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Abu Dhabi Police Medical Services
         Six Sigma Project
        January –June 2012


          Project Name & Ref. No. :
Defect in Pre-analytical and Post-analytical
     Process in Medical Laboratory
                 (ADP-SS-05)
CHAMPION:
Lt.Col .Jassem Altunaiji
    Black Belt:
Maj.Dr. Ayman Jmai’an
      Ehab Naji
    Green Belt:
Maj.Thuraya Aldawilah
  Capt. Saleh Alalbi
 Eunice Jane Tanagon
   Hamda Alqubaisi
 Dr. Subhash Mehta
   Ameera Alalawi
       Tahanni
DEFINE :   Jan 12th to Jan 30th 2012

  MEASURE:       Jan 30th to March 22nd 2012

     ANALYSE: March 22nd to April 20th    2012

           IMPROVE: April 20th to Jun 6th 2012

                CONTROL: June 7th to 24th 2012
DEFINE



Business Need:
   IMPROVE PATIENT SAFETY,
     REDUCE DELAY IN
   LABORATORY RESULTS,
   INCREASE CUSTOMER
      SATISFACTION.
DEFINE
CTQs:

 1. Delay of Laboratory test
    results.

 2. Significance of Laboratory
    test results
CTPs:                              DEFINE
     1. SIGNIFICANCE                                      2. DELAY
1.Inappropriate/incorrect test request   1.Inappropriate/incorrect/irrelevant test
                                         request for the patient
for the patient

2.Error in specimen labeling             2. Temporary I.T system disruption and
                                         inadequacy
3.Error in result registration
                                         3. Manual registration of
4.Multiple result registration           patients/employment/training personnel
                                         (Demographic & test request)
5.Multiple result verification and
                                         4.Specimen transport
validation
                                         5. Inadequate system to relay critical and
6.Staff Training and Experience          urgent results to requesting Physician


                                         6. Multiple result registrations
                                         7. Multiple result verification and validation


                                         8. Human Resources (Staff Inadequacy)
                                           Laboratory Supplies (Logistics/Inventory)
DEFINE
Data Collection Plan :
1. Collect number of Patients/Pre-employment/ Training/ Visa in
   respect to the CTPs for 10 days including supported previous
   data from January 10, 2012.

2. Collect number of results not released as per turn-around-
   time

3. Collect data using Checksheet and Data collection table for:
      a. Significance of Laboratory test results

      b. Delay of Laboratory test results.
Pre-Analytical Data Collection
sheet
Post Analytical Data Collection sheet
Checksheet
DEFINE
                                 Summary For Factors Affecting
                               Significance Of Laboratory Results

                                                      No. of population per day


      FACTORS               DAY 1   DAY 2   DAY 3   DAY 4    DAY 5      DAY 6     DAY 7   DAY 8   DAY 9   DAY 10 PREVIOUS   TOTAL
     AFFECTING              17/1    18/1    19/1    22/1     23/1       24/1      25/1    26/1    29/1     30/1    DATA
  SIGNIFICANCE OF
      RESULTS

Inappropriate/Incorrect        4     5       4       3          3         2        1       1       2        2       15       42
 test request for patient


      Error in specimen        2     2       2       1          1         1        2       1       2        2       10       26
                 labeling
          Error in result      1     1       1       0          0         1        1       1       1        1       2        10
            registration
         Multiple result       1     1       1       1          0         0        0       1       1        1       2         9
           registration
          Multiple result      1     1       1       1          0         0        0       1       1        2       2        10
    verification&valid’n
        Staff Training &       1     1       0       0          1         1        1       1       1        1       2        10
             Experience
       Total Population                                                                                            384       976
Summary For Factors Causing The Delay Of                                                      DEFINE
                           Laboratory Results
        FACTORS              DAY 1   DAY 2   DAY 3   DAY 4   DAY 5   DAY 6   DAY 7   DAY 8   DAY 9   DAY 10   PREVIOUS   TOTAL
                             17/1    18/1    19/1    22/1    23/1    24/1    25/1    26/1    29/1     30/1      DATA
CAUSING THE DELAY OF
        RESULTS
Inappropriate/incorrect/
  irrelevant test request        4    5       4       3       3       2       4       3       4        5        19        56
          for the patient
    Temporary IT system
          disruption and         9    11      9       7       6       5       8       5       8       10        39       108
              inadequacy
  Manual registration of
                 patients       21    45      21      20      42      9       24      10      19      43        127      381
      /employment(data
                    input)
     Specimen transport          4    5       4       3       3       2       4       3       2        2        16        48
   Inadequate system to
 relay critical and urgent       1    2       2       1       1       1       2       1       2        2        10        25
    results to requesting
                 physician
          Multiple result       48    48      45      39      34      35      58      26      46      64        222      665
             registration
          Multiple result       48    48      45      39      34      35      58      26
    verification&valid’n                                                                      46      64        222      665
 Human Resources (Staff         52    54      50      39      37      36      61      29      49      68        238      713
            Inadequacy)
    Laboratory Supplies
   (Logistics/Inventory)
        Total Population                                                                                        384      976
DEFINE
Pareto Chart For Factors Affecting Significance of Laboratory Results
                                                                         120
                                                                         100                                                                                                                                               100




                                                                                                                                                                                                                                 Percent
                                                                                                                                                                                                                           80



                                               Count
                                                                          80
                                                                          60                                                                                                                                               60
                                                                          40                                                                                                                                               40
                                                                          20                                                                                                                                               20
                                                                           0                                                                                                                                               0
Factor                                                                                                  nt                       g                    n                     n                      e                   n
                                                                                                                           in                  t io                    io                  nc                   t io
                                                                                            at
                                                                                               ie
                                                                                                                     b   el                  ra                     at                  ie                    ra
                                                                                                                                           t                 li   d                   er
                                                                                          p                        la                is                    va                                             ist
                                                                                     of                 en                       reg                                        ex
                                                                                                                                                                              p
                                                                                                                                                                                                   re
                                                                                                                                                                                                      g
                                                                              es
                                                                                 t                   i m                 l   t                    a   nd               d                      lt
                                                                                                 c
                                                                         qu                   pe                      su                     n                      an                 es
                                                                                                                                                                                          u
                                                                    re                    s                        re                   io                      g                     r
                                                                t                   n                         n                      at                      in                   e
                                                              es                 ri                         ri              rif
                                                                                                                                ic                      in                   pl
                                                          t                 ro                    ro                                                  ra                 lt i
                                                     ct                   Er                    Er                       ve                   f
                                                                                                                                                  T
                                                                                                                                                                    M
                                                                                                                                                                     u
                                               rr
                                                 e                                                                 ul
                                                                                                                     t
                                                                                                                                         t af
                                             o                                                                 s                     S
                                        nc                                                                  re
                                      /I                                                            l   e
                              iat
                                  e                                                           lt ip
                             r                                                         u
                         p                                                            M
                    p ro
            a   p
         In
                                                               Count                               42                      26                       10                 10                  10     9
                                                              Percent                            39.3                    24.3                      9.3                9.3                 9.3   8.4
                                                              Cum %                              39.3                    63.6                     72.9               82.2                91.6 100.0
DEFINE
         Pareto Chart For Factors Causing the Delay of Laboratory Results
                                                                                2500                                                                                                                                                                              100
                                                                                2000                                                                                                                                                                              80




