-
cycle, small-scale tests, coupled with analysis of test results, are helpful because
microsystems or teams can learn from these tests before they implement actions
more broadly. 7, 8
 Act. This step closes the cycle, integrating the learning generated by the entire
process, which can be used to adjust the goal, change methods, or even
reformulate an intervention or improvement initiative altogether.
The PDSA cycle involves all staff in assessing problems and suggesting and testing
potential solutions. This bottom-up approach increases the likelihood that staff will
embrace the changes, a key requirement for successful QI. 9
When you are ready to apply the PDSA cycle to improve performance on CAHPS scores,
you will need to decide on your goals, strategies, and actions, and then move forward in
implementing them and monitoring your improvement progress. You may repeat this
cycle several times, implementing one or more interventions on a small scale first, and
then expanding to broader actions based on lessons from the earlier cycles.

4.B.1. Plan: Develop Goals and Action Plan

This section discusses four key steps in the planning stage of a PDSA cycle as part of a
CAHPS-related quality improvement process:

 Establish improvement goals.

 Identify possible strategies.
 Choose specific interventions to implement.
 Prepare a written action plan.

_________________________________________________________________________________________________
7Berwick DM. Developing and testing changes in the delivery of care. Ann Intern Med 1998;128(8):651-6.
8Iles V, Sutherland K. Organizational change: A review for health care managers, professionals and researchers. London:
NCCSDO; 2001.
9Greenhalgh T, Robert G, Bate P, et al. How to Spread Good Ideas: a systematic review of the literature on diffusion,
dissemination and sustainability of innovations in health service delivery and organization. London: NCCSDO; 2004.

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4.B.1.a. Establish Improvement Goals

The team’s first task is to establish an aim or goal for the improvement work. By setting
this goal, you will be better able to clearly communicate your objectives to all of the
sectors in your organization that you might need to support or help implement the
intervention.
The goal should reflect the specific aspects of CAHPS-related performance that the team
is targeting. It should also be measurable and feasible. One of the limitations of an
annual CAHPS survey as a measurement tool is the lag time between the
implementation of changes, the impact on people’s experiences, and the assessment of
that impact. For that reason, the team needs to define both ultimate goals as well as
incremental objectives that can be used to gauge short-term progress. After defining your
ultimate goals, ask “What is the gap between our current state and our goals?” Make of
list of those gaps and use them to make SMART (specific, measurable, achievable,
realistic, and time bound) incremental objectives.
For example, a team concerned about improving performance on the “Getting Timely
Appointments, Care, and Information” composite measure in the Clinician & Group
Survey may set a 1-year goal of a two percent increase in its composite score. At the same
time, it could specify goals for the number of days it takes to get an appointment for non-
urgent and urgent visits. Similarly, a team focusing on overall ratings may set goals for
complaint rates for the health plan as a whole or for individual medical groups and then
review those rates monthly.

4.B.1.b. Identify Possible Strategies

With objectives in place, the next task of the team is to identify possible interventions
and select one that seems promising. Keep in mind that all improvement requires
making a change, but not all changes lead to improvement.

Section 6 of this Guide presents a number of different strategies that health care
organizations can use to improve different aspects of their CAHPS performance. In
addition, you may want to consult several case studies of health care organizations that
have implemented strategies to improve performance on CAHPS scores.

These sources of improvement ideas offer an excellent starting point, but they are by no
means comprehensive. There are many other sources for new ideas or different ways of
doing things both within and outside of health care. Consequently, improvement teams
should make an effort to develop and maintain systematic ways of identifying effective
solutions.

