Presentation
HE6 - Collaborative, Human-Centered Approach to Workflow Optimization
SessionPoster Session 1
DescriptionThis presentation summarizes workflow optimization user research aimed at identifying opportunities to improve workflow efficiency and inform enterprise workflow standardization. User experience with electronic health record (EHR) systems impacts health care employee productivity and satisfaction as well as the quality of care provided to the patient (Maddox, et al., 2023).
Veterans Health Administration (VHA), Office of Health Informatics (OHI) Human Systems Integration (HSI) team of human factors practitioners and the VHA Electronic Health Record Modernization Integration Office (OEHRM IO) led a broad, multidisciplinary team to execute a mixed method approach (observation and interview) across three clinical specialties at VHA ambulatory care sites who have transitioned to Oracle Health Millennium, VHA’s new EHR. The data collection team documented clinical and administrative workflows, inefficiencies, and pain points. The team analyzed the data and produced workflow diagrams (with activity completion times), a pain point prioritization quad chart, workflow variation maps, and prioritized opportunity backlogs to support interactive workshops for each clinical specialty. Workshop activities included knowledge sharing, team alignment, opportunity prioritization, and drafting action plans to address prioritized opportunities.
Outcomes include a repeatable and scalable process based on a sound human systems integration foundation which the human factors practitioners documented in a Workflow Optimization Playbook. Multi-disciplinary team collaborations resulted in identification, prioritization, design, and implementation of solutions considering a variety of improvement levers (e.g., workflow redesign, training, Health IT infrastructure, directives, organizational structure, leadership, staffing, and facilities). Specific specialties (e.g., Audiology Workgroup team members) have taken ownership and continue to address the prioritized backlog of Short/Long Term Oracle, Non-Oracle Technology, and Non-Technology opportunities to improve workflow efficiency and standardize clinical practice.
The continued success of these efforts is largely due to a combination of sound methodology and multi-disciplinary collaboration among stakeholders internal and external to the VHA. The core team continues to refine the methodology and increase the scale via a collaborative, human-centered approach to workflow optimization focused on improving workflow efficiency and standardizing clinical practice. This presentation not only highlights our findings, but also outlines next steps for scaling this approach across additional clinical domains, ensuring that methodologies developed continue to drive workflow optimization in healthcare settings.
References
Maddox, K., Ercolini, D., Chumbler, N. R., Arnold, T., Adams, K., & Fuller, H. (2023). Lessons Learned Using Rapid Human Factors Methods: Condensed Timeline with Effective and Impactful Results. Proceedings of the International Symposium on Human Factors and Ergonomics in Health Care, 12(1), 174-178. https://doi.org/10.1177/2327857923121040.
International Organization for Standardization. (2019). Ergonomics of human-system integration—Human-centered design for interactive systems (ISO Standard No. 9241-210:2019). https://www.iso.org/standard/77520.html.
Veterans Health Administration (VHA), Office of Health Informatics (OHI) Human Systems Integration (HSI) team of human factors practitioners and the VHA Electronic Health Record Modernization Integration Office (OEHRM IO) led a broad, multidisciplinary team to execute a mixed method approach (observation and interview) across three clinical specialties at VHA ambulatory care sites who have transitioned to Oracle Health Millennium, VHA’s new EHR. The data collection team documented clinical and administrative workflows, inefficiencies, and pain points. The team analyzed the data and produced workflow diagrams (with activity completion times), a pain point prioritization quad chart, workflow variation maps, and prioritized opportunity backlogs to support interactive workshops for each clinical specialty. Workshop activities included knowledge sharing, team alignment, opportunity prioritization, and drafting action plans to address prioritized opportunities.
Outcomes include a repeatable and scalable process based on a sound human systems integration foundation which the human factors practitioners documented in a Workflow Optimization Playbook. Multi-disciplinary team collaborations resulted in identification, prioritization, design, and implementation of solutions considering a variety of improvement levers (e.g., workflow redesign, training, Health IT infrastructure, directives, organizational structure, leadership, staffing, and facilities). Specific specialties (e.g., Audiology Workgroup team members) have taken ownership and continue to address the prioritized backlog of Short/Long Term Oracle, Non-Oracle Technology, and Non-Technology opportunities to improve workflow efficiency and standardize clinical practice.
The continued success of these efforts is largely due to a combination of sound methodology and multi-disciplinary collaboration among stakeholders internal and external to the VHA. The core team continues to refine the methodology and increase the scale via a collaborative, human-centered approach to workflow optimization focused on improving workflow efficiency and standardizing clinical practice. This presentation not only highlights our findings, but also outlines next steps for scaling this approach across additional clinical domains, ensuring that methodologies developed continue to drive workflow optimization in healthcare settings.
References
Maddox, K., Ercolini, D., Chumbler, N. R., Arnold, T., Adams, K., & Fuller, H. (2023). Lessons Learned Using Rapid Human Factors Methods: Condensed Timeline with Effective and Impactful Results. Proceedings of the International Symposium on Human Factors and Ergonomics in Health Care, 12(1), 174-178. https://doi.org/10.1177/2327857923121040.
International Organization for Standardization. (2019). Ergonomics of human-system integration—Human-centered design for interactive systems (ISO Standard No. 9241-210:2019). https://www.iso.org/standard/77520.html.
Event Type
Poster Presentation
TimeMonday, March 314:45pm - 6:15pm EDT
LocationFrontenac Foyer
Digital Health (DH)
Simulation and Education (SE)
Hospital Environments (HE)
Medical and Drug Delivery Devices (MDD)
Patient Safety and Research Initiatives (PS)