Course Outline Operational best Practices Basics of strategic planning Quality oversight & improvement Notes to Self Crash with friends! 1. Set up Standing meetings with Medical & Surgical Directors 2. Attending Selection Meetings 3. Attend M&M 4. Observe Transplants in OR 5. Round with team in hospital & Round on all transplant staff The Three C’s 1. Consultants 2. Coaches 3. Connection with Peers outside your center. The Gang’s all here Unlocking the Mystery Behind Strategic Planning Gene Ridolfi, RN, BA, MHA Administrator, Organ Transplant Center Barnes-Jewish Hospital Washington University School of Medicine April,2015 Overview • Background • Planning Process - Preliminary Planning - Research Analysis - Issue & Goal Setting - Strategy Formulation - Final Plan • Questions Purpose Why Plan? • Establish a future direction • Develop goals and strategies to maintain a “top ranked” position • Distinguish programs and services from other providers • Identify “what not to do” as much as “what to do” organizations cannot do everything • Guide decisions regarding future investments and allocation of resources Planning Process • Use a 4-to-5 step process to facilitate and coordinate planning • Process can take 6-18 months to complete PHASE I Preliminary Planning PHASE II Research & Analysis PHASE III Issue Identification & Goal Setting PHASE IV Strategy Formulation “PLAN TO PLAN” PHASE V Final Plan Development Preliminary Planning • Identify goals for the planning process • Develop a process for planning - timeline & work plan • Gather background information • Identify key data • Identify members for an Oversight/Steering Committee - Include key stakeholders • Identify a planning work group Research & Analysis PHASE I Preliminary Planning PHASE II Research & Analysis PHASE III PHASE IV Issue Strategy Identification Formulation & Goal Setting PHASE V Final Plan Development “Where is the organization today?” Research & Analysis • Assessing the environment: internal and external • Evaluating trends and the current position of the program/service INTERNAL EXTERNAL • Volume o IP Discharges o OP Registrations o Visits o Surgeries • Demographics o Population Size, Age & Gender • Financial: o Hospital o University o Payor Mix • • Market Size Market Share • Outcomes • Market Payor Trends • Patient Satisfaction • Competitor Assessment • Access • Discovery Trends • Patient Origin • Technology Trends • Medical Staff Profile (# by specialty & age) • Education Profile • Research Profile (areas & funding) Research & Analysis Sample Graphs/Chart - Clinical Transplant Volumes - Trended 180 160 140 120 100 80 60 40 20 0 2000 2001 2002 2003 Heart 2004 Lung 2005 Liver 2006 Kidney 2007 2008 Research & Analysis Sample Graphs/Chart - Clinical Outcomes Satisfaction Observed Expected Observed Nationally Excellent 82% Kidney 97.86 97.31 96.08 Very Good 18% Liver 91.70 87.31 86.82 Good 0% Fair 0% Poor 0% (For Patients Receiving their First Transplant of this type between 01/01/2004 and 06/30/2006 for the 1 Year Cohorts) Based on data reported 5/19/08 Research & Analysis Sample Graphs/Chart – Clinical Market Share Region 8 Institutions Hospital All 4 Organ # of US Types? News (Yes/No) Specialties % of Transplants in Region 8 - CY2007 Kidney Heart Lung Liver1 Yes 15 15.6% 18.8% 47.7% 19.3% Institution #1 No 0 6.3% n/a n/a 1.8% Institution #2 No 2 12.2% 8.7% n/a 25.1% Institution #3 No 1 8.9% 0.7% n/a 8.6% Institution #4 No 2 6.7% 18.1% n/a n/a Institution #5 Yes 6 10.7% 8.7% 33.3% 18.0% Institution #6 Yes 9 4.4% 8.1% 4.5% 5.1% Institution #7 No 1 8.7% n/a n/a 14.1% Research & Analysis • Interviews are performed in order to obtain feedback on strengths, weaknesses, opportunities and threats for a program or service. Develop a guide so that consistent information is collected from interviewees Identify list of individuals to interview Conduct the interview Summarize Research & Analysis Sample Interview Guide 1. What are the strengths of xxx service? 2. What are the weaknesses of xxxx service? 3. What opportunities exist for xxxx service? 4. What are the threats to the success of xxxx service? 5. What are some other strategic issues that need to be addressed for long-term success of xxx service? 