Unlocking the capacity to care
About The Productive Hospital The Productive Hospital is a structured approach for organising your demand management and capacity planning at a high level. The program was developed in close collaboration with 30 hospitals in the Netherlands. The Productive Hospital offers a combination of intelligent software toolpacks and a modular change program. The mismatch or variation in capacity and demand is one of the main factors that affects the quality of patient care, clinical outcomes, and hospital costs. Improving demand management and capacity planning is vital for hospitals to preserve or enhance care quality, even in the face of flat budgets. With the use of The Productive Hospital your hospital will be able to do this. www.theproductivehospital.com info@theproductivehospital.com
Define goals, KPI s and norms Define capacity demand Build master schedule Assess capacity demand & redefine capacity levels (long term forecasts & estimations) Update schedule Assess capacity demand & redefine capacity levels (short term forecasts) Update schedule Monitor current performance & perform daily management Logo of application Evaluate performance Define opportunities for improvement Name of application - main functionalities Manage outpatient clinic capacities Manage OT capacities Manage ward capacities Outpatient Capacity Manager - Calculate capacities - Make simulations - Build scenarios Outpatient Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term Outpatient Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning short term Outpatient Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities Tactical Planner - Forecast of necessary OT capacity based on outpatient capacity demand Disco - Advanced process analyzer - Process redesign - Process mining OT Capacity Manager - Calculate capacities - Make simulations - Build scenarios OT Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term OT Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term OT Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities Expected - Planned admissions - Forecast of emergencies - Forecast of discharges - Calculate necessary bed capacity OT Schedule Optimizer - Optimize OT master schedule in relation to beds Now - Monitor capacity demand now and next 24 hours - 2 weeks - Real time overview of current performances Tactical Planner - Forecast of necessary Bed capacity based on OT & Outpatient capacity demand OT W@ste app - Register & analyze OT occupancy wastes Ward Capacity Manager - Calculate capacities - Make simulations - Build scenarios Ward Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term Demand forecast for next 24 hours - weeks Admission - Plan admissions based on forecasted bed occupancy Emergency - Forecast of emergencies Demand forecast for next 24 hours ToC - Discharge control - Status overview - Constraints & performances Ward Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities www.qualitasconsortium.com www.theproductivehospital.com info@theproductivehospital.com Demand management & capacity planning 1 INTEGRATED FRAMEWORK 1 CHANGE PROGRAM Framework for demand management & capacity planning Unlocking the capacity to care OUTPATIENT CLINIC OT WARD PRODUCTION OUPATIENT DEPARTMENT OT WARD Improvement modules STRATEGIC LEVEL Capacity demand & master scheduling PLAN Assessing performance of the Outpatient Department Assessing performance of the OT Assessing Performance of the Ward Effectively Reducing Variability OPERATIONAL LEVEL ONLINE OPERATIONAL LEVEL OFFLINE TACTICAL LEVEL Now Short term forecasting & capacity adjustments Long term forecasting & capacity demand MASTER SCHEDULE TACTICAL SCHEDULE OPERATIONAL SCHEDULE DO PLAN PLAN CLINICAL SUITE Outpatient Department Operational Management Operational Bed Management Organizing Flexibility Operational Management of OT Integrated Tactical Planning Effectively Reducing Wasted time in OT Designing the Consultation Designing the OT Professionalizing Hospitalization Schedule Schedule Schedules Determining Capacity Requirements Determining the Required Determining the Required Effectively Managing Length of Stay for the Outpatient Department OT Capacity Bed Capacity Getting started with Demand Management & Capacity Planning Using the Demand Management Software Tools REALISATION PERFORMANCE MANAGEMENT Continuous improvement IMPROVEMENT INITIATIVES CHECK ACT 5 TOOLPACKS
Demand management is not just one aspect of the game, it is the game! Demand management has a direct effect on the quality of patient care and clinical outcomes Demand management affects directly 85% of total hospital costs the results suggests that improving the management practices can help hospitals preserve or enhance care quality, even in the face of flat budgets. In addition, these improvements lead to better financial performance. (The Management Matters research project - +1.200 hospitals London School of Economics, McKinsey, in collaboration with academics from Stanford and Harvard universities)
