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2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  




Gelb Consulting Group

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2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  



Introduction and Overview
	
  
The	
  patient	
  experience	
  encompasses	
  much	
  more	
  than	
  the	
  time	
  spent	
  as	
  a	
  patient	
  at	
  your	
  facility.	
  It	
  
begins	
   with	
   awareness	
   and	
   information	
   seeking	
   and	
   extends	
   long	
   after	
   discharge	
   and	
   receiving	
   the	
  
final	
  bill.	
  
	
  
Today’s	
   healthcare	
   organizations	
   understand	
   the	
   importance	
   of	
   the	
   patient	
   experience	
   and	
   its	
  
impact	
   on	
   business	
   goals.	
   From	
   appointing	
   a	
   Chief	
   Experience	
   Officer	
   to	
   supporting	
   process	
  
improvement,	
  more	
  and	
  more	
  health	
  care	
  leaders	
  are	
  implementing	
  initiatives	
  to	
  focus	
  on	
  patient	
  
experience	
  improvement.	
  	
  	
  
	
  
Three	
   premier	
   organizations	
   in	
   healthcare	
   marketing	
   and	
   benchmarking	
   research	
   teamed	
   up	
   to	
  
conduct	
  a	
  national	
  survey	
  of	
  leaders	
  from	
  various	
  healthcare	
  providers	
  to	
  gain	
  insight	
  into	
  the	
  best	
  
practices	
  they	
  employ	
  to	
  manage	
  their	
  patients’	
  experience	
  and	
  how	
  they	
  view	
  	
  this	
  somewhat	
  new	
  
concept.	
  
	
  
This	
  research	
  reveals	
  many	
  positive	
  trends	
  in	
  experience	
  management	
  and	
  identifies	
  key	
  priorities	
  
for	
   further	
   development	
   of	
   patient	
   experience	
   strategies.	
   	
   It	
   sheds	
   light	
   on	
   the	
   importance	
   of	
  
patient	
   experience	
   management	
   as	
   an	
   organizational	
   strategy	
   rather	
   than	
   a	
   one-­‐off,	
   isolated	
  
initiative.	
  
	
  
The	
  purpose	
  of	
  this	
  research	
  is	
  to	
  identify	
  some	
  “best	
  in	
  class”	
  practices	
  used	
  to	
  achieve	
  excellence	
  
in	
   patient	
   experience	
   management.	
   	
   This	
   white	
   paper	
   highlights	
   the	
   key	
   findings	
   from	
   the	
   research	
  
and	
  webinar	
  used	
  to	
  present	
  this	
  research	
  with	
  added	
  commentaries	
  not	
  shared	
  via	
  the	
  report.	
  


Using These Findings for Your Organization’s Benefit
  
Healthcare	
  administrators	
  and	
  executives	
  can	
  use	
  this	
  research	
  to	
  not	
  only:	
  
	
  
     • See	
  how	
  you	
  measure	
  up	
  against	
  other	
  healthcare	
  industry	
  leaders,	
  but	
  also	
  
     • Identify	
  current	
  trends	
  in	
  experience	
  management,	
  	
  
     • Cite	
  common	
  challenges	
  your	
  colleagues	
  face	
  in	
  this	
  effort,	
  	
  
     • Learn	
  about	
  tools	
  being	
  used	
  	
  
     • Determine	
   opportunities	
   for	
   growth	
   and	
   improvement	
   in	
   your	
   organization’s	
   patient	
  
        experience	
  management	
  endeavors.	
  	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                         Page  2  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
	
  
In	
  the	
  subsequent	
  pages	
  you	
  will	
  learn	
  about	
  our	
  methodology,	
  the	
  participating	
  institutions,	
  our	
  
findings	
  and	
  how	
  you	
  can	
  use	
  this	
  to	
  benefit	
  your	
  organization.	
  	
  However,	
  before	
  delving	
  further	
  
we	
  present	
  to	
  you	
  three	
  stages	
  to	
  determine	
  in	
  which	
  stage	
  your	
  organization	
  is	
  along	
  the	
  patient	
  
experience	
   strategy	
   continuum.	
   	
   Consider	
   one	
   to	
   determine	
   where	
   your	
   organization	
   currently	
  
stands.	
  	
    
  
                




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                      Page  3  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  


Study Methods
  
The	
   2012	
   Insights	
   into	
   the	
   Patient	
   Experience	
   Survey	
   was	
               Respondents  by  Facility  Type  
conducted	
   by	
   APQC	
   in	
   cooperation	
   with	
   Gelb	
   Consulting	
  
Group	
   and	
   The	
   Beryl	
   Institute.	
   In	
   March	
   2012,	
   an	
   online	
  
survey	
   was	
   sent	
   to	
   healthcare	
   affiliates	
   and	
   professional	
  
friends	
  of	
  The	
  Beryl	
  Institute	
  and	
  Gelb	
  Consulting	
  Group.	
  
	
  
Participating	
   institutions	
   are	
   healthcare	
   professionals	
   who	
  
work	
   in	
   a	
   variety	
   of	
   settings	
   including	
   academic	
   medical	
  
centers,	
   community	
   hospitals,	
   and	
   health	
   care	
   systems	
  
across	
   the	
   nation.	
   An	
   analysis	
   of	
   70	
   completed	
   surveys	
   is	
  
included	
  in	
  this	
  report.	
  The	
  margin	
  of	
  error	
  for	
  this	
  sample	
  
size	
  of	
  70	
  is	
  12%	
  at	
  the	
  95%	
  confidence	
  interval.	
  
	
  
	
  

                                                                    	
  
        Respondents  by  Job  Function                              We	
   asked	
   participating	
   institutions	
   how	
   their	
  
                                                                    organization	
   perceived	
   the	
   importance	
   of	
   the	
   patient	
  
                                                                    experience	
   from	
   a	
   strategic	
   perspective,	
   what	
   is	
  
                                                                    currently	
   being	
   done	
   to	
   manage	
   the	
   experience,	
   how	
  
                                                                    their	
   organization	
   monitors	
   the	
   experience	
   and	
   what	
  
                                                                    tools	
  do	
  they	
  expect	
  to	
  use	
  in	
  the	
  future.	
  	
  This	
  national	
  
                                                                    survey	
   was	
   designed	
   to	
   draw	
   out	
   some	
   of	
   the	
   “best	
   in	
  
                                                                    class”	
   practices	
   used	
   to	
   achieve	
   excellence	
   in	
   patient	
  
                                                                    experience.	
  	
  
	
  
  
                                     
  
PATIENT  EXPERIENCE  AND  THE  CONTINUUM  OF  CARE  
  
This	
   study	
   takes	
   a	
   deep	
   dive	
   into	
   understanding	
   how	
   organizations	
   approach	
   the	
   patient	
  
experience	
   throughout	
   each	
   phase	
   of	
   the	
   experience.	
   	
   The	
   Beryl	
   Institute	
   defines	
   the	
   patient	
  
experience	
   as	
   the	
   sum	
   of	
   all	
   interactions,	
   shaped	
   by	
   an	
   organization’s	
   culture,	
   that	
   influence	
  
patient	
  perceptions	
  across	
  the	
  continuum	
  of	
  care.  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                            Page  4  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
	
  
Managing	
   the	
   patient	
   experience	
   includes	
   interactions	
   well	
   before	
   an	
   individual	
   becomes	
   a	
   patient	
  
and	
  extends	
  to	
  well	
  after	
  they	
  have	
  been	
  discharged	
  or	
  ended	
  treatment.	
  	
  With	
  this	
  in	
  mind,	
  the	
  
study	
  was	
  shaped	
  by	
  the	
  framework	
  or	
  continuum,	
  if	
  you	
  will,	
  to	
  make	
  a	
  more	
  distinct	
  connection	
  
between	
  our	
  findings	
  about	
  patient	
  experience	
  management	
  efforts	
  and	
  the	
  patient	
  experience.	
  
