The Baldrige Award: One Hospital’s Journey 2013 Governor’s Award (Platinum Level) Recipient PRESENTED BY JEANETTE SPRADLIN, VICE PRESIDENT, QUALITY UNION HOSPITAL, INC. CONFLICT OF INTEREST DISCLOSURE NONE OBJECTIVES: Clarify the link between The Partnership for Excellence and the Malcom Baldrige National Quality Award Link the components of the Baldrige criteria to Union Inc.’s Journey to Excellence Define leadership’s role in the Baldrige journey Describe Union’s journey and how it matures an organization WHO WE ARE UNION HOSPITAL, INC. TERRE HAUTE, IN UNION HOSPITAL, INC. Not-for-profit 350 bed Acute Care Hospital in Terre Haute, IN and a 25 bed Critical Access Hospital in Clinton, IN 2400 Employees 345 Affiliated Physicians Multiple outpatient sites/ physician offices including Cancer Center and Ambulatory Surgery Center Teaching hospital with F.P. Residency program MALCOLM BALDRIGE CRITERIA ESTABLISHED BY CONGRESS IN 1987, THE BALDRIGE PROGRAM IS MANAGED BY THE NATIONAL INSTITUTE OF STANDARDS AND TECHNOLOGY, AN AGENCY OF THE UNITED STATE DEPARTMENT OF COMMERCE. THE PROGRAM HELPS ORGANIZATIONS IMPROVE THEIR PERFORMANCE AND SUCCEED IN THE COMPETITIVE GLOBAL MARKETPLACE. IT IS THE ONLY PUBLIC-PRIVATE PARTNERSHIP AND PRESIDENTIAL AWARD PROGRAM DEDICATED TO IMPROVING U.S. ORGANIZATIONS. Performance Excellence Framework Organizational Profile 2 1 Strategic Planning 5 Workforce Focus 3 Customer Focus 6 Operations Focus Leadership 7 Results 4 Measurement, Analysis, and Knowledge Management Performance Excellence Framework Organizational Profile 2 1 Strategic Planning 5 Workforce Focus 3 Customer Focus 6 Operations Focus Leadership 7 Results 4 Measurement, Analysis, and Knowledge Management Performance Excellence Framework Organizational Profile 2 1 Strategic Planning 5 Workforce Focus 3 Customer Focus 6 Operations Focus Leadership 7 Results 4 Measurement, Analysis, and Knowledge Management Performance Excellence Framework Organizational Profile 2 1 Strategic Planning 5 Workforce Focus 3 Customer Focus 6 Operations Focus Leadership 7 Results 4 Measurement, Analysis, and Knowledge Management Performance Excellence Framework Organizational Profile 2 1 Strategic Planning 5 Workforce Focus 3 Customer Focus 6 Operations Focus Leadership 7 Results 4 Measurement, Analysis, and Knowledge Management PROCESS CATEGORIES LOOKING FOR ADLI APPROACH DEPLOYMENT LEARNING INTEGRATION RESULTS CATEGORY LOOKING FOR L E TCI LEVELS TRENDS COMPARISONS INTEGRATION BALDRIGE SECTORS MANUFACTURING SERVICE SMALL BUSINESS ( < 5 0 0 E M P L O Y E E S ) EDUCATION HEALTHCARE ( C R E A T E D I N 1 9 9 9 ) NONPROFIT/GOVERNMENT ELIGIBILITY REQUIREMENTS AT THE NATIONAL LEVEL 1. 5. ORGANIZATION A DISTINCT ORGANIZATION OR BUSINESS UNIT HEADQUARTERED IN THE U.S. 2. EXISTED FOR AT LEAST A YEAR 3. RESPOND TO ALL 7 CATEGORIES 4. IF ACTIVITIES OUTSIDE OF U.S. HAVE SUFFICIENCIES FOR A FULL SITE VISIT IF A RECIPIENT SHARE PRACTICES AT QUEST FOR EXCELLENCE CONFERENCE 6. BEEN A BALDRIGE RECIPIENT ELIGIBILITY REQUIREMENTS AT THE NATIONAL LEVEL 7. BEEN A TOP AWARD RECIPIENT FROM STATE ORGANIZATION THAT IS A MEMBER OF THE ALLIANCE FOR PERFORMANCE EXCELLENCE 8. PRIOR NATIONAL APPLICATION WITH A BAND SCORE OF 8 OR HIGHER 9. RECEIVED A NATIONAL SITE VISIT 10. GREATER THAN 25% OF ORGANIZATION’S WORKFORCE IS OUTSIDE OF THE ORGANIZATION’S HOME STATE 11. THERE IS NO ALLIANCE FOR PERFORMANCE EXCELLENCE AWARD PROGRAM AVAILABLE Resources / Questions / Discussion Al Faber, President/CEO al.faber@partnershipohio.org (614) 425-7157 Baldrige Performance Excellence Program: www.quality.nist.gov The Alliance for Performance Excellence: www.baldrigepe.org The American Society for Quality: http://asq.org/ 15th Annual Quest for Success Conference Celebrating 15 Years of Performance Excellence! September 15-16, 2014 Polaris Hilton, Columbus, Ohio www.thepartnershipforexcellence.org Our Journey To Excellence MILESTONE • Aware of the Healthcare Criteria • Started learning more about the criteria • Started attending Days of Sharing at healthcare organizations that were national