WEBVTT 1 00:00:04.420 --> 00:00:10.650 HC Webinars: Hi, everyone! Thanks for joining us today. My name is Laura Martin, and I will be your host for today's webinar. 2 00:00:10.730 --> 00:00:20.579 HC Webinars: The presentation we will be covering for you today is unlock the secrets to optimizing ambulatory operations, efficiencies and change management 3 00:00:20.600 --> 00:00:28.009 HC Webinars: presented by our 2 health catalyst experts. Sarah Roberts, Svp. Of ambulatory practice management 4 00:00:28.260 --> 00:00:36.070 HC Webinars: and Joe Loserica, I'm sorry I'm going to mispronounce that, Joe, our ambulatory practice management improvement specialist 5 00:00:36.230 --> 00:00:46.309 HC Webinars: before we begin, I want to cover a couple of housekeeping items. All attendees have been placed on mute, and cameras are off to eliminate background, noise, and distractions. 6 00:00:46.510 --> 00:00:52.759 HC Webinars: Please use the Q. And a panel to ask questions and interact with our speakers. Throughout the presentation. 7 00:00:53.150 --> 00:00:58.870 HC Webinars: The slides and recording of this presentation will be emailed tomorrow as well as published on our website. 8 00:00:59.170 --> 00:01:03.610 HC Webinars: And as a reminder, ceus are not provided for today's webinar. 9 00:01:03.680 --> 00:01:07.239 HC Webinars: That is all I have for now. So I'll hand it over to Sarah and Joe. 10 00:01:09.400 --> 00:01:10.560 Sarah Roberts: Thanks. A Laura. 11 00:01:11.280 --> 00:01:25.749 Sarah Roberts: Hi! Everyone! Welcome to our webinar today I am Dr. Sarah Roberts. I am the Svp. Of inventory practice management here at help catalyst. My experience is in nursing and clinical operations. 12 00:01:26.186 --> 00:01:49.753 Sarah Roberts: At here at at Healthcare List. My role is overseeing our ambulatory Tim's engagements, and Tim stands for tech enabled manage services where we actually have the opportunity to go into ambulatory clinics and help do these deep dives and identify opportunities where we can leverage some technology to help with workflow efficiencies, 13 00:01:50.190 --> 00:02:00.599 Sarah Roberts: patient satisfaction, increasing revenue and things such as that. And I'm extremely honored to have my partner, Joe Lousa joining me today, Joe, please introduce yourself. 14 00:02:01.100 --> 00:02:26.409 Jo Laucirica: Hey? Nice to meet you all. I'm Joe Laser. Well, I've been in the inventory technology and operations field for over 10 years. I'm probably into hundreds and hundreds of clinics around the nation. So right now, what I'm really focusing is taking that experience and that information that I have to help our inventory clinics become more optimized in their processes. And using that technology, I'm really passionate about it. I love it. So I'm really excited to be here with you today. 15 00:02:27.650 --> 00:02:44.875 Sarah Roberts: Thanks, Joe. We're really excited to share with you some valuable insights and some strategies that will help you to optimize your clinics performance, as you know, in today's fast paced healthcare environment, ensuring that our clinics are running efficiently and effectively is super important. 16 00:02:45.250 --> 00:02:58.200 Sarah Roberts: So throughout the webinar today, we're gonna explore some aspects of operational efficiency and change management and help you with some practical tools and techniques to implement in your clinics. 17 00:02:59.540 --> 00:03:12.550 Sarah Roberts: So let's begin by outlining some of the key objectives for today's webinar. By the end of the session today, you're going to understand strategies for optimizing patient flow space and schedule management. 18 00:03:12.670 --> 00:03:25.400 Sarah Roberts: We'll delve into the importance of streamlining processes and maximizing resource utilization to enhance the patient experience and really overall improve the clinic efficiency. 19 00:03:25.660 --> 00:03:41.280 Sarah Roberts: You'll learn the benefits and best practices of implementing daily huddles. We'll talk through how regular team meetings can foster collaboration it can facilitate problem solving and ultimately lead to better patient outcomes 20 00:03:41.960 --> 00:04:01.269 Sarah Roberts: Joe's gonna share with you. Some, or excuse me, the power of visual management boards and enhancing our clinic performance. And we'll explore how displaying key metrics in a visual format can actually increase transparency, accountability and drive continuous improvement efforts. 21 00:04:01.510 --> 00:04:09.643 Sarah Roberts: And lastly, we'll gain insights into effective change management approaches which is also something that Joe is an expert in. 22 00:04:10.050 --> 00:04:31.679 Sarah Roberts: we'll talk about implementing operational efficiency initiatives, and you know that often requires significant change within our clinics, and so she'll talk through some strategies for managing resistance. Engaging your staff and ensuring a smooth transition during the the change process. 