Combined Sections Meeting 2013 January 21 - 24, 2013, San Diego SESSION HANDOUT Doing Today's Work Today: How to Reduce Inefficiencies in Physical Therapy Service Delivery through the Application of "Just in Time" Management Principles Speakers Todd E. Davenport, PT, DPT; Nicholas J. Ferlatte, PT, MBA; Ivan Matsui, PT, FAAOMPT; Carol Jo Tichenor, PT, MA 20 pages total Value-based health care involves matching the correct treatment to the correct patient at the correct time. To an increasing degree, health care administrators are expecting departments to meet the needs for "patient driven access"—to align the patient's goals, treatment options, and speed of access—in order to optimize treatment outcomes, satisfaction, and health expenditures. This idea is consistent with "just in time" management principles (JIT). JIT has been applied across many areas of business to improve efficiency by reducing wait times along a supply chain; strategies that reduce wait times for physical therapy evaluation and treatment should optimize patient outcomes and costs. This session will provide cutting-edge information about JIT physical therapy management principles and practices from an experienced group of clinicians and researchers who work in an integrated health setting. In this session, an experienced panel will discuss the theoretical basis of JIT management and its application to health care; and specific JITrelated physical therapy programs, oriented to primary care, telehealth, and workplace injury prevention. This session is directed toward staff members, supervisors, and administrators who are interested in developing strategies to make change in the delivery of physical therapy care within their departments. Upon completion of this course, you'll be able to: Discuss "Just in Time" management principles. Apply "Just in Time" management to health care service delivery. Describe the workflow and use of a specific program for physical therapists in primary care settings and telehealth services, and in work injury prevention. Develop tools and strategies using JIT principles to facilitate change in your practice setting. This information is the property of the author and should not be copied or otherwise used without express written permission of the author(s). Sponsored by Section on Health Policy & Administration of the American Physical Therapy Association PO Box 4553 • Missoula, MT 59806-4553 877.636.4408 • www.aptahpa.org DAWNING OF A NEW DAY: HPA IS CREATING A MOVEMENT YOU ARE INVITED TO JOIN US What: HPA the Catalyst Town Hall Meeting When: Wednesday, January 23, 2013, 6-8 PM Where: Hilton Bayfront, Cobalt 500 Room, San Diego, CA Snacks and Surprises 12/11/12 Doing Todays Work Today: How to Reduce Inefficiencies in Physical Therapy Service Delivery Through Just In Time Management Principles Kaiser Hayward PT Fellowship in Advanced Orthopedic Manual Therapy Rapidly changing landscape Doing Todays Work Today in Physical Therapy Kaiser Hayward PT Fellowship in Advanced Orthopedic Manual Therapy Nicholas J. Ferlatte, PT, MBA Disruptive Innovation • Assumptions are being undermined and business models are eroding •Competition for shrinking dollar Among ourselves Against other types of practices with overlapping scope •Value, quality, efficiency Fast cheap and good Netflix IKEA Specialty Shops Accountable Kaiser Care Organizations Permanente Lean Management Lean Management • Management philosophy focused on •Lean management eliminates waste improving work flows Toyota disrupted American auto industry – Continuous quality improvement – Process refinement Waste= erosion of value Decrease waste by eliminating unnecessary steps Just in time promotes efficiency –Traditionally applied to inventory – Just in time 1 12/11/12 Lean management for health care Just in Time Care Delivery •Customer not provider at center of workflow •Initiating intervention on demand Streamline care linkages Diagnostics Just in time consults Consults Eliminate appointment wait times Eliminate bureaucratic redundancies •One stop shop •Initiate course of care simultaneously with referral • Focused on increasing the value of the patients experience Strong association between timeliness and perception of quality Brief assessment Advice Goals of Session •Provide overview of our Roving PT Model Roving Physical Therapy Patient Centered Model •Impetus behind and evolution of Roving PT •Case examples Kaiser Hayward PT Fellowship in Advanced Orthopedic Manual Therapy Ivan Matsui, PT, FAAOMPT •Summary of Challenges and Successes Brief Overview of Roving PT Model Roving PT Model: Other Options •PT On-call for 3-4 hours segments for consults •PT sees patient with or without MD or Nurse in adjacent primary care clinics. Practitioner in the room for 10 min interaction. Responds •Primary Care Provider contacts PT by phone related to musculoskeletal questions or requests to provider questions and offers suggestions to provider and patient. Provides handouts on home interventions or other online video resources OR May recommend further evaluation and intervention in more traditional appointment. •Questions resolved by phone without direct PT interface. 