award recipients • Started attending Quest; became examiners • Attend VHA offerings re. Baldrige criteria 2006 - 2012 • Asked VHA to put together offerings regarding the healthcare criteria and “how to get started:” • Hired Baldrige coaches • Submitted national applications from 2008 – 2012 World-class Performance • WORLDCLASS HEALTHCARE OUTCOMES • OUTSTANDING Submit a national PATIENT/FAMILY application SATISFACTION & ENGAGEMENT • Submitted first TPE application • • Received Platinum Award • We continue to prioritize our OFIs in our feedback reports. • Continuing our efforts • We continue to make our approaches systematic with full deployment • OUTSTANDING WORKFORCE OUTCOMES • EFFICIENT AND EFFECTIVE PROCESSES • OUTSTANDING FINANCIAL PERFORMANCE Why Baldrige? Impacts the entire organization; provides integration with a systematic approach across the organization to reach goals to accomplish mission/vision. At UHI – ANOTHER NAME FOR BALDRIGE As we travel on our Baldrige journey, it is known to staff as our work to become First, Best … Always. FIRST STEP CREATING THE ORGANIZATIONAL PROFILE PROFILE SETS THE STAGE HELPS WITH SELF EVAL. IDENTIFIES GAPS Includes: Offerings MVV Workforce Profile Assets Regulatory Requirements Structure Patients, Customers, Stakeholders Suppliers and Partners THE APPLICATION FLOWS FROM THE PROFILE Competitive Position Competitiveness Changes Comparative Data Strategic Challenges and Advantages Performance Improvement System Core Competencies All in 5 pages Category 1 LEADERSHIP 120 POINTS Vision To be exceptional - as your trust ed partner and best choice for health care Strong Financial Position Strategic Collaberation/ Integration Best Workplace Best Health System Critical Success Factors Core Competency: Community Integration Mission: We exist to serve our patients with compassionate health care of the highest quality BEST CHOICE Values Key Stakeholders: Patients, Patient’s Family, Community LEADERSHIP MODEL j Set and Communicate Direction n Reward and Recognize Mission Vision Th e k Align People and Processes t en Pas sio n/ Co m Cre ate nm ro vi En nt e tm i m l Execute n sfo ed nt Values to Achieve Exceptional Outcomes O Tra Review, Analyze and Adjust rie m rm a t io nal Lead er pl i c s i D / d e in R lt u s e s LEADERSHIP 1.1 – Senior Leaders Organizational Rhythm Performance Listening and Learning Rounding Engagement with Stakeholders Team Integration Orientation Legal and Ethical Environment Sustainability Improvement Align People and Processes Board Quality Committee Workforce Engagement Robust Learning Leadership Development Innovation and Intelligent Risk Taking OPERATIONAL RHYTHM LEADERSHIP Responsibility 1.2 – Governance & Societal Board Governance Processes How its members represent the community Self Assessments Performance Eval. CEO Charter, Bylaws and Policies Hold SLs responsible – performance goals tied to compensation Community Integration Compliance Address Public Concern Community Support Commitment to Ethical Behavior Caring for the Indigent Environmental Stewards Category 2 STRATEGIC PLANNING 85 POINTS 3 YEAR STRATEGIC PLANNING j Develop/Refine Objectives and Goals •Critical Success Factors • Objectives and Goals • All factors from APP plus • Industry Assessment • Community Needs • Competitor Assessment • Detailed Stakeholder Analysis l •Mission/Vision/Values •Critical Success Factors •Advantages and Challenges •Core Competencies o 1 YEAR ANNUAL PLANNING k Assess and Set Strategic Direction Align People and Processes •Work Systems •EPM & Key Processes •Action Plans m Allocate Resources n Evaluate &Improve 3-YR Financial Plan Operational Rhythm Assess and Set Annual Direction • Economic Trends • Political and Regulatory Issues • Technology Assessment • Competitor Review • Organizational Capacity & Capability • Workforce Satisfaction / Engagement • Patient Satisfaction / Engagement • Quality Assessment •Mission/Vision/Values •Refined Core Competencies •Advantages/Challenges p Reaffirm /Revise Strategic Objectives q Align Processes/People, r