6. What would you consider to be the most critical success factors for the overall success of xxx services? 7. What new technology(s) should xxx service adopt? 8. Who do you see as the primary competitors for xxx service? Why? 9. How can relations with referring physicians be improved? Research & Analysis Interview Summary STRENGTHS WEAKNESSES Overall: • National reputation of faculty • Long term stability of faculty Research: • Establishment of new “xxxx” research program • Top NIH ranking Clinical: • Excellence in clinical care • Growth in clinical visits and procedures Education: nd • New “xxx” course for 2 year medical students • Resident publishing activities • Strong fellowship with “x” NIH training grants OPPORTUNITIES Overall: • Recruit faculty in “xxxx” Research: • Increase collaborative research • Develop or expand “xxxx” research programs Clinical: • Expand clinical program by moving offsite • Develop or expand “xxxx” clinical programs Education: • Improve residency match • Improve didactic teaching courses Overall: • Lack of endowed positions • Failure to recruit “xxx” faculty Research: • Outdated labs and equipment • Increase in number of faculty requiring bridge funding Clinical: • Challenged OR access • Greater than 10% increase in Medicaid over last 4 years Education: • Few MD/PhD students in training program • Loss of Program Director THREATS Overall: • Faculty retention Research: • Slowed growth in NIH funding Clinical: • Declining reimbursement for clinical care • Increased competition from community hospitals Education: • Decline in pool of quality students applying to medical school Research & Analysis Transplant Interview Guide – Key Drivers 1. What are the most important factors that drive transplant volumes? 2. Of these factors, where do we have the most opportunity to improve our performance? What are the top 2-to-3 factors that are critical to this organ that we should focus on to drive more volume? 3. For the top 2-to-3 factors, drill down further: - Describe what we must do to grow volumes? What are the specific actions that we need to implement? - Assess timing: what needs to be done in the next year versus what needs to be accomplished over the next few years. 4. What are the issues or barriers that need to be addressed? 5. What resources are needed? 6. How much could we increase volumes? ..Estimate 5-year low and high targets? Research & Analysis Transplant Survey – Center Structure From your perspective as a transplant physician/surgeon, what are the characteristics of a world-class transplant center? Some qualities to consider: Clinical • Depth/breadth of transplant and related services • Size of transplant service • Reputation of clinicians • Quality of patient experience • Quality of clinical outcomes and outcomes reporting • Efficiency of service delivery (for providers, patients, and referring physicians) • Innovative and cutting-edge therapies, surgical procedures & techniques • Established brand with marketing and promotion • State of the art facilities (inpatient & outpatient) and information technology Research • Research funding in basic science and translational research • Clinical trials Education/Other • Training programs • Nationally prominent physicians Research & Analysis Summarize…..Summarize….Summarize • High level executive summary: - Statements that highlight the key points from the analysis - Draws conclusions - Identifies potential areas of opportunities Issues & Goal Setting PHASE I Preliminary Planning PHASE II Research & Analysis PHASE III PHASE IV Issue Strategy Identification Formulation & Goal Setting PHASE V Final Plan Development “Where does the organization want to be in the future?” Issues & Goal Setting • Data is reviewed with Oversight Committee members to: 1) Identify issues & opportunities 2) Identify critical success factors • Interpret what the data means for your organization 1) Identify major themes/goal areas 2) Form statements of future direction: where does leadership see this service going in the future Issues & Goal Setting Summary of Key Transplant Themes • We are unique in our broad strength across programs and should better