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Shalom Experience


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Details on my experience in helping create a electronic organizing system for Shalom clinic (part of the Gulf Coast REC involvement).

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Shalom Experience

  1. 1. Shalom Experience Daniel Fritz, Lindsey LaRue, Louis Lee, Hari Mitra, Kelly Worden and Michael Yao
  2. 2. Overview <ul><ul><li>The Shalom Clinic is an indigent clinic that has just been recently been settled in a permanent location.  </li></ul></ul><ul><ul><li>They currently use only a paper charting system </li></ul></ul><ul><ul><li>They perform all their reports manually by going through one chart at a time </li></ul></ul>
  3. 3. Current System <ul><ul><li>Absence of an EHR and a practice management system </li></ul></ul><ul><ul><li>Complete use of paper charting </li></ul></ul><ul><ul><li>Reliance of basic microsoft office tools to run reports  </li></ul></ul><ul><ul><li>Multiple staff members taking over multiple roles in the office </li></ul></ul><ul><ul><ul><li>At times due to understaffing, the people have responsibilities beyond their job scope </li></ul></ul></ul>
  4. 4. Our Mission <ul><ul><li>To redesign and improve upon their existing system </li></ul></ul><ul><ul><li>To add patient information into the new system </li></ul></ul><ul><ul><li>This system will provide a report for the grant which funds the clinic </li></ul></ul>
  5. 5. The Approach <ul><ul><li>We took up the conference room next to the clinic with only our: </li></ul></ul><ul><ul><ul><ul><li>Computers </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Their current spreadsheet and patient charts </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Noggins </li></ul></ul></ul></ul>
  6. 6. The calm before the storm <ul><ul><li>With a task this large, we could not jump in without proper planning </li></ul></ul><ul><ul><li>In order to accurately tackle this project, we had to talk and communicate each other's ideas </li></ul></ul>
  7. 7. The idea <ul><ul><li>The shalom clinic used an excel spreadsheet and different sheets for each month of the year. </li></ul></ul><ul><ul><li>Our idea was to consolidate the sheet in order to make the system more understandable and intuitive </li></ul></ul><ul><ul><li>We also sought to organize the information in a way that it could be better utilized and have the ability to create charts and graphs to trend health data over time </li></ul></ul>
  8. 8. How we brought change <ul><ul><li>We consolidated the columns for sex and ethnicity </li></ul></ul><ul><ul><ul><li>Male/Female columns consolidated into one coded for M and F respectively.  </li></ul></ul></ul><ul><ul><ul><ul><li>Their existing system had separate columns for Male and Female. They would mark a one to get a patient count.  </li></ul></ul></ul></ul><ul><ul><ul><ul><li>We implemented the coding and used a coding function &quot;COUNTIF&quot; to get a report </li></ul></ul></ul></ul>
  9. 9. Improved Spreadsheet
  10. 10. How we brought change cont. <ul><ul><li>We added new columns with information pertinent to diabetes.  </li></ul></ul><ul><ul><ul><li>LDL </li></ul></ul></ul><ul><ul><ul><li>Hemoglobin A1c </li></ul></ul></ul><ul><ul><ul><li>Blood Pressure </li></ul></ul></ul><ul><ul><ul><li>FBS </li></ul></ul></ul><ul><ul><li>For each of these values, we set off a section and included a column for each month of the year. </li></ul></ul><ul><ul><li>We also created a separate sheet within the Excel workbook that included some reporting formulas </li></ul></ul>
  11. 11. Tracking of dates of last visits, labs and exams
  12. 12. Tracking of Health Status per month
  13. 13. Reporting Features
  14. 14. How these changes help the clinic <ul><ul><li>Safer management of patients with chronic diseases </li></ul></ul><ul><ul><li>This can be used as a template for the recording of other similar diseases </li></ul></ul><ul><ul><li>Less administration work with easier reporting and data collection for the grant which funds the clinic. </li></ul></ul>
  15. 15. Debrief <ul><li>As far as the shalom experience went, we thoroughly enjoyed using our expertise in the field for the first time. This relieved some of the feelings of uncertainty regarding whether or not we will be useful in the field. It felt really good to accomplish something that would actually be useful for the clinic.  The director of the clinic expressed her appreciation and thanked each of us for our hard work. </li></ul>
  16. 16. How we brought about change