23 00:04:33.050 --> 00:04:51.860 Sarah Roberts: So let's get started with a poll. I'd like to understand the challenges that you're facing and optimizing patient flow in your clinic. So with this poll. The question is, what is your biggest challenge and optimizing patient flow? The options are a long wait. Times the inefficient check in process. 24 00:04:52.330 --> 00:04:56.139 Sarah Roberts: or C poor communication between staff. 25 00:04:56.180 --> 00:05:13.680 Sarah Roberts: So let's take just a few seconds to answer this poll. Select the the option that best reflects your clinics experiences, and then your responses will help to guide our discussion and make sure we're focusing on the most relevant strategies for your needs. 26 00:05:14.280 --> 00:05:16.750 Sarah Roberts: Let's give it about another 27 00:05:17.190 --> 00:05:18.620 Sarah Roberts: 10 s. 28 00:05:29.560 --> 00:05:30.530 Sarah Roberts: Awesome. 29 00:05:30.710 --> 00:05:33.300 Sarah Roberts: Thank you for that. So 30 00:05:33.550 --> 00:05:52.940 Sarah Roberts: appreciate your participation in the poll. It's interesting to see the the range of challenges represented here. It seems like long wait times, and poor communication amongst the staff seems to be common challenges for many of you, and you know these insights 31 00:05:53.070 --> 00:06:10.529 Sarah Roberts: are really important for addressing patient flow holistically from the moment the patient enters the clinic to the time they leave. So let's discuss some strategies and and best practices on how to tackle these specific challenges and optimize patient flow at every stage. 32 00:06:14.600 --> 00:06:38.510 Sarah Roberts: So patient flow as I'm sure you all know, refers to the movement of patients through the various stages of their healthcare journey within the clinic and efficient patient flow is essential for providing timely care, reducing wait times and improving patient satisfaction. So some key strategies for optimizing patient flow are streamlining the check-in process. 33 00:06:38.510 --> 00:06:51.750 Sarah Roberts: And by implementing things like electronic check in systems or pre registration options, you actually have an opportunity to reduce the administrative bottleneck and minimize patient. Wait times. 34 00:06:52.270 --> 00:06:59.760 Sarah Roberts: So as we talk through minimizing patient wait times, you're going to want to consider analyzing your current processes. 35 00:06:59.780 --> 00:07:08.489 Sarah Roberts: and you, you'll do that to identify areas where patients experience delays right? And implement strategies. 36 00:07:08.650 --> 00:07:33.649 Sarah Roberts: for example, staggered appointment times. Or maybe it's more efficient room turnover. Or maybe it's clearer communication to keep the patients moving smoothly through the clinic. So let's talk a little bit about improving communication as well a as you know, effective communication among the staff members. And with patients is so important for maintaining efficient, patient flow. So 37 00:07:33.650 --> 00:07:47.949 Sarah Roberts: so you know, we we would consider implementing systems for real time updates on the patient status, utilizing, maybe messaging or paging systems and making sure that we have clear signage and directions for our patients. 38 00:07:48.840 --> 00:08:11.950 Sarah Roberts: I wanna touch briefly on tech enablement when we when we talk through patient flow. So just a couple of things. That I I again would like to mention, as we consider utilizing technology to increase these efficiencies, electronic check in kiosks or mobile check in apps can help to streamline the check in process and reduce wait times. 39 00:08:11.950 --> 00:08:30.830 Sarah Roberts: Also minimize that administrative burden. Real time, patient tracking systems. Using the RFID or beacon technology that can provide us with visibility into patient movement throughout the clinic, and it helps our staff to efficiently manage patient, flow, and identify those bottlenecks. 40 00:08:31.357 --> 00:08:46.800 Sarah Roberts: And then also integrating patient flow with our electronic health records. This can provide really valuable insights into patterns and trends and help us to make data driven decisions for improvement 41 00:08:48.670 --> 00:08:55.770 Sarah Roberts: don't want to focus on the importance of space and schedule management and driving operational efficiencies. 42 00:08:56.110 --> 00:09:03.170 Sarah Roberts: effective utilization of your clinics, physical space and optimizing provider and staff schedules is 43 00:09:03.290 --> 00:09:32.849 Sarah Roberts: key to maximizing productivity and and minimizing waste, which is what we all want. Right? So some strategies for optimizing space utilization, utilization. Excuse me, include conducting a space utilization audit. This will help you identify under utilize areas or bottlenecks in patient flow. We should also consider implementing flexible room configurations to help us to accommodate different types of patient visits or procedures. 