                                                               Count




                                                                                                                                                                                                                                                                        Percent
                                                                                1500                                                                                                                                                                              60
                                                                                1000                                                                                                                                                                              40
                                                                                 500                                                                                                                                                                              20
                                                                                   0                                                                                                                                                                              0
Factor                                                                                                           )                                 n                                   n                         )                                        er
                                                                                                               ry                                io                                ti o                        ut                          a   cy
                                                                                                             to                                at                                                            np                                         th
                                                                                                                                             tr
                                                                                                                                                                               a                            i                            qu         O
                                                                                                           en                            s                                 al
                                                                                                                                                                             id                         a                             de
                                                                                                      nv                               gi                              v                              at                            a
                                                                                                    /I                            re                               d                                (d                            in
                                                                                                s
                                                                                                                           ul
                                                                                                                              t                                  an                               nt                          d
                                                                                            ti c                                                             n                                e                             an
                                                                                         is                            res                                 io                             m                             n
                                                                                      Lo
                                                                                        g                          e                                     at                            oy                           pt
                                                                                                                                                                                                                      io
                                                                                                                 pl                              ifi
                                                                                                                                                       c                             pl
                                                                                    s(                       lt i                                                            m                                    ru
                                                                                li e                        u                                v er                         /e                                di
                                                                                                                                                                                                              s
                                                                              pp                           M                        t                                  ts                             IT
                                                                            Su                                                    ul                                  n
                                                                                                                               es                                  ie                            y
                                                                      or
                                                                        y                                                    r                                  at                             ar
                                                                    at                                                 pl
                                                                                                                         e                                     p                             or
                                                                   r                                               lt i                                   of                                p
                                                                 bo                                               u                                  n
                                                                                                                                                                                      Te
                                                                                                                                                                                        m
                                                               La                                                M                                tio
                                                             y)                                                                                ra
                                                         c                                                                                   st
                                                      ua                                                                          eg
                                                                                                                                    i
                                                   deq                                                                          lr
                                                na                                                                           ua
                                          f   fi                                                                           an
                                       ta                                                                              M
                                     (S
                                  es
                               rc
                         s   ou
                      re
                 an
            um
           H



                                                                              Count                             713                               665                               665                           301                       108           129
                                                                            Percent                            27.6                              25.8                               25.8                          11.7                      4.2           5.0
                                                                            Cum %                              27.6                              53.4                               79.2                          90.8                     95.0         100.0
DEFINE

Problems related to the CTQs (Significance and Delay of the
     results) after Brainstorming and Pareto Charts analysis
     are :
1.   Multiple result registration

2.   Multiple result verification and validation

3.   Inappropriate/ Incorrect test request for patients

4.   Human Resources (Staff Inadequacy)

      Laboratory Supplies (Logistics and Inventory)

5.    Error in specimen labelling
The Problem statement:
                                                         DEFINE


11% of released laboratory results form January 10-3-
    2012 contain more that 8 errors in average per day

45% of patients results and 100% of pre-employment and
    visa result from January 10-30, 2012 exceeded
    target turn-around-time.



The Goal statement:

1.   Reduce the errors from 11% to 8% within 6 months.
2.   Reduce delayed patients result from 45% to 30%
     within 6 months
3.   Reduce delayed pre-employments and visa test
     results from 100% to 80%within 6 months.
DEFINE




Overview Process Map:

       1. SIRPORC

      2. Flow Chart
DEFINE
  Improvement Expected from the Project:


1. Error-free results.


2. On-time results


3. Patients, Physicians, and Laboratory employee


   Satisfaction


4. Cost saving
Data Collection Plan                                    MEASURE




  • Collect number of Patients/Pre-employment/Training/Visa
    in respect to the CTPs from May 30,31 – June 3,4, 2012
  • Collect number of results not released as per turn-around-
    time.
  • Collect data using Check sheet and Data collection table
    for time taken to complete each sub-process of pre and
    post analytical phases
MEASURE
                  Average time Patient and Pre-employment to complete Pre-
                     Analytical process

                 60



                 50                                             49.06
Time (minutes)




                 40           38.07

                 30



                 20



                 10



                  0

                               Patient            Pre-employment/Training/Visa Renewal
MEASURE
                      Pre-Analytical Process Subfractions
                 30

                                                       27
                 25




                 20                                             19.32
Time (minutes)




                                                                         17.5

                 15                            14.26
                                                                                      Patient



                 10                                                                   Pre-
                                                                                      employment/Training/Vi
                                                                                      sa Renewal

                 5
                          4.49 4.57


                 0

                      Time taken to complete   Waiting Time   Sample transport time
                        process in reception
MEASURE
                           Average Number of Patients and Pre-employment/Training/Visa
                              renewal personnel as per time slot
                      30




                      25                                              24
Number of Customers




                      20                                 19
                                                                                                   PATIENTS

                      15                     14                                  14
                                                                                                   PRE-
                                                    11                                             EMPLOYMENT/TRAINING/
                      10                 9                                                         VISA RENEWAL

                                                                             6
                             5   5
                       5                                          4                          4
                                                                                         2

                       0

                           7:30-8:30   8:31-9:30   9:31-10:30 10:31-11:30 11:31-12:30 12:31-1:30
                                                          Time slot
MEASURE
                 Average Time Taken For Biochem&Haem
                 POST ANALYTICAL PROCESS
        120


        100
Time /min




            80
                                      72.8

            60                                        BIO Post-analytical process
                       40.4
                                                      CBC Post-analytical process
            40


            20         35.3           52.8


            0
                     PATIENTS      PRE-EMPL./TRAINING/VISA
                                       RENUAL
MEASURE

                 PATIENTS POST ANALYTICAL PROCESS
                 SUB FRACTIONS
            30
                                                                                 26.9
            25


            20
Time /min




            15
                                          14.4                                                       13.5
                        10                                    10.9
            10


             5


             0
                 time from printed time from enter CBC time from IT entery time from printing time from IT entery
                    CBC result to    logbook entery      of CBC results to   BIO result to IT   of BIO resluts to
                   logbook entery     untill IT entery  time of validation       entery        time of validation
PRE-EMP/TRANING POST ANALYTICAL PROCESS                                                          MEASURE
                          SUB FRACTIONS
             500
                                                                             442
             450

             400

             350
                                                                                                     298
             300
Time / min




             250                                                  227
                                                                                                                 200
             200
                                                                                       157
             150

             100
                                                      47.2
              50                 35.7       25.6
                      17.1
              0
                   time from time from time from time from time from time from time from          time from time from
                     printed    CBC      printing    BIO     result form result was IT entery     validation logbook
                   CBC result logbook BIO result logbook       entery      signed untill result      untill   entery
                   to logbook entery to to logbook entery to    untill    untill IT validated       release untill result
                     entery result form enetry result form pathologist entery                      logbook released
                               entery               entery signature                                entery
MEASURE
                          Time taken to complete process of releasing Pre-emp.
                                       Result to Medical Check Section

                   1400                                                                                           1324

                   1200
TIME per minutes




                   1000

                    800

                    600
                                                 442
                    400                                                           298
                                227                                                                200
                    200                                          157

                      0
                          time from result time from result time from IT         time from        time from     total time
                            form entery       was signed       entery untill validation untill logbook entery
                           untill signed by untill IT entery result validated release logbook untill result
                             pathologist                                           entery        received by
                                                                                                Medical Check
                                                                                                     Unit
MEASURE



                 SIGNIFICANCE OF RESULTS

Significance of Laboratory Test results Critical to Quality (CTQ):
Defects:107
Unit: 976
Opportunity of Errors: 6
107/976 Defects per unit (DPU):
107 x 106 Defects per Million Opportunities (DPMO):
976      6
DPMO = 18,272
SIGMA LEVEL: 3.59
MEASURE

PRE-ANALYTICAL PROCESSES FOR PATIENTS

Delay in Pre-analytical Processes   Critical to Quality (CTQ):
CTQ Measure: Number of delays occurred
Defects: Delays
PROCESS              TURN-AROUND-       DPMO                   SIGMA LEVEL
                     TIME (minutes)     Opportunity for
                                        error:1
Time taken to        3 minutes          Defects: 41            1.81
complete process                        Units: 108
in reception                            DPMO: 379,630
Sampling Time        12 minutes         Defects : 56           1.45
                                        Units: 108
                                        DPMO: 518,519
Sample Transport 5 minutes              Defects: 72            1.07
time                                    Units: 88
                                        DPMO: 666,667
MEASURE
PRE-ANALYTICAL PROCESSES FOR PRE-
EMPLOYMENT/ TRAINING/ VISA RENEWAL

Delay in Pre-analytical Processes    Critical to Quality (CTQ):
CTQ Measure: Number of delays occurred
Defects: Delay
PROCESS               TURN-AROUND-          DPMO                  SIGMA LEVEL
                      TIME (minutes)        Opportunity for
                                            error:1
Time taken to         3 minutes             Defects: 126          1.48
complete process in                         Units: 249
reception                                   DPMO: 506024
Sampling Time         12 minutes            Defects : 199         0.66
                                            Units: 249
                                            DPMO:799197
Sample Transport      5 minutes             Defects: 179          0.58
time                                        Units: 218
                                            DPMO: 821101
MEASURE
POST-ANALYTICAL PROCESSES FOR PATIENTS

