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Six sigma for medical transcription

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Based in Louisville, Mediscribes is one of the fastest growing transcription & document management solution providers in United States. …

Based in Louisville, Mediscribes is one of the fastest growing transcription & document management solution providers in United States.

Mediscribes is an ISO 9000-2001 certified company, rendering cost-effective consolidated transcription solutions to major hospitals, clinics, and other healthcare facilities.

The firm specializes in providing highly accurate transcription services, while adhering to the Association for Healthcare Document Integrity (AHDI) guidelines providing turnaround time service levels that are beyond industry reproach.

Published in: Business, Health & Medicine

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  • 1. Six Sigma forQuality Medical Transcription TAThttp://www.mediscribes.com
  • 2. "If you can not measure it,you can not improve it.“- Lord Kelvin
  • 3. Case StudyImprovement ofOperational Efficiency ofMedical Transcription
  • 4. Sampling of 10338 documents Measure Turn Around Time Measure Accuracy
  • 5. 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)
  • 6. Measure TurnAround Time(TAT)
  • 7. Data Distribution – Turn Around Time (TAT) 4 hrs TAT 12 hrs TAT
  • 8. Data Distribution – Turn Around Time (TAT) 24 hrs TAT 48 hrs TAT
  • 9. Data Collection – Turn Around Time (TAT)
  • 10. Data Collection – Turn Around Time (TAT)
  • 11. Measure Accuracy
  • 12. Accuracy Sigma Levels
  • 13. Data Distribution-AccuracySigma Level 4.01
  • 14. Error Types
  • 15. FMEA (Failure Mode & Effect Analysis)
  • 16. Cause & Effect Diagram
  • 17. Analysis of Turn Around Time (TAT)
  • 18. Control Chart of 48 hrs TATThe current level of “not achieved TAT” is6.8 ( avg) per day
  • 19. C1C2C3C4C5C6C7C8C9C10 Client wise ParetoC11C12C13
  • 20. Medical Transcriptionist wise Pareto
  • 21. Control Chart of 24 Hr TAT - Achieved
  • 22. Control Chart of 24 Hr TAT - Achieved
  • 23. Control Chart of 48 Hr TAT - Achieved
  • 24. Control Chart of 24 Hr TAT - Achieved
  • 25. Analysis of Accuracy
  • 26. Correlation-Accuracy Lines Count vs. Defects140.00120.00100.00 80.00 60.00 40.00 20.00 0.00 0 5 10 15
  • 27. Trend Of Vendor (nehab) Accuracy
  • 28. Trend Of Vendor (transtek) Accuracy
  • 29. Improvement Actions Plan
  • 30. 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
  • 31. Improvement in Turn Around Time (TAT)
  • 32. 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
  • 33. TAT performance
  • 34. TAT after actions
  • 35. Improvement in Accuracy
  • 36. Accuracy Improvements
  • 37. Client-wise Accuracy
  • 38. Accuracy after actions SigmaLevel 4.59
  • 39. Control Phase
  • 40. Operational Policies-DefinedSOPs for all processes preparedApex manual definedResponsibilities defined
  • 41. 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.
  • 42. Score Card
  • 43. Before and After Sigma Levels TAT Accuracy2.40 4.013.25 4.59
  • 44. 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)
  • 45. Mediscribes, Inc (ISO 9001, 27001) one of thefastest growing transcription & documentmanagement solution providers in UnitedStates.
  • 46. Thank you. http://www.mediscribes.com