leverage this. • End-stage medical disease programs are key feeders for many transplant programs, and they require an adequate number of community physicians to provide referrals. • To attract referrals from regional providers, the hospital/university must have presence, access, and availability. • Outreach to surrounding areas should be coordinated and cooperative amongst all transplant services. • Research and academic programs should differentiate the hospital/university from other providers. Issues & Goal Setting Mission Vision Goals Strategies “Who We Are” Organization’s purpose/reason for existence “What Do We Want To Be” Describes future direction for an organization “What Do We Want To Accomplish” Identifies targets to achieve the vision “How Do We Get There” Steps to implement vision & goals Strategy Formulation PHASE I Preliminary Planning PHASE II Research & Analysis PHASE III PHASE IV Issue Strategy Identification Formulation & Goal Setting PHASE V Final Plan Development “How should the organization get there?” Strategy Formulation Strategy 1 Goal #1 Strategy 2 Strategy 3 Goal #2 Strategy 4 Mission Vision Strategy 5 Goal #3 Strategy 6 Goal #4 Strategy 7 Strategy 8 Strategy Formulation Volume Growth Success Measures Grow transplant volume so that the institution is able to improve quality and expectancy of life for as many patients on its wait list as possible • Strong physician outreach to support transplant services in liver and heart failure • Strong, collegial relationships with referring physicians (e.g., telephone and internet responsiveness, information transfer) • End stage disease management programs • Physician capacity to support pre-transplant, transplant and post-transplant volumes • Optimal acceptance and utilization of donor organs • Having a wait list of sufficient size to transplant all organs offered • Strong marketing to support transplant services across organ sites (e.g., new website, physician liaison service, advertising) • Implement community outreach and education programs (initially in dialysis centers) • Heart, lung, liver and kidney growth targets for referrals, evaluations and transplants Strategy Formulation Resources Resources Recruitments 2009 - Hire 2 health care providers for outreach to dialysis centers - Hire additional diabetes nurse educators for the Diabetes Center - Hire nurse practitioner 2012 - Evaluate possible 3rd nephrologist - Support for end-stage renal outreach location: - Verify if a 4th nephrologist is needed to do outreach nurse, clinic space & transportation or if the 3rd new recruit could also do outreach Kidney - 2 nephrologists (approved & recruited): - GS to start July 2009 (FY10) - CK to start Aug 2009 (FY10) - 1 kidney/pancreas surgeon (FY10) Final Plan PHASE I Preliminary Planning PHASE II Research & Analysis PHASE III Issue Identification & Goal Setting PHASE IV Strategy Formulation “How do we implement?” PHASE V Final Plan Development Final Plan Volume Projections • Estimate future volumes based on implementation of strategies Actual Aggressive Modest Historical 140 126 114 120 104 98 100 80 96 88 85 71 90 85 88 90 87 89 101 97 93 91 93 60 40 20 Actual Growth Projected Growth 0 2005 2006 2007 2008 2009 2010 2011 2012 2013 Final Plan Resources • Summarize resources that are being requested to support the strategies Resource Goal Funding Source Funding Status Included in Hospital Pro forma Estimated Expense Yr1 Comments Yr2 Yr3 Yr4 Yr5 # of Additional FTEs by Year Hospital Nurse Educator Goal #1 Hospital Approved Yes $65,000 Psychologist Goal #2 Hospital Pending Approval Yes $100,000 Social Worker Goal #2 Hospital Pending Approval Yes $25,000 Child Life Specialist Goal #1 Hospital Approved Yes $37,400 School Liaison Goal #3 Hospital Approved Yes $30,000 Nurse Practitioner Goal #3 Hospital Pending Approval Yes $108,800 Total $366,200 Organize support groups. Provide clinical psychology and neuropsych testing. Identify resources, reinforce compliance, conduct educational intervention. Dedicated to IP and OP care. Coordinate school support. Assist with both IP and OP. 1 0 0 0 0 1 0 1 0 0 0 0.5 0 0.5 0 1 0 0 0 0 0.5 0 0.5 0 0 0 1 0 0 0 3.5 1.5 1.5 0.5 0.0 Final Plan