PROCESS                    TURN-AROUND-     DPMO                      SIGMA LEVEL
                           TIME (minutes)   Opportunity for error:1
CBC
Time taken from printed    5 minutes        Defects: 28               1.15
result to logbook                           Units: 44
registration                                DPMO: 636,364
Time taken from logbook    10 minutes       Defects : 14              1.95
entry to IT entry                           Units: 43
                                            DPMO: 325,581
Time taken from IT entry   10 minutes       Defects: 8                2.39
to time of validation                       Units: 43
                                            DPMO: 186,047
BIOCHEMISTRY
Time taken from printing   15 minutes       Defects : 37              1.53
the result to IT entry                      Units: 76
                                            DPMO: 486,842
Time taken from IT entry   10 minutes       Defects: 21               2.09
to time of validation                       Units: 76
                                            DPMO: 276,316
MEASURE
   POST-ANALYTICAL PROCESSES FOR PRE-EMPLOYMENT/
   TRAINING/ VISA RENEWAL


       PROCESS              TURN-AROUND-TIME        DPMO               SIGMA LEVEL
                                (minutes)    Opportunity for error:1
CBC
Time from printed                5 minutes     Defects : 111               0.7
result to logbook                              Units: 141
registration                                   DPMO: 787,234
Time from enter result           5 minutes     Defects: 199                0.4
in logbook to enter it in                      Units: 205
result form                                    DPMO: 970,732
POST-ANALYTICAL PROCESSES FOR PRE-                        MEASURE
EMPLOYMENT/ TRAINING/ VISA RENEWAL
BIOCHEMISTRY
Time from printed            5 minutes    Defects : 107   0.4
result to logbook                         Units: 108
registration                              DPMO: 990,741
Time from logbook            5 minutes    Defects: 201    0.4
entry to result form                      Units: 204
entry                                     DPMO: 985,294
Time from result from        60 minutes   Defects: 248    0.4
entry until pathologist                   Units: 248
signature                                 DPMO:985,294
Time from result was         60 minutes   Defects: 248    0.4
signed until IT entry                     Units:248
                                          DPMO:985,294
Time from IT entry until     60 minutes   Defects: 248    0.4
result validated                          Units:248
                                          DPMO:985,294
Time from validation         60 minutes   Defects: 248    0.4
until logbook entry                       Units:248
                                          DPMO:985,294
Time from logbook            60 minutes   Defects: 248    0.4
entry until result release                Units:248
ANALYSE




FISHBONE DIAGRAM FOR THE PRE-ANALYTICAL AND POST-
   ANALYTICAL PROCESS IN THE MEDICAL LABORATORY
IMPROVE
BREAKTHROUGH improvement actions has been taken
after calculating RPN of each sub-process, Actions
include:

 1. Post permanent and trained receptionist
 2. All request will be made through IT system (barcoding)
 3. Appointment system for pre-emp/Training/
   Visa renewal
 4. Modify IT system for ICDs/RCOs for physicians in
    ordering of test repetitions and tests added after tests
    has been ordered
 5. Eliminate entry of results in the logbooks
 6. Hire porter for transporting the samples
Breakthrough Improvement Actions                                   IMPROVE

PLAN A           Actions                Constraints    PLAN B       Completion
                                                                    Date

Permanent        New porter appointed    -             -            10th April
porter for the
samples

   PLAN A                Actions         Constraints       PLAN B   Completio
                                                                     n Date
Eliminate        Clarification letter   Waiting for    -            28th May
entry on log     from HAAD to approve the system to
book in          the action (received   be activated
reception and on 19th April)
lab. sections
Breakthrough Improvement Actions                                  IMPROVE



  PLAN A           Actions          Constraints       PLAN B       Completion
                                                                     Date
Hire           Request the hiring   Refused !     Post a qualified  16/5/2012
permanent              of medical                 non-medical
and trained          receptionist                 receptionist from
                                                  other
receptionist        from Human
                                                  department to
                        Resource
                                                  the lab
                  Administration
Breakthrough Improvement Actions                                 IMPROVE



        PLAN A          Actions         Constraints    PLAN B    Completion
                                                                   Date

Appointment IT Meetings and            No consensus Manual       14/6/2012
system for pre-   requests have been                  appointm
employments       done with                           ent
and trainings     concerned                           system
tests             departments
Breakthrough Improvement Actions                               IMPROVE

     PLAN A         Actions      Constraints      PLAN B       Completion
                                                                 Date
1.   LIS         1. Reviewed     Out of 2012   Modifications   28th MAY*
2.   Interface      the          budget
     and            quotations                 in current IT
     barcodes       and offers   Long process system and
3.   Interface                   to install
                 2. Meeting      (over 8      barcoding
                    with IT      months)
                    department
IMPROVE

1. Installation of Barcode readers
2. Installation of New printers
3. Installation of Slip printer
4. 2 work station in phlebotomy units
5. Modifications on lab reception and phlebotomy
   unit IT system
6. Activate Medical Check IT System
7. Installation of photo-capturing devices
8. Train lab staff and Medical Check Unit on the new
   modifications
Data Collection Plan                                    IMPROVE




  • Collect number of Patients/Pre-employment/Training/Visa
    in respect to the CTPs .


  • Collect data using Check sheet and Data collection table
    for time taken to complete each sub-process of pre and
    post analytical phases
IMPROVE
Average time Patient and Pre-employment to
     complete Pre-analytical process

                    50
                    45                 47
                    40
                    35
  Time per minute




                         36                   35
                    30
                    25                                before
                                25
                    20                                after
                    15
                    10
                     5
                     0
                          patient    pre-employment
IMPROVE
                        Time taken to complete PATIENT post-
                                 analytical process
                   80


                   70


                   60


                   50
Time per minutes




                   40
                                71.8
                   30
                                                     54.6
                   20


                   10


                    0


                         post process BEFORE   post process NOW
IMPROVE
                           Time taken to complete PRE-
                           EMPLOYMENT post process
                   1600


                   1400


                   1200
Time per minutes




                   1000


                    800
                                1432.4
                    600


                    400


                    200

                                                      200
                      0


                          post process BEFORE   post process NOW
DATA for VALIDATION of Improvement actions :                               IMPROVE

Process          Without the use of color code by     Use of color code by the porter
                           the porter
                 Patients           Pre-Employment   Patient          Pre-Employment
Sample           SD – 6.7           SD- 7.05         SD- 4.66         SD- 5.92
Transport time   Mean- 12.06        Mean- 10.24      Mean- 9.46       Mean- 9.95
                 RSD -55%           RSD-68.84%       RSD-49.2%        RSD – 59.49%



                     Work handled by the previous         Work handled by the other
                            phlebotomist              phlebotomist w/ the appointment
                                                                   system

                 Patients           Pre-Employment   Patients         Pre-employment
Sampling Time    SD- 11.5           SD- 25.31        SD- 6.69         SD-8.0
                 Mean- 18           Mean – 33.35     Mean- 14.85      Mean 15.8
                 RSD- 63.8%         RSD- 75.89%      RSD- 45%         RSD- 50.6%
IMPROVE


SIGNIFICANCE OF RESULTS:



BEFORE               AFTER



DPMO = 18,272        DPMO = 2,554
SIGMA LEVEL: 3.59    SIGMA LEVEL: 4.3
IMPROVE
PRE-ANALYTICAL PROCESSES FOR PATIENTS
Critical to Quality (CTQ):         Delay in Pre-analytical Processes
CTQ Measure:                                  Number of delays occurred
Defects:                           Delays
    PROCESS             TURN-             DPMO            SIGMA         DPMO             SIGMA
                       AROUND-         Opportunity for    LEVEL      Opportunity for     LEVEL
                         TIME             error:1        BEFORE         error:1          AFTER
                       (minutes)
Time taken to          3 minutes     Defects: 41          1.81     Defects: 11            2.76
complete process                     Units: 108                    Units: 106
in reception                         DPMO: 379,630                 DPMO: 103,774