	
  
 Awareness                         Access                               Visit                                  Treatment                  Transition  
 • Symptoms                        • Choosing	
  healthcare	
           • Parking	
                            • Scheduling	
  and	
      • Communication	
  with	
  
 • Diagnosis                         provider	
                         • Getting	
  to	
  the	
  center	
       intake	
                   referring	
  physician	
  
 • Evaluation	
  of	
              • Financial	
  paperwork	
           • Checking-­‐in	
  /	
  	
             • Surgery	
                • Follow-­‐up	
  visits	
  
   healthcare	
  providers         • Medical	
  paperwork	
               waiting	
  area	
                    • Treatment	
  rooms	
     • Call-­‐backs	
  for	
  
 • Information	
                   • Scheduling	
  first	
  visit	
     • Initial	
  treatment	
               • Treatment	
                assistance	
  
   gathering                                                              plan	
                               • Nursing	
  Care	
        • Support/groups	
  /	
  
 • Research                                                             • Additional	
  lab	
  and	
                                        wellness	
  services	
  
                                                                          diagnostic	
  testing	
                                         • Advocacy	
  
  
  
THE  CURRENT  APPROACH  TO  EXPERIENCE  MANAGEMENT  IN  HEALTHCARE:  STUDY  FINDINGS  
  
Strategic  Imperative  	
  
Taking	
  a	
  strategic	
  approach	
  to	
  experience	
  management	
  can	
  improve	
  competitive	
  positioning	
  and	
  
support	
  growth	
  in	
  market	
  share	
  and	
  patient	
  volume.	
  In	
  general,	
  we	
  found	
  over	
  90%	
  of	
  participating	
  
institutions	
  believed	
  their	
  organization	
  considered	
  patient	
  experience	
  to	
  be	
  a	
  strategic	
  imperative.	
  
	
  
As	
   you	
   can	
   see	
   from	
   the	
   patience	
   experience	
   and	
   the	
   continuum	
   of	
   care	
   chart,	
   having	
   a	
   strategy	
   in	
  
place	
   for	
   how	
   your	
   organization	
   will	
   manage	
   your	
   patients’	
   experience	
   is	
   critical	
   as	
   the	
   patient	
  
experience	
  is	
  being	
  shaped	
  as	
  we	
  speak	
  whether	
  your	
  organization	
  is	
  making	
  a	
  concerted	
  effort	
  to	
  
manage	
  it	
  or	
  not.	
  	
  	
  
	
  
Organization-­‐wide  Strategy  Reflective  of  Brand  
The	
  awareness	
  stage	
  is	
  a	
  stage	
  in	
  which	
  they’ve	
  yet	
  to	
  become	
  a	
  patient	
  but	
  are	
  beginning	
  to	
  frame	
  
and	
  impression	
  and	
  perception	
  of	
  your	
  organization.	
  	
  Starting	
  with	
  the	
  ‘awareness’	
  stage,	
  having	
  a	
  
strategy	
  in	
  place	
  will	
  help	
  ensure	
  that	
  your	
  organization	
  is	
  reinforcing	
  your	
  brand	
  promise	
  through	
  
the	
  touchpoints	
  that	
  affect	
  it.	
  	
  These	
  touchpoints	
  in	
  the	
  awareness	
  stage	
  take	
  the	
  shape	
  of	
  online	
  
communications	
   that	
   you	
   can	
   affect	
   and/or	
   control	
   such	
   as	
   banner	
   ads,	
   Internet	
   search	
   results,	
  
organization	
   web	
   site	
   and	
   other	
   electronic	
   media.	
   Additional	
   touchpoints	
   that	
   come	
   into	
   play	
   at	
  
this	
  stage	
  include	
  interpersonal	
  interactions	
  with	
  former	
  or	
  current	
  patients	
  and	
  family	
  or	
  friends	
  of	
  
these	
   who	
   through	
   word	
   of	
   mouth	
   start	
   creating	
   an	
   impression	
   or	
   experience	
   with	
   your	
  
organization.	
   	
   Other	
   touchpoints	
   to	
   keep	
   in	
   mind	
   include	
   written	
   communications	
   such	
   as	
   mailings	
  
or	
  print	
  ads,	
  articles	
  and	
  your	
  facilities,	
  which	
  consist	
  of	
  how	
  they	
  look	
  from	
  a	
  distance.	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                                    Page  5  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
	
  
Having	
  an	
  organization-­‐wide	
  strategy	
  on	
  how	
  to	
  manage	
  the	
  patient	
  experience	
  would	
  force	
  you	
  to	
  
consider	
  and	
  plan	
  on	
  how	
  you	
  will	
  affect	
  and	
  mold	
  your	
  prospective	
  patients’	
  experience	
  with	
  your	
  
organization	
  as	
  early	
  as	
  the	
  awareness	
  stage.	
  	
  	
  
	
  
Competitive  Positioning  
For	
  some	
  organizations,	
  creating	
  a	
  warm	
  environment	
  and	
  personalized	
  experience	
  can	
  offset	
  the	
  
“I	
   feel	
   like	
   a	
   number”	
   perception.	
   Only	
   20%	
   of	
   participating	
   institutions	
   agreed	
   that	
   their	
  
organization’s	
   systems	
   are	
   designed	
   to	
   enable	
   each	
   person	
   who	
   interacts	
   with	
   a	
   patient	
   to	
  
understand	
  his/her	
  preferences	
  indicating	
  the	
  need	
  for	
  a	
  greater	
  focus	
  on	
  personalized	
  care.	
  From	
  
a	
   competitive	
   perspective,	
   hospitals	
   and	
   institutions	
   that	
   are	
   highly	
   ranked	
   due	
   to	
   clinical	
  
excellence	
   can	
   turn	
   their	
   attention	
   to	
   improving	
   patient	
   experience	
   to	
   maintain	
   advantage	
   as	
  
competitors	
  begin	
  to	
  close	
  the	
  gap	
  in	
  terms	
  of	
  clinical	
  and	
  technical	
  competence.	
  
	
  
Differentiation  with  a  Personalized  Experience  
Whether	
   a	
   small	
   community	
   hospital	
   or	
   large	
   urban	
   medical	
   center,	
   your	
   organization’s	
   clinical	
  
excellence	
   and	
   expertise	
   is	
   important	
   but	
   is	
   no	
   longer	
   as	
   much	
   of	
   a	
   differentiator	
   as	
   in	
   the	
   past.	
  	
  
With	
  clinical	
  excellence	
  a	
  standard	
  expectation,	
  high	
  ranking	
  healthcare	
  organizations	
  are	
  shifting	
  
their	
   focus	
   to	
   personalization	
   of	
   the	
   patient	
   experience.	
   	
   Personalization	
   does	
   not	
   literally	
   mean	
  
that	
   everyone	
   within	
   your	
   organization	
   is	
   expected	
   to	
   have	
   the	
   one	
   on	
   one	
   relationship	
   with	
   all	
  
patients,	
   but	
   instead	
   has	
   the	
   systems	
   in	
   place	
   to	
   provide	
   the	
   feeling	
   of	
   a	
   more	
   personalized	
  
experience.	
   	
   As	
   examples,	
   some	
   high-­‐ranking	
   healthcare	
   organizations	
   create	
   a	
   personalized	
  
environment	
   by	
   hiring	
   greeters	
   to	
   offer	
   patients	
   and	
   their	
   caregivers,	
   family	
   and	
   friends	
   a	
   warm	
  
smile	
   and	
   wayfinding	
   assistance.	
   	
   Training	
   your	
   receptionists	
   and	
   nurses	
   to	
   review	
   the	
   schedule	
   for	
  
that	
   day	
   and	
   greet	
   all	
   patients	
   by	
   name	
   further	
  
eliminates	
   the	
   feeling	
   of	
   being	
   just	
   another	
  
number.	
  
	
  
Differentiation  with  Ease  of  Access  
Leveraging	
   technology	
   and	
   streamlining	
  
processes	
   to	
   create	
   an	
   easy	
   and	
   efficient	
  
experience	
   is	
   another	
   tactic	
   for	
   experience	
  
management.	
  Only	
  25%	
  of	
  participants	
  reported	
  
their	
   patient	
   information	
   systems	
   are	
   designed	
  
to	
   take	
   most	
   of	
   the	
   burden	
   from	
   patients	
   in	
  
getting	
   to	
   their	
   appointments	
   and	
   for	
   effective	
  
medical	
   record	
   information	
   management	
   Local	
  
providers	
   are	
   often	
   preferred	
   for	
   	
   what	
   patients	
  
perceived	
   to	
   be	
   more	
   common	
   services	
   due	
   to	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                                 Page  6  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
the	
   convenience	
   offered	
   by	
   local	
   hospitals.	
   Fast	
   and	
   easy	
   appointment	
   setting	
   and	
   access	
   can	
  
encourage	
  patients	
  to	
  travel	
  for	
  care.	
  
	
  
Grow  Market  Share  and  Volume	
  
Leaders	
   of	
   many	
   healthcare	
   facilities	
   agree	
   that	
   improving	
   the	
   patient	
   experience	
   supports	
  
strategies	
   for	
   growth	
   in	
   market	
   share	
   and	
   increased	
   patient	
   volume.	
   About	
   77%	
   of	
   participants	
  
responded	
   that	
   their	
   organization	
   believes	
   that	
   effective	
   patient	
   experience	
   management	
  
generates	
   additional	
   patient	
   revenue.	
   Experience	
   management	
   may	
   result	
   in	
   additional	
   revenue	
  
through	
  an	
  increase	
  in	
  referrals	
  from	
  patients,	
  caregivers	
  and	
  referring	
  physicians.	
  
