implementing shared formulary and e-based medication order review to create closed loop medication...
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Implementing Shared Formulary and E-based Medication Order Review to Create “Closed Loop”
Medication Process in Critical Access Hospitals
September 16, 2009
Douglas S. Wakefield, PhD.
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• This work was supported in part by AHRQ grant #UC1HS016156 – “EHR Implementation for the Continuum of Care in Rural Iowa” , University of Iowa Center for Health Policy and Research, and the University of Missouri Center for Health Care Quality.
• Research Team:– Marcia M. Ward, Jean Loes, John O’Brien,
Douglas S. Wakefield
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Agenda
• CAH Challenges in Improving Medication Processes
• CAH Network Approach to Implementing Shared Formulary and 24x7 Pharmacist Review of Medication Orders
• Open vs. Closed Loop Medication Processes … Theory to Practice
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Errors in the Medication Cycle
•Wrong Patient•Wrong Dose•Wrong Drug,•Wrong Time/ Omitted
•Wrong Route•Frequently Involves Infusion Pump
•Wrong Dose•Wrong Route•Wrong Patient•Wrong Time•Wrong Drug
•Wrong Dose•Wrong Route•Wrong Patient•Wrong Time•Incorrect Labeling/ Drug ID
•Primary catch for Allergy, Drug Interaction,
•Wrong Dose•Wrong Drug•Wrong Route/Form
•Allergy, Drug Interaction
ERRORS
Percent of Errors 39% 12% 11% 38%
Intercept Rate 19% 3% 4% 1%
True Error Rate 20% 9% 7% 37%
Ordering Transcribing Dispensing AdministeringMedicationManagementProcesses
Lucian Leape, et.al., JAMA, Volume 274, 1995
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IHI Suggestion for Improving Medication Processes are
Challenges for All Hospitals
• Ensure allergy information accompanies patients
• Use Drug Interaction Software • Pharmacists review of all medication orders• Provide reference materials at point of care• Make allergy information available• Place pharmacists in patient care units• Connect medication orders to lab resultshttp://www.ihi.org/IHI/Topics/PatientSafety/MedicationSystems/Changes/Improve+Core+Processes+for+Ordering+Medications.htm
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Additional Challenges facing Critical Access Hospitals’
• Availability of Pharmacists– Pharmaceutical Expertise– Order Review Prior to Administration– Nurse Must Dispense Medications
• Access to Patient-Specific Information when needed (Ordering, Dispensing, Administration)
• Fragmented / Disconnected Workflow Processes• Reliance on Paper / Handwritten Documentation• Financial Resources• Information Technology Expertise & Resources
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Open vs. Closed Loop Processes to Improve Safety
• Open Loop Processes:– Traditional process– Sequential tasks– +/- Asymmetry in access to information– +/- Monitoring & Feedback
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Key Process Steps Lack Information Continuity, Monitoring & Control
“Open Loop” Information Handoffs Create Uncertainty and Opportunity for Poor Quality and Error!
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Closed Loop Processes to Improve Safety
• Closed Loop Processes:– Goal is connected and non-fragmented
processes – Sequential tasks – Symmetry in access to needed information– Built in monitoring and feedback – Information technology integrated into
workflow
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Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
EHR, Lab, Radiology, Rx Standardized Formulary,
E-MAR, SSOS, CPOE,ADC, BCMA
“Closed Loop” Continuously Links Information Process and Automatically Provides Automatic Monitoring
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Case Study of Seven CAHs and a Rural Referral Hospital’s Collaboration to Implement
“Closed Loop” Medication Processes
Methodology:• Document Reviews• Interviews• Collaborative Planning Began Late 2006• Collaborative Implementation s 2008 & 2009
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Trinity System
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Buffalo Center
April 8, 2008
Affiliated and Contract Managed Hospitals with Mercy - North Iowa
Mercy Clinics
Physician-Hospital Organizations
Algona
Bancroft
Kossuth
Worth
Northwood
GraettingerHoward
Lime Springs
Cresco
MitchellSt. Ansgar
OsageRiceville
Stacyville
Garner
Kanawha
WesleyPalo Alto
Emmetsburg
Wright
Hancock
Britt
Winnebago
Lake Mills
Forest City
Mason City
Clear LakeCerro Gordo
11
