TimeCaT Time Capture Tool Improving People’s Lives through innovations in personalized health care Time Capture Tool (TimeCaT): Development of a Comprehensive Application to Support Data Capture for Time Motion Studies. Marcelo A. Lopetegui, M.D. Postdoctoral Researcher Department of Biomedical Informatics

TimeCaT Time Capture Tool Clinical Workflow Hospital Management Clinical Research Understand Measure Background

TimeCaT Time Capture Tool Background Patient Safety, detecting interruptions and medication errors Productivity and efficiency Clinicians workload and time allocation Quality of care, assessing timeliness of treatments and procedures Clinical Workflow Understand Measure

TimeCaT Time Capture Tool The observation and analysis of tasks within an activity with an emphasis on the amount of time required to perform the task. Background Time Motion Studies

TimeCaT Time Capture Tool Self ReportsExternal ObserverComputerized Systems Background Time Motion Studies Active Tracking Self Work Sampling Continuous ObservationWork Sampling Passive TrackingMultimedia RecordingPosition Tracking Device

TimeCaT Time Capture Tool Observer Subject Task one Task two Task three Idtasktime 1Begin09:30:20 2Task 109:30:22 3Task 209:31:54 4Task 309:35:01 5End09:36:35 Continuous Observation TMS Background

TimeCaT Time Capture Tool Task one Task two Task three W ORKFLOW 1 I NTERVENTION Task one Task four Task three W ORKFLOW 2 Task twoTask four Background

TimeCaT Time Capture Tool Results H1H1H1H1 H2H2H2H2 H3H3H3H3 Background

TimeCaT Time Capture Tool Results Background

TimeCaT Time Capture Tool Background Continuous observation time motion studies could enhance clinical workflow studies by providing rich quantitative data required for in-depth workflow analyses. However, methodological inconsistencies have been reported in continuous observation TMS, potentially reducing the validity of TMS’ data and limiting their contribution to the general state of knowledge.

TimeCaT Time Capture Tool Background We aim to standardize clinical workflow time motion studies by developing methods and tools that ensure their reproducibility.

TimeCaT Time Capture Tool Background

TimeCaT Time Capture Tool Methods

TimeCaT Time Capture Tool Comprehensive AccessibleScalable Dynamic Time Capture Tool Background

TimeCaT Time Capture Tool Background T HE T IME C A T R OADMAP Task 1 Task 2 Task 3 Aim: Identify critical areas requiring normalization and gain awareness of the state of the art in TMS. Aim: Make a time capture tool available to TMS researchers, and use it as means of testing, distributing proposed methods, and collect user’s feedback. Aim: Propose standards regarding human observers’ training, develop a realistic and appropriate inter- observer reliability assessment score, unify approaches for multitasking scenarios and capturing interruptions. Aim: Facilitate results aggregation across sites, workflow comparisons and knowledge discovery by solving definitions inconsistencies. Aim: To move forward in the analysis of TMS produced data: from a simple average time on tasks, to a comprehensive quantitative workflow analysis driven by TMS data.

TimeCaT Time Capture Tool Background Validation Methods Incorporation Dissemination Push New Version Evaluation Collect Feedback and Analyze Data Development Methods Development Tool

TimeCaT Time Capture Tool TimeCaT Time Capture Tool v3.9 [ BETA ]

TimeCaT Time Capture Tool Tool

TimeCaT Time Capture Tool Cross-Platform (Device and Operative System agnostic) Tool

TimeCaT Time Capture Tool Responsive and touch-enabled Tool

TimeCaT Time Capture Tool Tool

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Tool

TimeCaT Time Capture Tool 23 TimeCaT Time Capture Tool Data Capture

TimeCaT Time Capture Tool Observer Subject Task A Task B Task C Methods Task A Task B Task C Start Time End Time Observation

TimeCaT Time Capture Tool Methods Task A Task B Task C 08:15:22 -Task A 08:16:05 -Task C 08:16:13 -Task B Notes: DELETERENAME FIX TIME

TimeCaT Time Capture Tool Methods Task A Task B Task C 08:15:22 -Task A 08:16:05 -Task C 08:16:13 -Task B Notes: STOP 08:17:25 -Other

TimeCaT Time Capture Tool Methods Task A Task B Task C 08:15:22 -Task A 08:16:05 -Task C 08:16:13 -Task B Notes: Interruption

TimeCaT Time Capture Tool Methods Task A Task B Task C 08:15:22 -Task A 08:16:05 -Task C 08:16:13 -Task B Notes: 08:17:01 -Task C

TimeCaT Time Capture Tool Methods Task A Task B Task C 08:15:22 -Task A 08:16:05 -Task C 08:16:13 -Task B Notes: 08:17:01 -Task C Notes: Current timeDuration of Observation Duration

TimeCaT Time Capture Tool 30 TimeCaT Time Capture Tool Data Schemas

TimeCaT Time Capture Tool Observer Subject Task A Task B Task C Methods Task A Task B Task C Start Time End Time Observation

TimeCaT Time Capture Tool Task 1 Task 2 Task 5 Task 3 Task 4 Observer Subject Methods

TimeCaT Time Capture Tool Start Time End Time Observation Task A Task B Task C Task D Task E Task F Task G Task H Task I Task J Methods