	
  
Providing	
   an	
   exceptional	
   experience	
   can	
   turn	
   satisfied	
   patients	
   into	
   advocates,	
   providing	
  
recommendations	
   to	
   friends	
   and	
   family.	
   Experience	
   management	
   can	
   be	
   an	
   effective	
   form	
   of	
  
marketing	
  (word-­‐of-­‐mouth)	
  and	
  about	
  87%	
  of	
  participating	
  institutions	
  agree	
  with	
  this	
  statement.	
  	
  
	
  
Developing  Enchanted:  Patients  &  Referring  Physicians  
Strategically	
  managing	
  the	
  patient	
  experience	
  management	
  enables	
  organizations	
  to	
  not	
  only	
  make	
  
promoters	
  of	
  their	
  patients,	
  but	
  loyal	
  and	
  enchanted	
  followers.	
  	
  An	
  enchanted	
  patient	
  contrary	
  to	
  a	
  
loyal	
   and	
   satisfied	
   patient	
   does	
   not	
   need	
   to	
   be	
   prompted	
   to	
   recommend	
   your	
   organization.	
   	
   An	
  
enchanted	
  patient	
  will	
  mention	
  their	
  experience	
  and	
  adulation	
  of	
  your	
  organization	
  anecdotally	
  in	
  
conversation	
  and	
  will	
  be	
  sure	
  to	
  say	
  ‘And	
  if	
  you’re	
  ever	
  in	
  need	
  of	
  this	
  care,	
  then	
  you	
  must	
  go	
  to	
  
XYZ	
   Hospital.”	
   	
   Thus,	
   if	
   you’re	
   doing	
   a	
   successful	
   job	
   of	
   strategically	
   managing	
   your	
   patients’	
  
experience,	
   then	
   be	
   ready	
   to	
   handle	
   additional	
   volume	
   as	
   word	
   of	
   mouth	
   travels	
   fast.	
   	
   Word	
   of	
  
mouth	
  is	
  hands	
  down	
  the	
  most	
  effective	
  way	
  of	
  marketing	
  your	
  organization	
  as	
  we	
  have	
  heard	
  time	
  
and	
  time	
  again	
  in	
  the	
  myriad	
  patient	
  interviews	
  we’ve	
  conducted.	
  
	
  
An	
  often	
  neglected,	
  but	
  powerful	
  ally	
  and	
  promoter	
  to	
  help	
  in	
  your	
  organization’s	
  effort	
  to	
  grow	
  
market	
   share	
   and	
   volume	
   are	
   referring	
   physicians.	
   	
   Referring	
   physicians	
   armed	
   with	
   the	
   proper	
  
tools	
   to	
   refer	
   and	
   information	
   to	
   educate	
   themselves	
   and	
   their	
   patients	
   about	
   your	
   organization	
  
can	
  become	
  loyal	
  advocates.	
  	
  	
  
  
Referring	
   physicians	
   appreciate	
   clear,	
   consistent	
   communication	
  
about	
  their	
  patient	
  from	
  the	
  rendering	
  physician	
  to	
  facilitate	
  the	
  
continuation	
   of	
   care.	
   More	
   than	
   71%	
   of	
   participating’	
  
organizations	
   currently	
   use	
   integrated	
   systems	
   with	
   other	
  
healthcare	
   providers	
   allowing	
   efficient	
   and	
   timely	
  
communications	
   between	
   referring	
   physicians	
   and	
   rendering	
  
physicians.	
  	
  
	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                            Page  7  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
Referring	
   physicians	
   expect	
   healthcare	
   facilities	
   to	
   provide	
   the	
   same	
   quality	
   of	
   care	
   they	
   provide	
  
their	
   patients.	
   Doing	
   so	
   can	
   increase	
   satisfaction,	
   build	
   strong	
   relationships	
   and	
   lasting	
   referral	
  
patterns.	
   The	
   importance	
   of	
   referring	
   satisfaction	
   is	
   supported	
   in	
   this	
   study.	
   Almost	
   42%	
   of	
  
participating	
   institutions	
   report	
   that	
   their	
   organization	
   monitors	
   referring	
   physician	
   satisfaction	
  
annually.	
  	
  
	
  
These	
  loyal	
  advocates	
  can	
  easily	
  become	
  enchanted	
  promoters	
  when	
  an	
  organization	
  extends	
  the	
  
personalization	
   that	
   we	
   mentioned	
   patients	
   yearn,	
   to	
   the	
   referring	
   doctor.	
   	
   Leading	
   healthcare	
  
institutions	
  often	
  accomplish	
  this	
  with	
  personalized	
  ‘thank	
  you’	
  notes	
  and	
  even	
  phone	
  calls	
  that	
  not	
  
only	
   establish	
   professional	
   rapport	
   but	
   also	
   acknowledge	
   the	
   referring	
   physician’s	
   efforts	
   for	
   the	
  
added	
   business.	
   	
   Another	
   best	
   practice	
   is	
   timely	
   delivery	
   of	
   detailed	
   notes/updates	
   about	
   the	
  
referring	
   physicians’	
   patients	
   as	
   well	
   as	
   ongoing	
   needed	
   care	
   or	
   treatment	
   upon	
   discharge.	
  	
  
Seemingly	
   minor	
   personal	
   touches	
   and	
   courtesies	
   go	
   a	
   long	
   way	
   for	
   both	
   patients	
   and	
   referring	
  
physicians.	
  
	
  
Strategic  Approach	
  
While	
   providing	
   the	
   ideal	
   patient	
   experience	
   is	
   integrated	
   in	
   the	
   vision	
   principles	
   of	
   most	
  
organizations,	
   more	
   and	
   more	
   healthcare	
   leaders	
   are	
   taking	
   a	
   strategic	
   approach	
   to	
   leveraging	
  
experience	
  management	
  and	
  its	
  ability	
  to	
  drive	
  growth	
  and	
  create	
  competitive	
  advantage.	
  
	
  
MANAGING  THE  PATIENT  EXPERIENCE  
	
  
As	
   mentioned	
   earlier,	
   patient	
   experience	
   management	
   needs	
   to	
   go	
   beyond	
   a	
   lone	
   departmental	
  
initiative	
  to	
  truly	
  be	
  effective	
  and	
  affect	
  overall	
  market	
  share,	
  positioning,	
  and	
  volume.	
  	
  Successful	
  
efforts	
   into	
   managing	
   the	
   patient	
   experience	
   are	
   part	
   of	
   and	
   in	
   symphony	
   with	
   an	
   organization’s	
  
overall	
  strategy.	
  
  
Experience  Management  Today	
  
Healthcare	
   organizations	
   understand	
   the	
   importance	
   of	
   experience	
   management.	
   Nearly	
   72%	
   of	
  
institutions	
   reported	
   that	
   they	
   have	
   an	
   executive	
   designated	
   as	
   a	
   patient	
   experience	
   lead	
   and	
   71%	
  
report	
   currently	
   using	
   patient	
   advisory	
   boards.	
   Yet	
   54%	
   of	
   participants	
   reported	
   that	
   their	
  
organization	
   does	
   not	
   have	
   a	
   common	
   definition	
   for	
   patient	
   experience	
   management.	
   This	
  
indicates	
  progress	
  has	
  been	
  made	
  with	
  regards	
  to	
  prioritizing	
  experience	
  management	
  yet	
  there	
  is	
  
still	
  some	
  ambiguity	
  as	
  to	
  how	
  to	
  inject	
  those	
  priorities	
  into	
  operations.	
  
	
  
While	
   it	
   is	
   key	
   to	
   have	
   the	
   appropriate	
   leadership	
   or	
   institutional	
   executives	
   as	
   proponents	
   of	
  
patient	
  experience	
  management	
  as	
  an	
  overall	
  strategy	
  for	
  the	
  organization,	
  it	
  is	
  equally	
  critical	
  if	
  
not	
  more	
  so	
  to	
  ensure	
  that	
  buy	
  in	
  is	
  attained	
  by	
  faculty	
  and	
  staff.	
  	
  By	
  engaging	
  and	
  gaining	
  the	
  avid	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                             Page  8  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
support	
   of	
   faculty	
   and	
   staff	
   –	
   leadership	
   can	
   rest	
   assured	
   that	
   their	
   efforts	
   toward	
   a	
   patient	
  
experience	
  management	
  strategy	
  will	
  be	
  strong	
  and,	
  with	
  the	
  right	
  programs	
  in	
  place,	
  long-­‐lasting.	
  