FranklinSheffield
Hampton
Hardin
Iowa Falls
Ackley
Floyd
Rockford
Dumont
Butler
Chickasaw
New Hampton
West Bend
Dows
Latimer
PHO Affiliated Clinics
2
Rockwell
GreeneBelmond
Mercy Health Network – North Iowa
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Coordinated Planning & Implementation
• Cohort Approach to Planning & Implementation
• EHR, CPOE, Lab, Radiology, Pharmacy Systems
• Technology Enabled Devices:– Automated Dispensing, BCMA
• Shared Formulary• 24x7 Pharmacist Medication Order Reviews
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Rationale for Shared Formulary
• Expand evidence-based formulary content
• Create shared knowledge base and formulary content for subsequent HIT implementation
• Standardize the pharmacy system IT build
• Facilitate remote pharmacist reviews
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Shared Formulary Process Steps
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Table 3: Summary of Formulary Changes Hospitals
Franklin Hancock Kossuth MitchellNew
HamptonPalo Alto Ellsworth Average
# in Original CAH Formulary
829 868 667 746 706 750 1351 845.3# in New Shared Formulary
803 803 803 803 803 803 803 803# (%) Do Not Stock Taken Out of New CAH Formulary
119 (14.8%)
33 (4.1%)
124 (15.4%)
117 (14.6%)
37 (4.6%)
257 (32.0%)
34 (4.2%)
103 (12.8%)
# (%) Selected From New Shared Formulary
684 (85.2%)
770 (95.9%)
679 (84.6%)
686 (85.4%)
766 (95.4)
546 (68.0%)
769 (95.8%)
700 (87.2%)
# (%) Items Added to New Shared Formulary
18 (2.2%)
5 (0.6%)
6 (0.7%)
23 (2.9%)
1 (0.1%)
46 (5.7%)
17 (2.2%)
16.6 (1.0%)
# in Final Revised CAH Formulary
702 775 685 709 767 592 786 716.6
# (%) Change from Original to Final CAH Formulary
-127 (-15.3%)
-93 (-10.7%)
+18 (2%)
-37 (-5.0%)
+61 (8.6%)
-158 (-21.1%)
-565 (-41.8%)
-128.7 (-6.6%)
Summary of Formulary Changes
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Rationale for 24x7 Pharmacist Medication Order Review
• Medication orders not reviewed
• Rural pharmacist supply constrained
• Nurses dispensing medications from pharmacy
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Network Pharmacy Hours 2007S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
00:00 0:59
1:00 1:59
2:00 2:59
3:00 3:59
4:00 4:59
5:00 5:59
6:00 6:59
7:00 7:59
8:00 8:59
9:00 9:59
10:00 10:59
11:00 11:59
12:00 12:59
13:00 13:59
14:00 14:59
15:00 15:59
16:30 16:59
17:00 17:59
18:00 18:59
19:00 19:59
20:00 20:59
21:00 21:59
22:00 22:59
23:00 23:59
Network Pharmacist CoverageTechnicain Coverage
Hour of Day
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Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
Enables Continuous Data Access
& Monitoring
EHR, Lab, Radiology, Rx Standardized Formulary,
E-MAR, SSOS, CPOE,ADC, BCMA
Closed Loop Requires Integration of HIT within Workflow …
How was this Done?
“Closed Loop” Continuously Links Information to Process and Automatically Provides Automatic Monitoring
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CAH Case Study
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CAH Case Study
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CAH Case Study
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CAH Case Study
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CAH Case Study
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Network Pharmacist Hours: Post-Remote Pharmacist Reviews
S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S
00:00 0:59
1:00 1:59
2:00 2:59
3:00 3:59
4:00 4:59
5:00 5:59
6:00 6:59
7:00 7:59
8:00 8:59
9:00 9:59
10:00 10:59
11:00 11:59
12:00 12:59
13:00 13:59
14:00 14:59
15:00 15:59
16:30 16:59
17:00 17:59
18:00 18:59
19:00 19:59
20:00 20:59
21:00 21:59
22:00 22:59
23:00 23:59
Network Pharmacist Coverage
Technicain Coverage
Remote Coverage by Remote Pharmacy Service
Remote Coverage by Network Pharmacist
Hour of Day
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3267
5896
1544
682 596 698323
649100 79
3-month comparison
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Ongoing Journey Continuous Improvement
• Regional P&T Committee• Remote Rx Order Review Costs & Performance• ADC Transition to full “Profile Mode”• Process Monitoring:
– CPOE Order Rates– ADC Overrides– BCMA Scanning Rates
• HIT Updating and Integration with Workflow
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Questions?
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HIT-Based After Hours, Weekend and Holiday Pharmacist Review Process for CAH
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5896
3267
1544
682 323
649
596
3-Month Comparison Chart