2 12/11/12 Impetus Behind and Evolution of Roving PC to Consultant Referrals: Problems •Office visits to primary care is most common entry •Referrals frequently point to health care. •60% of one billion visits annually to PC include inadequate info to and from the consultant. •Referrals frequently include inadequate info to and from the consultant. •5-8% of PC referrals result in referral to another provider. •Within our PT Departments, approx 90% of the •Consultants perceive that approx 30% of their referrals are from primary care. referrals are inappropriate. Forces Driving a Change in our Practice Selection of PTs for New Role •Strategic priority of organization •Broad continuing education and orthopedic Increase overall access to PT for same day service Provide options for patient to access specialists on same day as PC visit when already at clinic ONE STOP SHOP Provide a WOW experience to patient experience •Minimum of 3 years of clinical experience •Excellent communication skills and professional maturity •High level of differential diagnosis skills •Experience in acute care management of patients with movement dysfunctions Services to MD and Patient Development of Roving PT: Challenges •Direct consultation with MD •Ramp up time with MDs to get familiar with Confirm, refine, or offer alternative diagnosis/ hypothesis Recommend referrals to other specialists. Development of physician exam skills Input to MD related to work modifications needs, imaging, injections, NSAIDS •Patient home exercises, and/or ergonomic instruction role •Need to insure compliance with Practice Act issues •Finding balance of PT availability and productivity •Initial reticence of PT to work in a new, challenging setting •Phone reception, phone caller; Medical Assistant vs MD 3 12/11/12 Case Example #1 Case Example #1 •MD call to PT: •Primary care MD Questions: I think she has a ITB syndrome, do you think you can come by and tell me what you think? PT What is the patient problem? Does it require PT or other referral? consult (MD present) –~63 yo, sedentary female, wide hips, overweight but not obese –Pain aggravated with sidelying ipsilaterally, not with walking, denies running or any other exercise. –Tender to palpation over and above greater trochanter •PT Actions/recommendations Signs/sx trochanteric bursitis Recommend ice, sleep position, gentle stretches Call MD in 10 days if no improvement to consider joint injection. –Non ttp over ITB Case #2 Example Same Day Service •65 yo female with RA • Hx of fall 3 days ago •Stood up and fell, •Primary Care MD Call: +bruise, and swelling, +pain. •Palpable defect above patella •Mild tenderness to Can Is you tell me what this looks like to you? this treatable PT condition or require referral? •PT Actions/recommendations Possible Have quad tear? patient call Ortho On-Call today palpation medial and lateral patella Case #2 Continued What We Have Gained from New Model • •High visibility of PT with MDs and pts in high level • Orthopedic On-Call assessment Possible quad tear Schedule MRI MRI resulted in dx of patellar fracture. Patient decided not to have surgery. role •Opportunity to broaden role of PT in a challenging and dynamic new role •Recognition from Senior Leadership on value of PT in management of patients with musculoskeletal dysfunctions •Added value for patients 4 12/11/12 The Jury Is Still Out Telemedicine: Options for Improving Service and Access Chart Kaiser Hayward PT Fellowship in Advanced Orthopedic Manual Therapy Wheres Telemedicine Going? •Projected to grow from 2.4 billion in 2011 to 6 billion in 2012 •Over 6800 papers in 2004 (Taylor P, 2005) •Federal govt grants in Agriculture, Commerce, Defense, Health/Human services to expand service •Worldwide impact Carol Jo Tichenor, PT, MA, HFAAOMPT Telehealth Worldwide Use •Telehealth models in numerous health professions: Teledermatology Telemedicine in Emergency rooms Telerehab Telestroke Networks Telepsychiatry Teleopthalomology Overview of Studies to Date •Safety: Are •Effectiveness medical decisions disadvantaged? Does Overview of Studies to Date since 1960s management disadvantage the patient? •Practicality: Patient Cost and provider satisfaction effectiveness Accessibility Can a proposed service be implemented in a chosen setting (patients, specialists, technology) 5 12/11/12 Cost Issues for Patients and Impact on PT Challenges of Current Health Care • Greater scrutiny in delivery of all aspects of Lean thinking employers care using system wide metrics •Employers shifting health plan costs to Quality Patient employees •Increasing costs of premiums to employees •Decreasing coverage of dependents •Decreasing scope of provider panels available Satisfaction to care Accessibility – Attitudes play a role in outcomes. Productivity 31 1 Group Premium Increases Compared to Inflation: California, 2002-2010 140% Premium Increases 2002-2010 Average annual premiums for employeesponsored coverage were $14,396 for family coverage in 2010 Average annual premiums for employee sponsored coverage were $14,396 for family coverage in 2010 in California. 