The guide provides answers to these critical questions:

Healthcare quality software: the nitty-gritty

Why do you need software?

It boils down to what your math teacher told you back in primary school: Show your work. It doesn’t matter how much you improve quality at your healthcare organization if you can’t show the results. Healthcare quality software puts the data you need at your fingertips to show you what’s working and what isn’t—so you can put your resources where they matter most, and prove its value.

Tracking healthcare quality metrics

As the market shifts to a value-based system, improving performance on quality measures is essential to achieve safer care. The Institute of Health estimates that preventable medical errors cost the healthcare industry $17-29 billion each year.

And with a seemingly endless list of regulatory bodies, keeping track of what you need to keep track of can be a full time job itself! Here are some of things you can track:

Proving the value: how to track your data and improvements

You’re probably already tracking your quality data and improvement plan in some way. Whether that’s on paper or electronically—or some combination of the two—you’ve probably noticed some gaps that need filling in the process. Or you may just be ready for something more efficient altogether. Otherwise, you probably wouldn’t be reading this!

We’ll walk you through the reasons why you might want to switch from one method to another, arming you with evidence can take to your boss to convince her that software is worth the investment.

The methods we’ll go over are: What you need to know about switching from…paper

Yes, paper. We know you’re still out there. Don’t worry—we get it, it’s a straightforward method to document information, with little to no learning curve and it’s inexpensive. Who can argue with that?

Over the past few years, the options available to organizations looking for technology-based solutions have increased greatly. This is due to the rapid evolution of software development techniques, the move towards open-source software and the wealth of software packages from vendors around the world.

As healthcare organizations make the move from other methods of tracking their healthcare quality data, they need to prove the value of purchasing software. Change isn’t easy. It can be expensive, time-consuming and involve a lot of people. So it’s important to understand the benefits of switching before you leap in.

Paper-based systems can be time consuming, and can make it next to impossible to aggregate all the patient safety data hospitals need. It can take weeks and sometimes months to collect enough information worthy of conducting any kind of analysis to uncover trends.

Switching from paper: CHART Risk Retention Group
Although the CHART member-hospitals jointly share risk, risk management is not centrally managed and each hospital’s risk manager used a different method of reporting risk and patient safety events. Without a shared taxonomy and database, CHART could not compare events or share trend reports across its membership, or identify benchmarking opportunities.

Additionally, the majority of CHART hospitals used a paper-based system for event reporting resulting in paper forms being misplaced, difficulty reading handwriting on the forms and delays in departments submitting forms to risk managers (and often in large batches). The risk managers across the CHART member-hospitals formed a taskforce to identify key requirements for a system-wide risk management process. After evaluating different systems, CHART selected RL Solutions’ risk management software due to its customization capabilities and ease-of-use.

What you need to know about switching from…a homegrown system

If you build it, they will come. Except…they won’t always. Some hospitals choose to build their own patient safety reporting systems rather than purchase one off the shelf. In-house systems are great because they’re customized to your facility and workflow. And if you’re using software to manage your patient safety data, you’re ahead of lots of other hospitals who are still using paper or spreadsheets. But there are drawbacks to building software in-house.

BRIGHAM & WOMEN’S HOSPITAL (BWH) used to use a homegrown online reporting system that was novel for its time but the hospital quickly outgrew its capabilities. The system required considerable IT resources for any changes and it did not support documenting near misses. BWH decided look for an electronic reporting system that was customizable, fast and user-friendly and with excellent technical support services to ensure it could be adequately maintained in the long run.
After an exhaustive evaluation of several vendors, BWH ultimately chose RL6:Risk. Since implementing Risk, BWH has experienced a 25% increase in reported patient safety events. As well, 80% of all the events reported are near misses (including severity “0” and “1” events), up from 50%. Risk’s simple platform allowed BWH to customize the software, without using IT resources, and its easy reporting tools mean that the quality of the information has improved. What you need to know about switching from…spreadsheets

For smaller hospitals or healthcare facilities with a manageable amount of patient safety data, spreadsheets can be a great tool. You can calculate formulas and tabulate data quickly. They’re an easy place to collect information and do basic statistical analysis: but then what? Here are six reasons you should stop using spreadsheets to track your patient safety reports. What you need to know about switching from…multiple systems

Very few healthcare facilities exist as independent entities anymore. Health systems are merging, consolidating staff, procedures and electronic systems. And it’s not just hospitals! Health systems are purchasing physician practices, ambulatory clinics, rehab and home care facilities, pharmacies and more.

Making everyone agree on how to track and report data can be a full-time job. But with the increased attention to quality and patient experience metrics, it’s not something healthcare organizations can afford to ignore.

Kaiser Permanente Northwest

KP Northwest was struggling with managing multiple ways of tracking patient safety data at different locations. In 2013, KP Northwest was opening a new hospital, the first one to open in the Portland metro area in 30 years. So the team wanted to do it right! However, KP Northwest realized that it had three different processes for tracking patient safety events:

KP Northwest’s executive leadership wanted a system that provided more analysis and trending throughout multiple business units, most notably risk management and workplace safety. They also wanted something that worked for front-line users and other business units could use as well. Because of this, KP Northwest decided to purchase RL6:Risk and consolidated all of its locations on the one reporting system.

The benefits of having everyone on one electronic system:

PARTNERS CONTINUING CARE (PCC), part of the Partners HealthCare system, realized that homegrown systems have their own drawbacks. Some facilities were using paper forms while others used homegrown electronic systems to report safety events, and facilities used different taxonomies to classify severity. This variability made it difficult for the quality staff and system leadership to identify actionable trends. They all needed technology that would support the preexisting culture. In 2012, PCC starting using RL6 to capture adverse events. Now, all of PCC's home healthcare and rehab staff use RL6 to report incidents, using customized forms to capture information such as additional harms from falls. What you need to know about switching from…another electronic system

Some things are easy to change like toothpaste or taking a new route to work. Other things require a little more effort and planning, such as switching your insurance provider or setting up a new cell phone. Switching to a new healthcare quality system? That’s a lot of work—but if you find the right one, it’s absolutely worth the effort.

The top 5 reasons our clients switched to RL include: 10 things to look for in a healthcare quality software vendor

There are a ton of companies out there that are offering you the latest and greatest products designed to help your business in one way or another. All of them do something their competitor doesn’t do, or they do it faster and better. So, when it comes to choosing a vendor, what should you look for to ensure you’re making the right choice? Here are 10 things you should consider when you’re evaluating software vendors.

So…what should you do next?

Hopefully, this guide has now helped you identify:

With so many solutions out there, it’s easy to get flustered. Knowing what to look for makes the whole process much easier for everyone involved and you’ll feel truly confident that you’re getting what you need. Although, it may be impossible to check off all these boxes, do your best to identify the items that matter most. Then, make sure whoever you choose fulfills your needs. The closer you come, the happier you’ll be in the end.

Once you find the vendor that’s right for your organization, it’s time to get the buy-in from your team, your manager and the execs. Good luck!
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