transforming internal communications with a state of-the-art intranet
DESCRIPTION
This Case Study was presented by Henry County Health Center CEO Robb Gardner at National Rural Health Association's Critical Access Conference in October, 2013 then as a webinar for NRHA members in December, 2013. By all accounts, Henry County Health Center is an innovative CAH. Pioneering vision has led to several state, national, and international awards, which include being named a Gold Intranet Innovation Award recipient, 7-time Most Wired Hospital, Top 100 Hospital of Choice, Web Health Award recipient, HFMA MAP Award Winner, and Baldridge Leadership rating recipient. Join CEO Robb Gardner to learn firsthand how their intranet has supported and encouraged innovation. Key improvements include process improvement using their Census Board; Policy, Contract, and Forms Management; electronic Board communication; electronic benefits enrollment; and clinician quick links. During his healthcare career as a clinician and administrator, Robb’s core emphasis has consistently been focused on a patient-centric approach. As the CEO of Henry County Health Center, his role is to remove barriers and provide the necessary tools for associates and providers to succeed in their roles at the health center. Robb has found technology to be essential in achieving these goals. Through the health center’s portal, associates have access to one central location to find the resources they need. This technology is one example of how HCHC has incorporated the philosophies of Baldrige and LEAN to provide more efficient and effective work processes to help meet the needs of associates and medical staff. Robb’s emphasis on quality patient care and process improvement is the foundation to achieving HCHC’s mission, and the health center’s portal plays a significant role in accomplishing this objective.TRANSCRIPT
Transforming Internal Communications with a State-of-the-Art Intranet
Henry County Health Center &
HospitalPortal.net
NRHA WebinarDecember 4, 2013
A recording of this webinar is available at:
https://www2.gotomeeting.com/register/489393682
Henry County Health Center (HCHC)• Located in Southeast Iowa in Mount Pleasant• Established in 1921 • 25 Acute Care Beds (CAH)• 49 Bed Long-Term Care Facility• On Campus & Remote Provider Clinics• Host Outreach Clinics & Provide Offices for
Other Medical Services• 315 Associates• One of the Community’s Largest Employers
and Area Healthcare Services Provider
HCHC Intranet Portal Progress Timeline
Developed 1st
HCHC Employee Portal
**Clinician Portal Did
Not Exist
Redesigned HCHC Employee
Portal**
Implemented Intranet CMS
HospitalPortal.Net
Xcel Portal Reporting Tool Access
**Employee/Physician
Remote Access **
Online Policy Management
Board Portal**
Project Management**
Explore Use ofSocial Tools
2003 2006 2007-08
2010 2012-13
Virtual Meeting Center
**Online Election of
Benefits**
Forms Project
Census Board**
Contract & Quality Plan Management
**Quality Dashboard
**Redesign
2011-12
HCHC Intranet Portal 2003
HCHC Intranet Portal 2013
What is the first thing I look at
when I get to my office in the morning?
The Census BoardCollaboration & Process Improvement
Quality Dashboards
Personalized Reminders
Policy Management
Contract management
Policy Manager Repurposed for Contracts
Revised Global Key Words:• Notice to Terminate • Initial Term • Renewal Frequency• Effective Date• Renewal Type or Expiration Date• Certificate of Insurance
Calendar ComponentRepurposing Technology
Calendar ComponentRepurposing Technology
Forms LibraryInnovation & Creativity
Forms LibraryInnovation & Creativity
Clinical Forms Project
Clinical Forms Project
A total of 728 forms were submitted. The forms were organized and assignments were made for Print Shop, dept/multi, category, status, and moderator. The category definitions are:
• Consent: Agreement to a course of action. to permit, approve, or comply; agree, as to an expressed wish or a proposed action.
• Form: Documentation of one-time or single data entry. Example: Screenings, Summaries.
• Flowsheet: Documentation of multiple time entries. Example: Vital Signs Sheet,Blood Glucose Monitoring, Code Blue Flowsheet.
• Information: Information provided to associate to assist in patient care. Example: Patient Questionnaires, Patient Surveys, Worksheets.
• Education: Information given to patient regarding care and treatment. Guidelines, Instructions.
Clinical Forms Project
Forms Committee Findings: • Multiple versions of same forms exist. Example: Progress Note. • Inconsistent use of font, style and logos. • Moderator roles (ownership) needed to be established. • Departments submitted forms that were not consistent with current posted Print Shop forms and will need to
compare to the Print Shop to determine status of current posted forms.• Need to get electronic version for paper submissions. Next Steps
• Moderators were assigned for all forms except Consents and forms used in multiple departments with no clear owner. Consents are being reviewed by the CNO and Risk Manager.