134.4% 117.5% 120% 101.8% 100% 86.3% 80% 72.1% Premium Increases Projected costs to insure a family in 2020 is $39,000 or 40% of median income! 58.3% 60% 46.3% 40% 20% Overall CA Inflation 31.3% 13.4% 0% 2.8% 2002 5.6% 7.4% 2003 2004 11.6% 2005 16.0% 19.5% 2006 2007 23.8% 23.1% 25.4% 2008 2009 2010 Source: CHCF, California Employer Health Benefits Survey, 2010 Current and Future Care Delivery What will Patients do? •Less time available per patient interaction •More patients per caseload •Fewer overall resources per patient Lean thinking patients •Patient less willing to come to PT due to: Higher co-pays Travel costs Loss of work time •Highly informed patient wants value for their money. 35 36 36 6 12/11/12 Increasing our Value in the Patient Experience •Recruit and retain healthy health plan members! •Meet the needs of busy patients. Working professionals Mothers with busy work and child care schedules College students who are seldom home How We Launched Telemedicine PT •SKYPE was not secure •Organization selected user friendly software for patients with call over internet or with phone •Plug and play webcam •Started with follow-up visits to build upon prior rapport Retirees are willing to sacrifice in person care for improved access (Whitten P & Love B,2005) What We Learned About Our Patients •Interest in video visits •Patient access to equipment •Experience with Skype, Gotomeeting, Webex •Why Not Interested in Video Visits? •When do you want a visit? What We Learned About Communication •Communicate what you are doing:(Bulik RJ, 2008; Onor MI & Misan, S. 2005) Inform patient of what you are doing, i.e. Looking at the medical record Im thinking about.. rather than reflecting in silence. Avoid distracting movements of your arms. Wear color not white lab coat. What We Learned About Communication •Human Factors of Delivering Care (Bulik RJ, 2008; Onor MI and Misan, S. 2005)` Brief small talk to provide time to develop a conversation with patient. Tone of voice and express interest (I see, I understand, Go on..) Wait time to allow patient to respond. Camera placement for eye contact Forward leaning posture = engagement What We Learned About Communication Keep good eye contact with the screen. Avoid extraneous movements of arms Have clean, uncluttered background. Practice with your distance from the webcam. 7 12/11/12 Key Elements for Success •Select your better communicators at the start •Practice, practice, practice to gain speed and efficiency. Takes at least 7-11 visits to start feeling efficient and comfortable. What do we know about patient satisfaction? • Current studies suggest (Whitten P & Love B, 2005) Satisfaction consistently quite high. –Easier access to specialists –Reduced travel –Better access and continuity of care –Financial savings –Personalized care –Like having options to participate in health care Challenges for the Provider •Factors influencing provider acceptance (Whitten PS & Mackert MS, 2005) Preconceived notions of telemedicine value Belief: We are already providing the BEST care Using new technology in already busy day •Finding patients to participate •Ease of use over technological quality •Pressure from upper management Lean thinking by the Provider •Must respond to organizations priorities! •Facilitate understanding of self-management in their own environment. •Answer questions and reduce anxieties that require more than a phone contact. •Move PT from hands on to hands off when patient wants other delivery options. Case Examples Telemedicine Revolution •Continue contact with college students who •Almost all patient/provider interactions will are home only limited periods. •Provide care for patients who cannot afford to come in due to high co-pays. involve an electronic workflow •Patients wish to become full partners in their health care and wellness Access to vast amounts of data about their condition Providers will push more and more info to pts. 8 12/11/12 Telemedicine Revolution •Patient/provider interaction will be forever changed: Providers will use tools to dx, treat and support patient centered needs and community needs worldwide Value to Our Customers •Contribute to patient experience and outcome from patients perspective (Trebble TM & Hydes T, 2011) •Build reputation of the health care plan. Providers will need to focus on the art of care given across technology-mediated lines. networks will be the digital glue between providers. (Weiner JP, 2012) IT 50 Telemedicine Use Case Initial Evaluation: History •19 year old male college student •History / Subjective