Six sigma for medical transcription

Six Sigma forQuality Medical Transcription TAThttp://www.mediscribes.com

"If you can not measure it,you can not improve it.“- Lord Kelvin

Case StudyImprovement ofOperational Efficiency ofMedical Transcription

Sampling of 10338 documents Measure Turn Around Time Measure Accuracy

48 Hrs Sigma (19.8% or2.35 sigma) Level 2.4 24 Hrs (20.1% or2.34 sigma) 12 Hrs (32.7% or1.95 sigma)4 Hrs (1.2% or 3.77 sigma)

Measure TurnAround Time(TAT)

Data Distribution – Turn Around Time (TAT) 4 hrs TAT 12 hrs TAT

Data Distribution – Turn Around Time (TAT) 24 hrs TAT 48 hrs TAT

Data Collection – Turn Around Time (TAT)

Measure Accuracy

Accuracy Sigma Levels

Data Distribution-AccuracySigma Level 4.01

Error Types

FMEA (Failure Mode & Effect Analysis)

Cause & Effect Diagram

Analysis of Turn Around Time (TAT)

Control Chart of 48 hrs TATThe current level of “not achieved TAT” is6.8 ( avg) per day

C1C2C3C4C5C6C7C8C9C10 Client wise ParetoC11C12C13

Medical Transcriptionist wise Pareto

Control Chart of 24 Hr TAT - Achieved

Analysis of Accuracy

Correlation-Accuracy Lines Count vs. Defects140.00120.00100.00 80.00 60.00 40.00 20.00 0.00 0 5 10 15

Trend Of Vendor (nehab) Accuracy

Trend Of Vendor (transtek) Accuracy

Improvement Actions Plan

Solution Prioritization Matrix Solution Easy to Quick to get Technological/ Impact on Impact on SUM Implement benefits Financial Bottle-line Customer Feasibility Satisfaction Weights 0.1 0.1 0.2 0.2 0.4 1.0 Three Shift 7 8 3 5 8 6.3 Operations/ Sundays/ Holidays Working User-based 6 5 3 4 9 6.1 Bandwidth Allocation to ensure EMR insertions are done in time Internal 8 3 4 4 8 5.9Communication/ Motivation and Admin Support to ensure availability of MT

Improvement in Turn Around Time (TAT)

Involvement Matrix-Production/ QAPRODUCTION-TAT &ACCURACY IMPROVEMENTS INVOLVEMENT MATRIXTASK People Responsible People Involved in People Consulted People Informed for with aboutIdentifying Solutions Production Manager Team Lead-QA Manager-IT CEO Team Lead-MT Manager-Admin VP-US Operations Team Lead-UploadSelecting Solutions Team Above Quality Improvement Six Sigma Black Belt Head Operations TeamPlanning the Team Above As required As required Head OperationsImplementationHandling Potential Problems Production Manager As required As required CEOImplementing Solutions Production Manager As required As required CEO VP-US OperationsMonitoring Results Team Lead-Upload Team Lead-QA As required CEO VP-US Operations

TAT performance

TAT after actions

Improvement in Accuracy

Accuracy Improvements

Client-wise Accuracy

Accuracy after actions SigmaLevel 4.59

Control Phase

Operational Policies-DefinedSOPs for all processes preparedApex manual definedResponsibilities defined

Score Card Development Score cards are developed for monitoring of key parameters of each process. The score card rules are decided to provide status colors every two weeks. Data is measured for each fortnight and status given.

Score Card

Before and After Sigma Levels TAT Accuracy2.40 4.013.25 4.59

Tools used• FMEA (Failure Mode & Effect Analysis)• CC (Control Plans)• Score Cards• Cause and Effect Diagrams• Control Charts• Pareto Charts• Process Capability Analysis• Anova (Analysis of Variance)

Mediscribes, Inc (ISO 9001, 27001) one of thefastest growing transcription & documentmanagement solution providers in UnitedStates.

Thank you. http://www.mediscribes.com

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Six sigma for medical transcription

by Neil Shah on Oct 26, 2011

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