44 00:09:33.328 --> 00:09:45.150 Sarah Roberts: And of course, we can utilize technology solutions such as room scheduling software and that can help to or help ensure efficient allocation of the exam rooms, and procedure areas. 45 00:09:45.270 --> 00:09:51.300 Sarah Roberts: Now, when it comes to schedule management, I'd like for you to consider a few things 46 00:09:51.340 --> 00:10:00.409 Sarah Roberts: analyzing provider and staff availability to identify opportunities for optimizing your schedules and balancing the workload 47 00:10:01.090 --> 00:10:11.569 Sarah Roberts: implementing automated scheduling systems. This would help to streamline the appointment booking process and also reduce scheduling errors. 48 00:10:12.454 --> 00:10:23.139 Sarah Roberts: You could utilize data analytics to predict patient demand and that would adjust schedules accordingly. Some text, some other text strategies 49 00:10:23.520 --> 00:10:24.345 Sarah Roberts: are, 50 00:10:25.200 --> 00:10:48.919 Sarah Roberts: using advanced room scheduling software to optimize the allocation of those exam rooms and procedure areas based on the patient needs and provider availability as we've kind of discussed already. Automated scheduling systems can be integrated with the Ehrs and can streamline appointment. Excuse me, appointment booking processes and reduce scheduling errors 51 00:10:49.140 --> 00:11:01.560 Sarah Roberts: and then real time, space, utilization dashboards can provide some visibility into room occupancy, and that helps our staff to make informed decisions about room assignment and patient flows. 52 00:11:01.590 --> 00:11:18.269 Sarah Roberts: So tools and technologies, you know, play a crucial role in space and schedule management room scheduling software. I've mentioned a couple of times allows us to have that real time visibility into space utilization, and it helps us to optimize those room assignments 53 00:11:18.290 --> 00:11:22.199 Sarah Roberts: on the patient needs and the provider availability. 54 00:11:25.160 --> 00:11:27.259 Sarah Roberts: So let's do another poll. 55 00:11:28.156 --> 00:11:45.840 Sarah Roberts: Here. I'd like to get a sense of how frequently your clinics are conducting huddles. So if you'll participate here, how often does your clinic conduct huddles? The choices are every day, a few times a week, once a week, once a month, or even never. 56 00:11:46.250 --> 00:11:55.080 Sarah Roberts: This will help to give us a better understanding of the current state of huddle implementation, and how we can tailor our discussion. According to that. 57 00:11:55.570 --> 00:11:58.639 Sarah Roberts: Let's take a few seconds to do this. 58 00:12:04.850 --> 00:12:09.720 Sarah Roberts: It's like a couple responses are still coming in. Let's do 10 more seconds. 59 00:12:19.140 --> 00:12:20.040 Sarah Roberts: Awesome. 60 00:12:20.900 --> 00:12:44.499 Sarah Roberts: This is great. So it looks like some of you are already conducting daily huddles regularly, which is awesome, and others of you are still exploring that practice. So, regardless of where you are in your huddle journey. Let's talk a little bit about the benefits and best practices of implementing daily huddles and providing insights into 61 00:12:44.960 --> 00:12:51.169 Sarah Roberts: maybe starting those and some tips for those that want to optimize their daily huddles. 62 00:12:52.740 --> 00:12:55.819 Sarah Roberts: So daily huddles are brief 63 00:12:55.920 --> 00:13:03.220 Sarah Roberts: focused team meetings, and these should be held at the beginning or the start of each day to really align your priorities. 64 00:13:03.220 --> 00:13:26.299 Sarah Roberts: address any challenges, that you foresee throughout the day and foster collaboration amongst your staff members, and there are many benefits to to these daily huddles. So you know, improved communication. We all know how important communication is these huddles really help provide a structured platform for sharing information and discussing patient needs. 65 00:13:26.300 --> 00:13:29.460 Sarah Roberts: And it helps to make sure that we're all on the same page 66 00:13:30.240 --> 00:13:42.759 Sarah Roberts: problem. Solving these huddles, allow your teams to proactively identify and address any potential issues or bottlenecks before they escalate, which leads to more efficient problem solving 67 00:13:42.790 --> 00:13:44.520 Sarah Roberts: team collaboration. 68 00:13:44.550 --> 00:13:54.350 Sarah Roberts: regular huddles, foster a sense of teamwork and shared accountability amongst your staff, and it encourages your staff members to work together towards common goals. 69 00:13:54.800 --> 00:14:08.070 Sarah Roberts: so to ensure daily huddles are effective. You're gonna want to consider a few key elements, the agenda, the timeframe participation action items. 