Proforma Heart and Vascular Excluding Transplant or VAD Patients MYM Growth • Highlights the impact of plan implementation on the organization’s/service’s finances. • Includes one-to-two years of actual or budgeted financials and several years of forecasted financials. • Includes additional revenues from growth as well as additional resource expenses. Actual YR 2009 Base for Financials Incremential Projections Yr 2011 Yr 2012 Yr 2013 YR 2014 Yr 2015 VOLUME: Inpatient Outpatient Total 74 1,142 158 2,319 310 3,534 469 4,787 593 6,079 1,216 2,477 3,844 5,255 6,672 474,362,200 40.5% 192,223,628 6,838,204 199,061,832 10,841,851 39.5% 4,280,062 62,515 4,342,576 22,862,700 39.2% 8,953,919 131,828 9,085,747 38,207,731 39.0% 14,913,312 220,309 15,133,621 55,060,177 38.8% 21,371,930 317,483 21,689,413 69,340,931 38.2% 26,480,166 399,827 26,879,993 (109,476,740) (2,408,115) (5,081,062) (8,561,699) (12,387,114) (15,495,595) (32,522,290) (34,171,087) (176,170,117) (54,733) (500,000) (410,000) (384,000) (1,348,733) (316,226) (338,838) (4,411,912) (54,733) (54,733) (54,733) (54,733) (562,754) (546,364) (530,450) (515,000) (461,459) (448,018) (434,969) (422,300) (150,818) (146,425) (392,161) (638,020) (1,630,053) (1,412,313) (1,195,540) (1,229,765) (669,336) (1,144,765) (1,666,834) (2,100,534) (716,763) (1,224,647) (1,782,668) (2,236,670) (8,097,215) (12,343,424) (17,032,156) (21,062,564) 9,237 35,527 44,764 Incremental from Base year 2010 (Inpt + Outpt) REVENUE: Gross Revenue Payment Percentage Estimated Payment with Settlements Other Operating Revenue Total Revenue EXPENSE: Direct Variable Cost: Capital: Additional Expenses: Depreciation Expense Marketing Additional Salary and Benefits MD Support Total Additional Resources: Indirect Variable (incremental allocated at 50% ) Fixed Cost (incremental allocated at 50% ) Total Expense Contribution Margin (Pre-Split) 50,224,598 1,555,721 3,203,520 5,206,848 7,317,982 8,884,036 Contribution Margin (Pre-Split) % Est. Payment w Settlements Presplit Margin 22,891,715 (69,336) 988,532 2,790,197 4,657,257 5,817,429 WUSM Profit Split (10,301,272) 31,201 (444,839) (1,255,589) (2,095,766) (2,617,843) BJH Post-Split Operating Margin 12,590,443 (38,135) 543,693 1,534,609 2,561,491 3,199,586 0 54,733 54,733 54,733 54,733 54,733 12,590,443 16,599 598,426 1,589,342 2,616,225 3,254,319 Depreciation Add-Back Cash Flow forward 4 yr Net Present Value Incremental Cash Flows 2010 4,258,465 Hurdle Rate 14.50% Final Plan Implementation Plan • Identifies tasks to execute strategies as well as the individuals responsible for implementing the strategies and target completion dates STRATEGIES/TACTICS 1. Link with Community Hospital to develop network for tertiary services 1.1 Assess necessary IT/EMR infrastructure 1.2 Approach existing partners 1.3 ETC. TARGET DATE PERSON(S) RESPONSIBLE RESOURCES REQUIRED STATUS Oct-14 A. Jones $50,000 Complete Jul-14 M. Smith COMMENTS Partners identified Final Plan Measure Scorecard Diagnostic/Interventio nal Cases Hybrid Procedure in OR/Lab Anesthesia Total Case Count Performance Target Yr1 Yr2 Yr 2 Target 584 615 627 6 11 10 654 1300 2,016 4,794 CY 2011 CY 2012 Echos 10,886 11,013 11,343 ECGs 10,824 11,697 12,047 Fetal Encounters 325 333 343 Fetal Echos 668 692 712 2013 Target Total Anesthesia Time in Hours Heart Station Total (including Fetal) Strategic Growth • Shows progress in plan execution • Can include metrics such as clinical volume, quality and patient safety standards, research funding, etc. • Compares actual performance to historical performance and to targets established during the planning process Cath/EP Labs Fetal Assist Devices Ventricular assist device total # of patients Lung assist device total # of patients Surgical Cases Total Number of Major Closed Cardiac Cases Total Number of Major Open Cardiac Cases Total Number of Heart Transplants 2011 2012 4 16 17 3 1 2 2011 2012 2013 Target 110 106 108 265 208 212 18 19 22 Post Planning Communication: • Individuals within the organization need to understand the strategic direction. • Includes senior leadership and key stake holders and individuals responsible for strategy implementation Plan Review • The plan is reviewed periodically