  
  
Managing  Experience  with  Technology	
  
We	
  found	
  that	
  a	
  large	
  majority	
  of	
  organizations	
  currently	
  utilize	
  technology	
  as	
  a	
  means	
  to	
  manage	
  
the	
  patient	
  experience.	
  Over	
  84%	
  report	
  their	
  organizations	
  rely	
  on	
  patient	
  electronic	
  medical	
  
records.	
  In	
  addition,	
  68%	
  report	
  using	
  real-­‐time	
  patient	
  feedback	
  tools.	
  	
  
  
Integrated	
  systems	
  with	
  other	
  healthcare	
  providers	
  and	
  service	
  
recovery	
  systems	
  are	
  being	
  used	
  by	
  most	
  organizations	
  today.	
  
These	
  systems	
  improve	
  the	
  efficiency	
  of	
  many	
  activities	
  
throughout	
  the	
  patient	
  experience,	
  from	
  making	
  an	
  
appointment	
  to	
  following	
  up	
  with	
  their	
  primary	
  care	
  physician.	
  
The	
  degree	
  to	
  which	
  these	
  systems	
  are	
  integrated	
  and	
  
consistently	
  applied	
  across	
  the	
  experience	
  varies.	
  	
  
	
  
Use	
  of	
  technology	
  to	
  manage	
  the	
  patient	
  experience	
  will	
  
continue	
  to	
  be	
  a	
  trend	
  in	
  the	
  future.	
  In	
  the	
  next	
  twelve	
  months,	
  
24%	
  of	
  participating	
  institutions	
  stated	
  that	
  their	
  organization	
  
intended	
  to	
  use	
  integrated	
  systems	
  with	
  other	
  healthcare	
  
providers.	
  While	
  54%	
  of	
  participants	
  currently	
  use	
  a	
  customer	
  
relationship	
  management	
  system,	
  another	
  24%	
  of	
  survey	
  
participants	
  reported	
  their	
  organization	
  has	
  planned	
  to	
  use	
  a	
  
customer	
  relationship	
  management	
  system	
  in	
  the	
  next	
  twelve	
  
months.	
  
	
  
These	
  technologies	
  in	
  the	
  form	
  of	
  CRM	
  systems	
  and	
  EMR	
  serve	
  to	
  
complement	
  a	
  patient	
  experience	
  management	
  strategy	
  not	
  supplement	
  it.	
  	
  	
  Using	
  technology	
  to	
  
measure	
  patient	
  satisfaction	
  in	
  real	
  time	
  via	
  a	
  dashboard	
  can	
  facilitate	
  and	
  expedite	
  service	
  
recovery	
  and	
  continuous	
  service	
  improvements.	
  	
  Using	
  technology	
  to	
  track	
  patient	
  preferences	
  or	
  
customize	
  service	
  to	
  track	
  and	
  address	
  their	
  unique	
  needs	
  when	
  visiting	
  your	
  institution	
  can	
  make	
  
for	
  a	
  better	
  experience.	
  	
  However,	
  institutions	
  will	
  need	
  to	
  be	
  careful	
  to	
  ensure	
  technology	
  is	
  only	
  
an	
  aid	
  and	
  not	
  a	
  substitute	
  for	
  human	
  touch,	
  which	
  will	
  have	
  a	
  strong	
  positive	
  impact	
  on	
  the	
  overall	
  
experience	
  	
  
      




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                          Page  9  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
  
Performance  Improvement  
Reducing	
  wait	
  times,	
  cleanliness	
  and	
  other	
  service	
  related	
  issues	
  can	
  have	
  a	
  big	
  impact	
  on	
  the	
  
patient	
  experience.	
  Performance	
  improvement	
  initiatives	
  were	
  reported	
  as	
  common	
  tactics	
  to	
  
manage	
  and	
  improve	
  the	
  patient	
  experience.	
  	
  
	
  
Over	
  92%	
  of	
  participating	
  institutions	
  agreed	
  with	
  the	
  statement	
  that	
  their	
  organization	
  has	
  work	
  
teams	
  focused	
  on	
  service	
  improvement.	
  We	
  found	
  34%	
  of	
  participants	
  reported	
  that	
  their	
  
organization	
  identifies	
  thematic	
  service	
  issues	
  and	
  runs	
  them	
  through	
  a	
  lean	
  process	
  to	
  
breakthrough	
  inefficiencies.	
  About	
  43%	
  of	
  participating	
  institutions	
  reported	
  that	
  they	
  have	
  a	
  
common	
  set	
  of	
  processes	
  to	
  manage	
  the	
  patient	
  experience	
  across	
  multiple	
  functions.	
  
	
  
In	
  addition	
  to	
  performance	
  improvement	
  initiatives,	
  over	
  53%	
  of	
  participating	
  institutions	
  monitor	
  
their	
  HCAHPS	
  results	
  and	
  62%	
  report	
  monitoring	
  patient	
  satisfaction	
  on	
  a	
  continuous	
  basis.	
  A	
  total	
  
of	
  86%	
  of	
  participating	
  institutions	
  report	
  that	
  their	
  organization	
  currently	
  has	
  a	
  service	
  recovery	
  
program	
  in	
  place	
  and	
  73%	
  report	
  service	
  recovery	
  issues	
  are	
  monitored	
  and	
  addressed	
  throughout	
  
their	
  patients’	
  stay.	
  
	
  
These	
  tactics	
  are	
  all	
  valuable	
  ways	
  of	
  monitoring	
  patient	
  satisfaction,	
  however,	
  arguably	
  offer	
  
limited	
  insight	
  into	
  the	
  patient	
  experience	
  as	
  the	
  richness	
  that	
  comes	
  through	
  qualitative	
  research	
  
is	
  missing.	
  	
  For	
  a	
  better	
  pulse	
  on	
  the	
  voice	
  of	
  the	
  patient	
  and	
  to	
  gain	
  more	
  empathy	
  from	
  the	
  
institutions’	
  faculty	
  and	
  staff,	
  one	
  on	
  one	
  in	
  depth	
  interviews	
  	
  serve	
  as	
  great	
  complements	
  to	
  
quantitative	
  research	
  methods	
  as	
  it	
  probes	
  deeper	
  into	
  areas	
  of	
  dissatisfaction.	
  	
  Qualitative	
  
research	
  is	
  widely	
  used	
  by	
  prominent	
  institutions	
  to	
  complement	
  their	
  quantitative	
  research	
  such	
  
as	
  HCAHPS.	
  
	
  
Opportunities	
  
For	
  those	
  organizations	
  that	
  want	
  to	
  build	
  stronger	
  experience	
  management	
  programs,	
  there	
  are	
  
three	
  areas	
  for	
  development	
  to	
  consider.	
  	
  
	
  
First,	
  only	
  43%	
  of	
  participating	
  institutions	
  report	
  that	
  their	
  
organization	
  has	
  a	
  common	
  set	
  of	
  expected	
  behaviors	
  to	
  
manage	
  the	
  patient	
  experience	
  across	
  multiple	
  functions.	
  
Patients	
  often	
  experience	
  disjointed	
  processes	
  between	
  
departments	
  in	
  the	
  form	
  of	
  long	
  wait	
  times	
  and	
  
miscommunications	
  between	
  care	
  providers	
  leading	
  to	
  
dissatisfaction.	
  	
  This	
  is	
  an	
  issue	
  that	
  some	
  of	
  the	
  top	
  
institutions	
  are	
  contending	
  with	
  as	
  they	
  struggle	
  to	
  align	
  the	
  
various	
  departments	
  and	
  cut	
  through	
  institutional	
  red	
  tape.	
  	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                        Page  10  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
                                                                                                           Implementing	
  an	
  overarching	
  
                                                                                                           institutional	
  strategy	
  behind	
  
                                                                                                           patient	
  experience	
  management	
  
                                                                                                           with	
  departmental	
  buy-­‐in	
  and	
  
                                                                                                           support	
  is	
  a	
  step	
  in	
  the	
  right	
  
                                                                                                           direction	
  to	
  begin	
  addressing	
  this.	
  
                                                                                                           	
  
                                                                                                           Second,	
  going	
  beyond	
  meeting	
  
                                                                                                           functional	
  needs	
  by	
  addressing	
  the	
  
                                                                                                           emotional	
  and	
  psychological	
  needs	
  
                                                                                                           of	
  patients	
  can	
  have	
  a	
  strong	
  
                                                                                                           impact	
  on	
  the	
  patient	
  experience.	
  	
