Project Management Credentialing and Privileging Process Improvement Charter Project Manager: Kim Holman, School of Medicine, Information Technology Document Date: 02-05-2015 2/5/2015 Credentialing and Privileging Charter Page 1
Project Executive: Randolph Canterbury, MD Brad Haws Pam Sutton-Wallace Project Management Function School of Medicine, Interim Dean University Physicians Group, Chief Executive Office Medical Center, Chief Executive Officer Project Stakeholders: Lynne Fleming Robert Gibson, MD Tracey Hoke, MD Sue Pollart, MD Jen Slaughter Scott Syverud, MD Project Leadership: Stephanie Allen Wes Campbell Sean Jackson Brenda Jarrell Fred Jung Olga Kipnis Anne Kromkowski Rick Skinner Project Team: Stephanie Allen Sue Boisvert Amerylis Roberts Denise Stancil Jessica Venable Carole Wagonhurst Judy Casella Angie Smith Constance Coles Function University of Virginia, General Counsel Medical Center, Clinical Staff President Medical Center, Quality and Performance Improvement School of Medicine, Faculty Affairs and Faculty Development University Physicians Group General Counsel Professor of Emergency Medicine, Vice President of the Clinical Staff and Chair, Credentials Committee Function Medical Center, Director of Clinical Staff Services University Physicians Group, Clinical Operations School of Medicine & University Physicians Group, Chief Information Officer University Physicians Group, Chief Human Resources Medical Center, Administrator Quality and Performance Improvement School of Medicine, Information Technology School of Medicine, Finance and Administration Medical Center, Chief Technology Officer Role Medical Center, Director of Clinical Staff Services, Medical Center, Clinical Staff Office University Physicians Group, Human Resources, Manager University Physicians Group, IT Medical Center, HSTS As Needed Support: 2/5/2015 Credentialing and Privileging Charter Page 2
Project Management Tom Moore Justin Tiller Rich Van Hook Waddill Stewart Robin Fisher Jenn Oliver Tina Pendleton-Fuller Irene Tostanoski Role CACTUS, Entities CACTUS, AppCentral University Physicians Group, IT Medical Center, HSTS School of Medicine, Human Resources School of Medicine, Clinical Department School of Medicine, Clinical Department School of Medicine, Clinical Department Project Purpose: In alignment with the UVa Health System goal to become the nation s safest place to work and to receive care, this project will focus on increasing operational effectiveness by improving and streamlining the process of credentialing and privileging functions and finalizing activities for all credentialed providers including new hires and reappointments as supported by the Clinical Staff Office. The outcomes of the project will increase efficiency, accuracy, transparency, and reporting capabilities for UVa Medical Center, UPG Clinical Practice Group, Transitional Care Hospital, UVa HealthSouth, and UPG Managed Care while providing an increase in satisfaction for credentialed providers, partners in production, employees, and other customers in the process. The project objectives will be achieved by applying lean methodology and A3 problem solving method, conducting rigorous value stream analysis and elimination of waste, making enhancements to the existing systems, and strengthening competencies of employees adding and receiving value in the process. Project Timeline: Given the need by many in UVa Health Systems for a primary data source for provider data, developing this project utilizing CACTUS which incorporates not only credentialing and privileging functions, but also managed care tracking tools is a necessity. Pieces have been set in motion to continue the efforts of the Clinical Faculty Hiring Workflow. The Onboarding Project has a need to have the credentialing and privileging functions smoothly integrate for the provider. This project should complete within a year without major obstacles. 2/5/2015 Credentialing and Privileging Charter Page 3
Project Scope Project Management 2/5/2015 Credentialing and Privileging Charter Page 4
Project Management Statement of Work (SOW) and Detailed Scope 1) This project will continue the effort of the Clinical Faculty Hiring process to expedite credentialing of new hires as well as process improvement for recredentialing of existing providers. New hires will utilize AppCentral for their applications. 2) LEAN Training and Value Stream Analysis led by RCF Associates will be utilized. The information received from the VSA will guide the project. 3) Milestones will be presented in 90-day increments and reported to the Project Leadership on a monthly basis. 4) CACTUS will be utilized to improve credentialing and department communication regarding new hires. 5) Provider data will be consistently entered in a format and location to be used by both UPG and CSO. 6) Entities will be established and all providers and related history will appear in correct entities. 7) CSO will acquire skills to leverage credentialing function within CACTUS and implement Lean thinking into CSO and UPG workflow. 8) Modules offered through CACTUS including but not limited to AppCentral, LEMM, iobserver, icommittee, and ABMS direct connections could be utilized. 9) The Clinical Faculty Hiring Workflow will be a source of data for this project. 10) Utilizing data required for credentialing, CACTUS will become the primary data source for provider data to be used by others within UVaHS. Resource Requirements 1) The two UPG team members and three of the CSO team members dedicated time to assist with the establishment of screens/fields needed. 2) CSO team members attended online training 3) Two CSO team members will need to dedicate approximately 20 hours each to test transfers to entities. 4) CSO team members will need to dedicate five hours each per week to the project until completion of the project. 5) Departmental team members will join effort to assist with entering applications to test AppCentral and CACTUS. Assumptions: 1) All team members will commit to at least three hours per week to move project forward 2) Credentialing history will be retained in CACTUS in the new entities. 3) AppCentral will smoothly integrate as has been indicated by CACTUS. According to CACTUS, AppCentral is ready to go. Risks: Vendor CACTUS o Training 2/5/2015 Credentialing and Privileging Charter Page 5
Project Management o Entities o AppCentral Capacity o CSO staff commitment to project in addition to daily CSO functions o CSO participation to successful Joint Commission Accreditation Survey (Medical Staff and Leadership Chapters) o UPG commitment to clean-up/set-up efforts to maximum efficiency o CSO, especially Stephanie Allen, is involved in four A3 Projects. For this project to be successful, it requires her full participation. Morale o Confidence in CACTUS o Buy-in to change o Who will be the value-stream owner once everything is implemented? Project Manager Authority Level The undersigned hereby endorse this project and agree to support the project through completion of this project. 2/5/2015 Credentialing and Privileging Charter Page 6