Examination (In Person) History •Going back to college out of state the week following initial evaluation of present condition: –Patellar ligament tear 8 weeks ago while playing basketball –Now 4 weeks status post patellar ligament repair Chief •4 weeks status post patellar ligament repair 50 concerns: –Knee pain (8/10 at maximum) –Limited active range of motion •Referred to physical therapy for evaluation and management Initial Evaluation: Physical Examination –Limited sleeping secondary to knee pain Cleared for partial weightbearing activities Assessment •Physical Examination (In Person) Non-weightbearing gait with bilateral axillary crutches Incision Range sites are clean, dry, and intact of motion –Right knee AROM (involved): 0-40o –Left knee AROM uninvolved): 5-0-135o Strength Pain, swelling, range of motion and strength/ motor control deficits status post apparently uncomplicated patellar ligament rupture and subsequent repair and motor control –Unable to perform a left quadriceps set 9 12/11/12 Plan Course of Care / Outcomes •Extensive patient and family education •Patient followed every 2 weeks through regarding post-surgical protocol, including stages and milestones, anticipated prognosis, and indications to contact primary physical therapist telemedicine •Returned to functional activities excluding basketball •Follow-up using telemedicine for re-evaluation and progression of home exercise program •Returned to clinic at next available school break for instruction in higher level activities to facilitate return to basketball Why Bother With Prevention? Doing Tomorrows Work Today: •Point prevalence 4-5 million new occupational Occupational Injury Prevention & Physical Therapy injuries annually Department of Labor 2012 •Cost of Workers Compensation claims was $85 billion USD in 2007 Sengupta et al 2009 Kaiser Hayward PT Fellowship in Advanced Orthopedic Manual Therapy Work Injury Costs Are Increasing! Bhushan & Leigh 2011 Public Health Reports Todd E. Davenport, PT, DPT, OCS However, Work Injuries Are Decreasing! Bhushan & Leigh 2011 Public Health Reports 10 12/11/12 Sources of Increased Relative Cost Positive covariates Who Uses Physical Therapy? Negative covariates Significant predictors of general utilization: •Medical covariates •Number of lost time cases •Dow Jones Industrial Average •Treasury bill interest rate •Including all Younger age Male gender Work as a laborer Disorders reported cases of the joints Bhushan & Leigh 2011 Public Health Reports Berecki-Gisolf et al 2012 J Occup Rehab Who Uses Physical Therapy? Preventing the Need for Costly Services High utilization predicted by: Age Health Protection & Occupational Safety 50-60 Female gender Health Promotion + = Enhancement of Health/Well-being & Prevention of Injury/Illness Working as a tradesperson High Total Occupational Health! hospital costs Berecki-Gisolf et al 2012 J Occup Rehab National Institute for Occupational Safety and Health What Is Total Occupational Health? Who Does Total Occupational Health? Total Health Organization Employee Shared Responsibility & Partnership • Safety and health • Ergonomics • Education & training • Early interventions • Wellness culture • Accept responsibility • Use body properly • Keep body well & fit • Build wellness BODY Health Protection + Health Promotion MIND SPIRIT 11 12/11/12 Physical and Total Occupational Health Movement as Preventive Medicine Organization • Safety and health • Ergonomics • Education & training • Early interventions • Wellness culture Physical Therapists are The Ultimate Ambassadors for Total Occupational Health! Physical Activity: Is It Feasible? Chart Physical Activity: Does It Help? Chart Physical Activity: Is It Feasible? Chart Physical Activity: Does It Help? Chart 12 12/11/12 Description of a Program Examples of Interventions •Level I and Level 2 ergonomic consultations •High workplace injury rates in selected departments •Analysis of job site and work functions •Pre-shift and outside-of-work exercise programs •Each physical therapist assigned to one highrisk department •Provide just-in-time services to the high-risk department Case Application #1 Radiology Department •Total health promotion Stress management Weight management Activity promotion Case Application #2 Materials Management Department Benefits of the Program •Overall, organization-wide reduction in workplace injuries during the past 15 years •Awareness of total health perceived as beneficial for employees •Safety is becoming recognized as a collective responsibility 13 Doing Today’s Work Today: How to Reduce Inefficiencies in Physical Therapy Service Delivery Through “Just In Time” Management Principles Health Policy and Administration Section American Physical Therapy Association Combined Sections Meeting 2013 San Diego, California Presentation Reference List Lean Management References: Brackett T, Comer L, Whichello R. 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