RWJF Common Ground-Using Work Flow Mapping Tools to Improve Chronic Disease Management Processes Adapted from presentations by: Minnesota Department of Health- Disease Division

Common Ground Background Funded by the Robert Wood Johnson Foundation and managed by the Public Health Informatics Institute. Common Ground aims to transform how we do public health by working collaboratively to develop information system requirements together rather than in our traditional public health silos. Elements of work flow mapping can be used even when the ultimate goal is not IT requirements definition.

What is a business process? A set of activities and tasks that logically group together to accomplish a goal or produce something of value for the benefit of the organization, stakeholder, or customer. Helps to clarify each staff members specific duties and their relationship to other members of the staff, as well as, outside partners (i.e. diagnostic centers, hospitals/clinics, etc.) If we can collaboratively define the 80% of what is generally similar among our processes, we can find a way to effectively combine processes and support not just one program or health department, but the public health enterprise as a whole.

Why is this important to us? Improved organizational efficiency Improved work flow processes Better understanding of our job descriptions Essential part of the quality improvement process

Important Terms Business Process Information System Requirements Development Methodology –Business process analysis –Business process redesign –Requirements definition Tools: –Business Process Matrix –Context diagram –Task flow diagram

Three Phased Approach

Phase 1: Business Process Analysis Evaluate the current work flow process of specific services –Thinking logically about how work is performed on a daily basis –Reveals practices and procedures that meet objectives, as well as, exposes problems within the current work flow process

Phase II: Business Process Redesign Rethinking the current work flow process and identifying how the process should be done. –Identify efficiencies and inefficiencies –Refine the business processes and business rules

Phase III: Business Process Requirements Identify how we can enable our information system to support the work that we do. –Make the system work for you rather than you working for the system you were given.

Unintended (but good consequences) People see their processes in different ways There is an element of surprise Inefficiencies can be identified and resolved without the use of technology Errors can be corrected immediately

Tool- Context Diagram Show us the relationships that exist among the participants (entities) within the work environment, as well as, how information is exchanged (transactions) between these entities.

Tool- Task Flow Diagram Information from context diagram –Used in the task flow diagram –Shows sequence of the activities (task sets) involved in a given work flow process Symbols used include: –Boxes (squares, rectangles) –Diamonds –Arrows

Today’s Exercise: Screening for depression using the PHQ-9 Context Diagram Task Flow Diagram –Draw a task flow that identifies the trigger for the process and shows each step, transaction, and decision that is involved. –Discussion What does the current state? What could the future state look like?