• The Forms Committee recommended all forms to be reviewed. HCHC is currently conducting a “Last Call” for forms
• Once all forms have been provided electronically, the forms will be imported and set up in a Forms Management Module. Moderators will be then assigned, and an annual review schedule will be developed.
• The Forms Committee has developed a standard layout. The standard layout will become required for forms as part of their first annual review. The Forms Committee is developing a Forms Policy and Procedure.
Clinical Forms ProjectCategory
DEPARTMENT
Assess
ment
Consent
CPSI-
Eform
CPSI-Flowshe
et
Diagnostic
Report
Downtim
e
Educatio
n
E-For
m
Flowshee
t Form
HR For
m
Informati
onObs
oleteOrde
rs TotalANESTHESIA 0 2 0 0 0 1 4 0 1 0 0 0 2 2 12
CPS 0 0 0 0 0 0 0 0 6 0 0 0 0 1 7CPS / CARDIAC REHAB 1 3 0 0 0 0 8 0 5 5 0 18 0 4 44
CPS / PULMONARY REHAB 0 3 0 0 0 0 11 0 3 1 0 2 10 4 34
CPS / RESPIRATORY THERAPY 0 3 0 0 2 0 0 0 0 0 0 0 0 0 5CPS / SLEEP LAB 0 0 0 0 3 0 0 0 0 3 0 5 0 1 12
DEC 0 0 0 1 0 0 18 1 5 0 2 4 0 1 32ED 0 16 0 0 0 23 0 1 8 11 0 3 2 12 76
EMS 0 3 0 0 0 0 0 0 0 2 0 0 0 0 5HIS 0 1 0 0 0 0 0 0 0 0 0 0 0 0 1
INFUSION THERAPY 0 4 0 6 0 0 3 2 1 2 0 0 0 9 27LABORATORY 0 0 0 0 0 2 0 0 1 1 0 0 0 3 7
MEDSURG 0 14 0 0 0 35 0 0 3 7 0 10 0 5 74NURSING 0 0 0 0 0 0 0 0 0 0 0 1 0 0 1
OB 0 9 5 11 0 11 4 0 1 7 0 3 0 10 61PARK PLACE 0 13 0 0 0 2 1 0 13 21 0 6 0 8 64
PHARMACY 0 0 0 0 0 0 0 0 0 0 0 0 0 2 2PUBLIC HEALTH 0 3 0 0 0 0 5 0 6 19 0 8 0 1 42
RADIOLOGY 0 4 0 0 0 0 4 0 0 1 0 12 0 2 23REHAB SERVICES 0 2 0 0 0 0 0 0 2 31 0 11 0 1 47
SURGERY 0 4 0 0 0 7 10 0 3 4 0 1 13 12 54SWAT 0 41 0 0 0 0 24 0 2 18 0 4 0 9 98
TOTAL 1 125 5 18 5 81 92 4 60 133 2 88 27 87 728
Clinical Forms ProjectDept/Multi
DEPARTMENT DeptMulti
Total
ANESTHESIA 11 1 12CPS 7 0 7
CPS / CARDIAC REHAB 44 0 44CPS / PULMONARY REHAB 32 2 34
CPS / RESPIRATORY THERAPY 5 0 5CPS / SLEEP LAB 12 0 12
DEC 31 1 32ED 34 42 76
EMS 4 1 5HIS 0 1 1
INFUSION THERAPY 20 7 27LABORATORY 3 4 7
MEDSURG 23 51 74NURSING 0 1 1
OB 48 13 61PARK PLACE 50 14 64PHARMACY 0 2 2
PUBLIC HEALTH 42 0 42RADIOLOGY 20 3 23
REHAB SERVICES 45 2 47SURGERY 48 6 54
SWAT 97 1 98TOTAL 576 152 728
Electronic Paystubs
Benefits Enrollment
Clinician Quick Links
Xcel Portal & CPSI Financial CenterIntegration
Maintenance Request & Radiology Equipment Service Call Form
Training Materials
Example of Excel 2010 Class
• Class Registration• Assignments• Unit PowerPoints• Class Files
Left Menu also has links to FEMA Active Shooter Training and a HIPAA Training Video
Radiology Department
• PTO Calendar• Staff Contact List• Departmental
Forms• Power Point
Presentation• Departmental
Meeting Minutes
Committee Materials
Upcoming Board Portal with User Annotation
Robb GardnerCEOHenry County Health Center407 South White StreetMount Pleasant, IA [email protected]
Regan SonnabendDirector of SalesHospitalPortal.net5105 Tollview DriveSuite 215Rolling Meadows, IL 60008847.632.0434 ext [email protected]
Contacts