Gap Analysis Plan (Part 1)
Name
Supporting Workflow in Healthcare Systems
Dr.
Date
Gap Analysis Plan
A standard workflow definition is “a standardized, repetitive pattern of activities that enables an organization to carry out a series of sequential tasks that together produce services or process information.” (Eisenstein & Butler, 2015). A workflow is a methodical approach to finishing a task in which staff members receive guidance and adhere to a timetable or manual to keep productivity. Implementing workflow increases patient care quality while also bringing security and effectiveness. (McGonigle & Mastrian, 2018). The routine is altered, or there is a gap in the process when this process is disrupted .These workflow inefficiencies frequently result in the omission of patient information, lengthening of patient stays randomly, lowering the standard of care, and eventually raising the expense of patient care. Clinician contact is one such process problem that frequently results in a delay in patient treatment.
The electronic health record (EHR) was created initially to promote the electronic sharing of medical information while also enhancing patient safety (Centers for Disease Control and Prevention [CDC], 2020). Also, the EHR allows doctors to improve communication through electronic messaging and provider progress reports. The capacity to diagnose, treat, and manage patient care within the community will rise with innovations that enhance communication between healthcare practitioners and personnel like nurses and interdisciplinary staff. This will further make better medical outcomes and improved patient care possible. In order to increase communication between those mentioned above, this paper will cover a gap analysis strategy for the EHR system and provide an overview of the current process.
Analyzing the Workflow
Gap analysis, according to Chacon Vega et al. (2020), is the investigation and evaluation of the discrepancies between the workflow’s present and potential future stages. It has also been asserted that it offers a close examination of the underlying reasons for any flaws or obstructions that impact the workflow procedure. Ineffective regulations, EHR restrictions, and staff members’ general lack of communication skills are all obstacles to clinician communication (Brady et al., 2020). Communication failures inside an organization may also result from a lack of an effective method. It is crucial to understand that good and efficient communication between practitioners, frontline nurses, inter professional personnel, and patients always begins and concludes the delivery of patient care (Brady et al., 2020).The repercussions of inadequate communication in the healthcare industry may severely impact the safety and well-being of the people we serve. Also, a breakdown in communication or a delay might change the course of therapy and lengthen the patient’s stay. Also, it is crucial to ensure adequate communication since it can reduce misdiagnosis and other medical errors that are readily avoidable and can result in a sentinel event. Workflow is patient-oriented because it offers the chance to generate positive patient outcomes that benefit the patient, the healthcare team, and the organization. This is true of any healthcare technology or procedure. Also, timely, succinct, and clear communication will help the healthcare team stay informed of the patient’s needs, enable them to avoid wasting time and resources and guarantee the fast and equitable provision of treatment.
Gap Analysis Goal
The gap analysis goals consist of the following:
- Determining workflow inefficiencies brought on by a need for clinician communication that hinder patient care delivery.
- To identify the root causes of the workflow gaps and the contributing elements, both directly and indirectly.
- Use the analysis to create a workable solution that will help improve workflow and clinician communication.
Method of Data Collection
Collecting data from frontline nurses who regularly use the process and nurse informaticians (NI) who are educated about workflow design will be the central focus of evaluating the workflow gaps (Malagon-Maldonado, 2014). Interviewing the NI who spearheaded the design or has knowledge of the process and its execution of the EHR would be the initial stage in the data-collecting process. Reviewing the policies, procedures, and any educational materials used during the implementation and the workflow, will also be part of this process. The next step will be to speak with frontline personnel in two critical areas of the hospital, such as the intensive care unit and the medical-surgical unit. The Nadler-Tush man Congruence framework tool will also be used to collect data since it will help to compare the advantages and disadvantages of various process components. It is also crucial to recognize that the process of gathering data will involve observing the front-line nurses providing patient care in the two domains stated above. The observer will be able to get firsthand information as a result.
Minimizing Workflow Disruption
Blending in with the front-line nursing personnel is crucial to reduce workflow disturbance. This will be accomplished by dressing as a nurse and pretending to audit the charts of post-operative patients since this is a regular duty of my employment. The education department and the director of nursing services must provide their consent before this section of the analysis can be finished. My role in this experiment will be that of an observer, listening to staff members as they describe the workflow in the patient care sections .To have access to more in-depth inquiries, it could observe in the NI department and ask questions as needed. In order to eliminate any potential bias after the exercise, a peer review must be done (Brady et al., 2020) because doing so will guarantee the accuracy of the data that has been gathered and sustain the validity of data collecting.
Data Recording, Data Quantifying, and Data Analyzing
A diary will be used to document the data collected during the series of interviews carefully. This will guarantee that everything is noticed and notes are taken during the interview. A data template will also be created to arrange data points and guarantee proper data cleaning. The design and implementation report’s data will also be entered into the data template. To ensure that all information is correctly maintained, the observations will also be recorded in a daily diary and stored.
Moreover, data will be altered by graphing it and looking for connections; also, it could be essential to make a pivot table to sort and filter data (Chacon Vega et al., 2020). Coding will quantify the data and find patterns and distinctions in information gathered through multiple methods, including interviews and observations (Malagon-Maldonado, 2014). Data gathering will result in baseline measurements after the data has been cleaned up and normalized. Data will be standardized as part of this procedure by giving each data point a unique identification number.
Current-State Workflow
The workflow is thoroughly described in the section below, which also shows three gaps in the workflow over the course of a four-hour period. Now, the intensive care unit uses it.
Swimlane (Flowchart)
| From ER | Nurses/Providers | Radiology |
Conclusion
In conclusion, carrying out a gap analysis is crucial for several reasons, including identifying and filling up the gaps that hinder the provision of patient care (CGI, 2014). In order to comprehend the workflow’s condition, it also provides the framework for gathering and processing data. Resolving workflow issues will automatically increase patient care’s effectiveness, safety, and quality.
References
Brady, A. M., Byrne, G., Quirke, M. B., Lynch, A., Ennis, S., Bhangu, J., & Prendergast, M. (2017). Barriers to effective, safe communication and workflow between nurses and non-consultant hospital doctors during out-of-hours. International journal for quality in health care: journal of the International Society for Quality in Health Care, 29(7), 929–934. https://doi.org/10.1093/intqhc/mzx133
Centers for Disease Control and Prevention (2020). Public health and promoting interoperability programs. Retrieved from https://www.cdc.gov
CGI. (2014). Health information integration: Using gap analysis to develop relevant solutions. Retrieved from https://www.cgi.com
Chacon Vega, R., Gale, S., Kim, Y., Hong, S., & Yang, E. (2020). Does an open-plan office work? A workplace gap analysis: Importance and perceived support of key activities. Journal of Corporate real Estate, 22(4), 261-277. https://doi.org/10.1108/JCRE-03-2020-0014
Eisenstein, E. L., & Butler, K. A. (2015). Health informatics-enabled workflow redesign and evaluation. Studies in health technology and informatics, 208, 131–136. https://doi.org/10.3233/978-1-61499-488-6-131
Malagon-Maldonado G. (2014). Qualitative Research in Health Design. HERD: Health Environments Research & Design Journal, 7(4):120-134. https://doi.org/10.1177/193758671400700411
McGonigle, D., & Mastrian, K. (2018). Nursing informatics and the foundation of knowledge (4th ed.). Burlington, MA: Jones & Bartlett Learning.
