An abundance of meetings and procedures is common in most industries, but healthcare professionals face an especially challenging environment when it comes to keeping things streamlined. Red tape is abundant within the healthcare industry, with many departments having their own rules and regulations that must be followed exactly. With the increased demand for more efficient processes, many hospitals are using Lean methodology to streamline workflow and cut back on redundant tasks. However, with so many different types of employees working in one building, keeping things streamlined isn’t always easy. Here are six ways lengthy processes affect hospitals and healthcare professionals:
Inadequate Staffing
One of the most obvious effects of overly lengthy processes is inadequate staffing. If an employee’s time is being stretched thin because they have to complete too many tasks at once, then they won’t be able to do their job as effectively as they could if they had enough staffing. If a single employee is responsible for cleaning the entire hospital, stocking the supply closets, and updating the inventory management system, they’ll inevitably fall behind on one of those tasks. At best, patients will notice a slight decrease in the cleanliness of their hospital rooms. At worst, they’ll be at risk for contracting an infection because the staff member didn’t have time to properly sanitize their rooms. If an employee whose job is to update the inventory management system also has to complete patient billing, then a patient’s paperwork might not be processed accurately. The same goes for medical records. If a single employee is responsible for inputting every detail from each patient’s chart, there’s a chance that tiny but vital details will be missed.
Duplicate Responsibilities
Yet another negative effect of lengthy processes is that they often result in redundant responsibilities. For example, if one department is responsible for scheduling patient appointments and another department is responsible for updating the online calendar, there’s a chance that both departments will input the same information. This can happen when multiple departments have overlapping responsibilities. For example, a department responsible for scheduling doctor appointments also schedules patient appointments, and a department responsible for updating the online calendar also maintains the departmental calendar. In these situations, it’s important to note the differences between the two types of calendars. A calendar used for scheduling appointments is often used for internal purposes only. On the other hand, a calendar used to update patient appointments is often used for external purposes, such as posting the appointments online for patients to view
Manual Tasks That Are Time-Consuming and Tedious
Depending on the type of industry a person works in, completing manual tasks might be a regular occurrence. However, many healthcare employees find themselves trapped in a never-ending cycle of manually entering data, reviewing charts, and more. Manual tasks that are time-consuming and tedious include manually entering data into several different systems, manually reviewing patient charts, manually taking inventory of supplies, and manually logging time. Manual data entry is often necessary when the process that feeds data into a system doesn’t work correctly. For example, an inventory management system might not recognize when a box of gauze is used up, so an employee must manually enter the information. When manually reviewing patient charts, an employee must read through each chart and manually record information. For example, they’ll need to check each chart and manually record the patient’s ID number, allergies, and any other pertinent information. When manually taking inventory of supplies, an employee must manually count each item in the supply closet. This includes manually counting each box, bag, and jar of each type of supply. When logging time manually, an employee must record how much time they spend on each task in the day. This is often done on paper, but some companies have moved to electronic logging systems (ELPs) to make the process easier.
Loss of Patient Data Accuracy
Accuracy is crucial when it comes to healthcare data. But, when a single employee has to manually enter information into several systems, there’s a higher chance of inaccuracies creeping in. This is especially true when that employee is responsible for entering information quickly and accurately. For example, an employee may incorrectly record a patient’s name, birth date, allergies, and other information when manually inputting data. This can happen when they’re rushing to enter data and don’t take the time to double-check each entry. When it comes to an employee manually entering data into several different systems, there’s a higher chance for inaccuracies. For example, the employee may incorrectly record a patient’s allergy information in one system, but correctly record it in another system. This data discrepancy can lead to the wrong type of treatment being administered during an emergency.
Waste From Discrepancies in Data
Healthcare providers often use data as a benchmark for patient care. For example, if one hospital’s patient-to-nurse ratio is 6:1, and another hospital’s patient-to-nurse ratio is 9:1, they’ll use that data to determine which is the better hospital. Unfortunately, when hospitals are using data that isn’t accurate, they’re just wasting time and money. For example, if two departments are inputting the same information into different systems, there’s a chance that the information will be inaccurate. When two departments are inputting the same information into different systems, there’s a chance that the information will be inaccurate. But, if two departments are inputting different information into the same system, there’s a chance that the data will be inaccurate. For example, if one department is responsible for manually entering data about a patient’s allergies and the other department is responsible for manually entering data about a patient’s allergies, there’s a chance that one department will incorrectly record the information and that the other department will correctly record it.
Constant Change is the Only Constant
A final negative effect of lengthy processes is that they often lead to constant change. This is especially true when an organization is adding new technology or switching up procedures. When an organization is undergoing constant change, it can be difficult for employees to keep up. For example, an organization might decide to implement an electronic medical record (EMR). Unfortunately, an employee may be uncomfortable using the new system or they may take longer to become familiar with it than the organization would like. This can lead to growing frustration on both sides. Additionally, an organization may decide to use a new software system for scheduling appointments. Unfortunately, an employee may be more comfortable with the old system. This can result in employees taking longer to manually input appointments and feeling less efficient than they did with the old system.
Conclusion
The healthcare industry is filled with lengthy processes that can negatively affect employees if they aren’t streamlined. It’s important for healthcare providers to work with their employees to improve processes and help employees become more efficient so they can spend less time on manual tasks and more time providing the best care possible.
