Managing Departmental Contacts: Workflow Improvements using Obvibase Aalap Shah Chris Fiset UW Department of Anesthesiology and Pain Medicine
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Managing Departmental Contacts: Workflow Improvements using Obvibase
Aalap ShahChris Fiset
UW Department of Anesthesiology and Pain Medicine
GoalsQuality improvement initiatives focused
on improving provider-patient communication are bountiful.
However, less emphasis is placed on interdepartmental communication.
UW Department of Anesthesiology and Pain Medicine (APM)
156 Attendings◦38 HMC, 60 UWMC, 54 SCH, 10 VAMC
135 Residents and Fellows85 CRNAs◦37 HMC, 37 UWMC, 11 SCH
30 OR Technicians◦11 HMC, 11 UWMC, 8 SCH
73 ORs*
◦25 HMC, 25 UWMC, 15 SCH, 8 VA*=Does not include off-site (NORA) cases, SLU/Research Staff, or Adminstration
ObjectivesI.Create a single, high-fidelity workspace which is
routinely maintained through a shared/collaborative approach.
Ensure the accuracy and detail of individual contact information
Expand the directory to include service lines and OR phone numbers
II.Streamline the conversion of job title-specific
smartphone files from the Departmental Directory.
Objectives
We propose the use of Obvibase and discuss collaborative workflow modifications to yield a high-fidelity, facile, and portable contact database for our institution.
InterventionsI. Obvibase - collaborative editing
of a single, central database
II. Dropbox – distribution/sharing of custom Contacts reports from Obvibase
III. Google Form – reporting of editions (additions/deletions/incorrect entries) from the end-user to the Obvibase editors
I. Shared Workspace – Obvibase:
A Google-Supported Online DB
The DB equivalent of Gmail
Obvibase + Google =Reliable & Unbreakable
Master Spreadsheet
General UW Directory
Additional contact info from dept. specific
paperwork(14th floor staff)
SCH
SpinFusion
HMC
UWMC
UWMC Directory IPage File
(Natalie Collins) (MONTHLY)
Weekly Staffing Sheet
(Marie Sanchez)(WEEKLY)
- Attending Preference Contact
List- SCH Directory
Ipage File(Casey Jones)
Monthly Staffing Sheet(Pete Mesling)
(MONTHLY)
UWMC/HMC Paging
Operators?
*1
*2
(MONTHLY)
*3
Current Status - Flow Diagram
*4
Faculty/Staff/Residents/
Fellows
Microsoft ACCESS
Database
“Departmental Directory”
“Contact List”
“Contact List”
“Contact List”
Current Status – Questions of Concern
*2 = How often / WHO makes the changes (additions, deletions, edits)
*3 = How often is SpinFusion updated from the Master Spreadsheet?
*4 = How often are the UWMC/HMC Paging Operators updated from the SpdSht?
*1 = How often is the Master Spreadsheet info updated from the UW Directory?
Current Status - Problems No clear division of responsibility regarding updates and edits Distribution: relies solely on email distribution (high noise:signal
ratio) and updated website (which many people do not access) Multiple sources of contact data input
◦ Weekly Departmental Sheets +◦ …Monthly Ipage/Dept. Directory Distributions +◦ …Paging Operator’s Contact data
Institutional use of SpinFusion to produce location-specific contact sheets◦ assumes that SpinFusion automatically updates AND is perfectly in
sync with the Master Spreadsheet iPage (text-paging app) and the monthly dept. iPage file, can
ONLY be used by iPhone users.
Current Status - DataMarch 2015 – Request for updates◦30 update requests for incorrect information◦25 update requests for incomplete
information
Examples of incorrect data◦Aalap Shah’s pager # - incorrect x 7 months◦Dr. Crowder’s contact info
The Plan
1. Move Port Master Spreadsheet to Shared Dropbox Folder Shared Obvibase Online DB
The Plan
2. Decide Appropriate Columns• Last Name• First Name• Email• Pager• Cell Phone• Home Phone• Spectra Link• Office (accessory)
The Plan
3. Make additions in red to Master Spreadsheet based on institution-specific data (done)Create dedicated columns for Start Date / End Date in Obvibase
The Plan
4. Within the same Master Spreadsheet File, create sub-spreadsheet that are synced with Master spreadsheetCreate 2 Sort Columns:
Sort1 = UWMC, HMC, RSVLT, SCH, SLU, VA
Sort2 = ADMIN, ATTENDING, CRNA, FELLOW, OTHER, RESEARCH, RESIDENT, TECH
Shared Dropbox Folder
5. Determine share permissionsEditors: ◦Chris/Natalie/Michelle/Kay/Andrea◦Aalap
Distributors: (w/ editorial permissions)◦Chief Residents & Chief CRNAs◦Jocelyn (UWMC)◦Pete Mesling (HMC)◦Casey Jones (SCH)
Flow Chart (Proposed)
UWMC/HMC Paging
Operators?