Allocate Resources Annual Budget s Evaluate & Improve Operational Rhythm •Refined CSFs •Refined Objectives and Goals • EPM and Key Processes •Action Plans and goals STRATEGIC PLANNING Development Focus Groups: Employee Physicians Board Members Employers Vendors Patients/Patients’ Families Community 2.1 – Strategy SWOT Analysis Strategic Challenges and Strategic Advantages Develop Objectives, Measures and Goals Allocate Resources Use of Innovation Key Work Systems Align People and Processes Core Competencies STRATEGIC PLANNING Implementation Action Plans Corporate, Department, Employee Goals Cascade Benchmarks Projections 2.2 – Strategy Category 3 CUSTOMER FOCUS 85 POINTS VOICE OF THE CUSTOMER Capture Voice of Patient / Stakeholders (Figure 3.1-2) Improve through PDCA / Six Sigma Engage Workforce to Develop Action Plans Analyze VOC Patients and Families Prioritize Oppurtunities for Improvement Category 4 MEASUREMENT, ANALYSIS, AND KNOWLEDGE MANAGEMENT 90 POINTS PERFORMANCE MEASUREMENT, ANALYSIS AND REVIEW SYSTEM Strategic Priorities, Goals and j Measures Aggregate n and Review Performance BSC Process Measures Flow down k Strategic Priorities and Measures Functional Measures Department Measures Individual Measures Analyze m and Take Action Execute l and Measure Performance Proposed Measure Measurement Selection Process Actionable? Yes No No Supports Breakthrough SPP Goal? Yes Selected Change the Business Measure Not Selected No Stakeholder*/ Regulatory Requirement? No Critical to Run the Business? Yes Ye Selected Run the Business Measure Yes LEVEL 1 = External and world class LEVEL 2 = External but not world class LEVEL 3 = Internal comparison Optimal Comparative Database Exists ESTABLISHING BENCHMARKS LEVEL 4 = No comparison Is it External? yes If World Class – Level 1 Evaluate for: 1) Size, Validity, Reliability; 2)Comparable in structure; 3) Relevance to competitors 4)Ability to segment and statistically analyze; 5) Cost/benefit If not World Class – Level 2 Set Target at Top 10% (or interim goal if gap is large) no Select most meaningful comparison – Level 3 Determine who to compare to: 1) Inter-entity; 2) Inter-departmental; 3) Historical performance No comparison – Level 4 Set Stretch Goal KNOWLEDGE MANAGEMENT, INFORMATION and IT Sharing the Message Workfor ce Knowledge Data Management Requirements Emails, scorecards, Accuracy screen savers, State of the Union, Weekly Briefings Leadership meetings, Shared Governance Daily Check In Storytelling Integrity/Reliability Timeliness Safety/Confidentiality Data Center Elements; software and hardware requirements Technology Today Category 5 WORKFORCE FOCUS 85 POINTS WORKFORCE SYSTEM j Pas sio n /C Set and Communicate Direction recognition Reward and Recognize Mission Vision nt me on vir nt e n Manage itm compensation, m om benefits and Develop and Cre workforce Deploy ate Th to strategies eE achieve CSF n Align People and Processes k Define/Manage a Tr m Evaluate ns and fo rm improve workforce atio n al performance Lead te Execute to Achieve Exceptional Values Outcomes ri O l Select, hire, lts develop workforce - esu R Ensure safe ined / ip l environment Disc en Review, Analyze and Adjust d Capability and Capacity needs er Workforce Environment Effective and Supportive Capability/Capacity; New WF Members Quarterly C/C reports Accomplishments; Change; Environment Alignment of goals – Grow Our Own Electronic employment forms Preceptor and mentors Onboarding for retention; 60 day touch base electronic tracking tied to performance evaluations Transparent and collaborative culture Employee wellness program; incentive on insurance premiums Disease Management Pt. Safety and Satisfaction Ambassadors Concierge, 26 Fund Workforce Engagement Organization and Personal Success Engagement; Culture; Performance Mgmt. Learning/Development; Career Progression Surveys Performance Manager Action Plans Succession Planning Recognition and Rewards Leadership Team – minutes out to all State of the Union Doc Talks, Weekly Briefings Standards of Excellence Teamwork Leaders on the