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.

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.

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Six sigma for medical transcription

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

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