Activation Process Management - Electronic Checklist System Ryan Mika, BSIE Industrial Engineer, Clinical Partnerships in Healthcare Transformation (CPHT) VA-Center for Applied Systems Engineering (VA-CASE), Indianapolis VAMC VISN11 - Veterans Engineering Resource Center (VERC) email: Ryan.Mika@va.gov Huong Ho, BACS email: Huong.Ho@va.gov

Agenda Overview Problem Statement Objectives Timelines Phase Development Acknowledgments

VHA Overview Mission: To fulfill President Lincoln's promise “To care for him who shall have borne the battle, and for his widow, and his orphan” by serving and honoring the men and women who are America’s Veterans. The Veterans Health Administration (VHA) is the Nation’s largest integrated healthcare system, with 6.5 million unique patients VHA operates one of the largest and most effective research organizations in the United States. 150 VAMCs & ~1,400 Community-Based Outpatient Centers, Community Living Centers, Vet Centers, and Domiciliaries

VA-CASE Overview The VA Center for Applied Systems Engineering (VA-CASE) is an interdisciplinary Veteran Engineering Resource Center (VERC). Built on a philosophy of ‘paired leadership’ of OSE faculty with VHA administrative and clinical management and staff. Focus is to employ strategies to accelerate integration of Operational Systems Engineering (OSE) within VA healthcare delivery systems

NAO Overview National Activations Office (NAO) was formed in 2011 to serve as an integrated service hub to support VHA’s facility activation processes. NAO Strategic Objectives Improve activation project execution and manage risks Identify and lead opportunities to realize enterprise efficiency in activations Become an enterprise knowledge management center for facility activations

Problem Statement There is currently no standardized process for personnel involved in the final inspection of a new or existing facility or service. Trigger: Identified a need for a standardized checklist database system for inspections of new facilities and/or individual services on behalf of the National Activations Office.

Objectives Create a standardized web-based checklist tool that will assist the National Activations Office (NAO) in ensuring consistency, standardization and completeness in carrying out tasks in opening new facilities or systems. Broken out into 4 phases: Checklist Content Research Prototype Development Subject Matter Expert (SME) review of checklists NAO Checklist Go-Live

Timeline Phase 1 Content Research Phase 2 Prototype Development SME review of checklists Phase 4 NAO Checklist Go-Live

Phase 1 – Content Research 13 services were identified for initial roll out. Subject matter experts (SME) groups were formed to research critical requirements and create standardized checklists specific to the respective service. Intensive Care Unit (ICU) Sterile Processing Services (SPS) Community Living Center (CLC) Emergency Management Services (EMS) Environmental Safety Environmental Services (Housekeeping) Inpatient Mental Health - Nursing Unit Police and Security Ambulatory Care - Women’s Health Imaging Pharmacy Ambulatory Care - Primary Care Inpatient Surgery - Nursing Unit

Phase 2 – Prototype Development Rapid prototyping to facilitate establishment of customer graphic interface recommendations and database requirements

Phase 3 – SME review of Checklists Subject Matter Experts (SME) to review the checklist. Feedback from the SME was used to test in the selected hospital for completeness and human factors details. Pilot tested at medical facilities to gather additional feedback on GUI usability and flow.

Phase 4 – NAO Checklist Go-Live VOC Prototype review, customer interviews, EOC inspection observation Design GUI Wireframe Mockup Development SharePoint 2010 Testing & Verification Usability Testing Maintenance

Phase 4 – NAO Checklist Go-Live Alpha release: First draft of the Go-Live Tool based on the Software specification guide and posted on SharePoint site. Tested internally within the internal and external customer group. Debug, compliance, and utilization test. Beta Release: SharePoint site that can be tested outside of CPHT to include 2-3 facilities to get feedback on functionality and usability issues. Final Release: SharePoint site controlled release to several facilities within NAO. Posted on NAO Knowledge Management Portal (KMP) site for access to chosen facilities. Go-Live National Release: NAO Operating tool

Phase 4 – NAO Checklist Go-Live

Phase 4 – NAO Checklist Go-Live

Acknowledgments VA-CASE National Activations Office (NAO) Balmatee Bidassie, PhD, MS, MA – Associate Director, CPHT Craig Triscari – Project Manager National Activations Office (NAO) Barbara McLelland, FACHE, VHA-CM – Director, NAO Patrick A. Hull, MBA – Director, Acting, NAO

Thank you very much for your time Thank you very much for your time. We will now answer any questions you may have.