70 00:14:08.250 --> 00:14:20.399 Sarah Roberts: Let's talk about each of those for the agenda. You're gonna wanna establish a very clear agenda for each huddle focus on the priority items. Any time sensitive issues 71 00:14:20.570 --> 00:14:27.119 Sarah Roberts: timeframe. These should be very brief and focused. So typically they shouldn't last more than 15 min. 72 00:14:27.540 --> 00:14:39.400 Sarah Roberts: Participation is important is, excuse me, important, and you should be encouraging active participation from all of your team members make sure that everybody has an opportunity to contribute and share their insights. 73 00:14:39.450 --> 00:14:58.650 Sarah Roberts: And then action items. This is really important for accountability. You're gonna identify the specific action items and then assign responsibilities to ensure that follow through is completed on those discussed topics. So some best practices to consider for daily huddles. 74 00:14:58.650 --> 00:15:14.909 Sarah Roberts: our consistency focus and accountability consistency. You're gonna want to hold these daily huddles at the same time and the same location every day. And this just helps to establish a routine and really ensure maximum attendance 75 00:15:15.030 --> 00:15:27.339 Sarah Roberts: focus. Of course, I've already mentioned, you want to stay focused on those agenda items and avoid getting sidetracked by non urgent or unrelated topics, and we all know that can be difficult at times 76 00:15:27.390 --> 00:15:44.330 Sarah Roberts: accountability. And this is so important, assign clear ownership for those action items that we just talked about. And then you want to follow up on the progress or the status of those action items the next day and the next day and the next day, during your subsequent daily huddles. 77 00:15:45.388 --> 00:16:11.341 Sarah Roberts: And let's talk a little bit about tech enablement. When we're doing daily huddles, you know. There are virtual huddle huddle platforms. Or there's just collaboration tools that you could utilize within sharepoint something as easy as you know. Your Microsoft. One account. Google forms things like that. There, there are tools that can help to facilitate. 78 00:16:11.760 --> 00:16:36.739 Sarah Roberts: you know, collaboration amongst those huddles. Also tools that can facilitate remote participation. If there are team members that are not on site but regardless of their location, they can still participate and collaborate. As I mentioned, there are some other tools that you can collaborate with such as shared dashboards. That can display 79 00:16:36.740 --> 00:16:47.830 Sarah Roberts: real time data, and and your metrics and those action items that you're following up on. And that gives you kind of a centralized view of the priorities and the the progress. 80 00:16:47.950 --> 00:17:01.290 Sarah Roberts: There is huddle management software out there that can can help structure and document those huddle discussions and ensure consistent agendas, tracking action items and facilitating follow up as well. 81 00:17:02.797 --> 00:17:23.080 Sarah Roberts: Alright. I'd like to turn it over to Joe now she's gonna talk through a few more things, and then, later on, in the presentation or the webinar, we'll give you guys a chance to ask questions. If in the meantime you think of something right off the top. Feel free to put it in the QA. And we'll answer as it comes across. 82 00:17:23.109 --> 00:17:24.420 Sarah Roberts: Go ahead, Joe. 83 00:17:25.109 --> 00:17:38.979 Jo Laucirica: Thanks, Sarah, that's some really great information. I love the tech piece. I always love the tech piece. So that's that's great. So I'm gonna kind of shift a little bit and talk about visual management boards, and how they can really help these client performance. 84 00:17:39.049 --> 00:17:54.599 Jo Laucirica: Essentially, for those that aren't familiar with visual management boards. There are visual displays that present key metrics and performance indicators in a clear, accessible way, where everyone in the clinic can see and then easily digest that information. 85 00:17:54.899 --> 00:18:14.349 Jo Laucirica: Now, there's a couple of purposes of using these visual boards. One is to display key metrics. Think of metrics like patient volume, wait times. Patient satisfaction scores and quality measures. Having these figures right in front of you helps everyone understand how the clinic is performing in real time. 86 00:18:14.789 --> 00:18:17.449 Jo Laucirica: And then there's fostering transparency and accountability. 87 00:18:17.549 --> 00:18:42.679 Jo Laucirica: So with this kind of data visible to everyone, it fosters a culture where everyone feels part of the efforts to improve and streamline. When people feel engaged they are engaged, it encourages ownership and proactive engagement plus dirty hollows. These visual boards become the go to for discussing updates and strategizing on the fly, which kind of supports some of the information that Sarah was discussing for huddles. 88 00:18:43.599 --> 00:18:46.099 Jo Laucirica: Now I would also like to do a quick. 