Sampling Time         12 minutes     Defects : 56         1.45     Defects : 26           1.59
                                     Units: 108                    Units: 56
                                     DPMO: 518,519                 DPMO: 464,286

Sample Transport      10 minutes     Defects: 72          0.59     Defects:17             2.01
time                                 Units: 88                     Units: 56
                                     DPMO: 818,182                 DPMO: 303,571
IMPROVE
PRE-ANALYTICAL PROCESSES FOR PRE-EMPLOYMENT/
            TRAINING/ VISA RENEWAL
 Critical to Quality (CTQ): Delay in Pre-analytical Processes
 CTQ Measure:                            Number of delays occurred
 Defects:                                Delay
     PROCESS            TURN-              DPMO            SIGMA LEVEL       DPMO           SIGMA
                     AROUND-TIME        Opportunity for       BEFORE      Opportunity for   LEVEL
                       (minutes)           error:1                           error:1        AFTER


 Time taken to          3 minutes     Defects: 126             1.48      Defects: 16         2.76
 complete process                     Units: 249                         Units:155
 in reception                         DPMO: 506024                       DPMO: 103,226


 Sampling Time         12 minutes     Defects : 199            0.66      Defects : 51        1.21
                                      Units: 249                         Units: 83
                                      DPMO:799197                        DPMO:614,458


 Sample Transport      10 minutes     Defects: 179             0.58      Defects: 34         1.73
 time                                 Units: 218                         Units: 83
                                      DPMO: 821101                       DPMO: 409,638
IMPROVE
 POST-ANALYTICAL PROCESSES FOR PATIENTS

      PROCESS               TURN-          DPMO        SIGMA           DPMO               SIGMA LEVEL
                         AROUND-TIME    Opportunity     LEVEL   Opportunity for error:1      AFTER
                           (minutes)     for error:1   BEFORE
CBC
Time taken from           5 minutes    Defects: 28      1.15    Defects:                   PROCESS
printed result to                      Units: 44                Units:                    ELIMINATED
logbook registration                   DPMO:                    DPMO:
                                       636,364
Time taken from           10 minutes   Defects : 14     1.95    Defects :                  PROCESS
logbook entry to IT                    Units: 43                Units:                    ELIMINATED
entry                                  DPMO:                    DPMO:
                                       325,581
Time taken from           10 minutes                            Defects: 29                  1.27
printing the result to                                          Units: 49
IT entry                                                        DPMO: 591837
Time taken from IT        10 minutes   Defects: 8       2.39    Defects: 9                    2.4
entry to time of                       Units: 43                Units: 49
validation                             DPMO:                    DPMO:
                                       186,047                  183,673
IMPROVE
POST-ANALYTICAL PROCESSES FOR PATIENTS


      PROCESS               TURN-          DPMO        SIGMA           DPMO               SIGMA LEVEL
                         AROUND-TIME    Opportunity     LEVEL   Opportunity for error:1      AFTER
                           (minutes)     for error:1   BEFORE
BIOCHEMISTRY
Time taken from           15 minutes   Defects : 37     1.53    Defects : 25                 1.67
printing the result to                 Units: 76                Units: 58
IT entry                               DPMO:                    DPMO: 431034
                                       486,842
Time taken from IT        10 minutes   Defects: 21      2.09    Defects: 14                   2.2
entry to time of                       Units: 76                Units: 58
validation                             DPMO:                    DPMO: 241379
                                       276,316
POST-ANALYTICAL PROCESSES FOR PRE-                                                   IMPROVE
 EMPLOYMENT/ TRAINING/ VISA RENEWAL
Critical to Quality (CTQ):        Delay in Post-analytical Processes
CTQ Measure:                                  Number of delays occurred
Defects:                          Delay
      PROCESS             TURN-         DPMO            SIGMA          DPMO          SIGMA LEVEL
                        AROUND-    Opportunity for      LEVEL      Opportunity for      AFTER
                           TIME         error:1        BEFORE         error:1
                        (minutes)
CBC
Time from               5 minutes  Defects : 111          0.7     Defects :           PROCESS
printed result to                  Units: 141                     Units:             ELIMINATED
logbook                            DPMO: 787,234                  DPMO:
registration
Time from enter         5 minutes  Defects: 199           0.4     Defects:            PROCESS
result in logbook                  Units: 205                     Units:             ELIMINATED
to enter it in                     DPMO: 970,732                  DPMO:
result form
Time from printed 60 minutes                                      Defects:1             3.81
result to IT                                                      Units:96
registration                                                      DPMO: 10417
Time from IT           60 minutes                                 Defects:10            2.76
entry until result                                                Units:96
validated                                                         DPMO: 104167
POST-ANALYTICAL PROCESSES FOR PRE-                                                IMPROVE
 EMPLOYMENT/ TRAINING/ VISA RENEWAL



     PROCESS         TURN-          DPMO           SIGMA       DPMO              SIGMA LEVEL
                    AROUND-      Opportunity for    LEVEL   Opportunity for         AFTER
                      TIME          error:1        BEFORE      error:1
                    (minutes)

BIOCHEMISTRY
Time from printed   5 minutes    Defects : 107      0.4     Defects :         PROCESS ELIMINATED
result to logbook                Units: 108                 Units:
registration                     DPMO: 990,741              DPMO:

Time from logbook   5 minutes    Defects: 201       0.4     Defects:          PROCESS ELIMINATED
entry to result                  Units: 204                 Units:
form entry                       DPMO: 985,294              DPMO:

Time from result    60 minutes   Defects: 248       0.4     Defects:          PROCESS ELIMINATED
from entry until                 Units: 248                 Units:
pathologist                      DPMO:985,294               DPMO:
signature
POST-ANALYTICAL PROCESSES FOR PRE-                                                  IMPROVE
 EMPLOYMENT/ TRAINING/ VISA RENEWAL



     PROCESS            TURN-         DPMO           SIGMA       DPMO              SIGMA LEVEL
                      AROUND-      Opportunity for    LEVEL   Opportunity for         AFTER
                         TIME         error:1        BEFORE      error:1
                       (minutes)
Time from result      60 minutes   Defects: 248       0.4     Defects:               PROCESS
was signed until IT                Units:248                  Units:               ELIMINATED*
entry                              DPMO:985,294               DPMO:

Time from printed     60 minutes                              Defects:10               2.72
result to IT                                                  Units:90
registration                                                  DPMO: 111111
Time from IT entry    60 minutes   Defects: 248       0.4     Defects: 4               3.2
until result                       Units:248                  Units:90
validated                          DPMO:985,294               DPMO: 44444
Time from             60 minutes   Defects: 248       0.4     Defects:          PROCESS ELIMINATED
validation until                   Units:248                  Units:
logbook entry                      DPMO:985,294               DPMO:
Time from logbook     60 minutes   Defects: 248       0.4     Defects:              PROCESS
entry until result                 Units:248                  Units:               ELIMINATED
release                            DPMO: 985,294              DPMO:
IMPROVE
The Goal statement:

1.   Reduce the errors from 11% to 8% within 6 months.
2.   Reduce delayed patients result from 45% to 30%
     within 6 months
3.   Reduce delayed pre-employments and visa test
     results from 100% to 80%within 6 months.



