Transition Planning Presented by the Nursing Institute for Healthcare Design
Continuing Education Information AIA - • Have your conference badge scanned by the room monitor at the start of each session you attend. • Complete the AIA verification form (be sure to check off the sessions you attend) and retain it for your records. CE credits will be uploaded to the AIA transcript system within 6-8 weeks of the close of the conference. IDCEC - • Have your IDCEC verification form STAMPED by the room monitor at the start of each session you attend. This is the ONLY proof of attendance that will be accepted. • You will self-submit your credits to the IDCEC system at the conclusion of the conference. • If you have questions about reporting your credits, contact the interior design association that is responsible for monitoring mandatory continuing education to fulfill membership requirements. EDAC - • Complete the EDAC verification form and retain it for your records • You will self-submit your CE credits to Castle Worldwide at the time of your EDAC renewal. Renewal notices with login instructions will be sent from Castle Worldwide six months and three months prior to the candidate’s renewal date. • The verification form is your proof of attendance in case of an audit.
CEUs Continued
• Session Evaluation – HCD Mobile App • All session evaluations will be done through the new HCD Mobile App. • If you have not done so already please download the app through your device’s app store. If you have any questions or need assistance please visit the help desk. • Individual Session Evaluation Instructions – • On the home screen, click Show Schedule • Find the session you are attending • After selecting an individual session, a navigation bar will appear on the left. Click the clipboard icon and evaluation/survey will begin.
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Transition Planning Session Overview Erin Clark, RN MS EDAC
Session Agenda Event Agenda (4 hours total) Topic Details Forum Time Introduction Overview of session, housekeeping Podium 10 mins items, etc Transition Planning Project Planning/Organization Podium 30 mins readiness Operations Game Podium 30 mins Interactive Session #1 Workflow/Process Redesign Break Out 45 mins Breakout Session Break (15 minutes) Activation/Implementation Coordination of Building Readiness Panel 60 mins Training Simulations Interactive Session #2 Training Planning Break Out 45 mins Simulation Preparation Closing Remarks Final Q&A Podium 5 mins Closing Announcements
Transition and Activation Planning: The Kick off Pam Redden, Pamela Redden, MS BSN RN EDAC Kelly Guzman, RN, MS Josh Halon, Josh Halon, RN MSN EDAC
• Organizational Leadership Council/Executive Steering • Organizational Charts Readiness • Evaluate your starting point • Communications
Activation Steering Committee • Align lignment • Definition: An arrangement of groups in relation to one another • Linking of organizational goals and efforts. Requires common understanding of purposes and goals, setting of priorities, and accomplishment through consistency between department and plans. • Vison and Guiding Principles • Focus on Day 1 • Roles oles and Res esponsib ibil ilit ities • Decisions! • Monitor Start up task list • Priorities and work-plan schedule • Resourcing • Mee eetin ing fr frequency and mem embership ip
Resources and challenges when getting started • Identify Committee Members • Typically Department Managers/Champions Executive Team • Identify a Co-Chair(s) for each committee • Establish Meeting Cadence and Norms Transition Committee • Generate Buy-in from Stakeholders • Why is their role important Marketing/ IT/Telecom/ Patient Care Support Services Communication/ Equipment Education
Activation Organization
Activation Organization
Imaging Center Activation Organization