CHANGE TOOLS KNOWLEDGE IMPACT Modular change program High-end capacity toolpacks Expertise, training, education Hospitalwide capacity management Unlocking the capacity to care
Continuous improvement Capacity analysis & simulation Capacity determination and master schedules Performance management Demand management & capacity planning Long term forecasts & planning (2 wks - 6 mth) High-end care delivery Daily management (now - 24 hrs) Short term forecasts & plannings (24 hrs - 2 wks)
Using statistics, big data, and algorithms to enhance demand management OPTIMIZATION PREDICTIVE MODELING FORECASTING How can we achieve the best outcome? What will happen if...? What if these trends continue? Advanced Analytics Predictive and prescriptive Support new hospital operations and opportunities SIMULATION What could happen? ALERTS ANALYSE REPORTING What actions are needed? What exactly is the problem? What happened? Operational Analytics Reports and diagnostic Support traditional business operations
Define goals, KPI s and norms Define capacity demand Build master schedule Assess capacity demand & redefine capacity levels (long term forecasts & estimations) Update schedule Assess capacity demand & redefine capacity levels (short term forecasts) Update schedule Monitor current performance & perform daily management Evaluate performance Define opportunities for improvement Name of application Logo of - main functionalities application Manage outpatient clinic capacities Manage OT capacities Manage ward capacities Outpatient Capacity Manager - Calculate capacities - Make simulations - Build scenarios Outpatient Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term Outpatient Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning short term Outpatient Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities Tactical Planner - Forecast of necessary OT capacity based on outpatient capacity demand Disco - Advanced process analyzer - Process redesign - Process mining OT Capacity Manager - Calculate capacities - Make simulations - Build scenarios OT Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term OT Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term OT Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities Expected - Planned admissions - Forecast of emergencies - Forecast of discharges - Calculate necessary bed capacity OT Schedule Optimizer - Optimize OT master schedule in relation to beds Now - Monitor capacity demand now and next 24 hours - 2 weeks - Real time overview of current performances Tactical Planner - Forecast of necessary Bed capacity based on OT & Outpatient capacity demand OT W@ste app - Register & analyze OT occupancy wastes Ward Capacity Manager - Calculate capacities - Make simulations - Build scenarios Ward Capacity Manager - Monitor & analyze - Calculate & adjust capacities - Early warning long term Demand forecast for next 24 hours - weeks Admission - Plan admissions based on forecasted bed occupancy Emergency - Forecast of emergencies Demand forecast for next 24 hours ToC - Discharge control - Status overview - Constraints & performances Ward Capacity Manager - Monitor & analyze performances, deviations and trends - Scenario analysis - Optimization possibilities www.qualitasconsortium.com www.theproductivehospital.com info@theproductivehospital.com 1 INTEGRATED FRAMEWORK The framework is the overall structure which provides the groundwork to build your next level capacity management assess your current level Framework for demand management & capacity planning Unlocking the capacity to care OUTPATIENT CLINIC OT WARD PRODUCTION prioritization of improvement activities STRATEGIC LEVEL Capacity demand & master scheduling PLAN align your capacities TACTICAL LEVEL Long term forecasting & capacity demand MASTER SCHEDULE PLAN define activities & ground rules on each control level create flow & flexibility gain maximal control organise your performance management PERFORMANCE MANAGEMENT OPERATIONAL LEVEL ONLINE OPERATIONAL LEVEL OFFLINE Continuous improvement Now Short term forecasting & capacity adjustments TACTICAL SCHEDULE OPERATIONAL SCHEDULE REALISATION IMPROVEMENT INITIATIVES ACT CHECK DO PLAN CLINICAL SUITE the Toyota house for hospitals to improve their capacity management