Achievement after IMPROVE

1.   Errors reduced from 11% to 1.5% .
2.   Delayed patients results reduced from 45% to 14% .
3.   Delayed pre-employments and visa test results from
     100% to 35%
IMPROVE
             Before Expected   After
            improve          improve
  Errors      11%      8%      1.5%
 Patient      45%     30%     14.5%
 delayed
 results
Pre-empl.    100%     80%     35%
 Delayed
 results
IMPROVE
 Saved Cost:

 Unnecessary Requests            • 5,512 tests / year Cost: 49,181 AED
          Rework                 • 1040 tests / year Cost: 9,279 AED

Medical Laboratory Technician    • 156 hours/ year
   wasted time to do the
unnecessary requests, rework     • Cost: 172,192 AED

  Office boy wasted time for
        delivery of Pre-         • 52 hours/ year
employment/Training results in
  the Medical Check Section
                                 • Cost: 6,171 AED



               TOTAL SAVINGS: 236,823 AED / YEAR
CONTROL

GUIDELINES, ASSINGNED RESPONSIPILITY, and
COMMUNICATION:


 Staff orientation on the New Standard Operating
  procedure
 Daily check for IT performance
 Check performance, scheduled calibration and PMs
  for barcode readers and photo-capturing devices.
 Daily check for attendance of receptionists and
  porter
 Monthly Control charts
 Monthly reports to Champion
 Review of Control charts and do corrective actions if
  required
P Chart of Patients Sampling Time                            CONTROL
             0.30
                                                                                UCL=0.2720
             0.25


             0.20
Proportion



             0.15


             0.10                                                               _
                                                                                P=0.0894

             0.05


             0.00                                                               LCL=0

               6/11/2012   6/12/2012   6/13/2012  6/14/2012   6/18/2012   6/19/2012
                                          Sampling Dates



                           P Chart of Pre-employment Sampling Time
             0.5

                                                                                UCL=0.4401
             0.4



             0.3
Proportion




                                                                                _
             0.2                                                                P=0.2123



             0.1



             0.0                                                                LCL=0

             6/11/2012     6/12/2012   6/13/2012  6/14/2012   6/18/2012   6/19/2012
                                          Sampling Dates
Xbar-R Chart of Patients Sampling Time                          CONTROL
                      14                                                                               U C L=14.018

                      13
        Sample Mean




                                                                                                       _
                                                                                                       _
                      12
                                                                                                       X=11.8

                      11

                      10
                                                                                                       LC L=9.582
                          6/11/2012     6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                          Sa mpling Da te s


                                                                                                       U C L=16.43
                15.0
Sample Range




                12.5
                                                                                                       _
                10.0                                                                                   R=9.94

                      7.5

                      5.0
                                                                                                       LC L=3.45
                          6/11/2012     6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                          Sa mpling Da te s


                                      Xbar-R Chart of Pre-Employment Sampling Time
                                                                                                       U C L=16.164
                16
Sample Mean




                15
                                                                                                       _
                                                                                                       _
                                                                                                       X=14.444
                14


                13
                                                                                                       LC L=12.725
                      6/11/2012        6/12/2012    6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                          Sa mpling Da te s


                                                                                                       U C L=12.74
                12
Sample Range




                10
                                                                                                       _
                      8                                                                                R=7.71

                      6

                      4
                                                                                                       LC L=2.67
                      6/11/2012        6/12/2012    6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                          Sa mpling Da te s
P Chart of Patients CBC Validation time                          CONTROL
              0.35
                                                                                UCL=0.3167
              0.30

              0.25
Proportion



              0.20

              0.15
                                                                                _
              0.10                                                              P=0.1024


              0.05

              0.00                                                              LCL=0

               6/11/2012   6/12/2012   6/13/2012  6/14/2012   6/18/2012   6/19/2012
                                          Sampling Dates



                           P Chart of Patients Biochemistry Validation

              0.30
                                                                                 UCL=0.2910

              0.25


              0.20
 Proportion




              0.15

                                                                                 _
              0.10                                                               P=0.0971

              0.05


              0.00                                                               LCL=0

               6/11/2012   6/12/2012   6/13/2012  6/14/2012   6/18/2012   6/19/2012
                                          Sampling Dates
Xbar-R Chart of Patients Biochemistry Validation Time
                                                                                                       CONTROL
                    8                                                                              U C L=8.111


                    7
     Sample Mean




                                                                                                   _
                                                                                                   _
                    6
                                                                                                   X=5.8

                    5

                    4
                                                                                                   LC L=3.489
                    6/11/2012       6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                      Sa mpling Da te s


                                                                                                   U C L=17.13

                   15
Sample Range




                                                                                                   _
                   10                                                                              R=10.36




                    5
                                                                                                   LC L=3.59
                    6/11/2012       6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                      Sa mpling Da te s



                                    Xbar-R Chart of Patients CBC Validation Time
                                        1
                   10                                                                              U C L=9.745
  Sample Mean




                    8
                                                                                                   _
                                                                                                   _
                    6                                                                              X=6.189


                    4

                                                                                                   LC L=2.633
                    2
                    6/11/2012       6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                      Sa mpling Da te s

                                        1

                   30
                                                                                                   U C L=26.35
  Sample Range




                   20
                                                                                                   _
                                                                                                   R=15.94

                   10

                                                                                                   LC L=5.52
                    6/11/2012       6/12/2012   6/13/2012          6/14/2012   6/18/2012   6/19/2012
                                                      Sa mpling Da te s
BACK

