HOD Medical Students - June 5 2015 - FINAL

Performance and Quality Improvement: Tools for
Better, Safer, More Satisfying Patient Care
Stephen L. Davidow, MBA-HCM, CPHQ, APR
Project Manager II – Quality Improvement Program
Performance Improvement
American Medical Association

© 2015 American Medical Association. All rights reserved.
Agenda
• Why is process improvement important to clinicians?
• Review leading approaches
– Lean
– Six Sigma
– Model for improvement
• Introduction to key tools
• Scenario
• Take-a-ways
• Questions

Why is process improvement important to clinicians?
• Empowers the people who do the work
• Breaks down barriers and builds a sense of team and shared purpose
• Helps define goals and ways to achieve them
• Focuses on systems, and not individuals
• Improves care processes and outcomes
• It increases sense of control and professional satisfaction
3

What are Lean and Six Sigma?
• Structured approaches to problem solving
• Methodologies and tools
• A starting point to help us to…

…see what is in plain sight,…

… as well as address workarounds and overcome
obstacles.

How well do we see individually?

Lean
• Focus: Reduce waste
• Deployment: program and project level
• AKA: Toyota Production System (TPS)
• Key tools: Kaizen, 5S, value stream mapping, SIPOC, Gemba walks, spaghetti
diagram, root-cause analysis, visual management, Kanban (pull systems), Poke-a-yoke
(error-proofing), PDSA
• Structure: A-3 thinking: Background, Current State, Goal, Analysis, Recommendations
or Future State, Follow up (How and Who to Sustain)?
• Key metrics: Wait, Lead, Process and Cycle Times, First Time Quality, financial impact,
and customer satisfaction
• Practitioners: Sensei – Industrial Engineers, others who have been trained

Wastes
“DOWNTIME”
• Defects
• Overproduction
• Waiting
• Non-utilized/underutilized talent
• Transportation
• Inventory
• Motion
• Excess Processing

Example
“I can’t easily schedule my rounds or assist my patients when the needed
supplies aren’t readily available. I am never quite sure whether or not the
nurse is clear about what I need and often find myself asking multiple
people for the same things. I’ve started carrying some of my own supplies
on me.”

Six Sigma
• Focus: Reduce variability
• Deployment: project-oriented
• Key tools: Strong focus on Voice of the Customer and statistical
analysis
• Key metrics: Customer satisfaction, DPM – Defects Per Million, DPMO
– Defects Per Million Opportunities
• Structure: DMAIC – Define, Measure, Analyze, Improve, Control
• Conceptual goal: 99.9996% accuracy, 3.4 defects per million
• Practitioners: Green Belts, Black Belts, Master Black Belts

What would 3.4 Defects Per Million look like?
According to the CDC, in the U.S. during 2010, there were:
• 35.1 million hospital discharges
– 119 defects (Defects defined as death, harm or near misses)
• 54.4 million hospital procedures
– 184 defects
• 136.3 million ED visits
– 462 defects
• 100.7 million outpatient visits
– 340 defects
Total defects = 1,105
Compared to 98,000 deaths and
1 million patients harmed annually
due to preventable medical harm

Institute for Healthcare Improvement’s Model for
Improvement
PLAN - Identify a goal or aim; formulate a
theory; an define success metrics
DO – Implement the plan
STUDY – Monitor outcomes for signs of
success or problems
ACT - Adjust the plan, change methods or
reformulate the theory
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AIM
MEASURE
IDEA
What one test of change can you implement tomorrow?

Defining the Current State - SIPOC
Supplier
The group
or individual
providing
the Input to
the process.
Inputs
What the
Supplier
adds or
provides to
the process
step to take
place.
Process
Individual
step(s)
listed in
sequence to
complete
the process.
Outputs
The result
of the
process
step being
provided to
the
Customer.
Customers
Who
receives the
Output of
the process.

Root-cause analysis
5 Whys
1. Why?
2. Why?
3. Why?
4. Why?
5. Why?
4Ms and 7Ms
• Manpower (People)
• Machine
• Method
• Material
• Money
• Measurement
• Mother Nature (Acts of God/Bad
Luck)
15

Ishikawa – Fishbone diagram

Failure Modes and Effects Analysis (FMEA)
• Used in planning and design
• Brainstorm all potential failures in advance
• Design systems to address the identified potential failure modes
– Develop standard work
– Create check lists
– Modify systems and work stations as necessary

Opportunities for improvement
• Breakdowns
• Workarounds
• Delays (bottlenecks)
• Missed steps
• Too many steps

Improvement ideas/Countermeasures
• Brainstorm moving from the current state, through root-cause analysis
to a better future state
– What do the opportunities for improvement tell you?
– Based on what you have seen, what are your ideas?
– What’s beyond the responsibility or ability of the assembled team members
to address?