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New ideas and innovative solutions can be

found: “Ideas for change can come from a
 At conferences or workshops. variety of sources: critical thinking
 In the academic literature, the
about the current system, creative
media, and/or the popular press. thinking, observing the process, a
hunch, an idea from the scientific
 Through the identification of
benchmark practices in health care
literature, or an insight gained from
as well as other industries, i.e., a completely different situation. A
noncompetitive benchmarks. change concept is a general idea
 Through patients and their
with proven merit and sound
families—whether through direct scientific or logical foundation that
interviews and focus groups, as can stimulate specific ideas for
partners on quality improvement changes that lead to improvement.”
teams, or as members of Patient
and Family Advisory Councils. Plsek P. Innovative thinking for the
improvement of medical systems. Ann
 In the Agency for Healthcare
Intern Med 1999;131:438-44. Available at
Research and Quality’s searchable http://annals.org/article.aspx?articleid=712
clearinghouse of health care 942. Accessed July 27, 2015.
innovations.
One useful way to develop and learn innovative approaches is to visit other health care
organizations. Resistant or hesitant staff members are often “unfrozen” by visiting
another highly respected site that has successfully implemented a similar project. You
can also visit a company outside of the health care industry to get new ideas. Some health
plans, for example, have learned how to improve their call center operations by sending
staff to visit mail-order catalog houses or brokerage firms. The Cleveland Clinic has
required every doctor and senior administrator to make one “innovation site visit” a year
to learn about different approaches that can be brought home and tested.

4.B.1.c. Choose Specific Interventions To Implement

To decide which new ideas or benchmark practices to implement, the improvement team
needs to consider several factors:

 Compatibility with the organization and local culture. Serving Cuban

coffee in the waiting room of the clinics of a Miami medical group may be very
patient-friendly, for example, but it is not likely to be viewed with the same
enthusiasm by patients in Arizona or Massachusetts.
 Technical merit. The ideas that are most likely to be adopted are those that
provide significant advantages over existing practices for both patients and
providers—whether in the form of increased efficiency, higher patient and
employee satisfaction, or improved outcomes. All improvement efforts ultimately
have to answer the question: “What’s in it for me?”

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 Fit with the problem. The best intervention will be one that suits the specific
problem you need to address (or can be tailored as needed). To ensure a good fit,
the improvement team should seek input from both affected staff as well as
patients or members. If you ignore either source of information in your planning,
you may choose an intervention that will not fix the real problem.
Depending on the nature of the intervention, you may want to break it down into a set of
related but discrete changes. For example, if the team decides to implement a new
specialist referral process, you could begin by making changes to the procedures used to
communicate with the specialist’s office. The communication process with the health
plan might then be the target of a separate change.

4.B.1.d. Prepare a Written Action Plan

Although there is no one “correct” way to write an action plan for your organization or
facility, it is important to have some form of written document that states your goals,
lists your overall strategies to achieve those goals, and then delineates the specific
actions you will take to implement the interventions you have selected to address the
identified problems. One way to organize the action plan is to review the following key
questions as a team and document your answers:

1. What areas do you want to focus on for improvement?

2. What are your goals?
3. What initiative(s) will you implement? Describe the specific actions briefly.
4. Who will be affected, and how?
5. Who can lead the initiative? Identify a leader and/or champion to manage the
project.
6. What resources will be needed?
7. What are possible barriers, and how can they be overcome?
8. How will you measure progress and success? Specify the measures you plan to
use to monitor progress in achieving the desired changes to organizational
processes and CAHPS scores. Read more about measures below.
9. What is the timeline? Record your planned start and end dates for the action.
10. How will you share your action plan?

It also helps to lay out the calendar for all actions in a Gantt chart format, so you can
verify that the timing of sets of actions makes sense and is feasible to complete with the
staff you have available.

4.B.2. Do: Select Measures to Monitor Progress

When a team establishes its goal, it typically specifies one or more performance metrics
to assess whether a change actually leads to improvement. These measures should be

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clearly linked both to the larger goal and to the intervention itself. For example, if the
goal is to speed specialist referrals, you could measure the time it takes to get a response
from the specialist’s office or an approval from the health plan.