Distributors- APM HR- Jocelyn Thomas (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)- UW Anesthesiology website
Faculty/Staff/Residents/
Fellows
- Previous DirectoryChanges to UW Directory- Collating of institution-specific contact lists
OBVIBASE
Eyes and Ears- Marie Chavez (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)- Chief Residents (All sites)- Chief CRNAs (All sites)
Master Spreadsheet
COMPLETED
Editors - APM HR
Revisions via Google Form (PRN)
Shared Dropbox Workflow
Eyes and Ears- APM HR- Chief Residents- Jocelyn (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)
Master Spreadsheet
Editors - APM HR
Distributors - Marie Chavez (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)
Timeline12/14 – 1/15: Add columns to Master◦SpectraLink (HMC)◦Home and Cell (All Faculty and Staff)◦OR Anesthesia Stations (UWMC and HMC)
1/15-2/15: Sync Master with changes from APM departmental staff (Natalie, Michelle)
3/15: Request Updates via Google Forms
ExpectationsEDITORS◦14th floor staff – Monthly Spreadsheet
EYES AND EARS◦Chief Residents – PRN (via Google Forms)◦Chief CRNA – PRN (via Google Forms)◦ Institution-specific administrators
Institution-specific staffing sheets
ExpectationsDISTRIBUTORS◦14th floor staff – routine, via:
1) Departmental website 2) Departmental e-mail (should be with catchy
subject header) include link to Google Form for corrections Includes IPhone File (entire directory)
◦ Institution-specific administrators – monthly, via: Institution-specific sheets
ExpectationsDISTRIBUTORS◦Chief Residents – PRN, via Dropbox
Selective Contacts Smartphone Files Resident/Fellow/Attending Contacts
Feedback / CorrectionsGoogle Form - Distribute w/ monthly
spreadsheet
Ensuring PrivacyObvibase – Limited access◦14th floor APM HR
Monthly Directory – Will NOT host cell or home phone numbers
Smartphone Contacts Files – shared only via departmental Dropbox folder
Anesthesia Contacts Your Phone.
1. ConversionsIPHONE- Excel .vcf file
DROIDExcel CSV FileCSV File vCard
**This will be done monthly**vCard (.vcf) file
Anesthesia Contacts Your Phone.
2. Save vCard from email onto your smartphone (Default: “My Files”)
Anesthesia Contacts Your Phone.
3. Open vCard directly from My Files, and click “Contacts” in the “Open With” Field.
Anesthesia Contacts Your Phone.
4. A list of all the contacts in that specific vcf file will be displayed. Click “Save.”If given an option,
save contacts to “Phone”
Anesthesia Contacts Your Phone.
All downloaded contacts will appear under the “#” header in your contacts list.
Alphabetic, by first nameIf you already have contact
info for a specific individual, that information will be merged into the same contact.
Anesthesia Contacts Your Phone.
You can directly call cell phones (mobile), Spectralink phones (e.g. OR or RIC phone) (work), as well as standard phone paging (pager), all right from your contact list
Text Paging for Droid
5. Download the A1Pager app. While you can send text
pages with the “Demo/Lite” version, you can only directly search through your contacts and pull them into the paging app with the “Pro/Full” version ($1.99+tax)
Text Paging for Droid
6. Open the A1Pager app from your Android smartphone home screen
Text Paging for Droid
7. Click on the “Page Contact” tab
8. Click on the “+” sign at the top to search for a specific contact
Text Paging for Droid
9. Type your message and press the “Send” icon.10. You will be prompted whether or not you would like to send the same message to another contact (Yes/No)
Text Paging for Droid
11. To directly page a number, click on the “Ad Hoc Page” tab at the top of the screen after opening the application.Type and send your
message as described before.
Forward Pages Your Phone
Call the UWMC Operator (206-598-3300) or HMC Operator (206-744-3000) for instructions
(this is what forwarded text or phone pages will look like)
Optional
Appendix: Market Share
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