89 00:18:46.379 --> 00:18:47.219 Jo Laucirica: have 90 00:18:47.339 --> 00:18:48.459 Jo Laucirica: a quick poll. 91 00:18:48.929 --> 00:19:15.289 Jo Laucirica: So for our final poll, we'd like to gauge your opinion on the most important metric to display on a visual management board. The question is, which metric, do you believe is most important to display on a visual management board? The options are a patient volume B. Wait times, C, patient satisfaction and D quality measures. Please select the metric that you feel would be most valuable for driving improvement in efforts in your clinic. 92 00:19:16.549 --> 00:19:24.219 Jo Laucirica: I see some answers coming through. I'll give everyone a little bit more time as we take a look. And to think through this 93 00:19:29.899 --> 00:19:33.789 Jo Laucirica: perfect, I think they are getting a good sense. I'll get everybody up. 94 00:19:33.899 --> 00:19:52.279 Jo Laucirica: There we go. So there's quite a variety of answers, but it does seem to the quality measures the big one. We'll talk. We'll talk a little bit about that and then patient satisfaction and wait times which can often go hand in hand, and and then we have some patient volume. So let's talk a little bit through all of those. 95 00:19:55.799 --> 00:20:01.639 Jo Laucirica: Alright. So when you're setting up visual boards, here are some key metrics you want to consider. 96 00:20:01.939 --> 00:20:15.839 Jo Laucirica: Lo and behold! They're from the full, patient volume which helps in understanding patterns and planning resources and wait times which is crucial for spotting those bottlenecks, so you can address them quickly and in real time 97 00:20:16.239 --> 00:20:23.829 Jo Laucirica: you also have patient, patient satisfaction scores which gives you direct feedback from patients on their experience. Happy patience. 98 00:20:23.919 --> 00:20:25.139 Jo Laucirica: happy staff. 99 00:20:25.429 --> 00:20:32.669 Jo Laucirica: And last, but not least, quality measures which is important for tracking things around chronic care management or preventative screenings. 100 00:20:33.419 --> 00:20:52.389 Jo Laucirica: So when we're talking about the technology piece again. My favorite part, there are so some solutions that you can kind of use to get data in the moment and reduce that manual work. You'll want to consider using things like digital signs or interactive displays for dynamic real time updates again, automating that process 101 00:20:52.459 --> 00:21:17.559 Jo Laucirica: data visualization tools that link directly to your Hr. For the latest information which will reduce that manual effort. Again, if you see a theme here, let's reduce the manual effort. And ensures data accuracy. And there's also these mobile apps or web based dashboards that allow staff to access the information on the go which helps in real time monitoring decision making. Again, you can pivot, admin at at the moment that it's happening 102 00:21:17.559 --> 00:21:24.469 Jo Laucirica: which is to me the most useful portion of visual management board is allowing that real time adjustment. 103 00:21:26.659 --> 00:21:32.719 Jo Laucirica: Now here are some ideas on how you can design and place these boards. 104 00:21:33.234 --> 00:21:50.839 Jo Laucirica: First and foremost, keep it simple. Keep it clear use, straightforward language and visuals to make information clear at a glance. You want to avoid cluttering the board with too much information which can be overwhelming and distracting. I mean, how many of us get this long. 105 00:21:51.579 --> 00:21:57.409 Jo Laucirica: verbose piece of paper? And we're just like we'll see that later. So keep it easy, so that they actually look at it. 106 00:21:57.719 --> 00:22:13.079 Jo Laucirica: Then you also want to have a visual peel. I have a little bit of a graphic design background. So I might be a little biased, but if it looks pretty, people will use it, and we'll look at it more. So use colors, graphs, and charts to make the data engaging and easy to understand. 107 00:22:13.129 --> 00:22:15.399 Jo Laucirica: Now, this is also an opportunity to have fun 108 00:22:15.529 --> 00:22:25.869 Jo Laucirica: integrate some fun stuff, maybe some emojis and little celebrations or pictures. This is really what will help with that funnel work culture and can elevate your staff engagement. 109 00:22:26.659 --> 00:22:37.029 Jo Laucirica: And then it's all about the strategic placement. We want to position our boards, where they can be easily seen by staff, and if appropriate by patient again, make it easy. Make it clear. Make it fun. 110 00:22:40.929 --> 00:22:53.019 Jo Laucirica: Now let's talk a little bit about change management. So I'm gonna pivot. And this is something I'm really passionate about. I think it is something that will either make or break the changes that you make in your clinic 111 00:22:53.199 --> 00:23:01.789 Jo Laucirica: implementing these operational efficiencies is not just about the technical setup. It's about managing change effectively within the clinic. 