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IMCC Kaizen
The “Kaizenators” September 8-12, 2008 Iowa Medical & Classification Center
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Why did we do this?
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The Kaizenators Team
Chad Oeltjen
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Team Members
Chad Oeltjen
Patsy Bozarth
Steve Koffron
Diana Wenner
Deb Bellmer
Howard White
Larry Hingtgen
James Felker
Carolyn Scheer, 6th JD PPO Supervisor/PSI
Mike Simons, Jefferson County Jail Administrator/ISSDA Jails Committee
Kathy Birky, NCF/RVP/CRC Correctional Counselor/Receiving Institution Rep
Becky Gray, MPCF Nursing Supervisor/Receiving Institution Rep
Chad Oeltjen
Kerri Freidhof
Alicia Bream
Pauline Ketelsen
Leanne Eichinger
Mark Freitager
Tamia Salviati
Kyle Parks
Joy Cook
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Scope
This event will address the Reception Process from the time the offender steps out of the vehicle upon arrival at IMCC until the offender steps into the vehicle to leave IMCC. (Includes all offenders involved in any part of the reception process with the exception of transfers.)
Kathy Birky
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Objectives
Decrease the number of days at IMCC between start and end of this process, with all work completed. (30 days or less)
Improve communication between internal departments as it relates to reception offenders.
Reduce amount of redundancy to improve flow.
Gain clarity on the time-frames within which each department has access to offenders.
Reduce the number of trips (and “false” trips) offenders take to each area within the institution to complete the reception process.
Standardize and synchronize the amount of time it takes to approve reception offenders to leave the intake (F) unit – will need establish this time-frame in the event.
Look at flexibility of roles to support better flow.
Increase the level of understanding of each other’s roles/functions.
Larry Hingtgen
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Objectives-continued
Improve efficiency of existing staff by improving flow and removing waste.
Improve communication between internal departments as it relates to reception offenders.
Ensure we utilize the tools we have most effectively.
Are customers satisfied with the offenders we are sending them to meet their needs?
Tamia Salviati
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Goals
Reduce lead time to 30 days. (Once we have data, write as a performance outcome measure – i.e., reduce lead time by ____% or from ____? to ____?)
Improve “quality” - i.e., 100% of task completion, etc. (Team needs to further clarify what “quality” means through pre-work as noted below.)
Establish a plan of accountability.
Jim Felker
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Goals
Reduce the number of complaints from customer by 50%.
Establish a tracking mechanism for complaints.
Develop a flagging system to identify offenders to be re-classified for another institution.
Kyle Parks
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Kaizen Methodology
Clear objectives
Team process
Tight focus on time
Quick & simple
Necessary resources immediately available
Immediate results (new process designed by end of week)
5S “mindset”, use the steps to support the event activities
Laura Scheffert-James
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Current Process
Steve Koffron
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Brainstorming
New and improved ideas
Common themes
Jim Felker
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Results
Howard White
Old process New process % of change
# steps
# handoffs
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New Process
chad
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Key Improvements
Training
Mental Health
Required intake documents
Training the Jails/Sheriffs
Flexible scheduling
Standardized forms
Checklist on computer system
Pauline Ketelsen
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Training (triage scheduling)
Set standards (complete, accurate database that will follow the offender along their process)
Is the screen accurate
Explain confidentiality and look for previous info.
Medications brought to HS
Medication info put in computer and major health problems
Educate
Alicia Bream
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Mental Health
Prior records
Jail sheet
Medication review
Ask offender
Behavioral observations
Suicidal now
Follow up
Assess for withdrawal from meds/illicit drugs
Seizure precautions
Alicia Bream
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Health Screen
Substance abuse screen
Acute health problems
Offer hepatitis a and b
3 E’s (Explore, Expand and Educate)
Alicia Bream
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Required intake documents
Sentencing order
Revocation order
Procedendo
Work release/parole violator
Jail Credit
Exit Health Status report
Medication list
Actual medications
PREA
County Jail booking sheet
Disciplinary/Behavior report
Mark Freitager
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Training the Jails/Sherriff
Send letters with what we want or we can’t take them
Daily admission cap
Packet to train
Pick a trainer
Major distributors first
Tracking for further training-who is not using the rules
Courtesy pick ups must be scheduled in advance
Meet with Sherriff ’s Assoc. in December
Mark Freitager
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Flexible scheduling
Nursing
Same coverage but shifts switch duties (hlth screens-day)
Dental
Coverage until 5:00 p.m.
Run more like a community dental clinic
Lab
Coverage until 5:00 p.m.
Shifts-7-3:30 and 8:30-5
Physicians
Coverage until 10:00 p.m.
Pharmacy
Coverage 6:00 a.m. to 8:00 p.m.
Joy Cook
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Standardized Forms
Drug screen
Rule books
Counselor form
Howard
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Checklist on Computer system
Intake
Finger Print
Health Services
Testing
Counseling
QA
Offender Services
Transportation
Carolyn Scheer
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Homework
Item Item Description Person Responsible Due Date
1 Make packets for customer visits Patsy 9/18
2 Set up meetings for customer visits (top 6)
Mike S. 9/23 and 12/8
3 Transportation communication letter and game plan
Diana 9/12
4 ICON checklist feasibility Steve 9/15
5 Letter to all Sheriff offices Patsy 9/18
6 Notify mental health director of changes in mental health procedures
Leanne 9/11
Deb Bellmer
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Homework
Item Item Description Person Responsible Due Date
7 Create distribution list for mental health placement and movement
Leanne 9/25
8 Change person and procedure to collect mental health data
Leanne 10/10
9 Initial Training on health screen Alicia 9/17
10 Mental health component on health screen
Leanne 10/1
11 Notify Dental of hour changes Joy 9/15
12 Talk to Jan Drury about lab scheduling
Joy 9/15
Becky
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Homework
Item Item Description Person Responsible Due Date
Talk to Dr. O’Brien about pharmacy hours and physician hours
Joy 9/15
Create customer satisfaction survey for mental health receiving institutions
Leanne 9/11
Distribute customer satisfaction survey for mental health
Leanne 10/10
Approval for F Unit packets Howard 9/25
Diana
Done
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Homework
Item Item Description Person Responsible Due Date
17 Create a customer satisfaction survey for receiving institutions for reception offenders
Jim 10/10
18 Policy change highlights Joy 9/18
19 Procedure change highlights Joy 9/18
20 Expectations to counselors Larry 9/15
21 ICON medical access for counselors
Steve 9/18
Mike
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Homework
Item Item Description Person Responsible Due Date
17 Middle-management support the new process implementation
18 Training current employees of intake process
19 Training future employees of intake process
20 Performance expectations
21 Learn process from Ashley De b 9/19
Mike
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Team Member’s Experience
Becky Gray, Kerri Freidhof, Patsy Bozarth, Mike Simons
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Comments
Jim Scott TBM
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Questions?
We welcome your questions and comments!