Tuning activities & aligning capacities in each process OUTPATIENT OT WARD OUTPATIENT OT WARD OUTCOME STRATEGIC TACTICAL STRATEGIC 1 2 3 master schedule HORIZONTAL ALIGNMENT OPERATIONAL OFFLINE TACTICAL 4 5 6 tactical planning OPERATIONAL ONLINE PERFORMANCE MANAGEMENT OPERATIONAL OFFLINE OPERATIONAL ONLINE PERFORMANCE MANAGEMENT 7 8 9 10 11 12 13 14 15 15 key improvement areas operational planning realisation improvement initiatives Optimize & align each steering level to increase your performances STRATEGIC TACTICAL OPERATIONAL OFFLINE OPERATIONAL ONLINE OUTPATIENT OR VERTICAL ALIGNMENT WARD PERFORMANCE MANAGEMENT
1 MODULAR CHANGE PROGRAM Inspired by: OUPATIENT DEPARTMENT OT WARD Improvement modules Assessing performance of Assessing performance of Assessing Performance of Effectively Reducing Variability the Outpatient Department the OT the Ward 30 Dutch hospitals which strive for capacity management excellence Outpatient Department Operational Management Operational Management of OT Operational Bed Management Integrated Tactical Planning Organizing Flexibility Effectively Reducing Wasted time in OT The Toyota way of thinking about leadership and continuous improvement Designing the Consultation Schedule Designing the OT Schedule Professionalizing Hospitalization Schedules Quantitative intelligence techniques Determining Capacity Requirements Determining the Required Determining the Required for the Outpatient Department OT Capacity Bed Capacity Effectively Managing Length of Stay Proven logistical concepts Getting started with Demand Management & Capacity Planning Using the Demand Management Software Tools Adoption of scientific research material The hospital management matters survey & other great material
The Productive Hospital - change program 19 improvement modules Each module focuses on a particular part of hospital demand management, and is logically linked to the framework and the other modules within the program. A pre-defined step by step approach The implementation follows a structured approach. Your team is guided through each module and in a step by step approach all essential aspects of demand management are covered Proven methodologies The approach is based on proven methodologies, logistical concepts, and the latest research insights. Enhancing the problem solving ability of the organisation Leadership as practiced by Toyota is key in the approach to enhance the problem solving ability of the capacity managers on each level. World class capacity management toolkit The programs make use of the capacity management toolkits. These are high-end software applications especially engineered to support hospital-wide capacity management.
The Productive Hospital - change program OUPATIENT DEPARTMENT OT WARD Improvement modules Assessing performance of the Outpatient Department Assessing performance of the OT Assessing Performance of the Ward Effectively Reducing Variability Outpatient Department Operational Management Operational Management of OT Operational Bed Management Organizing Flexibility Integrated Tactical Planning Effectively Reducing Wasted time in OT Designing the Consultation Schedule Designing the OT Schedule Professionalizing Hospitalization Schedules Determining Capacity Requirements for the Outpatient Department Determining the Required OT Capacity Determining the Required Bed Capacity Effectively Managing Length of Stay Getting started with Demand Management & Capacity Planning Using the Demand Management Software Tools
General structure of each module PREPARE ASSESS DESIGN The cycle is the same as the generic improvement cycle Plan, do, study, act, and gives stakeholders a structured approach to improve capacities & planning that is very similar to the improvement cycle they are used to. EVALUATE PLAN IMPLEMENT
5 TOOLPACKS
What is possible if you combine Simulation techniques Data & process mining Forecasting & optimization algorithms with Real-time information on patient flow Planning and scheduling information Cause-effect relations between outpatient clinics, OTs, and wards Welcome to the demand management software toolpacks! Simulation capacity determination forecasting planning support real-time insights performance management
TOOLPACK OUTPATIENT DEPARTMENT CAPACITY MANAGER
FUNCTIONALITIES DETERMINING CAPACITY Determine in detail how much consultation hour capacity is needed, based on actual production. CONSULTATION SCHEDULE Design the optimal consultation schedule, with minimum waiting times, minimal chances of consultations running late, and optimal use of both consultation hours and the doctor s time. REPORTS Create your own reports and continuously monitor performance and trends in the outpatient department. SCENARIOS Design new scenarios, determine the required consultation hour capacity and discover the possibilities for optimizing the outpatient department. ANALYSIS Advanced tools for analysis, offering a detailed overview of the outpatient department. OPTIMIZATION Discover the countless possibilities for further optimization of the outpatient department.
