R E S P E C T, T E A M WO R K , CO M PASS I O N , T R U ST, K N OW L E D G E , ACCO U N TA B I L I T Y

CKHA’s road to improvement began with broad reinforcement of the concept of connectedness. Programs fostering leadership and continuous improvement were put in place to enhance communication, insight and accountability – within and among departments – which began to change behaviours, break down silos, and improve awareness. Performance potential, however, continued to be hindered by a lack of visibility, coupled with cumbersome paper- and phone-based processes. As such, the hospital began investigating options to bring the technology supporting the staff ’s capacity for patient care excellence up to modern standards, through visibility.

“ We took a big picture approach,

centered on a strong belief in our people,

and the tools needed to achieve our

performance goals.”

Sarah Padfi eld, Chief Operating Offi cer, CKHA

“ With Chatham-Kent we were able to

collectively innovate and contribute to

measurably improved performance.

Working collaboratively with hospitals to

meet their performance and patient care

goals is the cornerstone of our success.”

Franck Hivert, President and CEO, Oculys

T H E C H A L L E N G E

T H E S O LU T I O N

Oculys Performance at CKHA

Chatham Kent Health Alliance (CKHA) is a 200+ bed community hospital operating on two campuses in southwest Ontario, and serving a resident population of approximately 110,000. The hospital’s Emergency Department (ED) sees over 65,000 patients per year, providing the majority of aft er-hours care in the region, and off ering the only ED along a nearly 200 km stretch of highway known for severe weather and 50+ accidents annually. Along with 74 other hospitals in Ontario, CKHA participates in the Pay-for-Performance (P4R) incentives program focused on reduced Length of Stay (LOS) and improved patient satisfaction, with measurement and funding allocations based on relative performance among all participants. In October 2013, CKHA’s P4R ranking was 16th of 74 for Total Length of Stay (LOS) for Admitted Patients, and 18th of 74 for Time to In-patient Bed (from decision). While National Research Canada (NRC) surveys indicate 90% of patients were satisfi ed with the care received, all wait-time metrics were out of alignment with provincial standards, thereby entrenching:

• a challenged fi nancial position, and• challenged hospital-wide communication, particularly for front-line staff encumbered

by a lack of transparency, ineffi cient processes, and outdated technology.

Just one year later, in October 2014, much had changed, and CKHA was emerging as the ‘exceptional community hospital’ presented in its vision statement. P4R rankings had improved to sixth of 74 hospitals for Total LOS for Admitted Patients, and for Time to In-patient Bed (from decision). Over the same period, Total Beds in Operation had been reduced from 265 to 216, despite consistent (and at times higher) volume of patients visiting the ED. Organization-wide culture change with a notable focus on teamwork, knowledge and accountability was underway, with improved fi nancial positioning among its key benefi ts.

T H E

Oculys Performance at CKHA

REAL-TIME MOBILE VISIBILITY EMPOWERS FRONT-LINE STAFF, IMPROVES PERFORMANCE

“ Oculys has helped to reinforce organization-wide culture change focused on our values, particularly teamwork, knowledge and accountability.”

Sarah Padfi eld, Chief Operating Offi cer, CKHA

“ We haven’t cancelled a single surgery since the implementation of Oculys. The map makes planning easy, and has improved collaboration, how we work as a team.”

Willi Kirenko, Vice President, and Chief Nursing Executive, CKHA

“ With Oculys, front-line staff can understand the demands on the organization as a whole, and from a leadership perspective it allows us to be far more proactive in our decision-making.”

Leah Matteis, Manager, Patient Flow, Social Work and Discharge Planning, CKHA

“ Oculys is a great tool to understand the full fl ow of patients. It adds accountability and clarity, and eliminates phone calls. The system now moves the patient.”

Karen Waymouth, Integrated Director, Health Information Management and Privacy Offi cer, CKHA

A fully ‘agnostic’ application, Oculys integrates directly with CKHA’s existing information technology system. Following an eight-week implementation and brief staff training on the fully intuitive information displays, CKHA staff had only to glance at their handheld device or departmental screens for the status in the ED and in every department across the hospital. There was instant awareness of how long each patient had been waiting, the impact of presenting concerns on available beds and where there was potential to fl ex up or down. Access and awareness quickly translated to enhanced accountability, as staff began working more diligently and more cohesively to prioritize care delivery in alignment with provincial wait-time guidelines.

THE WORK AND THE WORKLOAD ARE EXACTLY THE SAME, BUT THE ‘ACTIONABLE INTELLIGENCE’ DISPLAYED BY OCULYS PERFORMANCE ENABLES MORE INFORMED, COLLABORATIVE AND ULTIMATELY, MORE SATISFYING RESULTS.

S I M P L E I M P L E M E N TAT I O N , I N STA N T AWA R E N E SS

CKHA BY THE NUMBERS1350 employees280 credentialed staff of physicians, midwives, dentists, nurse practitioners110,000 residents of Chatham-Kent65,000 annual ED visits93 percentage of satisfi ed patients

H OW O C U LYS D E L I V E R S

REAL-TIMEInstant data

FLEXIBLEConfi gurable

view

INTUITIVEMinimal training

COMPREHENSIVEHospital-wide transparency

SIMPLEDirect

alignment with current IT

EFFICIENTFewer phone

calls, less paperwork

COLLABORATIVETeamwork

throughtransparency

Measured results are a testament to the power of real-time mobile visibility provided by Oculys.

