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Allen Pollack Allen Pollack –– Executive SponsorExecutive SponsorDane Anspach Dane Anspach -- Process OwnerProcess OwnerSheri Dowler Sheri Dowler -- Team Leader Team Leader

Team Members:Team Members:Sheri DowlerSheri DowlerDane AnspachDane AnspachBetsy KalksteinBetsy KalksteinShana VeesaertShana VeesaertKelly GarciaKelly Garcia--BrauchBrauchAlvida JacksonAlvida JacksonRoshunda JeffersonRoshunda JeffersonDon Schulman Don Schulman –– FacilitatorFacilitator

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REASON FOR ACTION

Need to replace two redundant processes (Triage & RED Team) with one process.

Need to standardize and improve RED Team functioning to increase ability to process referrals .

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INITIAL STATE RED Team processes 40% of PA5 referrals from Hotline

Many forms of waste identified

Inconsistent process, no standards

Team structure contributed to under utilization of talent

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IDEAL STATE Standard schedule for team members

Standard team structure

Standard roles

Standard RED Team flow

Improved standard room design

Appropriate environment for RED Team

Process 100% of all referrals received from the Hotline

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TARGET STATE

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Metric Baseline Target% of PA5 referrals processed by RED Team per week

40% 100%

% of response type appropriately assigned 89% 96%

RED Team processing time Up to 25 minutes

Ave 10 minutes

Recidivism % at 6 months TBD < 20%

Recidivism % at 12 months TBD < 20%

Number of new RIE participants 6

RED Team Processes 100% of referrals from Hotline within one year Standards created RED Team rooms designed/ 1 implemented Roles designed Close to ideal state

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GAP ANALYSIS

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SOLUTION APPROACH

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If we… … then we willReduce team size… • …increase intentional participation

• …require less worker time on RED Teams• …free resources for other RED Teams

Change the layout… • …increase efficiency• …require less time

Define roles… • … have more active participation on RED Teams• …better utilize our human talent

Create a standard schedule… • …have more focused engagement• …create a purpose• …have consistent multidisciplinary participation

Implement standards… • …have consistent outcomes for families and staff• …reduce paper from Hotline

Eliminate Triage … • … eliminate duplication

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RAPID EXPERIMENTS

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Experiments ResultTested all new standards Obtained a baseline on

initial designStandardized the flow Obtained data on

improvementsChanged flow for Demographics and Genogramsections of the framework

Identified the final format and flow

Tested use of a projector, replacing the board facilitator

Future potential improvement to process

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COMPLETION PLAN

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Action Owner Status/ DateReconfigure window RED Team area Team Complete

Review new RED Team room design with Sandi Team Complete

Model new RED Team procedure Team Complete

Have Hotline print Referral Assessment Summary for the RED Team Going forward

Sheri Complete

Create a training outline and training materials Kelly, Betsy Complete

Meet with Aaron to determine cost of creating a scheduling module

Team Complete

Create a reference binder for the RED Team Alvida, Roshunda Complete

Create a Word template to use in RED Team to document in TRAILS

Kelly, Dane Complete

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COMPLETION PLAN

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Action Owner Status/ Date

Design production board Sheri, Dane Complete

Create a genogram reference sheet Shana Complete

Create initial communications Kelly Complete

Resolve overlap with DR Steering Committee sub-team Dane March 19, 2013

Work with Sandi to create a bridge for the word template Kelly, Betsy March 29, 2013

Reconfigure 3123 with the new RED Team Design Dane April 12, 2013

Design posters for the RED Team area Alvida, Roshunda

April 11, 2013

Create ongoing communication plan Betsy, Alvida, Don

March 29, 2013

Create RED Team Schedule Sheri April 1, 2013

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CONFIRMED STATE

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The changes we made will impact 95% of the wastes we identified.

Production Board

Conducted a live run of the new RED Team design with two referrals - average 9.1 minutes

Metrics:% of total PA5 referrals processed by the RED TeamAverage time per referralPercent of full team participation

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INSIGHTS The importance of observation in order for change

to occur

The importance of representation from all areas

Realized the barriers and inefficient time management

There is no standardization

The importance of creating an engaging environment

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CONSULTANTS

Sarie Patterson

Aaron Gabler

Sandi Schneider

Brandon Drake

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A Special Thank You to our Executive Sponsor, Allen Pollack!

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QUESTIONS

???

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