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Finalized

  • 1. Abu Dhabi Police Medical Services Six Sigma Project January –June 2012 Project Name & Ref. No. : Defect in Pre-analytical and Post-analytical Process in Medical Laboratory (ADP-SS-05)
  • 2. CHAMPION: Lt.Col .Jassem Altunaiji Black Belt: Maj.Dr. Ayman Jmai’an Ehab Naji Green Belt: Maj.Thuraya Aldawilah Capt. Saleh Alalbi Eunice Jane Tanagon Hamda Alqubaisi Dr. Subhash Mehta Ameera Alalawi Tahanni
  • 3. DEFINE : Jan 12th to Jan 30th 2012 MEASURE: Jan 30th to March 22nd 2012 ANALYSE: March 22nd to April 20th 2012 IMPROVE: April 20th to Jun 6th 2012 CONTROL: June 7th to 24th 2012
  • 4. DEFINE Business Need: IMPROVE PATIENT SAFETY, REDUCE DELAY IN LABORATORY RESULTS, INCREASE CUSTOMER SATISFACTION.
  • 5. DEFINE CTQs: 1. Delay of Laboratory test results. 2. Significance of Laboratory test results
  • 6. CTPs: DEFINE 1. SIGNIFICANCE 2. DELAY 1.Inappropriate/incorrect test request 1.Inappropriate/incorrect/irrelevant test request for the patient for the patient 2.Error in specimen labeling 2. Temporary I.T system disruption and inadequacy 3.Error in result registration 3. Manual registration of 4.Multiple result registration patients/employment/training personnel (Demographic & test request) 5.Multiple result verification and 4.Specimen transport validation 5. Inadequate system to relay critical and 6.Staff Training and Experience urgent results to requesting Physician 6. Multiple result registrations 7. Multiple result verification and validation 8. Human Resources (Staff Inadequacy) Laboratory Supplies (Logistics/Inventory)
  • 7. DEFINE Data Collection Plan : 1. Collect number of Patients/Pre-employment/ Training/ Visa in respect to the CTPs for 10 days including supported previous data from January 10, 2012. 2. Collect number of results not released as per turn-around- time 3. Collect data using Checksheet and Data collection table for: a. Significance of Laboratory test results b. Delay of Laboratory test results.
  • 9. Post Analytical Data Collection sheet
  • 11. DEFINE Summary For Factors Affecting Significance Of Laboratory Results No. of population per day FACTORS DAY 1 DAY 2 DAY 3 DAY 4 DAY 5 DAY 6 DAY 7 DAY 8 DAY 9 DAY 10 PREVIOUS TOTAL AFFECTING 17/1 18/1 19/1 22/1 23/1 24/1 25/1 26/1 29/1 30/1 DATA SIGNIFICANCE OF RESULTS Inappropriate/Incorrect 4 5 4 3 3 2 1 1 2 2 15 42 test request for patient Error in specimen 2 2 2 1 1 1 2 1 2 2 10 26 labeling Error in result 1 1 1 0 0 1 1 1 1 1 2 10 registration Multiple result 1 1 1 1 0 0 0 1 1 1 2 9 registration Multiple result 1 1 1 1 0 0 0 1 1 2 2 10 verification&valid’n Staff Training & 1 1 0 0 1 1 1 1 1 1 2 10 Experience Total Population 384 976
  • 12. Summary For Factors Causing The Delay Of DEFINE Laboratory Results FACTORS DAY 1 DAY 2 DAY 3 DAY 4 DAY 5 DAY 6 DAY 7 DAY 8 DAY 9 DAY 10 PREVIOUS TOTAL 17/1 18/1 19/1 22/1 23/1 24/1 25/1 26/1 29/1 30/1 DATA CAUSING THE DELAY OF RESULTS Inappropriate/incorrect/ irrelevant test request 4 5 4 3 3 2 4 3 4 5 19 56 for the patient Temporary IT system disruption and 9 11 9 7 6 5 8 5 8 10 39 108 inadequacy Manual registration of patients 21 45 21 20 42 9 24 10 19 43 127 381 /employment(data input) Specimen transport 4 5 4 3 3 2 4 3 2 2 16 48 Inadequate system to relay critical and urgent 1 2 2 1 1 1 2 1 2 2 10 25 results to requesting physician Multiple result 48 48 45 39 34 35 58 26 46 64 222 665 registration Multiple result 48 48 45 39 34 35 58 26 verification&valid’n 46 64 222 665 Human Resources (Staff 52 54 50 39 37 36 61 29 49 68 238 713 Inadequacy) Laboratory Supplies (Logistics/Inventory) Total Population 384 976
  • 13. DEFINE Pareto Chart For Factors Affecting Significance of Laboratory Results 120 100 100 Percent 80 Count 80 60 60 40 40 20 20 0 0 Factor nt g n n e n in t io io nc t io at ie b el ra at ie ra t li d er p la is va ist of en reg ex p re g es t i m l t a nd d lt c qu pe su n an es u re s re io g r t n n at in e es ri ri rif ic in pl t ro ro ra lt i ct Er Er ve f T M u rr e ul t t af o s S nc re /I l e iat e lt ip r u p M p ro a p In Count 42 26 10 10 10 9 Percent 39.3 24.3 9.3 9.3 9.3 8.4 Cum % 39.3 63.6 72.9 82.2 91.6 100.0
  • 14. DEFINE Pareto Chart For Factors Causing the Delay of Laboratory Results 2500 100 2000 80 Count Percent 1500 60 1000 40 500 20 0 0 Factor ) n n ) er ry io ti o ut a cy to at np th tr a i qu O en s al id a de nv gi v at a /I re d (d in s ul t an nt d ti c n e an is res io m n Lo g e at oy pt io pl ifi c pl s( lt i m ru li e u v er /e di s pp M t ts IT Su ul n es ie y or y r at ar at pl e p or r lt i of p bo u n Te m La M tio y) ra c st ua eg i deq lr na ua f fi an ta M (S es rc s ou re an um H Count 713 665 665 301 108 129 Percent 27.6 25.8 25.8 11.7 4.2 5.0 Cum % 27.6 53.4 79.2 90.8 95.0 100.0
  • 15. DEFINE Problems related to the CTQs (Significance and Delay of the results) after Brainstorming and Pareto Charts analysis are : 1. Multiple result registration 2. Multiple result verification and validation 3. Inappropriate/ Incorrect test request for patients 4. Human Resources (Staff Inadequacy) Laboratory Supplies (Logistics and Inventory) 5. Error in specimen labelling
  • 16. The Problem statement: DEFINE 11% of released laboratory results form January 10-3- 2012 contain more that 8 errors in average per day 45% of patients results and 100% of pre-employment and visa result from January 10-30, 2012 exceeded target turn-around-time. The Goal statement: 1. Reduce the errors from 11% to 8% within 6 months. 2. Reduce delayed patients result from 45% to 30% within 6 months 3. Reduce delayed pre-employments and visa test results from 100% to 80%within 6 months.
  • 17. DEFINE Overview Process Map: 1. SIRPORC 2. Flow Chart
  • 18. DEFINE Improvement Expected from the Project: 1. Error-free results. 2. On-time results 3. Patients, Physicians, and Laboratory employee Satisfaction 4. Cost saving
  • 19. Data Collection Plan MEASURE • Collect number of Patients/Pre-employment/Training/Visa in respect to the CTPs from May 30,31 – June 3,4, 2012 • Collect number of results not released as per turn-around- time. • Collect data using Check sheet and Data collection table for time taken to complete each sub-process of pre and post analytical phases
  • 20. MEASURE Average time Patient and Pre-employment to complete Pre- Analytical process 60 50 49.06 Time (minutes) 40 38.07 30 20 10 0 Patient Pre-employment/Training/Visa Renewal
  • 21. MEASURE Pre-Analytical Process Subfractions 30 27 25 20 19.32 Time (minutes) 17.5 15 14.26 Patient 10 Pre- employment/Training/Vi sa Renewal 5 4.49 4.57 0 Time taken to complete Waiting Time Sample transport time process in reception
  • 22. MEASURE Average Number of Patients and Pre-employment/Training/Visa renewal personnel as per time slot 30 25 24 Number of Customers 20 19 PATIENTS 15 14 14 PRE- 11 EMPLOYMENT/TRAINING/ 10 9 VISA RENEWAL 6 5 5 5 4 4 2 0 7:30-8:30 8:31-9:30 9:31-10:30 10:31-11:30 11:31-12:30 12:31-1:30 Time slot
  • 23. MEASURE Average Time Taken For Biochem&Haem POST ANALYTICAL PROCESS 120 100 Time /min 80 72.8 60 BIO Post-analytical process 40.4 CBC Post-analytical process 40 20 35.3 52.8 0 PATIENTS PRE-EMPL./TRAINING/VISA RENUAL
  • 24. MEASURE PATIENTS POST ANALYTICAL PROCESS SUB FRACTIONS 30 26.9 25 20 Time /min 15 14.4 13.5 10 10.9 10 5 0 time from printed time from enter CBC time from IT entery time from printing time from IT entery CBC result to logbook entery of CBC results to BIO result to IT of BIO resluts to logbook entery untill IT entery time of validation entery time of validation
  • 25. PRE-EMP/TRANING POST ANALYTICAL PROCESS MEASURE SUB FRACTIONS 500 442 450 400 350 298 300 Time / min 250 227 200 200 157 150 100 47.2 50 35.7 25.6 17.1 0 time from time from time from time from time from time from time from time from time from printed CBC printing BIO result form result was IT entery validation logbook CBC result logbook BIO result logbook entery signed untill result untill entery to logbook entery to to logbook entery to untill untill IT validated release untill result entery result form enetry result form pathologist entery logbook released entery entery signature entery