  
                                                                                                           For	
  many	
  patients,	
  this	
  is	
  a	
  very	
  
stressful	
  time	
  in	
  their	
  life.	
  While	
  62%	
  of	
  participating	
  institutions	
  stated	
  that	
  their	
  organization	
  has	
  
service	
  standards	
  that	
  acknowledge	
  the	
  anxiety	
  patients	
  have	
  with	
  their	
  condition	
  only	
  20%	
  report	
  
having	
  systems	
  that	
  are	
  designed	
  to	
  enable	
  each	
  person	
  who	
  interacts	
  with	
  a	
  patient	
  to	
  understand	
  
his/her	
  preferences.	
  The	
  ability	
  to	
  anticipate	
  a	
  patient’s	
  needs	
  can	
  help	
  staff	
  members	
  reduce	
  
stress	
  and	
  consistently	
  meet	
  or	
  exceed	
  their	
  expectations.	
  Developing	
  uniform	
  service	
  standards	
  
that	
  build	
  a	
  culture	
  of	
  empathy	
  and	
  caring	
  is	
  a	
  good	
  way	
  to	
  lay	
  the	
  groundwork	
  for	
  an	
  institution.	
  	
  
By	
  managing	
  the	
  patient	
  experience,	
  an	
  institution	
  can	
  eliminate	
  the	
  guesswork	
  for	
  their	
  faculty	
  
and	
  staff	
  by	
  identifying	
  specific	
  needs	
  various	
  patient	
  groups	
  have	
  throughout	
  the	
  stages	
  of	
  their	
  
experience.	
  
	
  
While	
  87%	
  of	
  participating	
  institutions	
  report	
  that	
  their	
  organization	
  offers	
  support	
  groups,	
  
unfortunately,	
  not	
  all	
  patients	
  take	
  advantage	
  of	
  these	
  services.	
  As	
  the	
  evolution	
  of	
  experience	
  
management	
  strategies	
  continues,	
  identifying	
  methods	
  to	
  address	
  emotional	
  needs	
  should	
  be	
  
considered	
  to	
  compliment	
  the	
  advances	
  made	
  through	
  technology-­‐related	
  and	
  performance	
  
improvement	
  initiatives.	
  	
  
	
  
Finally,	
  not	
  having	
  a	
  shared	
  vision	
  and	
  understanding	
  within	
  the	
  organization	
  regarding	
  their	
  
patient	
  experience	
  strategy	
  is	
  a	
  major	
  challenge.	
  Only	
  54%	
  of	
  participants	
  agreed	
  that	
  senior	
  
executives	
  and	
  staff	
  are	
  aligned	
  in	
  their	
  view	
  of	
  patient	
  experience	
  management.	
  	
  	
  Ironically,	
  71%	
  
of	
  participants	
  believed	
  that	
  their	
  organization	
  has	
  a	
  common	
  set	
  of	
  expected	
  behaviors	
  to	
  manage	
  
the	
  patient	
  experience	
  at	
  the	
  individual	
  level.	
  Clearly,	
  there	
  is	
  a	
  gap	
  between	
  the	
  vision	
  and	
  the	
  
execution	
  of	
  the	
  patient	
  experience	
  management	
  strategy	
  for	
  many	
  organizations.	
  	
  
	
  
Most	
  organizations	
  feel	
  strongly	
  that	
  patient	
  experience	
  is	
  a	
  strategic	
  imperative,	
  yet	
  nearly	
  half	
  
believe	
  senior	
  executives	
  and	
  staff	
  are	
  not	
  aligned	
  in	
  their	
  view	
  of	
  patient	
  experience	
  management.	
  
Closing	
  this	
  gap	
  will	
  require	
  a	
  shared	
  vision,	
  a	
  clearly	
  defined	
  patient	
  experience	
  strategy,	
  strong	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                           Page  11  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
leadership	
  to	
  execute,	
  and	
  a	
  patient-­‐	
  focused	
  culture	
  to	
  implement.	
  	
  For	
  a	
  successful	
  endeavor	
  in	
  
patient	
  experience	
  management,	
  leadership	
  needs	
  to	
  be	
  behind	
  the	
  patient	
  experience	
  
management	
  strategy	
  on	
  an	
  institutional	
  level	
  and	
  develop	
  teams,	
  meetings	
  and	
  constant	
  
communications	
  and	
  workshops	
  to	
  build	
  and	
  maintain	
  faculty	
  and	
  staff	
  support	
  and	
  engagement	
  in	
  
these	
  efforts.	
  
  
Conclusion  
Managing	
  the	
  patient	
  experience	
  will	
  continue	
  to	
  be	
  a	
  top	
  priority	
  for	
  healthcare	
  organizations	
  and	
  
their	
  leaders.	
  	
  	
  As	
  experience	
  management	
  strategies	
  evolve	
  from	
  implementing	
  technology	
  and	
  
process	
  improvement	
  initiatives	
  to	
  deeper	
  organization	
  or	
  culture	
  changes,	
  those	
  who	
  invest	
  in	
  the	
  
patient	
  experience	
  will	
  likely	
  continue	
  to	
  grow	
  and	
  thrive.	
  	
  Patients,	
  as	
  any	
  other	
  service	
  customer,	
  
shop	
  around	
  for	
  their	
  providers	
  and	
  beyond	
  looking	
  for	
  professionals	
  who	
  can	
  meet	
  their	
  medical	
  
needs,	
  they	
  look	
  for	
  professionals	
  who	
  will	
  provide	
  them	
  a	
  high	
  quality	
  service	
  level	
  and	
  
experience.	
  	
  Your	
  patients	
  will	
  have	
  an	
  experience	
  with	
  your	
  institution,	
  but	
  it’ll	
  be	
  up	
  to	
  leadership	
  
and	
  the	
  institution	
  as	
  a	
  whole	
  to	
  manage	
  and	
  mold	
  that	
  experience	
  into	
  the	
  ideal	
  experience	
  
representative	
  of	
  your	
  institution’s	
  brand.	
  
	
  
ABOUT  THE  COLLABORATORS  
  
APQC  
APQC	
  is	
  a	
  member-­‐based	
  nonprofit	
  and	
  one	
  of	
  the	
  world’s	
  leading	
  proponents	
  of	
  knowledge	
  
management,	
  benchmarking,	
  and	
  best	
  practices	
  business	
  research.	
  Working	
  with	
  more	
  than	
  750	
  
organizations	
  worldwide	
  in	
  all	
  industries,	
  APQC	
  provides	
  organizations	
  with	
  the	
  information	
  they	
  
need	
  to	
  work	
  smarter,	
  faster,	
  and	
  with	
  confidence.	
  Visit	
  www.apqc.org	
  or	
  call	
  +1.713.681.4020	
  and	
  
learn	
  how	
  to	
  Make	
  Best	
  Practices	
  Your	
  PracticesSM.	
  
	
  
The  Beryl  Institute  
The	
  Beryl	
  Institute	
  is	
  the	
  global	
  community	
  of	
  practice	
  and	
  premier	
  thought	
  leader	
  on	
  improving	
  
the	
  patient	
  experience.	
  The	
  Institute	
  serves	
  as	
  a	
  reliable	
  resource	
  for	
  shared	
  information	
  and	
  
proven	
  practices,	
  a	
  dynamic	
  incubator	
  of	
  leading	
  research	
  and	
  new	
  ideas	
  and	
  an	
  interactive	
  
connector	
  of	
  leaders	
  and	
  practitioners.	
  The	
  Institute	
  is	
  uniquely	
  positioned	
  to	
  develop	
  and	
  publicize	
  
cutting-­‐edge	
  concepts	
  focused	
  on	
  improving	
  the	
  patient	
  experience,	
  touching	
  thousands	
  of	
  
healthcare	
  executives	
  and	
  patients.	
  Learn	
  more	
  at	
  www.theberylinstitute.org.	
  
	
  
Gelb  Consulting,  An  Endeavor  Management  Company  
In	
  2012,	
  Gelb	
  Consulting	
  became	
  an	
  Endeavor	
  Management	
  Company.	
  With	
  our	
  Gelb	
  experience	
  
(founded	
  in	
  1965)	
  ,we	
  offer	
  clients	
  in-­‐depth	
  insights	
  in	
  the	
  healthcare	
  industry	
  and	
  unique	
  
capabilities	
  that	
  focus	
  their	
  marketing	
  initiatives	
  by	
  fully	
  understanding	
  and	
  shaping	
  the	
  customer	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                        Page  12  
2012  Benchmarking  Study:  
Patient  Experience  Management  in  Healthcare  
  
experience	
  through	
  proven	
  strategic	
  frameworks	
  to	
  guide	
  marketing	
  strategies,	
  build	
  trusted	
  
brands,	
  deliver	
  exceptional	
  customer	
  experiences	
  and	
  launch	
  new	
  products.	
  	