4.B.2.a. Tips on Selecting Measures

Choose measures that allow you to track each of three steps in the
improvement process:
 Test the acceptance and/or adherence to new or revised practices.
 Examine how and how much the new practices are affecting the delivery of patient-
centered care.
 Assess how much patient experience of care is improving.
Communicate with staff about why the measures are being collected and how these
data will help improve their quality of work life and the patient’s experience.
Seek a feasible number of measures that address the most important aspects of the
improvements you are trying to achieve. Too many measures could create a burden on
the staff, leading to loss of attention due to information overload; too few measures may
omit tracking of important aspects of the changes you are making.

Resources on Measurement
• Institute for Healthcare Improvement. Science of Improvement: Establishing
Measures.
• Carey RG, Lloyd RC. Measuring Quality Improvement in Healthcare: A Guide to
Statistical Process Control Applications. New York: American Society for Quality;
1995.
• Wheeler D. Understanding Variation: Keys to Managing Chaos. Knoxville, TN:
Statistical Process Controls, Inc.; 1993.
• American Board of Internal Medicine (ABIM) Foundation. Putting Quality Into
Practice video series. This series shows the perspectives of physicians who have
adopted quality measurement and improvement tools. The doctors speak candidly
about why they decided to measure their performance, and how the information
empowered them to improve the care they provide to patients.

4.B.2.b. Producing Visual Displays

Once you have established practical measures, you will be able to produce visual displays
of your performance over time by tracking the metric on control or run charts. Control
and run charts are helpful tools for regularly assessing the impact of process
improvement and redesign efforts: monthly, weekly, or even daily. In contrast to tables
of aggregated data (or summary statistics), which present an overall picture of

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performance at a given point in time, run and control charts offer an ongoing record of
the impact of process changes over time.

A run chart can show different data collection points plotted over time for a specific
survey question, e.g., an item about patients’ ability to reach the practice by phone. By
measuring and tracking results to this question at regular and frequent time intervals,
managers can discern how process improvement interventions relate to changes in
survey results. If an intervention appears to have positive results, it can be continued and
sustained; if not, it can be modified or discontinued.

Dashboard reports are another way to display performance. A dashboard report presents
important data in summary form in order to make it easier to identify gap in performance
and trend performance against goals. Dashboards can be a useful method for sharing
consistent information across multiple levels of an organization. For example, the
Massachusetts General Physicians Organization (MGPO) prepares quarterly leadership
dashboards with benchmarks and targets, where relevant, at a summary level across
clinical services, at the clinical service level, and at the practice level. 10

4.B.3. Do and Study: Test and Refine Actions on a Small Scale

Once you have selected interventions, the next stage of the cycle is to develop and test
specific changes. It helps to think of this stage as a number of “mini-cycles” within the
larger improvement cycle, in the sense that the microsystem or team is likely to go
through multiple iterations of testing and refining before the specific changes add up to a
real intervention.

Small-scale tests of the interventions you wish to implement help refine improvements
by incorporating small modifications over time. Conducting these small tests of change
within a microsystem can be very powerful:

 They allow for incremental modifications of interventions to fix problems, which

helps the larger implementation run smoothly.
 Failures are low-risk because you have not tried to change the entire culture.
 You create enthusiasm and positive “word-of-mouth” for early successes.
 It is easier to accumulate evidence for implementation when people are engaged
in making something work rather than focused on the “failure analysis.”
Most improvement strategies require some adaptation to the culture of the organization.
Patient-centered improvement strategies have to consider the needs of patients and their
families as well as the staff. Moreover, front-line staff will frequently resist new ideas if
they are not allowed to modify them and test their own ideas.
_________________________________________________________________________________________________
10Agency for Healthcare Research and Quality. How Two Provider Groups Are Using the CAHPS® Clinician & Group
Survey for Quality Improvement. CAHPS Issue Brief. Available at:
https://www.ahrq.gov/sites/default/files/wysiwyg/cahps/quality-improvement/reports-and-case-studies/cgcahps-
webcast-brief-2014.pdf. Accessed on May 17, 2017.