5S

Visual Management: Examples

Scenario: Central Line Infections – Allegheny Hospital
Adapted from the Pittsburgh Way to Efficient Healthcare, N. Gruden, 2008.
1. Establish current condition: Chart review of 1,700 MICU and CCU patients for past year
– 5.1 infections per 1,000 line days
– 37 had contracted central line infections, some more than once
– 19 died (51%)
– Goal: ZERO infections
2. Observe the actual work in detail, over time
– 40 hours of observation
– Noted procedures followed by line placements, line maintenance (e.g., dressing changes), and
communication during activities
– Noted that femoral lines took longer to dress than subclavian lines
3. Use real-time data and act on it immediately
– Reverted to using data from the lab
– If infection revealed, team went to bedside within six hours to determine the root cause.

SIPOC - Central Line Infection Scenario - Current State
Supplier
• Catheter
manufacturer
• Medical
Products
distributer
• Hospital
Materials
Management
Dept.
• House
physician
• Nurse
Inputs
• Catheter
• Tape
• Gauze
• Wipes
• Antiseptic
• Other
Process
• Assess patient
• Insert femoral
line
• Respond to
infection
• Remove
femoral line
• Insert
subclavian line
• Administer
antibiotics
Outputs
• Infection
• Sick patient
gets sicker
• Well patient
(eventually)
• Death
• Adrenaline
• Anxiety
• Frustration
Customers
• Patient
• Family
• Physician
• Health care
team
members

Patient
Family
Physician
Health Care
team
ED:
House
officer
Assess
patient
Insert
femoral line
Infection
develops
Bedside
team
assesses
patient
Remove
femoral line;
insert
subclavian
Administer
antibiotics
Value Stream Map:
CURRENT STATE
Central Line Insertion
Scenario - Allegheny Hospital
6 hours
Supplier
Customers
4 days
after line
insertion
Patient
recovers
from infection

Root-cause analysis: Lines inserted into the femoral, or groin, area are more likely to
become infected despite campaign to use subclavian or jugular area.
1. Why did the patient have a femoral line?
– The line was inserted emergently at night
2. Why would a physician choose to insert a femoral line at night?
– At a teaching hospital, fellows usually end their shift at 6 pm. House officers must call a fellow in from
home or insert themselves.
3. Why would house officers choose a femoral line?
– Because many house officers had not been trained yet to insert the subclavian lines, and femoral lines
were safer and easier to insert until they were trained.
4. Why would a femoral line be left in for four days?
– Because the risk of infection had been understated, there was no sense of urgency to remove and
insert a new line in a preferred place.

4. Address problems, one by one, as close to the time and place of the occurrence as possible.
As a result of the root-cause analysis, staff members created standard work (countermeasures):
• Remove femoral lines within 12 hours and replace with a line at a preferred site.
• Replace dysfunctional catheters; do not rewire them.
• Replace lines present on transfer.
• Prefer the subclavian position for central lines
– Training module developed, including use of simulator
– All new clinicians trained
– Paid for using money saved by having fewer central-line infections
Results: 1,898 lines inserted, 3 infections, ZERO deaths.
>95% reduction in central-line infections in the MICU and CCU

Patient
Family
House
Officer
Medical
Team
ED:
House
officer
Assess
Patient
Insert
femoral line
Remove
femoral line;
insert
preferred
line
Maintain site
Value Stream Map:
FUTURE STATE
Central Line Insertion
Scenario – Allegheny Hospital
12 hours
Supplier Customer
CHANGES:
• Automatic time limit on femoral
line – replaced after 12 hours
• Implemented training
RESULTS:
• ↓Wait Time - 4 days +
recovery time
• Prevents infection; ↓ sick
patients
• ↓ need to administer antibiotics
• Standardized process
OUTPUTS
• Better Care – no harm
• Healthy patient
• Happier medical/health care staff

Which Approach to Use?
It depends!
• Lean and Six Sigma are complementary
• Start with Lean (low-hanging fruit) to reduce waste
– Initial goal is to cut waste by 50%. And then another 50%
• Continue with Six Sigma to optimize and make more precise
• Model for Improvement/PDSA works well for small projects
– Test an improvement idea before committing to widespread implementation

Take-a-ways
• Lean and Six Sigma are structured approaches to problem-solving
– Lean focuses on reducing waste
– Six Sigma focuses on reducing variability
• Help us “see” when, where and why problems occur, rather than assume
• Allows us to produce real improvement instead of prematurely jumping to
“solutions”, which have unintended consequences
• Create improvements by those who actually do the work
• Process improvement is NEUTRAL – It’s about the systems, not blame
• Cross department lines and break down barriers
• Produce robust processes (lasting and sustainable)

Questions?
Thank you!

HOD Medical Students - June 5 2015 - FINAL

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HOD Medical Students - June 5 2015 - FINAL