by senior leadership/key stakeholders to monitor implementation. Plan Approved Plan Implementation Implementation Evaluation Plan Modification Questions ? Managing Transplant Outcomes The Quality of Care and Outcomes Management Movement The Quality of Care and Outcomes Management O The need for detailed information on quality of care and outcomes management is one result of the recent restructuring of the healthcare system and the evolution of managed care health delivery systems. O The ongoing debate on quality of care calls attention to and the need for our physicians to understand and be a part of it The Basics O Outcomes management attempts to systematically assess what works, what does not work, and why O Outcomes measurement examines the quality of care being given by a provider or group of providers. In other words: O Are we doing things right O Are these deficiencies in quality anywhere along the structured process continuum that is limiting effectiveness? Outcomes Measurement is essential to the success of outcomes management because you cannot manage what you do not measure The Transplant Center Quality and Outcomes Imperative and Current Environment What is driving this movement? O O O O O O O Advancing quality of patient care Effort to better identify centers performing at a lower than expected level of quality Increasing regulatory scrutiny Development of small center of excellence networks Increasing complexity of statistical methods to assess a centers performance Ever evolving and changes to statistical methods, (CUSUM, Bayesian,) Increased scrutiny placed on transplant centers for robust QAPI programs Transplant Center Outcomes Measurement Our Challenges and Limitations O O O O O O O Delayed outcomes reports (SRTR CSR) are to late to impact change Incorporation of data collection in daily transplant related activities Developing and sustaining physician/surgeon engagement and leadership Mandatory vs. Voluntary data collection Trained personnel for data collection, interpretation and development of predictive modeling Training You cannot manage what you cannot measure Benefits and Opportunities for Robust Outcomes Data Creating A Sustained Value Proposition • • • Optimize clinical decision making Refine policies and procedures Support Research Optimize clinical outcomes • • Maximize Operational efficiencies Manage available risks and cost • Maximize targeted growth opportunities Transplant Center Outcomes Measurement: Available Tools O Centers must be proactive in identifying tools that allow them to actively review and manage outcomes in a real time scenario. O Current products and tools available in support of transplant center outcomes: SRTR Center Specific Reports (18 month delay) O Monthly CUSUM Charts O RAPID (Real Time Analytics) Currently only available for Kidney and Liver outcomes O Other (Available through the ASTS) O O Home grown – Appendix O Vendor specific products SRTR The program-specific reports (PSRs) contain 12 tables and a summary table that report statistics for individual transplant center programs. When the report refers to statistics for a center, it indicates the statistics for a particular transplant program, i.e., a specific organ program at that center. The statistics in these tables are based on data available from the Organ Procurement and Transplantation Network (OPTN) as of most available cohort. Tables contained in the report are described individually on next slide. A table is suppressed from the report if there are no patients for that specific table for the relevant center. http://www.srtr.org/csr/current/Tech_notes.aspx Specific Report Tables Table 1 Table 2 Tables 3-6 Tables 7-9 Tables 10-11 Waiting list activity (eg, additions, reasons for removal). Characteristics of waitlisted patients. Transplant and mortality rates for waitlisted patients. Characteristics of recipients, donors, and transplant procedures. Graft and patient survival rates compared with expected values. [Source of outcomes in transplant regulations] http://www.srtr.org/csr/current/Tech_notes.aspx Timeline for Program-Specific Reports O Updated every 6 months (January, July). O Patient and graft survival