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4.B.4. Act: Expand Implementation to Reach Sustainable Improvement

Building off of the development and testing of specific changes, the final stage of the
PDSA cycle involve adopting the intervention and evaluating it against the goals of the
improvement project and the measures established for tracking improvement progress.
For example:

 Did the intervention succeed in reducing the time required to see a specialist?
 Are members and patients reporting better experiences with regards to getting
care quickly?
This part of the improvement cycle is really the ongoing work of health care and where
your teams will spend most of their time. There are no set rules about how long this part
of the cycle takes. It depends in part on how frequently you monitor your CAHPS scores
and other quality measures.

It is important not to let the work go on too long without ongoing measurement in order
to make sure you are making progress toward achieving your aims. Most monitoring
takes place on a monthly or quarterly basis. The team can use data on the impact of the
intervention to see if it is making progress towards the goals and to determine whether to
conduct a new set of analyses of its CAHPS performance. The purpose of this effort is to
get some sense of what worked, what did not work, and what further or new
interventions may be needed. To the extent that the improvement initiative was
successful, the team must also think about ways to sustain and spread the improvements
over time.

Resources on Sustaining and Spreading Improvements

• Massoud MR, Nielsen GA, Nolan K, Schall MW, Sevin C. A Framework for
Spread: From Local Improvements to System-Wide Change. IHI Innovation
Series white paper. Cambridge, MA: Institute for Healthcare Improvement; 2006.
(Available at
http://www.ihi.org/resources/Pages/IHIWhitePapers/AFrameworkforSpreadWh
itePaper.aspx)
• Nolan KM, Schall MA. A framework for spread. In Nolan KM, Schall MW, editors:
Spreading Improvement Across Your Health Care Organization. Oak Brook, IL:
Joint Commission Resources, 2007,1–24.
• Øvretveit J. Implementing, sustaining, and spreading quality improvement. In
The Joint Commission: From Front Office to Front Line: Essential Issues for
Health Care Leaders, 2nd ed. Oak Brook, IL: Joint Commission Resources, 2012,
159–176.

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4.B.4.a. Identify and Deal with Barriers

As part of its work, the team will need to take a hard look at the psychological, physical,
and procedural barriers it has to address in order to accomplish its aim. Barriers to
improvement come in many guises. Psychological barriers such as fear of change, fear of
failure, grief over loss of familiar processes, or fear of loss of control or power can be
significant impediments to overcome. Other common barriers include the following:

 Lack of basic management expertise.

 Lack of training in customer service, quality improvement methods, or clinical
areas such as doctor-patient communication.
 Inadequate staffing levels.
 Poor information technology systems.
 Outdated or misguided organizational policies. For example, many organizations
are so concerned about violating HIPAA regulations that they do not want to give
information to a patient about their own care for fear of violating patient
confidentiality.
Despite the serious nature of some of these barriers, few are large enough to bring a
project to a halt. Typically, they are cited as excuses for two of the fundamental barriers
to change: the fear of new ways of doing things and the fear of failure.

Anticipating How the Improvement Process Affects Staff

An improvement process often requires significant changes in people’s attitudes and
behaviors, often requiring staff to give up their old standards and practices and adopt
new ones. As a result, you can expect pushback from some staff as you introduce new
processes and habits.
Many staff will “get it” early and pitch in enthusiastically. But introducing and
reinforcing changes in behavior that “stick” in the form of sustainable practices will
take some work and time to succeed. Over time, as less enthusiastic staff see positive
progress, they too will become more engaged and supportive.
When you succeed, the payoff is significant, with benefits not only for patients but
also for clinicians and staff. Many organizations have found that job satisfaction for
their staff rises with improved patient experiences because the new, better practices
usually reduce frustrating inefficiencies in the system that created extra work for
staff.
Learn More: Aligning Forces for Quality. The Center for Health Care Quality at the George
Washington University Medical Center School of Public Health and Health Services. Good for
Health, Good for Business: The Case for Measuring Patient Experience of Care. 2012.
Available at http://forces4quality.org/case-patient-experience.

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4.B.4.b. Identify and Cultivate Facilitators

The team also needs to identify factors that could facilitate their work. Facilitators can
include financial or nonfinancial incentives, such as gain sharing for staff if a specific
target is met or better quality of life for the staff when a problem is fixed. Other
facilitators include picking an aim that is part of the organization’s strategic plan or one
that will improve other goals the staff care about, such as clinical outcomes.