  • 26. MEASURE Time taken to complete process of releasing Pre-emp. Result to Medical Check Section 1400 1324 1200 TIME per minutes 1000 800 600 442 400 298 227 200 200 157 0 time from result time from result time from IT time from time from total time form entery was signed entery untill validation untill logbook entery untill signed by untill IT entery result validated release logbook untill result pathologist entery received by Medical Check Unit
  • 27. MEASURE SIGNIFICANCE OF RESULTS Significance of Laboratory Test results Critical to Quality (CTQ): Defects:107 Unit: 976 Opportunity of Errors: 6 107/976 Defects per unit (DPU): 107 x 106 Defects per Million Opportunities (DPMO): 976 6 DPMO = 18,272 SIGMA LEVEL: 3.59
  • 28. MEASURE PRE-ANALYTICAL PROCESSES FOR PATIENTS Delay in Pre-analytical Processes Critical to Quality (CTQ): CTQ Measure: Number of delays occurred Defects: Delays PROCESS TURN-AROUND- DPMO SIGMA LEVEL TIME (minutes) Opportunity for error:1 Time taken to 3 minutes Defects: 41 1.81 complete process Units: 108 in reception DPMO: 379,630 Sampling Time 12 minutes Defects : 56 1.45 Units: 108 DPMO: 518,519 Sample Transport 5 minutes Defects: 72 1.07 time Units: 88 DPMO: 666,667
  • 29. MEASURE PRE-ANALYTICAL PROCESSES FOR PRE- EMPLOYMENT/ TRAINING/ VISA RENEWAL Delay in Pre-analytical Processes Critical to Quality (CTQ): CTQ Measure: Number of delays occurred Defects: Delay PROCESS TURN-AROUND- DPMO SIGMA LEVEL TIME (minutes) Opportunity for error:1 Time taken to 3 minutes Defects: 126 1.48 complete process in Units: 249 reception DPMO: 506024 Sampling Time 12 minutes Defects : 199 0.66 Units: 249 DPMO:799197 Sample Transport 5 minutes Defects: 179 0.58 time Units: 218 DPMO: 821101
  • 30. MEASURE POST-ANALYTICAL PROCESSES FOR PATIENTS PROCESS TURN-AROUND- DPMO SIGMA LEVEL TIME (minutes) Opportunity for error:1 CBC Time taken from printed 5 minutes Defects: 28 1.15 result to logbook Units: 44 registration DPMO: 636,364 Time taken from logbook 10 minutes Defects : 14 1.95 entry to IT entry Units: 43 DPMO: 325,581 Time taken from IT entry 10 minutes Defects: 8 2.39 to time of validation Units: 43 DPMO: 186,047 BIOCHEMISTRY Time taken from printing 15 minutes Defects : 37 1.53 the result to IT entry Units: 76 DPMO: 486,842 Time taken from IT entry 10 minutes Defects: 21 2.09 to time of validation Units: 76 DPMO: 276,316
  • 31. MEASURE POST-ANALYTICAL PROCESSES FOR PRE-EMPLOYMENT/ TRAINING/ VISA RENEWAL PROCESS TURN-AROUND-TIME DPMO SIGMA LEVEL (minutes) Opportunity for error:1 CBC Time from printed 5 minutes Defects : 111 0.7 result to logbook Units: 141 registration DPMO: 787,234 Time from enter result 5 minutes Defects: 199 0.4 in logbook to enter it in Units: 205 result form DPMO: 970,732
  • 32. POST-ANALYTICAL PROCESSES FOR PRE- MEASURE EMPLOYMENT/ TRAINING/ VISA RENEWAL BIOCHEMISTRY Time from printed 5 minutes Defects : 107 0.4 result to logbook Units: 108 registration DPMO: 990,741 Time from logbook 5 minutes Defects: 201 0.4 entry to result form Units: 204 entry DPMO: 985,294 Time from result from 60 minutes Defects: 248 0.4 entry until pathologist Units: 248 signature DPMO:985,294 Time from result was 60 minutes Defects: 248 0.4 signed until IT entry Units:248 DPMO:985,294 Time from IT entry until 60 minutes Defects: 248 0.4 result validated Units:248 DPMO:985,294 Time from validation 60 minutes Defects: 248 0.4 until logbook entry Units:248 DPMO:985,294 Time from logbook 60 minutes Defects: 248 0.4 entry until result release Units:248
  • 33. ANALYSE FISHBONE DIAGRAM FOR THE PRE-ANALYTICAL AND POST- ANALYTICAL PROCESS IN THE MEDICAL LABORATORY
  • 34. IMPROVE BREAKTHROUGH improvement actions has been taken after calculating RPN of each sub-process, Actions include: 1. Post permanent and trained receptionist 2. All request will be made through IT system (barcoding) 3. Appointment system for pre-emp/Training/ Visa renewal 4. Modify IT system for ICDs/RCOs for physicians in ordering of test repetitions and tests added after tests has been ordered 5. Eliminate entry of results in the logbooks 6. Hire porter for transporting the samples
  • 35. Breakthrough Improvement Actions IMPROVE PLAN A Actions Constraints PLAN B Completion Date Permanent New porter appointed - - 10th April porter for the samples PLAN A Actions Constraints PLAN B Completio n Date Eliminate Clarification letter Waiting for - 28th May entry on log from HAAD to approve the system to book in the action (received be activated reception and on 19th April) lab. sections
  • 36. Breakthrough Improvement Actions IMPROVE PLAN A Actions Constraints PLAN B Completion Date Hire Request the hiring Refused ! Post a qualified 16/5/2012 permanent of medical non-medical and trained receptionist receptionist from other receptionist from Human department to Resource the lab Administration
  • 37. Breakthrough Improvement Actions IMPROVE PLAN A Actions Constraints PLAN B Completion Date Appointment IT Meetings and No consensus Manual 14/6/2012 system for pre- requests have been appointm employments done with ent and trainings concerned system tests departments
  • 38. Breakthrough Improvement Actions IMPROVE PLAN A Actions Constraints PLAN B Completion Date 1. LIS 1. Reviewed Out of 2012 Modifications 28th MAY* 2. Interface the budget and quotations in current IT barcodes and offers Long process system and 3. Interface to install 2. Meeting (over 8 barcoding with IT months) department
  • 39. IMPROVE 1. Installation of Barcode readers 2. Installation of New printers 3. Installation of Slip printer 4. 2 work station in phlebotomy units 5. Modifications on lab reception and phlebotomy unit IT system 6. Activate Medical Check IT System 7. Installation of photo-capturing devices 8. Train lab staff and Medical Check Unit on the new modifications
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  • 42. Data Collection Plan IMPROVE • Collect number of Patients/Pre-employment/Training/Visa in respect to the CTPs . • Collect data using Check sheet and Data collection table for time taken to complete each sub-process of pre and post analytical phases
  • 43. IMPROVE Average time Patient and Pre-employment to complete Pre-analytical process 50 45 47 40 35 Time per minute 36 35 30 25 before 25 20 after 15 10 5 0 patient pre-employment
  • 44. IMPROVE Time taken to complete PATIENT post- analytical process 80 70 60 50 Time per minutes 40 71.8 30 54.6 20 10 0 post process BEFORE post process NOW
  • 45. IMPROVE Time taken to complete PRE- EMPLOYMENT post process 1600 1400 1200 Time per minutes 1000 800 1432.4 600 400 200 200 0 post process BEFORE post process NOW
  • 46. DATA for VALIDATION of Improvement actions : IMPROVE Process Without the use of color code by Use of color code by the porter the porter Patients Pre-Employment Patient Pre-Employment Sample SD – 6.7 SD- 7.05 SD- 4.66 SD- 5.92 Transport time Mean- 12.06 Mean- 10.24 Mean- 9.46 Mean- 9.95 RSD -55% RSD-68.84% RSD-49.2% RSD – 59.49% Work handled by the previous Work handled by the other phlebotomist phlebotomist w/ the appointment system Patients Pre-Employment Patients Pre-employment Sampling Time SD- 11.5 SD- 25.31 SD- 6.69 SD-8.0 Mean- 18 Mean – 33.35 Mean- 14.85 Mean 15.8 RSD- 63.8% RSD- 75.89% RSD- 45% RSD- 50.6%
  • 47. IMPROVE SIGNIFICANCE OF RESULTS: BEFORE AFTER DPMO = 18,272 DPMO = 2,554 SIGMA LEVEL: 3.59 SIGMA LEVEL: 4.3
