Workflow Mapping and How to Improve Efficiency for CPC+

August 11, 2017

Written by Kristen Schuster, Practice Facilitator

Is your practice stuck on where to begin and how to monitor effectiveness of a change strategy in your organization? Change can be difficult, especially when processes have been the same for an extended period. But Mountain-Pacific can help. Below are some useful strategies to help you work through changes in your practice by mapping workflows and monitoring the effectiveness of your efforts. The primary care functions in CPC+ may not be new to your practice—it is critical however, to utilize your care team’s time to its fullest potential. By utilizing a workflow mapping process, you can examine how things are done and ensure you are maximizing your care team.
When to use workflow mapping for an existing process:

If the current process is wasteful (time, supplies, etc.)
If data reports are incorrect
To populate data report (i.e., the correct data entry to populate an eCQM or custom report)
If there is significant EHR documentation change (risk stratification, care plans, patient education, etc.)
If the patient/staff are dissatisfied with current process— “Too many clicks!”

Examples:

Care team members don’t have enough time to screen patients for depression
Data reports aren’t reflecting correct data
Patient check-in takes too long

When to use workflow mapping for a new process:

If there is significant change in flow of care delivery
If there is significant change in documentation of care delivery
If there is an addition of new care team providers
If there are new regulatory requirements

Examples:

New EHR technology to document care plans
Patient risk stratification
Closing the referral loop workflow development

Layers of workflow:

Physical

Includes environmental layout of patient room, equipment, devices, supplies, etc.

Electronic

How is the work documented? What screens and fields are used?

Data

Where does the documented information go?
Why does it go there (triggers or reports)?
How does it get there (interfaces, uploads, etc.)

Steps to workflow mapping:

Map the “As is” process—What are you doing right now?
Analyze the “As is” process—Are you meeting CPC+ requirements in the most efficient way for your practice?
Create the “To Be” process¬—What do the people doing the work think could be improved upon?
Identify points of change and what the change will look like—Communicate all changes to the team!

Map the part of the process that is:

Measurable
Most directly affects the overall outcome

Learn more about workflow analysis and eCQI resources here.

Also, please refer to CPC+ Connect to network with other CPC+ practices utilizing the same EHR for ideas and best practices. We are in the process of setting up regional pages for both Montana and Hawaii in the CPC+ Connect Portal and will let you know when that is complete. This will make it easier to identify practices utilizing the same technology. On the Plus Side is a weekly newsletter, emailed to all subscribers and e lists upcoming educational events, CPC+ tasks and links to CMS resources. As always, complete CPC+ information from CMS can be found on the CPC+ Connect Portal. We encourage you to access the portal to check out all available CMS CPC+ resources.

If you have any questions, or run into issues with any of the CPC+ objectives and would like help please use the “Leave a Reply” section below, or email Kristen Schuster directly with your questions or comments.

Other Resource Links
Catch up on the national learning webinars with Mountain-Pacific Quality Health’s quick FAQ sheet.
Recorded CMS Feedback Report Webinar
CMS Change Package
See all CPC+ Blog Posts

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