Sometimes, the facilitator is the ability of a change to help achieve secondary goals. For
example, improvements in doctor-patient communication may decrease medication
errors, or the development of shared care plans may improve clinical outcomes and
reduce no-shows for appointments or procedures.

4.B.4.c. Harness Social Interaction to Spur Adoption of Innovations

Research on the diffusion of innovation has found that social interaction plays a crucial
role. Most people do not evaluate the merits of an innovation on the basis of scientific
studies; they depend on the subjective evaluations of “early adopters” and model their
behaviors after people they respect and trust. 11 For that reason, choosing the right team
members and opinion leaders (i.e., people within an organization who informally
influence the actions and beliefs of others) is critical to efforts to diffuse innovation.

Depending on the project, you may want to try to identify the opinion leaders that would
be helpful to involve (assuming they are open to change and new ideas). Interpersonal
communication works best when the people communicating the message are respected
opinion leaders within the same staff group whose behavior they are trying to change.
For example, an innovation to change the behavior of receptionists will often move
quickly if it is led by a respected receptionist or office manager. But this person would
probably not be as effective at getting physicians in a medical group to change their
communication style with patients.

Ask people whose opinion they respect. Who do they follow when they have adopted new
clinical or improvement practices? Who do your staff look to when they want advice or
information about the organization?

4.B.4.d. Communicate Internally

One important step that is often neglected is the communication of successes throughout
the organization—to organizational leaders as well as clinical and administrative staff. By
discussing successful projects, the team helps to reinforce the culture of quality
improvement, build credibility for the intervention, reward those involved, and foster the
spread of effective innovations.

The organization’s leaders can also:

_________________________________________________________________________________________________
Rogers E. Diffusion of innovation. New York: The Free Press; 1995.
11

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 Use media and interpersonal communication to promote the work of specific

improvement teams.
 Highlight successful innovations in staff newsletters and in staff and board
meetings.
 Reinforce the importance of the project by sitting in on improvement team
meetings or visiting the practice site or unit involved in the project.
A related practice is the communication of changes beyond the walls of the organization
to members or patients. By telling people about innovative practices—whether through
newsletters, emails, office computer screensavers, member Web sites, or handouts in the
office—you can raise the standard of expectations.

Learn About Encouraging Innovation

• Blakeney B, Carleton P, McCarthy C, Coakley E. Unlocking the Power of
Innovation. OJIN: The Online Journal of Issues in Nursing. 2009 May 31;14(No.
2, Manuscript 1). Accessible at
http://www.nursingworld.org/MainMenuCategories/ANAMarketplace/ANAPerio
dicals/OJIN/TableofContents/Vol142009/No2May09/Innovation.html. This
article describes innovative methods and highlights specific examples of
organizational structures that support innovations within health care
organizations.
• Christensen C, Bohmer R, Kenagy J. Will disruptive innovations cure health care?
Harv Bus Rev 2000 Sep-Oct;78(5):102- 12, 199.
• Langley GJ, Nolan KM, Norman C, et al. The Improvement Guide: A Practical
Approach to Enhancing Organizational Performance. San Francisco: Jossey-
Bass; 1996.
• Kelley T, Littman J. The 10 Faces of Innovation: IDEO’s Strategies for Beating the
Devil’s Advocate & Driving Creativity Throughout Your Organization. New York:
Doubleday; 2005.
• Plsek PE. Innovative thinking for the improvement of medical systems. Ann Intern
Med 1999;131(6): 438-44.
• Plsek PE. Thinking differently. Available at: National Health Services Institute for
Innovation and Improvement.
http://www.institute.nhs.uk/building_capability/new_model_for_transforming_
the_nhs/thinking_differently_guide.html. Accessed May 28, 2015.
• Rogers E. Diffusion of innovations. 5th ed. New York City: Free Press, 2003.