112 00:23:01.929 --> 00:23:10.259 Jo Laucirica: Let's be honest. Change is hard, it's daunting. It's unsettling. But with a structured approach it can be smoothly integrated. Into your clinics. 113 00:23:10.849 --> 00:23:16.009 Jo Laucirica: Now, here are some strategies that I've seen and known to be very effective with change management. 114 00:23:16.509 --> 00:23:31.909 Jo Laucirica: you wanna communicate the vision, be clear about what is changing and why it's happening. People like to know the why. Explain how these changes will be, benefit the clinic, the staff, and align with broader goals that impact everyone. 115 00:23:33.019 --> 00:23:34.919 Jo Laucirica: And you want to involve your staff. 116 00:23:34.939 --> 00:23:44.889 Jo Laucirica: Getting input from those who will be directly affected, builds ownership and eases the transition. It also makes them feel valued, heard, and invested. 117 00:23:45.069 --> 00:23:51.429 Jo Laucirica: I always recommend communicating the vision and involving staff as early as possible to start building momentum. 118 00:23:52.139 --> 00:23:54.639 Jo Laucirica: And of course, let's celebrate 119 00:23:54.809 --> 00:24:19.479 Jo Laucirica: big wins. Small wins. Any successes make it a point to recognize and celebrate the progress along the way. It helps everyone see the benefits and really boost morale again, here's another opportunity to be creative and have fun with the staff, and how you celebrate those successes. A positive work, culture, boost morale which boosts efficiencies. And just, I mean, it touches every part of the clinic. 120 00:24:20.989 --> 00:24:26.539 Jo Laucirica: Now, when we're talking about handling resistance that can be hard, right? We can 121 00:24:27.149 --> 00:24:35.489 Jo Laucirica: sometimes struggle with resistance. Take it personally, but here are a few ways that we can connect with the with the staff. To make that a little bit easier. 122 00:24:36.099 --> 00:24:49.489 Jo Laucirica: You want to always address the concerns. Listen to what staff are worried about, and address these issues head on with clear information, reassurance, positivity, and compassion. Compassion goes a very long way. 123 00:24:49.599 --> 00:24:52.579 Jo Laucirica: Many times. People just want to be heard. 124 00:24:53.079 --> 00:25:00.059 Jo Laucirica: and then training and support is also important. You want to make sure and provide thorough training and ongoing support. 125 00:25:01.889 --> 00:25:06.529 Jo Laucirica: Everyone should feel confident in their ability to adapt and comfortable asking for help. 126 00:25:06.979 --> 00:25:16.919 Jo Laucirica: Lastly, lead by example, and show your commitment to the changes when leaders model the changes made. It sets the tone for everyone. 127 00:25:17.009 --> 00:25:23.699 Jo Laucirica: We all know we hate it when they say do as I say, not what I do. Right? So let's let's do what we say. 128 00:25:24.219 --> 00:25:41.919 Jo Laucirica: Now, there also, there is also a few tech tools that you can use to help with support change. You can use an Lms like a learning platform online to help create courses so that staff can get up to speed at their own pace. It helps with onboarding. And it's really useful. When there's opportunities to refresh or retrain staff. 129 00:25:42.509 --> 00:25:48.969 Jo Laucirica: you can leverage communication tools which are a really great way to keep everyone connected and informed. 130 00:25:50.089 --> 00:25:57.099 Jo Laucirica: For example, you could use instant messaging tools to help with real time feedback from staff and quick resolution of questions. 131 00:25:58.119 --> 00:26:18.619 Jo Laucirica: Last, but not least, you can also use electronic surveys to keep a pulse on how staff are feeling and adjust your strategies based on their candid feedback, making sure the staff feels safe and sharing their feedback, and that there's a culture of transparency. Again, I touch base on a lot about culture. But to get honest feedback and engagement from staff. We have to have a good work culture. 132 00:26:19.879 --> 00:26:24.489 Jo Laucirica: So that's all I have from my end right back to Sarah to talk through some of the key takeaways. 133 00:26:26.480 --> 00:26:51.359 Sarah Roberts: Thanks, Joe. So we're actually coming to the end of our webinar a little early here. But I'd like to to take a few minutes to really recap. Some of the key takeaways and reflect on some of the insights that we've gained. So throughout the webinar we we explored various strategies and best practices for optimizing patient flow, space, schedule management. Within the clinics. 134 00:26:51.430 --> 00:27:13.940 Sarah Roberts: We discuss the importance of streaming, streamlining check in processes, minimizing wait times and improving communication, to be sure. That there is a seamless, patient experience. And, as you know, when we implement these strategies, our clinics can significantly enhance their operational efficiencies and provide better care to our patients. 