tables report 1-month, 1-year, and 3-year outcomes for 2.5-year cohorts of recipients. O 18 month delay http://www.srtr.org/csr/current/Tech_notes.aspx CUSUM Cumulative Sum Charts (CUSUM), are designed to provide continuous real time assessment of clinical outcomes. Through the use of currently collected data, CUSUMs can be constructed that provide risk adjusted program specific data to inform quality improvement progress. http://www.srtr.org/csr/current/Tech_notes.aspx What is CUSUM? O Gives timely and easily interpreted summaries of outcome data O Accumulates evidence about program performance over time O Produces a “signal” when a clinically meaningful level of evidence has been reached O Mathematically, compares the difference between the cumulative number of failures the program experiences and the expected number of failures at the program based on national performance http://www.srtr.org/csr/current/Tech_notes.aspx CUSUM: Technical details Timeframe? Which recipients included? • Rolling 3-year window advanced monthto-month • Any recipient alive during the window and during their first year post-transplant Which outcomes are tracked? • 1st-year all-cause graft failure (including death) • 1st-year death Which subgroups are provided? • Living vs. deceased donors • Adult vs. pediatric recipients http://www.srtr.org/csr/current/Tech_notes.aspx Examples and Interpretation A period of experiencing graft failures at about the expected rate. http://www.srtr.org/csr/current/Tech_notes.aspx Examples and Interpretation A period of experiencing graft failures at a rate higher than expected. http://www.srtr.org/csr/current/Tech_notes.aspx When to be concerned? The one-sided CUSUM The trigger line indicating when to be potentially concerned. http://www.srtr.org/csr/current/Tech_notes.aspx What’s the relationship? CUSUM trigger ? PSR flag http://www.srtr.org/csr/current/Tech_notes.aspx CUSUM signals and MPSC flags CUSUM Charts PSR Metrics Supplied to MPSC Designed for programs to monitor own outcomes Identify programs for MPSC review Cover all recipients at risk during 3year interval Cover all recipients transplanted during a 2.5-year interval Produce signal if outcomes are Produce a flag if average outcomes substantially worse than expected for meet specific performance criteria some time interval, even if outcomes are good at other times http://www.srtr.org/faqs/15.aspx Do the CUSUM triggers predict PSR flags? Not necessarily: O The sets of recipients included are not the same O The time intervals are not the same O The CUSUM will signal if there is a streak of poor performance even if average performance is OK O The PSR will flag if average performance meets criteria, even if there isn't a streak of poor performance http://www.srtr.org/faqs/15.aspx CUSUM Reports and PSRs O CUSUM reports complement the PSRs, and would potentially allow programs to determine trends in performance in an expedited manner http://www.srtr.org/faqs/15.aspx Rapid (Beta test only) What is it: Real Time Analysis and Process Improvement Dashboard Data Source: O O The system utilizes two different data sets, which you will load directly into the database. This is a manual process because UNOS and SRTR do not have an authenticated web services API. O O UNOS custom monthly report SRTR program specific reports Example Reports: Events affecting SRTR score Example Reports: Example Reports: Example Reports: Kidney Transplant Volumes Our Challenge • How To Effectively Integrate Different Tools and Data Sets Into a QAPI Program • Physician engagement and leadership • Changing methodologies • Resource requirements In Conclusion O Improving Quality and Performance depends on having shared goals that unite the interests and activities of all stakeholders. O Everyone needs to be well informed and concerned about the quality of care. O The quality of care can be measured and improved. O That quality of care should not be ignored in pursuit of cost control. Notes to self Reflections from experienced Transplant Administrators. What was I thinking? Resource Guide section:http://organdonationalliance.org/transplantquality-resource-guide-tools/ Transplant Pro: http://transplantpro.org/