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4.C. An Overview of Improvement Models

To succeed in improving patients’ experiences, it is important to use a systematic,
structured approach that gives feedback on your progress. If your organization has
already adopted an established quality improvement model, you will be able to apply its
system and methods to improve patient experience and your organization’s CAHPS
survey scores. If not, you can learn about and adapt one of the models described below to
pursue improvements:
 The Institute for Healthcare Improvement’s Model for Improvement
 Lean
 Six Sigma

Established QI models share several common features, including:

 Emphasis on leadership to hold people accountable, communicate the vision and
strategy, and eliminate cultural and other barriers to improvement.
 Clear goals.
 Use of measurement and analysis to identify issues and guide decisions.
 Emphasis on stakeholders as participants and audiences for the improvement
processes.
 Use of structured, iterative processes to implement improvement interventions.
 Use of many of the same tools to support analysis and implementation.
 Monitoring of front-line clinical activity through observations and the collection
and reporting of process data as feedback on the effect of changes or to track the
progress of the implementation process.
 Transparent metrics.

As you work with any QI method, the key is to carefully choose strategies that have the
best chance to improve how your organization interacts with patients.

4.C.1. The Model for Improvement

The Institute for Healthcare Improvement (IHI) Model for Improvement is a simple, yet
powerful model that focuses on setting aims and selecting or developing measures to
indicate if a change resulted in improvement. At the heart of the Model for Improvement
is the Plan-Do-Study-Act (PDSA) cycle (see Figure 4-1).

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The first part of the Model for Improvement is

based on a “trial and learning” approach using What Is Rapid Cycle
rapid cycle improvement (RCI; see box on Improvement (RCI)?
right.). During this first part, a QI team guides RCI is a practical and real-time
development of its strategy and action plan by approach that involves testing
answering the following questions: interventions on a small scale (e.g.,
one physician), permitting
 What are we trying to accomplish?
experimentation, and discarding
 How will we know that a change is an unsuccessful tests. Numerous
improvement? small cycles of change can
 What changes can we make that will successfully accumulate into large
result in improvement? effects. For example, a medical
practice could improve quality by
In the second part of the model, the QI team working on a series of cumulative
uses RCI and the PDSA cycle to implement its and linked PDSA cycles in different
action plan with small-scale interventions aspects of care at the same time,
introduced rapidly to test the changes, learns e.g., medication use, diagnostic
from these tests, and then modifies the testing, and patient scheduling.
intervention for implementation in another RCI also limits measurement to
cycle. what is sufficient to track progress.

4.C.2. Lean
Lean, which is sometimes referred to as the Toyota Production System, is a tool used by
businesses to streamline manufacturing and production processes. The main emphasis
of Lean is on cutting out unnecessary and wasteful steps in the creation of a product or
the delivery of a service so that only steps that directly add value are taken. One core
principle of Lean is the need to provide what the internal or external customer wants,
i.e., to provide “value” to the customer, with minimal wasted time, effort, and cost.
Another is that any part of a process that does not add value is simply removed from the
equation, leaving a highly streamlined and profitable process that will flow smoothly and
efficiently, creating additional capacity and hence enhanced performance. In health care,
Lean “thinking” involves a clear understanding of the process under review, including
every step involved, eliminating unnecessary steps, and basing the redesigned process on
the “pull” needs of the patient. 12

Lean uses a technique called Value Stream Mapping (VSM). In VSM, a QI team creates a
visual map of each step in the flow of the current process. To do that, the team will have
to discuss and agree on the current process’s sequential steps from beginning to end.
VSM is extremely useful for mapping the steps that a patient will take when visiting a
clinician’s office. Another example would be mapping the flow of a medication

_________________________________________________________________________________________________
12ASHP Foundation. Clinical Microsystems. Transformational Framework for Lean Thinking. Accessible at
http://www.ashpfoundation.org/lean/.

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prescription, fill, and dispense. Using this technique, QI teams can find steps in the
process that result in waste, poor flow, low value, and/or errors.