135 00:27:14.470 --> 00:27:40.720 Sarah Roberts: We delved into the power of daily huddles and fostering team collaboration and problem solving and accountability, and I think this is such an opportunity for those of you that may not be doing daily huddles. Because by conducting these regular and focused huddles. It allows for your clinic teams to be proactive in addressing challenges and share information and really work together towards common goals. 136 00:27:41.283 --> 00:28:03.029 Sarah Roberts: Implementing best practices, such as consistency, focus, clear action items. These things can Max maximize the effectiveness of of daily huddles. And we also explored the role of visual management boards and displaying key metrics and promoting transparency and really driving continuous improvement efforts. 137 00:28:03.571 --> 00:28:24.750 Sarah Roberts: By designing these visually appealing and informative boards that showcase critical data points, such as patient volume, wait, time, satisfaction scores, quality measures. Your clinics can keep your teams aligned and and motivated to achieve better results. It kind of allows for a little bit of friendly competition. 138 00:28:25.423 --> 00:28:53.920 Sarah Roberts: Moreover, we emphasize the importance of change management, and, as we all know, this is probably the most difficult part because of the resistance to change. But we want to to ensure that we're successful when we implement any of these operational efficiency initiatives and by communicating a very clear vision and involving your staff in the change process and celebrating those small wins along the way. 139 00:28:53.920 --> 00:29:03.830 Sarah Roberts: Your clinics and clinic leaders can navigate the challenges of change and really ensure a smooth transition to those new processes and systems. 140 00:29:04.638 --> 00:29:29.290 Sarah Roberts: So a key thing that I just wanna call out that emerged throughout the discussion today is the significant role that technology can play in supporting and enhancing operational efficiencies. And change management efforts from electronic check in systems to real time, patient tracking, to advance scheduling software and digital huddle board technologies. 141 00:29:29.761 --> 00:29:41.088 Sarah Roberts: These things offer, just such a wide range of solutions to streamline processes and optimize resources and facilitate effective communication and collaboration. And 142 00:29:41.560 --> 00:29:59.270 Sarah Roberts: as we leverage technology strategically, our clinics can automate manual tasks, we can gain valuable insights from data analytics. And we can provide our teams with the tools they need to really work more efficiently and effectively. 143 00:29:59.770 --> 00:30:18.409 Sarah Roberts: So whether it's implementing virtual huddle platforms or integrating a visual management board with your Ehr, utilizing even our online learning modules for staff training. You know, technology can be a powerful ally in driving operational excellence. 144 00:30:19.275 --> 00:30:43.060 Sarah Roberts: So you know, I would like to encourage each of you to reflect on some of these strategies and insights that we've discussed. And you know, think of how how you can apply these things. In your own clinics, you know. Take a closer look at your current processes and identify areas for improvement. Maybe you're already doing these things. But you could explore how technology could support your efforts. 145 00:30:43.622 --> 00:31:08.160 Sarah Roberts: You know whether you start with small incremental changes. Or if you're embarking on something that's more comprehensive, you know, transformative changes every step towards operational efficiency really matters. So you know, one thing I'd like to mention is just to remember that the the journey here is an ongoing process. You know. It requires commitment. It requires collaboration. 146 00:31:08.160 --> 00:31:14.710 Sarah Roberts: It requires a willingness to embrace change. And by implementing these strategies that we've 147 00:31:14.710 --> 00:31:24.299 Sarah Roberts: covered today and leveraging the power of technology, you can really create a more efficient and patient centered and high performing clinic. 148 00:31:25.311 --> 00:31:47.438 Sarah Roberts: So I'd like to just take an opportunity to to thank you all, for, you know, active participation. We've had lots of poll results. We've had several questions come through the chat. I appreciate your your active participation, you know, and your insights and your questions. This has helped to to enrich our discussion here. 149 00:31:48.400 --> 00:32:16.829 Sarah Roberts: I would say to to you all, as you move forward. You know. Remember that you're not alone, so I think we should continue to learn from each other. We should share our best practices and seek out any opportunities. For collaboration and knowledge sharing, I think, together, you know, we have the opportunity to really drive meaningful change in healthcare and make a positive impact on the lives of our our patients and the the success of our clinics. 