  • 48. IMPROVE PRE-ANALYTICAL PROCESSES FOR PATIENTS Critical to Quality (CTQ): Delay in Pre-analytical Processes CTQ Measure: Number of delays occurred Defects: Delays PROCESS TURN- DPMO SIGMA DPMO SIGMA AROUND- Opportunity for LEVEL Opportunity for LEVEL TIME error:1 BEFORE error:1 AFTER (minutes) Time taken to 3 minutes Defects: 41 1.81 Defects: 11 2.76 complete process Units: 108 Units: 106 in reception DPMO: 379,630 DPMO: 103,774 Sampling Time 12 minutes Defects : 56 1.45 Defects : 26 1.59 Units: 108 Units: 56 DPMO: 518,519 DPMO: 464,286 Sample Transport 10 minutes Defects: 72 0.59 Defects:17 2.01 time Units: 88 Units: 56 DPMO: 818,182 DPMO: 303,571
  • 49. IMPROVE PRE-ANALYTICAL PROCESSES FOR PRE-EMPLOYMENT/ TRAINING/ VISA RENEWAL Critical to Quality (CTQ): Delay in Pre-analytical Processes CTQ Measure: Number of delays occurred Defects: Delay PROCESS TURN- DPMO SIGMA LEVEL DPMO SIGMA AROUND-TIME Opportunity for BEFORE Opportunity for LEVEL (minutes) error:1 error:1 AFTER Time taken to 3 minutes Defects: 126 1.48 Defects: 16 2.76 complete process Units: 249 Units:155 in reception DPMO: 506024 DPMO: 103,226 Sampling Time 12 minutes Defects : 199 0.66 Defects : 51 1.21 Units: 249 Units: 83 DPMO:799197 DPMO:614,458 Sample Transport 10 minutes Defects: 179 0.58 Defects: 34 1.73 time Units: 218 Units: 83 DPMO: 821101 DPMO: 409,638
  • 50. IMPROVE POST-ANALYTICAL PROCESSES FOR PATIENTS PROCESS TURN- DPMO SIGMA DPMO SIGMA LEVEL AROUND-TIME Opportunity LEVEL Opportunity for error:1 AFTER (minutes) for error:1 BEFORE CBC Time taken from 5 minutes Defects: 28 1.15 Defects: PROCESS printed result to Units: 44 Units: ELIMINATED logbook registration DPMO: DPMO: 636,364 Time taken from 10 minutes Defects : 14 1.95 Defects : PROCESS logbook entry to IT Units: 43 Units: ELIMINATED entry DPMO: DPMO: 325,581 Time taken from 10 minutes Defects: 29 1.27 printing the result to Units: 49 IT entry DPMO: 591837 Time taken from IT 10 minutes Defects: 8 2.39 Defects: 9 2.4 entry to time of Units: 43 Units: 49 validation DPMO: DPMO: 186,047 183,673
  • 51. IMPROVE POST-ANALYTICAL PROCESSES FOR PATIENTS PROCESS TURN- DPMO SIGMA DPMO SIGMA LEVEL AROUND-TIME Opportunity LEVEL Opportunity for error:1 AFTER (minutes) for error:1 BEFORE BIOCHEMISTRY Time taken from 15 minutes Defects : 37 1.53 Defects : 25 1.67 printing the result to Units: 76 Units: 58 IT entry DPMO: DPMO: 431034 486,842 Time taken from IT 10 minutes Defects: 21 2.09 Defects: 14 2.2 entry to time of Units: 76 Units: 58 validation DPMO: DPMO: 241379 276,316
  • 52. POST-ANALYTICAL PROCESSES FOR PRE- IMPROVE EMPLOYMENT/ TRAINING/ VISA RENEWAL Critical to Quality (CTQ): Delay in Post-analytical Processes CTQ Measure: Number of delays occurred Defects: Delay PROCESS TURN- DPMO SIGMA DPMO SIGMA LEVEL AROUND- Opportunity for LEVEL Opportunity for AFTER TIME error:1 BEFORE error:1 (minutes) CBC Time from 5 minutes Defects : 111 0.7 Defects : PROCESS printed result to Units: 141 Units: ELIMINATED logbook DPMO: 787,234 DPMO: registration Time from enter 5 minutes Defects: 199 0.4 Defects: PROCESS result in logbook Units: 205 Units: ELIMINATED to enter it in DPMO: 970,732 DPMO: result form Time from printed 60 minutes Defects:1 3.81 result to IT Units:96 registration DPMO: 10417 Time from IT 60 minutes Defects:10 2.76 entry until result Units:96 validated DPMO: 104167
  • 53. POST-ANALYTICAL PROCESSES FOR PRE- IMPROVE EMPLOYMENT/ TRAINING/ VISA RENEWAL PROCESS TURN- DPMO SIGMA DPMO SIGMA LEVEL AROUND- Opportunity for LEVEL Opportunity for AFTER TIME error:1 BEFORE error:1 (minutes) BIOCHEMISTRY Time from printed 5 minutes Defects : 107 0.4 Defects : PROCESS ELIMINATED result to logbook Units: 108 Units: registration DPMO: 990,741 DPMO: Time from logbook 5 minutes Defects: 201 0.4 Defects: PROCESS ELIMINATED entry to result Units: 204 Units: form entry DPMO: 985,294 DPMO: Time from result 60 minutes Defects: 248 0.4 Defects: PROCESS ELIMINATED from entry until Units: 248 Units: pathologist DPMO:985,294 DPMO: signature
  • 54. POST-ANALYTICAL PROCESSES FOR PRE- IMPROVE EMPLOYMENT/ TRAINING/ VISA RENEWAL PROCESS TURN- DPMO SIGMA DPMO SIGMA LEVEL AROUND- Opportunity for LEVEL Opportunity for AFTER TIME error:1 BEFORE error:1 (minutes) Time from result 60 minutes Defects: 248 0.4 Defects: PROCESS was signed until IT Units:248 Units: ELIMINATED* entry DPMO:985,294 DPMO: Time from printed 60 minutes Defects:10 2.72 result to IT Units:90 registration DPMO: 111111 Time from IT entry 60 minutes Defects: 248 0.4 Defects: 4 3.2 until result Units:248 Units:90 validated DPMO:985,294 DPMO: 44444 Time from 60 minutes Defects: 248 0.4 Defects: PROCESS ELIMINATED validation until Units:248 Units: logbook entry DPMO:985,294 DPMO: Time from logbook 60 minutes Defects: 248 0.4 Defects: PROCESS entry until result Units:248 Units: ELIMINATED release DPMO: 985,294 DPMO:
  • 55. IMPROVE The Goal statement: 1. Reduce the errors from 11% to 8% within 6 months. 2. Reduce delayed patients result from 45% to 30% within 6 months 3. Reduce delayed pre-employments and visa test results from 100% to 80%within 6 months. Achievement after IMPROVE 1. Errors reduced from 11% to 1.5% . 2. Delayed patients results reduced from 45% to 14% . 3. Delayed pre-employments and visa test results from 100% to 35%
  • 56. IMPROVE Before Expected After improve improve Errors 11% 8% 1.5% Patient 45% 30% 14.5% delayed results Pre-empl. 100% 80% 35% Delayed results
  • 57. IMPROVE Saved Cost: Unnecessary Requests • 5,512 tests / year Cost: 49,181 AED Rework • 1040 tests / year Cost: 9,279 AED Medical Laboratory Technician • 156 hours/ year wasted time to do the unnecessary requests, rework • Cost: 172,192 AED Office boy wasted time for delivery of Pre- • 52 hours/ year employment/Training results in the Medical Check Section • Cost: 6,171 AED TOTAL SAVINGS: 236,823 AED / YEAR
  • 58. CONTROL GUIDELINES, ASSINGNED RESPONSIPILITY, and COMMUNICATION:  Staff orientation on the New Standard Operating procedure  Daily check for IT performance  Check performance, scheduled calibration and PMs for barcode readers and photo-capturing devices.  Daily check for attendance of receptionists and porter  Monthly Control charts  Monthly reports to Champion  Review of Control charts and do corrective actions if required
  • 59. P Chart of Patients Sampling Time CONTROL 0.30 UCL=0.2720 0.25 0.20 Proportion 0.15 0.10 _ P=0.0894 0.05 0.00 LCL=0 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sampling Dates P Chart of Pre-employment Sampling Time 0.5 UCL=0.4401 0.4 0.3 Proportion _ 0.2 P=0.2123 0.1 0.0 LCL=0 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sampling Dates
  • 60. Xbar-R Chart of Patients Sampling Time CONTROL 14 U C L=14.018 13 Sample Mean _ _ 12 X=11.8 11 10 LC L=9.582 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s U C L=16.43 15.0 Sample Range 12.5 _ 10.0 R=9.94 7.5 5.0 LC L=3.45 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s Xbar-R Chart of Pre-Employment Sampling Time U C L=16.164 16 Sample Mean 15 _ _ X=14.444 14 13 LC L=12.725 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s U C L=12.74 12 Sample Range 10 _ 8 R=7.71 6 4 LC L=2.67 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s
  • 61. P Chart of Patients CBC Validation time CONTROL 0.35 UCL=0.3167 0.30 0.25 Proportion 0.20 0.15 _ 0.10 P=0.1024 0.05 0.00 LCL=0 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sampling Dates P Chart of Patients Biochemistry Validation 0.30 UCL=0.2910 0.25 0.20 Proportion 0.15 _ 0.10 P=0.0971 0.05 0.00 LCL=0 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sampling Dates
  • 62. Xbar-R Chart of Patients Biochemistry Validation Time CONTROL 8 U C L=8.111 7 Sample Mean _ _ 6 X=5.8 5 4 LC L=3.489 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s U C L=17.13 15 Sample Range _ 10 R=10.36 5 LC L=3.59 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s Xbar-R Chart of Patients CBC Validation Time 1 10 U C L=9.745 Sample Mean 8 _ _ 6 X=6.189 4 LC L=2.633 2 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s 1 30 U C L=26.35 Sample Range 20 _ R=15.94 10 LC L=5.52 6/11/2012 6/12/2012 6/13/2012 6/14/2012 6/18/2012 6/19/2012 Sa mpling Da te s
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