TimeCaT Time Capture Tool TravelNurse stationPhone in/outLog in system Social Chat Prepare medication Chart Patient room Admin medication Explains procedure Hallway TMS 1 TMS 2 TMS 3 TMS 4 TMS 5 TMS 6 TMS … TMS n Po-Yin Yen, RN, PhD Research Assistant Professor Department of Biomedical Informatics COAUTHOR Methods

TimeCaT Time Capture Tool Log in system Prepare medication Chart Admin medication Phone in/out Social Chat Explains procedure Travel Nurse station Patient roomHallway TASK (hands on)LOCATIONSCOMMUNICATION Methods

TimeCaT Time Capture Tool Notes: Current timeDuration of Observation Communication Task Location

TimeCaT Time Capture Tool Start Time End Time Observation Social Phone-in Explain Procedure Prepares Medication Admin Medication Chart Nurse Station CommunicationTaskLocation Hallway Patient Room Hallway Nurse Station Patient Room Chart Admin Med. Prepare Med. Social Phone-in Social Explain Procedure Social Methods

TimeCaT Time Capture Tool 38 TimeCaT Time Capture Tool Study Types

TimeCaT Time Capture Tool 39 TimeCaT Time Capture Tool One dimension Linear (sequential) time Study Types Multitasking Three dimensions Multi-Actor “n” dimensions

TimeCaT Time Capture Tool 40 TimeCaT Time Capture Tool Tasks Taxonomy

TimeCaT Time Capture Tool Open flexible task list Dimension 1 Task ATask BTask C Dimension 2 Task ATask D

TimeCaT Time Capture Tool Open flexible task list Task A Name: Definition: Start milestone: End milestone: TRAININGPUBLISHING

TimeCaT Time Capture Tool TimeCaT Time Capture Tool 4 Aim: Facilitate results aggregation across sites, workflow comparisons and knowledge discovery by solving definitions inconsistencies.

TimeCaT Time Capture Tool 44 TimeCaT Time Capture Tool Time Engine

TimeCaT Time Capture Tool 45 TimeCaT Time Capture Tool Task Name -> Duration Task Name -> Start Timestamp Task Name -> Duration

TimeCaT Time Capture Tool Online Server Unique Time Stamp Synchronized 5 5

TimeCaT Time Capture Tool T16:57:14Z ISO8601 Friday, 17th February :57am hours 14 min 02 sec 11:57:10am 02:12:04pm UNIX Timestamp UNIX Epoch [00:00:00 UTC on 1 January 1970].

TimeCaT Time Capture Tool Main Hospital in L.A.=> Pacific Time Small Clinic in L.A.=> Pacific Time Main Hospital in Boston=> Eastern Time

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Task A ClientServer Observation task_id observation_id UNIX Timestamp task_id Timestamp observation_id=>site_id=>Timezone Task A at 08:20:15 am local time in L.A.

TimeCaT Time Capture Tool TimeCaT Time Capture Tool

TimeCaT Time Capture Tool 51 TimeCaT Time Capture Tool Training & Reliability

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Real Observation Training Session Inter-Observer Reliability Assessment (I.O.R.A.)

TimeCaT Time Capture Tool Observer A Subject One Data X Observer B Data Y Time Intervention

TimeCaT Time Capture Tool Kappa Intra-Class Correlation Coefficient Bland and Altman limits of agreement Pearson product-moment correlation Standardization Efforts: Inter-observer reliability Results

TimeCaT Time Capture Tool Standardization Efforts: Inter-observer reliability Results

TimeCaT Time Capture Tool 56 TimeCaT Time Capture Tool Study Management

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Representativeness across the day and the week Healthcare describes a circadian and seasonal activity pattern

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Number of patients per day during March 2009 and March 2010 Consuls per day March 2009 March 2010

TimeCaT Time Capture Tool 59 TimeCaT Time Capture Tool Data Visualization & Reports

TimeCaT Time Capture Tool Principal Investigator TimeCaT Observer Subject Site 1 Observer Subject Site 2 Observer Subject Results

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Free task name Tag1, Tag 2Testing ScheduleTag 2, Tag 3Tag 2, Tag 4

TimeCaT Time Capture Tool TimeCaT Time Capture Tool

TimeCaT Time Capture Tool

TimeCaT Time Capture Tool 64 TimeCaT Time Capture Tool Roles and Privileges

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Administrator Observer

TimeCaT Time Capture Tool 66 TimeCaT Time Capture Tool Live Demo

TimeCaT Time Capture Tool 67 TimeCaT Time Capture Tool Future Work

TimeCaT Time Capture Tool TimeCaT Time Capture Tool Inter Observer Reliability Assessment In-depth quantitative workflow analyses

TimeCaT Time Capture Tool Results

TimeCaT Time Capture Tool Po-Yin Yen, RN, PhD Research Assistant Professor Department of Biomedical Informatics C O - INVESTIGATOR Albert M. Lai, PhD Assistant Professor Department of Biomedical Informatics C O - INVESTIGATOR Peter J. Embi, MD, MS Associate Professor Vice-Chair Department of Biomedical Informatics C O - INVESTIGATOR Philip R. O. Payne, PhD Associate Professor Chair Department of Biomedical Informatics P RINCIPAL INVESTIGATOR Funding: Department of Biomedical Informatics Acknowledgements

TimeCaT Time Capture Tool TimeCaT Time Capture Tool v3.9 [ BETA ]

TimeCaT Time Capture Tool Methods

TimeCaT Time Capture Tool