Horizon LDI Clinical Educators Electronic Education Tuition Reimbursement Category 6 OPERATIONS FOCUS 85 POINTS PROCESS BASED MANAGEMENT (PBM) Define the Process Establish Metrics Determine Performance Stabilize the Process Improve Improvement Plans Develop Improvement Plans Set Goals Union Hospital Enterprise Process Model (Revised August 22, 2013) 1.0 Lead the Organization 1.1 Perform Strategic Planning 1.1.1 Set strategic direction 1.1.2 Set objectives and goals 1.1.3 Align systems to deploy strategy 1.1.4 Evaluate and Improve 2.0 Create Strategic Alignments for Health Services 2.1 Conduct SWOT to identify continuum of services offered 2.2 Determine which services will be delivered within Union 2.3 Determine which services will be provided through strategic alignments 2.4 Identify potential strategic alignments 2.5 Develop and sustain strategic alignments 2.6 Support Key Communities 2.6.1 Improve health of the community 2.6.2 Provide community support and volunteerism 1.2 Deliver Organizational Excellence 1.2.1 Ensure Safety and Deliver Quality 1.2.2 Innovate Purposefully 1.2.3 Ensure Knowledge Management 1.3 Recruit, Engage, and Align Physicians 1.4 Communicate effectively 3.0 Assess, Develop Service Lines & Market 3.1 Understand markets, customers and capabilities 3.2 Develop health care services and service lines 3.2.1 Reinforce service line Infrastructure 3.2.2 Balance Goals 3.2.3 Link Care Continuum 3.2.4 Engage Physicians 3.2.5 Integrate Referral Sources 3.2.6 Strengthen Customer Service 3.2.7 Build Brand Strategy 3.3 Manage and align the health care services portfolio and service lines 3.4 Develop marketing strategy, forecast, and plans 4.0 Build and Sustain Patient / Stakeholder Relationships 4.1 Develop customer service strategy 4.2 Deploy customer service strategy 4.3 Measure and evaluate customer service 5.0 Provide Entry to Health Care 5.1 Provide information on service availability and cost 5.2 Admit / Place 5.2.1 In-patient and OP admissions 5.2.2 In-patient and OP external source admissions 5.2.3 Emergency Department admissions 5.2.4 Mother/Baby admissions 1.5 Ensure Legal, Ethical Behavior and Regulatory Compliance 1.6 Ensure organizational governance 1.7 Develop and maintain government and industry relationships 6.0 Deliver Health Care 6.1 Clinically assess patient and develop plan of care 6.2 Conduct discharge planning 6.3 Manage and provide treatment and care 6.2.1 In-Patient 6.2.2 Ambulatory Surgical 6.3.3 Out-patient 6.3.4 Emergency 6.3.4 Home/Health Hospice 6.4 Provide Case Management 6.5 Provide in-patient non-direct services (food, chaplain, cleaning etc.) 6.6 Educate patients and families 6.7 Manage patient medical information 7.0 Transition of Care 7.1 Discharge / Exit 7.2 Transfer 7.2.1 Inpatient 7.2.2 Ambulatory/ Surgical 7.2.3 Outpatient 7.2.4 Emergency 7.2.5 Home Health, Hospice 7.3 Maintain relationships 7.3.1 Inpatient 7.3.2 Ambulatory/ Surgical 7.3.3 Outpatient 7.3.4 Emergency 7.3.5 Home Health/ Hospice Union Hospital Enterprise Process Model (Revised August 8.0 Deliver Human Resource Services 8.1 Develop and manage HR planning, policies, and strategies 8.2 Recruit, select and onboard workforce 8.3 Develop, coach and counsel workforce 8.4 Reward, Recognize and retain workforce 8.4.1 Provide benefits 8.4.2 Manage 8.5 8.6 8.7 8.8 workforce satisfaction/ engagement processes Manage promotion/ reassignment and separation process Manage employee information 8.6.1 Manage employee licensure and certifications 8.6.2 Manage employee competency Ensure workforce safety, security and wellness Provide administrative duties 9.0 Deliver Financial Services 9.1 Perform planning & management accounting (Controller) 9.2 Perform revenue cycle management 9.3 Perform general accounting & reporting 9.4 Manage fixed assets and capital project accounting 9.5 Manage payroll 9.6 Process accounts payable and expense reimbursements 9.7 Manage treasury operations 9.8 Manage internal control 9.9 Manage taxes 9.10 Medicare/Medicaid cost reporting 10.0 Deliver IT 10.1 Manage IT strategy and