Transition Planning Facility Operational Metamorphosis by cuv18981

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									     Transition Planning

Facility & Operational Metamorphosis
Learning Objective



•   Critical Success Factors
•         y     p
    8 Key Components
•   Transition Readiness Assessment
•   Transition Team Structure
•   Operational Planning
•   Facility Readiness



                          2
First…..What is Transition Planning?

         “Link” Between the Current State
              and the Future State
Transition Planning

• Development and Execution of:
   –   Team
   –   Operations
   –          y
       Facility
   –   Training
   –   Move Day


• A Successful Transition is Realized when the Completed
  F ilit and O      ti    R di
  Facility d Operationall Readiness M       t Optimize
                                      Merge to O ti i
  Functional Patient Care Activities.
The “BIG” Picture – Critical Success Factors

    Design                 Construction             Activation & Occupancy




             Operational             Activation
                                                               Occupancy
              Planning               Planning

             Process Re-            Procurement             Patient & Facility
                design                Planning                 Relocation
              Work-Flow                FF&E                      Go Live
               Analysis             Deployment
               Policy &              Testing &
              Procedure             Certification
               Updates                Training
8 Key Components




                   6
TRANSITION READINESS
ASSESSMENT
 Transition Readiness Assessment
Evaluate the entire scope                History & Physical
   of a project
Assess the current state                 Diagnosis
Identify all elements
                                        Treatment Plan
   required to occupy a
   facility


                               Uncovers any Potentiall
                               U               P t ti
                            Operational or Alignment Issues
TRA – HOW?




• Guiding Principles
                           Session 2         • Master Transition
• Develop Teams        • Operational           Budget
• Issues                 Planning Analysis   • Procurement
  Identification       • Master Transition       a    g
                                               Planning
                         Schedule
     Session 1                                    Session 3
TRA – WHAT?

   Session
      1
             Session
                2
   Session
      3
TRA – WHY?

Benefits
• Establishes:
   –   Transition Team Organization
   –   Master Transition Schedule / Budget
   –   Operational Metrics
   –   Early Identification of Gaps
• Establishment of Clear and Concise Goals
TEAM ELEMENTS


            12
Team Structure

                                                    Executive Committee



                                       Core Planning Team          Communications Team



  Clinical Care Teams   Clinical Support Team      Support Services Team           Facility Team




                               Lab                                                 Procurement
                                                      Medical Records
     Critical Care           Radiology                                                   IT
                                                    Admitting/Registration
       Cardiac                  Rx                                                      EVS
                                                           Security
      Neurology            Food Services                                           Maintenance
                                                        Bed Control
     Orthopedic               PT/OT                                               Materials Mgmnt.
                            Respiratory                                             Relocation




                                           13
Team Deliverables
                Clinical Care Teams
                • Departmental Operations Plans
                • Policy & Procedure Updates
                • Move Manual

                Clinical Support Team(s)
                • Clinical Care Support Plan
                • Policy & Procedure Updates



                Support Services Team(s)
                • Clinical Care Support Plan
                • Transition Support Plan



                Facility Team
                • Facility Activation Plan
                • Functional Facility



                Communications Team
                • Marketing Strategy
                • Communications Plan




                                   14
OPERATIONAL PLANNING
Operational Planning




 Model Flow           Model        Evaluate       Prepare
   (Patient
   (Patient,       Experience             vs.
                                  Current vs     Operation
 Staff, Visitor,        &         Future State     Plans
   Material)       Interactions   & Eliminate     Train &
                                   Non Value     Orientate
                                  Added Work
Areas to Consider

 • Supply Chain and Logistics
 • Central Equipment Process
 • Pharmacy, Lab, Dietary, and
   Ancillary Support Services
 • Clinical Delivery Models
 • Patient Transport
 • New Staffing Arrangements,
   Nursing Ratios,
          g        ,
 • New Technologies or
   Communication Tools
 • New Policies Security Protocols
         Policies,
 • Culture Change
 • Patient and Family Expectations


                                     17
FACILITY READINESS
Facility Readiness

  Commissioning                  Records                    Control

• Design Review            • Inspections Have        • Ensure Ample Time
  Complete                   Taken Place And           For Activities
• S b itt l R i
  Submittal Review           Passed                    Develop S h d l
                                                     • D l Schedule
  Complete                 • Licensure and           • Coordinate With
• Construction               Permits Issued            Construction And
  Checklists Co p ete
  C ec sts Complete        • Temporary Ce t cate
                              e po a y Certificate     Project Sc edu e
                                                         oject Schedule
• Pre-functional Testing     Of Occupancy (CO)       • Allow Time For
  Performed                  Issued                    Failures Mitigation
• Functional Testing       • Permanent CO            • Continually Monitor
  P f
  Performed d                Issued                    And Adj t
                                                       A d Adjust
• Training In Place and
  Active
EQUIPMENT & TECHNOLOGY
IMPLEMENTATION
Medical & IT Equipment

Key Concepts:
• Develop a Clear Technology
  Integration and Activation Plan
• Coordinate for All Medical
  Technology Equipment and
  T h l        E i       t d
  FF&E:
   – Deliveryy
   – Installation
   – Activation
   – Training
• Ensure That All Items Are Operational
  and In-place Prior to Operations
CASE STUDIES
Case Study #1
•   Children’s Hospital
•   Level III – NICU
•   54 Bed / 36,000 SF
•    p                  g
    Operational Challenges:
    – Private Room vs. Pod Configuration
    – “LEAN” Process Improvement
    – New Equipment & Technology
• Other Challenges:
    – Patient Acuity
    – Construction Sequencing
      Multi-level Move–Minimall Di
    – M lti l l M      Mi i           ti
                                Disruption
                               23
Case Study #2

• Large Urban Hospital
              648,000
• 18 Floors / 648 000 SF
• Operational Challenges:
   – New OR / Prep / PACU
   – Ancillary Services
   – Decentralized vs. Centralized Care
• Other Challenges:
         p
   – Compressed Schedule
   – Constrained Access
   – Magnitude

                              24
Case Study #3

• Medical / Dental Clinic
  175,000
• 175 000 SF
• Operational Challenges:
   – Process Realignment
   – Joint Operations
                            y
   – Service Line Uncertainty
• Other Challenges:
       g
   – High Personnel Turn-over
   – Restricted Access
   – Bureaucracy

                                25
Keys To Success
 Start Planning EARLY
 Assess Readiness by Identifying Gaps and
 Developing Plans to Bridge Them
 Establish a Structure and Schedule – Stick to it!
 Allocate Sufficient Time and Resources
                 Roles,
 Clearly Define Roles Responsibilities and
 Expectations
 Establish Clear Lines of Communication
 Integrate Operational Process With Facilities
 Readiness
 Track Installation and Activation of Critical
 Technology and Medical Equipment
 Educate Staff, Physicians and Community About
 Project Status
 Finish Strong and Make a Lasting Impression!
QUESTIONS

								
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