  
Visit	
  	
  www.endeavormgmt.com	
  or	
  call	
  +1.713.877.8130	
  for	
  more	
  information.	
  	
  




©  2012  Endeavor  Management.  All  Rights  Reserved.        
                                                                 Page  13  

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2012 Benchmarking Study - Patient Experience Management in Healthcare

  • 1. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     Gelb Consulting Group 1011 Highway 6 South P + 281.759.3600 Suite 120 F + 281.759.3607 Houston, Texas 77077 www.gelbconsulting.com    
  • 2. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     Introduction and Overview   The  patient  experience  encompasses  much  more  than  the  time  spent  as  a  patient  at  your  facility.  It   begins   with   awareness   and   information   seeking   and   extends   long   after   discharge   and   receiving   the   final  bill.     Today’s   healthcare   organizations   understand   the   importance   of   the   patient   experience   and   its   impact   on   business   goals.   From   appointing   a   Chief   Experience   Officer   to   supporting   process   improvement,  more  and  more  health  care  leaders  are  implementing  initiatives  to  focus  on  patient   experience  improvement.         Three   premier   organizations   in   healthcare   marketing   and   benchmarking   research   teamed   up   to   conduct  a  national  survey  of  leaders  from  various  healthcare  providers  to  gain  insight  into  the  best   practices  they  employ  to  manage  their  patients’  experience  and  how  they  view    this  somewhat  new   concept.     This  research  reveals  many  positive  trends  in  experience  management  and  identifies  key  priorities   for   further   development   of   patient   experience   strategies.     It   sheds   light   on   the   importance   of   patient   experience   management   as   an   organizational   strategy   rather   than   a   one-­‐off,   isolated   initiative.     The  purpose  of  this  research  is  to  identify  some  “best  in  class”  practices  used  to  achieve  excellence   in   patient   experience   management.     This   white   paper   highlights   the   key   findings   from   the   research   and  webinar  used  to  present  this  research  with  added  commentaries  not  shared  via  the  report.   Using These Findings for Your Organization’s Benefit   Healthcare  administrators  and  executives  can  use  this  research  to  not  only:     • See  how  you  measure  up  against  other  healthcare  industry  leaders,  but  also   • Identify  current  trends  in  experience  management,     • Cite  common  challenges  your  colleagues  face  in  this  effort,     • Learn  about  tools  being  used     • Determine   opportunities   for   growth   and   improvement   in   your   organization’s   patient   experience  management  endeavors.     ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  2  
  • 3. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare       In  the  subsequent  pages  you  will  learn  about  our  methodology,  the  participating  institutions,  our   findings  and  how  you  can  use  this  to  benefit  your  organization.    However,  before  delving  further   we  present  to  you  three  stages  to  determine  in  which  stage  your  organization  is  along  the  patient   experience   strategy   continuum.     Consider   one   to   determine   where   your   organization   currently   stands.           ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  3  
  • 4. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     Study Methods   The   2012   Insights   into   the   Patient   Experience   Survey   was   Respondents  by  Facility  Type   conducted   by   APQC   in   cooperation   with   Gelb   Consulting   Group   and   The   Beryl   Institute.   In   March   2012,   an   online   survey   was   sent   to   healthcare   affiliates   and   professional   friends  of  The  Beryl  Institute  and  Gelb  Consulting  Group.     Participating   institutions   are   healthcare   professionals   who   work   in   a   variety   of   settings   including   academic   medical   centers,   community   hospitals,   and   health   care   systems   across   the   nation.   An   analysis   of   70   completed   surveys   is   included  in  this  report.  The  margin  of  error  for  this  sample   size  of  70  is  12%  at  the  95%  confidence  interval.         Respondents  by  Job  Function   We   asked   participating   institutions   how   their   organization   perceived   the   importance   of   the   patient   experience   from   a   strategic   perspective,   what   is   currently   being   done   to   manage   the   experience,   how   their   organization   monitors   the   experience   and   what   tools  do  they  expect  to  use  in  the  future.    This  national   survey   was   designed   to   draw   out   some   of   the   “best   in   class”   practices   used   to   achieve   excellence   in   patient   experience.                   PATIENT  EXPERIENCE  AND  THE  CONTINUUM  OF  CARE     This   study   takes   a   deep   dive   into   understanding   how   organizations   approach   the   patient   experience   throughout   each   phase   of   the   experience.     The   Beryl   Institute   defines   the   patient   experience   as   the   sum   of   all   interactions,   shaped   by   an   organization’s   culture,   that   influence   patient  perceptions  across  the  continuum  of  care.   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  4  
  • 5. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare       Managing   the   patient   experience   includes   interactions   well   before   an   individual   becomes   a   patient   and  extends  to  well  after  they  have  been  discharged  or  ended  treatment.    With  this  in  mind,  the   study  was  shaped  by  the  framework  or  continuum,  if  you  will,  to  make  a  more  distinct  connection   between  our  findings  about  patient  experience  management  efforts  and  the  patient  experience.     Awareness   Access   Visit   Treatment   Transition   • Symptoms   • Choosing  healthcare   • Parking   • Scheduling  and   • Communication  with   • Diagnosis   provider   • Getting  to  the  center   intake   referring  physician   • Evaluation  of   • Financial  paperwork   • Checking-­‐in  /     • Surgery   • Follow-­‐up  visits   healthcare  providers   • Medical  paperwork   waiting  area   • Treatment  rooms   • Call-­‐backs  for   • Information   • Scheduling  first  visit   • Initial  treatment   • Treatment   assistance   gathering   plan   • Nursing  Care   • Support/groups  /   • Research   • Additional  lab  and   wellness  services   diagnostic  testing   • Advocacy       THE  CURRENT  APPROACH  TO  EXPERIENCE  MANAGEMENT  IN  HEALTHCARE:  STUDY  FINDINGS     Strategic  Imperative     Taking  a  strategic  approach  to  experience  management  can  improve  competitive  positioning  and   support  growth  in  market  share  and  patient  volume.  In  general,  we  found  over  90%  of  participating   institutions  believed  their  organization  considered  patient  experience  to  be  a  strategic  imperative.     As   you   can   see   from   the   patience   experience   and   the   continuum   of   care   chart,   having   a   strategy   in   place   for   how   your   organization   will   manage   your   patients’   experience   is   critical   as   the   patient   experience  is  being  shaped  as  we  speak  whether  your  organization  is  making  a  concerted  effort  to   manage  it  or  not.         Organization-­‐wide  Strategy  Reflective  of  Brand   The  awareness  stage  is  a  stage  in  which  they’ve  yet  to  become  a  patient  but  are  beginning  to  frame   and  impression  and  perception  of  your  organization.    Starting  with  the  ‘awareness’  stage,  having  a   strategy  in  place  will  help  ensure  that  your  organization  is  reinforcing  your  brand  promise  through   the  touchpoints  that  affect  it.    These  touchpoints  in  the  awareness  stage  take  the  shape  of  online   communications   that   you   can   affect   and/or   control   such   as   banner   ads,   Internet   search   results,   organization   web   site   and   other   electronic   media.   Additional   touchpoints   that   come   into   play   at   this  stage  include  interpersonal  interactions  with  former  or  current  patients  and  family  or  friends  of   these   who   through   word   of   mouth   start   creating   an   impression   or   experience   with   your   organization.     Other   touchpoints   to   keep   in   mind   include   written   communications   such   as   mailings   or  print  ads,  articles  and  your  facilities,  which  consist  of  how  they  look  from  a  distance.   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  5  