TOOLPACK OT CAPACITY MANAGER
FUNCTIONALITIES DETERMINING CAPACITY You can accurately determine the required number of OT sessions by taking OT utilization, as well as the nature of a procedure, into account. OT SCHEDULE + BEDS You can manually design or automatically generate the optimal OT schedule for your hospital that is directly linked to bed capacity. SCENARIOS Design new scenarios, determine the required OT and bed capacity and discover the possibilities for integrated optimization of the OT and the ward. WASTE MANAGEMENT Monitor how much time and capacity in the OT are wasted. You can tackle the causes systematically and improve performance of the OT. REDUCTION PLAN Create the reduction plan and create optimal coordination between the OT and the ward.
TOOLPACK WARD CAPACITY MANAGER
FUNCTIONALITIES DETERMINING CAPACITY You can accurately determine the number of beds required based on both occupancy and refusal rate. BED LAYOUT Design the most optimal bed layout for the hospital. INDICATORS The key performance indicators are immediately clear. REPORTS SCENARIOS Design new scenarios, determine the required bed capacity and discover the possibilities for optimizing the ward. ANALYSIS Advanced tools for analysis, offering a detailed overview of the ward. OPTIMIZATION Discover the countless possibilities for further optimization of the hospital s bed capacity. Create your own reports and continuously monitor performance and trends in the ward.
TOOLPACK TACTICAL PLANNER
FUNCTIONALITIES LONG TERM FORECAST Long term forecast of the required outpatient, OR, and bed capacity, based on big data analyses, high accurate algorithms, and mathematical functions. SHORT TERM FORECAST Short term forecast of the required outpatient, OR, and bed capacity, based on big data analyses, high accurate algorithms, and mathematical functions. SIMULATION OF THE EFFECTS OF LONG AND SHORT TERM FORECASTS Effect from outpatient clinic to OR and to ward. EMERGENCY FORECASTING Forecast of the patterns of emergency arrivals and the effect on the neccessary OT and ward capacities. RE-SCHEDULING Assess what consultation and OT schedules are optimal for keeping access times to the outpatient department and wait times for the OT within the norm. Filters Filter settings that enable making tactical forecasts on a variety of levels.
TOOLPACK CLINICAL SUITE
FUNCTIONALITIES HOSPITALIZATION PLANNER The hospitalization planner offers insight into the current bed capacity for the purpose of facilitating an integrated hospitalization schedule. 14-DAY FORECAST A 14-day forecast of the required beds and nurses for the purpose of weekly coordination of bed capacity. DAILY MANAGEMENT Detailed 24-hour forecast of bed and nurse capacity for daily management in a unit. REAL-TIME COORDINATION Real-time overview of bed and nurse capacity for daily management in a unit. DISCHARGE MANAGEMENT Integrated module for effective management of the length of stay. DYNAMIC WARD BOARDS Interactive information displays that allow for real-time management of patient processes and capacity in a unit.
The Productive Hospital is distributed in the following regions by: Europe HOTflo Company Onzelievevrouwestraat 2 6004 AC Weert, The Netherlands +31 (0) 495 796 967 info@hotflo.net www.hotflo.net Australasia Qualitas Consortium Pty Ltd Suite 2.13 203-205 Blackburn Rd Mt Waverley 3149, VIC, Australia +61 (0) 3 9886 4412 (Australia) +64 (0) 21 627466 (New Zealand) www.qualitasconsortium.com www.theproductivehospital.com info@theproductivehospital.com
www.theproductivehospital.com