150 00:32:17.620 --> 00:32:39.079 Sarah Roberts: So thank you. Again for joining us. I will wish you all the best as you implement these strategies feel free to reach out. If you think of anything moving moving forward, and we will have the answers the QA. Available and the webinar available for you. Soon Alura. 151 00:32:39.510 --> 00:32:44.929 HC Webinars: Thank you, Sarah. Thank you, Joe. Did we get to all the questions we're able to answer today? 152 00:32:45.830 --> 00:32:48.910 HC Webinars: Just wanna make sure before I go into my 153 00:32:49.890 --> 00:32:51.370 HC Webinars: my exit. 154 00:32:51.370 --> 00:32:54.715 Jo Laucirica: Think we have one that. We haven't gotten to you. 155 00:32:55.450 --> 00:32:57.200 Jo Laucirica: Sarah, we want to tackle it. 156 00:32:57.947 --> 00:33:09.319 Jo Laucirica: One of the questions came in was for tech enablement optimization. What tools do you use as part of return of investment, validation and solution adoption? 157 00:33:09.966 --> 00:33:37.019 Jo Laucirica: I know that Roi is is really important. As we talk through things operationally and financially and making sure that our investment is is adopted, we have a lot of, we use a lot of baseline metrics. That to to kind of start with, the baseline to then project an roi. And then we also want to do, continued our Roi monitoring. So it's not something like once and done, you want to continue to 158 00:33:37.020 --> 00:33:46.969 Jo Laucirica: to measure those successful outcomes that we have. It's actually something that we always do with our clients. We wanna make sure that the work that is being done is not 159 00:33:47.010 --> 00:33:54.461 Jo Laucirica: just in vain. But there is a good way out there. So we have a lot of different tools. You can also use 160 00:33:54.920 --> 00:34:21.399 Jo Laucirica: analytics, accelerators that will help you. With that. And then with the solution adoption again, like we'll, we'll kind of use that baseline and sometimes the baselines aren't just quantitative. They can be qualitative as well, so doing that real time boots on the ground. Observation discussions with staff coupled with the actual analytics that we have. We're able to kind of see where is adoption? And then the continued optimization. 161 00:34:21.400 --> 00:34:37.390 Jo Laucirica: as we go through there and tweaking like Sarah said, It's never it's something we want to continue to learn and pivot, and you know the healthcare landscape is constantly changing, and we need to change with it so it can't be ever be anything stagnant Sarah. Anything else that you would, you would say. 162 00:34:38.381 --> 00:35:02.970 Sarah Roberts: I appreciate that, Joe. You know, the only thing that I would. Highlight is just the opportunity to to utilize data, analytics and and visualization into that you know we have. I think Joe mentioned it. This ambulatory analytics suite that you know we use to collect and integrate and analyze data from different sources. Your Emrs, your financial systems, your options. 163 00:35:02.970 --> 00:35:25.380 Sarah Roberts: databases and these analytics tools help to track. You know, Kpis and measure progress against benchmarks and identify opportunities for optimization. So you know, I think using data visualization techniques helps to present insights into like clear and and actionable 164 00:35:25.880 --> 00:35:31.880 Sarah Roberts: format to to help with decision making and drive that improvement. 165 00:35:37.810 --> 00:35:42.480 Jo Laucirica: I think that was the only outstanding question we had. That hasn't been answered. 166 00:35:43.130 --> 00:36:06.970 HC Webinars: Perfect. Alright. Well, thank you. Sarah and Joe, I really appreciate you coming on and hosting this presentation. A lot of great questions that did come through for any questions that we did not answer. If you wanna put them into the QA. We will get those answered offline, and we will post them to our website. So we thank you all for joining us. Today. I am gonna launch one last poll. 167 00:36:07.381 --> 00:36:10.909 HC Webinars: That just ask if you'd like to be contacted 168 00:36:11.010 --> 00:36:13.710 HC Webinars: by one of our experts to learn more 169 00:36:13.730 --> 00:36:15.960 HC Webinars: polls should only take about 2 min 170 00:36:16.220 --> 00:36:27.880 HC Webinars: as a reminder. The on demand. Webinar recording and slides will be shared with you tomorrow. You can also reach out to us through email or our website. If you have further questions or comments or want to schedule a demo 171 00:36:28.140 --> 00:36:33.529 HC Webinars: on behalf of all of us here at health catalyst. Thank you again for joining us here today. Thank you. 172 00:36:40.110 --> 00:36:41.120 Jo Laucirica: Thanks. Everyone.