  • 6. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare       Having  an  organization-­‐wide  strategy  on  how  to  manage  the  patient  experience  would  force  you  to   consider  and  plan  on  how  you  will  affect  and  mold  your  prospective  patients’  experience  with  your   organization  as  early  as  the  awareness  stage.         Competitive  Positioning   For  some  organizations,  creating  a  warm  environment  and  personalized  experience  can  offset  the   “I   feel   like   a   number”   perception.   Only   20%   of   participating   institutions   agreed   that   their   organization’s   systems   are   designed   to   enable   each   person   who   interacts   with   a   patient   to   understand  his/her  preferences  indicating  the  need  for  a  greater  focus  on  personalized  care.  From   a   competitive   perspective,   hospitals   and   institutions   that   are   highly   ranked   due   to   clinical   excellence   can   turn   their   attention   to   improving   patient   experience   to   maintain   advantage   as   competitors  begin  to  close  the  gap  in  terms  of  clinical  and  technical  competence.     Differentiation  with  a  Personalized  Experience   Whether   a   small   community   hospital   or   large   urban   medical   center,   your   organization’s   clinical   excellence   and   expertise   is   important   but   is   no   longer   as   much   of   a   differentiator   as   in   the   past.     With  clinical  excellence  a  standard  expectation,  high  ranking  healthcare  organizations  are  shifting   their   focus   to   personalization   of   the   patient   experience.     Personalization   does   not   literally   mean   that   everyone   within   your   organization   is   expected   to   have   the   one   on   one   relationship   with   all   patients,   but   instead   has   the   systems   in   place   to   provide   the   feeling   of   a   more   personalized   experience.     As   examples,   some   high-­‐ranking   healthcare   organizations   create   a   personalized   environment   by   hiring   greeters   to   offer   patients   and   their   caregivers,   family   and   friends   a   warm   smile   and   wayfinding   assistance.     Training   your   receptionists   and   nurses   to   review   the   schedule   for   that   day   and   greet   all   patients   by   name   further   eliminates   the   feeling   of   being   just   another   number.     Differentiation  with  Ease  of  Access   Leveraging   technology   and   streamlining   processes   to   create   an   easy   and   efficient   experience   is   another   tactic   for   experience   management.  Only  25%  of  participants  reported   their   patient   information   systems   are   designed   to   take   most   of   the   burden   from   patients   in   getting   to   their   appointments   and   for   effective   medical   record   information   management   Local   providers   are   often   preferred   for     what   patients   perceived   to   be   more   common   services   due   to   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  6  
  • 7. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     the   convenience   offered   by   local   hospitals.   Fast   and   easy   appointment   setting   and   access   can   encourage  patients  to  travel  for  care.     Grow  Market  Share  and  Volume   Leaders   of   many   healthcare   facilities   agree   that   improving   the   patient   experience   supports   strategies   for   growth   in   market   share   and   increased   patient   volume.   About   77%   of   participants   responded   that   their   organization   believes   that   effective   patient   experience   management   generates   additional   patient   revenue.   Experience   management   may   result   in   additional   revenue   through  an  increase  in  referrals  from  patients,  caregivers  and  referring  physicians.     Providing   an   exceptional   experience   can   turn   satisfied   patients   into   advocates,   providing   recommendations   to   friends   and   family.   Experience   management   can   be   an   effective   form   of   marketing  (word-­‐of-­‐mouth)  and  about  87%  of  participating  institutions  agree  with  this  statement.       Developing  Enchanted:  Patients  &  Referring  Physicians   Strategically  managing  the  patient  experience  management  enables  organizations  to  not  only  make   promoters  of  their  patients,  but  loyal  and  enchanted  followers.    An  enchanted  patient  contrary  to  a   loyal   and   satisfied   patient   does   not   need   to   be   prompted   to   recommend   your   organization.     An   enchanted  patient  will  mention  their  experience  and  adulation  of  your  organization  anecdotally  in   conversation  and  will  be  sure  to  say  ‘And  if  you’re  ever  in  need  of  this  care,  then  you  must  go  to   XYZ   Hospital.”     Thus,   if   you’re   doing   a   successful   job   of   strategically   managing   your   patients’   experience,   then   be   ready   to   handle   additional   volume   as   word   of   mouth   travels   fast.     Word   of   mouth  is  hands  down  the  most  effective  way  of  marketing  your  organization  as  we  have  heard  time   and  time  again  in  the  myriad  patient  interviews  we’ve  conducted.     An  often  neglected,  but  powerful  ally  and  promoter  to  help  in  your  organization’s  effort  to  grow   market   share   and   volume   are   referring   physicians.     Referring   physicians   armed   with   the   proper   tools   to   refer   and   information   to   educate   themselves   and   their   patients   about   your   organization   can  become  loyal  advocates.         Referring   physicians   appreciate   clear,   consistent   communication   about  their  patient  from  the  rendering  physician  to  facilitate  the   continuation   of   care.   More   than   71%   of   participating’   organizations   currently   use   integrated   systems   with   other   healthcare   providers   allowing   efficient   and   timely   communications   between   referring   physicians   and   rendering   physicians.       ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  7  
  • 8. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     Referring   physicians   expect   healthcare   facilities   to   provide   the   same   quality   of   care   they   provide   their   patients.   Doing   so   can   increase   satisfaction,   build   strong   relationships   and   lasting   referral   patterns.   The   importance   of   referring   satisfaction   is   supported   in   this   study.   Almost   42%   of   participating   institutions   report   that   their   organization   monitors   referring   physician   satisfaction   annually.       These  loyal  advocates  can  easily  become  enchanted  promoters  when  an  organization  extends  the   personalization   that   we   mentioned   patients   yearn,   to   the   referring   doctor.     Leading   healthcare   institutions  often  accomplish  this  with  personalized  ‘thank  you’  notes  and  even  phone  calls  that  not   only   establish   professional   rapport   but   also   acknowledge   the   referring   physician’s   efforts   for   the   added   business.     Another   best   practice   is   timely   delivery   of   detailed   notes/updates   about   the   referring   physicians’   patients   as   well   as   ongoing   needed   care   or   treatment   upon   discharge.     Seemingly   minor   personal   touches   and   courtesies   go   a   long   way   for   both   patients   and   referring   physicians.     Strategic  Approach   While   providing   the   ideal   patient   experience   is   integrated   in   the   vision   principles   of   most   organizations,   more   and   more   healthcare   leaders   are   taking   a   strategic   approach   to   leveraging   experience  management  and  its  ability  to  drive  growth  and  create  competitive  advantage.     MANAGING  THE  PATIENT  EXPERIENCE     As   mentioned   earlier,   patient   experience   management   needs   to   go   beyond   a   lone   departmental   initiative  to  truly  be  effective  and  affect  overall  market  share,  positioning,  and  volume.    Successful   efforts   into   managing   the   patient   experience   are   part   of   and   in   symphony   with   an   organization’s   overall  strategy.     Experience  Management  Today   Healthcare   organizations   understand   the   importance   of   experience   management.   Nearly   72%   of   institutions   reported   that   they   have   an   executive   designated   as   a   patient   experience   lead   and   71%   report   currently   using   patient   advisory   boards.   Yet   54%   of   participants   reported   that   their   organization   does   not   have   a   common   definition   for   patient   experience   management.   This   indicates  progress  has  been  made  with  regards  to  prioritizing  experience  management  yet  there  is   still  some  ambiguity  as  to  how  to  inject  those  priorities  into  operations.     While   it   is   key   to   have   the   appropriate   leadership   or   institutional   executives   as   proponents   of   patient  experience  management  as  an  overall  strategy  for  the  organization,  it  is  equally  critical  if   not  more  so  to  ensure  that  buy  in  is  attained  by  faculty  and  staff.    By  engaging  and  gaining  the  avid   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  8  
  • 9. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     support   of   faculty   and   staff   –   leadership   can   rest   assured   that   their   efforts   toward   a   patient   experience  management  strategy  will  be  strong  and,  with  the  right  programs  in  place,  long-­‐lasting.       Managing  Experience  with  Technology   We  found  that  a  large  majority  of  organizations  currently  utilize  technology  as  a  means  to  manage   the  patient  experience.  Over  84%  report  their  organizations  rely  on  patient  electronic  medical   records.  In  addition,  68%  report  using  real-­‐time  patient  feedback  tools.       Integrated  systems  with  other  healthcare  providers  and  service   recovery  systems  are  being  used  by  most  organizations  today.   These  systems  improve  the  efficiency  of  many  activities   throughout  the  patient  experience,  from  making  an   appointment  to  following  up  with  their  primary  care  physician.   The  degree  to  which  these  systems  are  integrated  and   consistently  applied  across  the  experience  varies.       Use  of  technology  to  manage  the  patient  experience  will   continue  to  be  a  trend  in  the  future.  In  the  next  twelve  months,   24%  of  participating  institutions  stated  that  their  organization   intended  to  use  integrated  systems  with  other  healthcare   providers.  While  54%  of  participants  currently  use  a  customer   relationship  management  system,  another  24%  of  survey   participants  reported  their  organization  has  planned  to  use  a   customer  relationship  management  system  in  the  next  twelve   months.     These  technologies  in  the  form  of  CRM  systems  and  EMR  serve  to   complement  a  patient  experience  management  strategy  not  supplement  it.      Using  technology  to   measure  patient  satisfaction  in  real  time  via  a  dashboard  can  facilitate  and  expedite  service   recovery  and  continuous  service  improvements.    Using  technology  to  track  patient  preferences  or   customize  service  to  track  and  address  their  unique  needs  when  visiting  your  institution  can  make   for  a  better  experience.    However,  institutions  will  need  to  be  careful  to  ensure  technology  is  only   an  aid  and  not  a  substitute  for  human  touch,  which  will  have  a  strong  positive  impact  on  the  overall   experience           ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  9  