T H E P R O O F I S I N T H E P E R FO R M A N C E

E X PA N S I O N TO H O U S E K E E P I N G A N D P O R T E R I N GKeen to continue the trend of strong performance results established in 2014, CKHA approached Oculys about expanding the power of visibility to include housekeeping and portering services. The idea was the result of a water main break in the CKHA parking lot, which revealed the existence of BBM™ groups on the housekeeping team, and the potential to improve efficiencies and communication by leveraging Oculys.

Oculys KeepNTouch was launched in March 2015, providing a mobile workflow companion that allows users to manage tasks and collaborate with the team, in real-time. Oculys KeepNTouch provides instant insight into:

• Rooms to be cleaned• Housekeeper sign-in and out by room• Instructions to mitigate spread of infection as required• Notification to admitting when rooms are ready

“ The visibility provided by Oculys KeepNTouch will greatly improve workflow efficiencies,while enhancing collaboration between housekeeping and other staff.”

Beth Hall, Director, Support Services, CKHA

“ Oculys has changed how we work, and made things much more streamlined, especially since we’re rarely at our desks. It’s the last thing I check at night, and the first thing I look at in the morning.”

Amy Zoumboulis, Supervisor, Housekeeping

L E SS O N S L E A R N E D AT C K H AThe right solution, at the right price. Oculys was more affordable, more comprehensive, and easier to implement than other technologies, and enabled ongoing innovation and performance improvement at CKHA.

Direct involvement. As a nimble start-up, Oculys welcomed our participation in configuring the robust tool that has redefined how we work at CKHA. We drove each other crazy, but the quality of the end result speaks for itself.

Single log-in. Right from the start, specifications for Oculys at CKHA included a single log-in on each handheld device or unit screen. Re-inputting the password is only required if it’s been inactive for an extended period. Not having that would have been a deal-breaker. The pace of patient flow requires instant access, instant insight.

Culture change, across the board. In creating a decision-support solution that delivers clear and simultaneous value for the ED, the units, for housekeeping and for leadership, we have, in Oculys, a tool that has made us work better together, hospital-wide.

“I miss Oculys!” is the resounding response during rare periods of full power-outage. It’s archaic when we have to revert to paper bed boards and multiple phone calls, with no insight into what’s going on in other areas.

BlackBerry®. Although Oculys works on any mobile platform, CKHA chose BlackBerry for its reliability, connectedness, and end-to-end security. We have instant access to the information we need, while confidently maintaining patient privacy / PHIPPA compliance, which lets us provide better patient care.

L E SS O N S L E A R N E D AT O C U LYS Performance delivers possibilities. Through understanding of performance goals, in combination with CKHA’s commitment to excellence, Oculys was able to scale its own capacity to ensure continued high quality delivery, on-time and on-budget.

Beyond the dashboard. Among the 18 hospital sites where Oculys is implemented, CKHA took the product’s flexibility for custom configuration to a new level. The results include: transfer functionality and report generation; entirely new products like Oculys KeepNTouch workflow companion for housekeeping and portering; and the innovative connection between CKHA and the Community Care Access Centre (CCAC). We pride ourselves on the simplicity, power and flexibility of our solution to meet the unique needs of each hospital.

Innovation breeds innovation. The original vision behind Oculys was as a management tool, providing health care leaders with real-time insight into the pulse of their organizations. Each implementation, however, underscores the fact that the true power of the tool is in the extent of its accessibility for all front-line staff.

ED TOTAL LOSADMITTED

BEDS IN OPERATION

Beds in operation results from March 2013 to December 2014. All other results from October 2013 to December 2014.

R E S P E C T, T E A M WO R K , CO M PASS I O N , T R U ST, K N OW L E D G E , ACCO U N TA B I L I T Y

Teamwork, knowledge and accountability stand out among the six CKHA values that Oculys has helped to reinforce.

W H AT ’ S N E X TE-NOTIFICATION WITH COMMUNITY CARE ACCESS CENTRE (CCAC)

By mid-2015, CKHA will be the fi rst hospital in the Erie St. Clair Local Health Integration Network (LHIN) to have a direct connection to CCAC through an e-notifi cation system that will run on Oculys. The resulting effi ciencies will save an estimated 10 minutes per patient, as staff will have access to each patient’s pre-hospitalization status with CCAC, enabling faster decisions for physician referrals, improved discharge communication, and higher overall patient satisfaction. CKHA and Oculys have completed their testing and are excited about receiving fi nal authorization from CCAC to incorporate this innovation into patient fl ow practice.

HOW O C U LYS I S C H A N G I N G H OW H O S P I TA L S WO R K

Better insightMore transparentMore accountable More informedMore collaborative

Implemented at 18 hospital sites, Oculys is:

• Providing instant, accurate data for 23,000

front-line staff managing 4,319 beds

• Processing over 21,000 information feeds daily

• Enhancing the patient care experience of

839,776 ED visits and 164,913 surgeries annually