The next step in Lean is to do 5S organization. During 5S workplace organization, team

members systematically review each environment to

1. Sort,
Examples of Organizations Using Lean
2. Simplify (set in order),
Three Federally Qualified Health
3. Standardize, Centers applied Lean techniques to
4. Sweep/shine, and improve the patient visit process. In
May 2009, Altarum Institute launched
5. Initiate self-controls that will
partnerships with three FQHCs in Virginia,
sustain the order of
Michigan, and Maine through the
standardization.
Community Health Center Innovation
The purpose of 5S is to improve space Mission Project. The goal of this project
organization and to eliminate the time was to apply innovative systems change
or “motion waste” of “searching” for methods to strengthen FQHC operations.
things or getting prepared to work. Over an approximately 18-month period,
VSM coupled with 5S are proven tools Altarum and its FQHC partners worked
to create processes that are “leaner,” together to improve operations using the
offer more value to those involved in Lean principles, tools, and techniques. Staff
the process, and increase the success members across the three organizations
rate of sustained process improvement. reported that the use of Lean enabled them
to identify and make positive changes to
In a Lean culture, the focus is on
several processes and workflows. Many of
interdisciplinary teams, where leaders
the improvements perceived by the staff are
are coaches and enablers. There is a
interrelated. The standardization of a
strong patient focus and decisions are
complex, time-consuming process, for
data and process driven. Rewards
example, may have had ripple effect leading
accrue to the team or group; however,
to improved patient flow, communication,
the focus remains on the customer’s
and collaboration; the provision of safer
needs and expectations. For example,
and better quality care; and enhanced
from the patient perspective, a process
patient access to care. Read the full report.
with value would include no
unnecessary delays in access to care, Virginia Mason Medical Center used
error-free process, no long wait times, Lean concepts to redesign their entire
and a satisfactory outcome. From the organization. In ambulatory care, these
provider perspective, a process with principles have improved preventive
value would result in readily available screenings, communication with patients,
charts, equipment, labs and essential coordination of care, and care management
patient data. of patients with chronic conditions. Read
about Mistake-Proofing Primary Care.

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4.C.3. Six Sigma

The essential goal of Six Sigma is to eliminate defects and waste, thereby improving
quality and efficiency, by streamlining and improving all business processes. A sigma
rating indicates the percentage of defect-free products created by a process. A six sigma
process is one in which 99.99966% of all production opportunities are expected to be
free of defects. While it was first designed for use in manufacturing and became central
to General Electric’s business strategy in 1995, the health care industry uses Six Sigma to
increasing the reliability of the process of delivering health care services.

Six Sigma seeks to improve the quality of process outputs by identifying and removing
the causes of defects (errors) and minimizing variability in processes. It uses a set of
quality management methods and creates a special infrastructure of people within the
organization who are experts in these methods (“Champions,” “Black Belts,” “Green
Belts,” “Yellow Belts,” etc.).

A key focus of Six Sigma is the use of statistical tools and analysis to identify and correct
the root causes of variation. As a roadmap for problem solving and process
improvement, Six Sigma uses the DMAIC Methodology: Define, Measure, Analyze,
Improve, Control. Additional information about DMAIC can be found at
http://www.dmaictools.com/.13

_________________________________________________________________________________________________
13American Society for Quality. The Define Measure Analyze Improve Control (DMAIC) Process. Accessed at
http://asq.org/learn-about-quality/six-sigma/overview/dmaic.html on May 20,2015.