governance (Dir. Of IT) 10.2 Develop & manage IT service relations 10.3 Develop & manage IT vendor relations 10.4 Manage business resiliency and risk 10.5 Manage organization information 10.6 Develop & deploy Business solutions (Controller) 10.7 Maintain business solutions 10.8 Deliver & support IT service 10.9 Manage IT knowledge 11.0 Provide & Manage Facilities & Equipment 11.1 Design, construct, and/or acquire facilities (Dir. Of Plant) 11.2 Maintain facilities and equipment 11.3 Perform biomedical testing / preventive maintenance 11.4 Monitor and manage environmental health and safety 11.5 Dispose of facilities 22, 2013) 12.0 Deliver Supplier Chain Management 12.1 Develop sourcing strategies 12.2 Select suppliers/partners 12.3 Negotiate and manage contracts 12.4 Procure materials and services 12.5 Evaluate material / service and provide feedback to suppliers/partners 12.6 Receive, and distribute materials / services 12.7 Manage logistics and warehousing 13.0 Manage Organizational Risk 13.1 Establish organizational risk framework 13.2 Manage operational risk 13.5 Manage liability coverage 13.6 Ensure emergency / disaster preparedness 13.7 Credentialing and privileging 13.8 Conduct Peer Review SWIMLANE CORRIDOR 150 feet of process maps 31 key processes SWIMLANES Category 7 RESULTS 450 POINTS 7.1 Healthcare & Patient Focus Results; Work Process Effectiveness Results; Supply-Chain Mgmt. Results 40 Graphs CMS Indicators Risk Adjusted Complication Index Patient Safety Results Risk Adjusted Mortality Index LOS VAT Savings Door to Doc Times Ortho Implant Spend Pharmacy Supply Fill Rate Clinical Pharmacy Interventions Lab TATs Uptime for Critical IT Systems Emergency Preparations Go back to the profile and think about your main services, CSFs, core competencies, key stakeholders Data must be segmented and appropriate comparisons given Data must include trends over time 7.2 Patient and Other Customer-Focused Results; Healthcare & Patient Focus Results 31 Graphs Best HCAHPS Results Image/Reputation Results Satisfaction Scores per Service Line Other Satisfaction Results 7.3 Workforce Results – Capability, Capacity, Climate, Engagement, Development Results 34 Graphs Competency Pattern and Retention/Turnover Absenteeism Vacancy Rate Internal Mgr. Fill Rates Time to Fill Health Benefit Costs/Employee Employee/Physician/ Volunteer/Student Satisfaction Trends Alignment to Critical Success Factors Timely Appraisals OSHA Recordable Incident Rate Lost Time Case Rate DART Rate Lifting Injuries Worker’s Comp Employee, Physician, Volunteer Engagement Grievances Education Dollars/ Employee % Leaders in Leadership Training 7.4 Leadership/Governance Results; Strategy Implementation Results 21 Graphs Focus on Improvement Communication Contributions Foundation Contributions BOD Self Assessment Leadership Compliance with COI Audit Findings RAC Appeal Success Rate Compliance Training, COI Strategic Planning Results Workplace Perceptions of Compliance Accreditations/Certifications Awards and Recognition Perception of Ethics Charity Care to Gross Revenue United Way Contributions Scholarship $ Awarded Donations and Sponsorships Project Search Environmental Impact 7.5 Financial and Market Results 18 Graphs Days Cash on Hand Total Operating Net Days in A/R Revenue Total Margin Ratio Operating Margin EBIDA Margin Age of Plan Debt Service Coverage Ratio Occasions of Service PSA Market Share SSA Market Share Total 144 Graphs for Results Section. Platinum Level – Governor’s Award TEAM CELEBRATION A Journey to Ohio HOW WE PROCESS THE BALDRIGE WORK Core Team made up of SLs and other key leaders (Cat Leads) Core Team meets every month Each Cat has a team; a SL sponsors each team Work done through the teams Feedback reports utilized to prioritize work 3S for Success Teams drive the education First, Best… Always is the umbrella Each Cat Team responsible for contents of application Site Visit preparation works much the same – three day visit requires much prep time Celebrate and wait for the Feedback Report ON THE ROAD AGAIN! DEDICATION PRAYER