  • 10. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare       Performance  Improvement   Reducing  wait  times,  cleanliness  and  other  service  related  issues  can  have  a  big  impact  on  the   patient  experience.  Performance  improvement  initiatives  were  reported  as  common  tactics  to   manage  and  improve  the  patient  experience.       Over  92%  of  participating  institutions  agreed  with  the  statement  that  their  organization  has  work   teams  focused  on  service  improvement.  We  found  34%  of  participants  reported  that  their   organization  identifies  thematic  service  issues  and  runs  them  through  a  lean  process  to   breakthrough  inefficiencies.  About  43%  of  participating  institutions  reported  that  they  have  a   common  set  of  processes  to  manage  the  patient  experience  across  multiple  functions.     In  addition  to  performance  improvement  initiatives,  over  53%  of  participating  institutions  monitor   their  HCAHPS  results  and  62%  report  monitoring  patient  satisfaction  on  a  continuous  basis.  A  total   of  86%  of  participating  institutions  report  that  their  organization  currently  has  a  service  recovery   program  in  place  and  73%  report  service  recovery  issues  are  monitored  and  addressed  throughout   their  patients’  stay.     These  tactics  are  all  valuable  ways  of  monitoring  patient  satisfaction,  however,  arguably  offer   limited  insight  into  the  patient  experience  as  the  richness  that  comes  through  qualitative  research   is  missing.    For  a  better  pulse  on  the  voice  of  the  patient  and  to  gain  more  empathy  from  the   institutions’  faculty  and  staff,  one  on  one  in  depth  interviews    serve  as  great  complements  to   quantitative  research  methods  as  it  probes  deeper  into  areas  of  dissatisfaction.    Qualitative   research  is  widely  used  by  prominent  institutions  to  complement  their  quantitative  research  such   as  HCAHPS.     Opportunities   For  those  organizations  that  want  to  build  stronger  experience  management  programs,  there  are   three  areas  for  development  to  consider.       First,  only  43%  of  participating  institutions  report  that  their   organization  has  a  common  set  of  expected  behaviors  to   manage  the  patient  experience  across  multiple  functions.   Patients  often  experience  disjointed  processes  between   departments  in  the  form  of  long  wait  times  and   miscommunications  between  care  providers  leading  to   dissatisfaction.    This  is  an  issue  that  some  of  the  top   institutions  are  contending  with  as  they  struggle  to  align  the   various  departments  and  cut  through  institutional  red  tape.     ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  10  
  • 11. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     Implementing  an  overarching   institutional  strategy  behind   patient  experience  management   with  departmental  buy-­‐in  and   support  is  a  step  in  the  right   direction  to  begin  addressing  this.     Second,  going  beyond  meeting   functional  needs  by  addressing  the   emotional  and  psychological  needs   of  patients  can  have  a  strong   impact  on  the  patient  experience.     For  many  patients,  this  is  a  very   stressful  time  in  their  life.  While  62%  of  participating  institutions  stated  that  their  organization  has   service  standards  that  acknowledge  the  anxiety  patients  have  with  their  condition  only  20%  report   having  systems  that  are  designed  to  enable  each  person  who  interacts  with  a  patient  to  understand   his/her  preferences.  The  ability  to  anticipate  a  patient’s  needs  can  help  staff  members  reduce   stress  and  consistently  meet  or  exceed  their  expectations.  Developing  uniform  service  standards   that  build  a  culture  of  empathy  and  caring  is  a  good  way  to  lay  the  groundwork  for  an  institution.     By  managing  the  patient  experience,  an  institution  can  eliminate  the  guesswork  for  their  faculty   and  staff  by  identifying  specific  needs  various  patient  groups  have  throughout  the  stages  of  their   experience.     While  87%  of  participating  institutions  report  that  their  organization  offers  support  groups,   unfortunately,  not  all  patients  take  advantage  of  these  services.  As  the  evolution  of  experience   management  strategies  continues,  identifying  methods  to  address  emotional  needs  should  be   considered  to  compliment  the  advances  made  through  technology-­‐related  and  performance   improvement  initiatives.       Finally,  not  having  a  shared  vision  and  understanding  within  the  organization  regarding  their   patient  experience  strategy  is  a  major  challenge.  Only  54%  of  participants  agreed  that  senior   executives  and  staff  are  aligned  in  their  view  of  patient  experience  management.      Ironically,  71%   of  participants  believed  that  their  organization  has  a  common  set  of  expected  behaviors  to  manage   the  patient  experience  at  the  individual  level.  Clearly,  there  is  a  gap  between  the  vision  and  the   execution  of  the  patient  experience  management  strategy  for  many  organizations.       Most  organizations  feel  strongly  that  patient  experience  is  a  strategic  imperative,  yet  nearly  half   believe  senior  executives  and  staff  are  not  aligned  in  their  view  of  patient  experience  management.   Closing  this  gap  will  require  a  shared  vision,  a  clearly  defined  patient  experience  strategy,  strong   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  11  
  • 12. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     leadership  to  execute,  and  a  patient-­‐  focused  culture  to  implement.    For  a  successful  endeavor  in   patient  experience  management,  leadership  needs  to  be  behind  the  patient  experience   management  strategy  on  an  institutional  level  and  develop  teams,  meetings  and  constant   communications  and  workshops  to  build  and  maintain  faculty  and  staff  support  and  engagement  in   these  efforts.     Conclusion   Managing  the  patient  experience  will  continue  to  be  a  top  priority  for  healthcare  organizations  and   their  leaders.      As  experience  management  strategies  evolve  from  implementing  technology  and   process  improvement  initiatives  to  deeper  organization  or  culture  changes,  those  who  invest  in  the   patient  experience  will  likely  continue  to  grow  and  thrive.    Patients,  as  any  other  service  customer,   shop  around  for  their  providers  and  beyond  looking  for  professionals  who  can  meet  their  medical   needs,  they  look  for  professionals  who  will  provide  them  a  high  quality  service  level  and   experience.    Your  patients  will  have  an  experience  with  your  institution,  but  it’ll  be  up  to  leadership   and  the  institution  as  a  whole  to  manage  and  mold  that  experience  into  the  ideal  experience   representative  of  your  institution’s  brand.     ABOUT  THE  COLLABORATORS     APQC   APQC  is  a  member-­‐based  nonprofit  and  one  of  the  world’s  leading  proponents  of  knowledge   management,  benchmarking,  and  best  practices  business  research.  Working  with  more  than  750   organizations  worldwide  in  all  industries,  APQC  provides  organizations  with  the  information  they   need  to  work  smarter,  faster,  and  with  confidence.  Visit  www.apqc.org  or  call  +1.713.681.4020  and   learn  how  to  Make  Best  Practices  Your  PracticesSM.     The  Beryl  Institute   The  Beryl  Institute  is  the  global  community  of  practice  and  premier  thought  leader  on  improving   the  patient  experience.  The  Institute  serves  as  a  reliable  resource  for  shared  information  and   proven  practices,  a  dynamic  incubator  of  leading  research  and  new  ideas  and  an  interactive   connector  of  leaders  and  practitioners.  The  Institute  is  uniquely  positioned  to  develop  and  publicize   cutting-­‐edge  concepts  focused  on  improving  the  patient  experience,  touching  thousands  of   healthcare  executives  and  patients.  Learn  more  at  www.theberylinstitute.org.     Gelb  Consulting,  An  Endeavor  Management  Company   In  2012,  Gelb  Consulting  became  an  Endeavor  Management  Company.  With  our  Gelb  experience   (founded  in  1965)  ,we  offer  clients  in-­‐depth  insights  in  the  healthcare  industry  and  unique   capabilities  that  focus  their  marketing  initiatives  by  fully  understanding  and  shaping  the  customer   ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  12  
  • 13. 2012  Benchmarking  Study:   Patient  Experience  Management  in  Healthcare     experience  through  proven  strategic  frameworks  to  guide  marketing  strategies,  build  trusted   brands,  deliver  exceptional  customer  experiences  and  launch  new  products.     Visit    www.endeavormgmt.com  or  call  +1.713.877.8130  for  more  information.     ©  2012  Endeavor  Management.  All  Rights  Reserved.       Page  13