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Learn About Lean and Six Sigma in Health Care Settings

• Aherne, Joe and John Whelton. Applying Lean in Healthcare: A Collection of
International Case Studies, 2009.
• Arthur, J. Lean Six Sigma for Hospitals: Simple Steps to Fast, Affordable, and
Flawless Healthcare, 2011.
• Butler G, Caldwell C, Poston N. Lean-six sigma for healthcare: A senior leader
guide to improving cost and throughput. Milwaukee: American Society for
Quality; 2009.
• Fillingham D. Lean Healthcare: Improving the Patient's Experience (Healthcare
Improvement), 2008.
• Jones, D., Ian Taylor, Marc Baker, Alan Mitchell Making Hospitals Work: How to
improve patient care while saving everyone's time and hospitals' resources, 2011.
• Kenney C. Transforming Health Care. Virginia Mason Medical Center's Pursuit of
the Perfect Patient Experience. Productivity Press; 2010.
• Lighter DE. Basics of health care performance improvement: A lean six sigma
approach. Burlington: Jones & Bartlett Learning; 2013.
• Scoville R, Little K. Comparing Lean and Quality Improvement. IHI White Paper.
Cambridge, Massachusetts: Institute for Healthcare Improvement; 2014. This IHI
white paper provides detailed descriptions of Lean and the IHI approach to
quality improvement, including the basic concepts and principles of each
approach, how they are similar and different (in history and approach), and for
what purposes each approach is the most appropriate. Accessible at
http://www.ihi.org/resources/Pages/IHIWhitePapers/ComparingLeanandQualit
yImprovement.aspx.
• Stamatis DH. Essentials for the improvement of healthcare using lean & six sigma.
Boca Raton: Taylor & Francis Group, LLC; 2011
• Zidel, Thomas. A Lean Guide to Transforming Healthcare: How to Implement
Lean Principles in Hospitals, Medical Offices, Clinics, and Other Healthcare
Organizations, 2006.

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4.D. Tools to Enhance Quality Improvement Initiatives

This section summarizes two strategies that can support health care organizations in
implementing a model of quality improvement.

4.D.1. The Team Strategies and Tools to Enhance Performance and Patient
Safety (TeamSTEPPS®)
For many health care organizations, one of the biggest challenges to improvement is
getting a team of highly trained and busy professionals to work together effectively.
TeamSTEPPS is an evidence-based training program designed to improve quality and
safety by enhancing communication and teamwork skills among health care
professionals. The program was developed jointly by the Department of Defense (DoD)
and the Agency for Healthcare Research and Quality (AHRQ).

TeamSTEPPS teaches techniques to improve team structure, communication,

leadership, understanding of what is happening (“situation monitoring”), and mutual
support among team members. Together, these factors have a strong influence on quality
improvement and quality of care. Organizations can also use TeamSTEPPS to “coach
coaches” or “train the trainer.”

While TeamSTEPPS was originally designed for the hospital setting, AHRQ also offers a
primary care version of TeamSTEPPS training in which the core concepts of the program
were adapted to reflect the environment of primary care office-based teams.

4.D.2. Practice Facilitators

Another common challenge for physician practices is not having the expertise, time, or
capacity to focus on designing and implementing a quality improvement program. To
help overcome that problem, organizations can seek help from practice facilitators (PFs),
sometimes referred to as quality improvement coaches or practice enhancement
assistants.

PFs are full or part-time personnel hired or contracted to help medical practices evaluate
and build organizational capacity for continuous quality improvement. The functions of
a PF can include:

 Analyzing and evaluating performance, customer/patient feedback, or patient

experience surveys.
 Recommending changes and supporting internal teams with implementation.
 Training clinicians and staff in quality improvement methods.
 Team building.
 Disseminating best practices and innovative ideas.
 Providing specific materials and resources (flow charts, computer training, etc.).

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PFs can also assist with enhancing communication and technology, promoting
adherence to best practices, and creating the capacity to participate in and benefit from
research.

Learn About Practice Facilitators

• Geonnotti K, Taylor EF, Peikes D, et al. Engaging primary care practices in
quality improvement: Strategies for practice facilitators. Rockville (MD):
Agency for Healthcare Research and Quality. 2015 Mar. AHRQ Publication No.
15-0015-EF. Accessible at:
http://pcmh.ahrq.gov/sites/default/files/attachments/QI-strategies-
practices.pdf.
• Case studies of exemplar primary care practice facilitation training programs
• AHRQ Health Care Innovations Exchange. Practice enhancement assistants
improve quality of care in primary care practices. August 13, 2014.

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