Operational Methodology Transition Plan & Project Plan & Operational Operational Budget Workstreams Readiness • Map infrastructure to • Organizes processes • Map and validate ‘operate’ program, and schedules to fit out policies & procedures including streamlining and prepare finished • Identify gaps & process space for • Identify opportunities improvements operationalizing to improve or • Map integration of all program streamline programs within the • Plans for check-in, • Identify opportunities project testing, calibration and for innovation • Collates infrastructure asset tagging of FF&E, • Lists existing used and workstreams to portable devices and technology determine personnel, supplies • Identifies gaps in equipment, workflow, • Organizes human scheduling, training technology resource activities for and tracking needs • Detail helps to staffing program/space • Develops program • Organizes and develop project plan budgets to meet needs and budget prepares support and aligns them to services overall project budget • Organizes trial process • Includes legal & runs regulatory • Organizes orientation requirements & training requirements
Tools: Future State Process Mapping
Task chart a Description Person Responsible Date • Business Operations Contracts – (Payors & Others) Rich/Shonu • Credentialing (Rich/Payors) Rich-MSRDP 60 days-UTHS Tax ID • HR Elizabeth Steinhour • Legal entity Rich/Shonu • Operating Budgets Susie • Purchasing Susie/Pam • Regulatory compliance TBD • Revenue cycle Athena/UHS. Rich/Rick • Clinical Care Patient experience DIH • Policies and Procedures Pam • Shared Services Rich/Pam • Staffing Pam/Shonu • Workflows Steve /DIH • Communication Patient portal School of Communications • Website TBD • Written materials/ patient education Steve/Rick • Marketing/(public education ) Beto/Shonu/Seton • Facility Equipment and Furniture Pam • Facility Ops (mail, housekeeping, parking, security) Ricardo • Wayfinding/construction John/Daniel • IT EHR • Equipment Rick/Seth • Technology (RTLS, phones, tablets, etc.) • Orientation & Competencies • Training Onboarding/orientation Pam/Clinical Admin Director, NM • Scenario training Consultant • Patient Access Call Center • Model Financial Counseling Rick • Intake • Scheduling • Quality & Outcomes Accreditation Pam • Clinical Outcomes Steve • PROs Elizabeth T.
Project Planning- Change Management Communication • Develop Communication Plan – Audience Analysis – Develop Communication Goals – Timeline • Establish Communication Cadence • Communication Tools – Project Metrics – Project Timeline – Monthly Project Updates
• Communications Committee • Inspiring a shared vision • Internal Communications Communication • Community • Public • Physicians • Organizations • Media • Events
Communication • Communication Tools – Budget-- Get one! – Support Staff – Themes – “Scripts” for Receptionists – Pictures, pictures, pictures – “Friday Footnotes” – Websites
Communication • Use their language! • Nurse Manager vs Clinical Manager • Unit Secretary vs Unit Clerk vs Unit Coordinator • A rose is a rose… – The “War Room” vs. “Change Headquarters” – “Innovations and Opportunities” – W.A.D.I.T.W. – E.T.D.T.
Communication Organizational culture and “hot – topics” Ex: Hand washing/infection – control, Falls, etc. Important institutional – initiatives Patient Experience – Involving physicians – • Concerns: Find out what they are thinking. – Take five minutes and make a – list of concerns
Transition Planning: Resources & Special Considerations Transition or Activation Planning?
Topics for Review • Transition Goals • Transition Timeline/Schedule – Coordination with facility construction • Transition Budget & Project Resources • New facility staff- hiring • Change Management
Transition Goals- Sample • Comprehensive transition plans • Define roles and responsibilities • Develop new facility operations plans • Orient and train staff • Fit-up the building • Successful regulatory visit • Safe move/activation on Day 1 operations
Transition Timeline/Schedule- 24 months DR #1 DR #3 Mar 4 Apr 22 Building Turnover Regulatory Week Nov 23 Apr 26 Go/No-Go DR #2 Patient Occupancy Sep 1 Apr 1 Jun 1 Jun Sep Dec Mar Jun Sep Dec Mar Jun 2019 2021 Jun 1 - Sep 1 Assessment Task List Aug 1 - Oct 1 Operations Planning/Workflow Planning Jan 1 - Jan 1 Transition Oct 1 - May 1 Committees Jan 1 - Jan 1 Regulatory Planning Fit-up Feb 1 - May 1 Transition Budget Oct 1 - Feb 1 Orientation and Jan 1 - May 1 Training Jun 1 - Mar 1 Policies and Procedures Aug 1 - Apr 1 Move Materials Post-Move Jun 1 - Aug 1 Dress Rehearsal Scenario Development and Jan 1 - Aug 1 Validation Apr 1 - Apr 23 Dress Rehearsal Logistics
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