Laboratory Operations - Process Design for Workflow and Staffing

Pro Re Nata (PRN)

"as needed". When called, employee fill in for an absent employee or to cover a special situation. No benefits, no time off

What does FOCUS-PDCA stand for?

FOCUS Find a process to improve Organize a team that understands the process Clarify current knowledge of the process Uncover root causes of variation or poor quality Select a part of the process to improve PDCA Plan Do Check Act

What are the Process Management tools?

FOCUS-PDCA LEAN SIX SIGMA VALUE STREAM MAPPING SPAGHETTI DIAGRAM LEAN 5 S TOOL EVALUATION OF SPACE

What are some MUST HAVE during a process design?

Goals and Objectives Project Owner Stakeholders of the process

Value Stream Mapping is for?

Identifies process and performance opportunities

Evaluation of Space

Process management tool that uses; smooth workflow of specimens, reagents and supplies minimize the distance between sequential process steps/reduce walking distances improve visual management of workflow enhance work environment from safety to appearance recognize major intersection points team collaboration is a key Benefits by providing faster TAT; safe work environment; maximization of throughput; energy savings; efficiency; adherence to quality and patient safety

Value Stream Mapping

Process management tool that utilizes; mapping the current workflow to identify waste what happens to your product as it flows through the value stream identifies process and performance opportunities begins with customer and works backwards walk the process step by step and identify value-add activities and non-value add activities Depend on data vs. perceptions and anecdotes Follow the smallest unit of product possible

Spaghetti Diagram

Proper layout of the lab: improving productivity and flow helps visualize waste of human motion

What are the two components of hiring?

Application and interview

Scheduling

Assigning an appropriate number of workers to the jobs each day of work goal is to provide appropriate number and mix of laboratory personnel to match actual and projected testing needs

LEAN 5 S TOOL

Condition of a workplace is critical to efficiency and morale and employee safety, as well as, patient safety. Standardization

What are the three fundamentals of Six Sigma?

Customer driven Data driven Robust methodology

What are the five LEAN principles?

Define value Map value stream Create flow Establish pull Pursuit perfection

What are five ways to improve employee retention?

Encourage innovative ideas Effective communication Create a friendly environment Good working condition Recognize, encourage and motivate

What process management tool would you use when you want to ensure smooth workflow of specimens, reagents and supplies and decrease TAT while ensuring a safe work environment and maximizing throughput?

Evaluation of Space

When using the LEAN 5 S TOOL in process management, what are the five cosiderations?

SORT clearly distinguish needed items from unneeded and eliminate the latter STRAIGHTEN Keep needed items in the correct place to allow for easy and immediate retrieval SHINE Keep the workplace neat and clean STANDARDIZE The method by which sort, straighten, and shine are made habitual SUSTAIN Maintain established procedures

What must be fair and cost effective?

Scheduling

Jury or witness duty leave

all employers

Military leave

all employers

school/daycare activity leave

all employers

Team Members

all have the same goal of building a reliable process with patient safety and quality in mind

What is authorized absence?

annual leave maternity leave adoption time off for public duties

What is scheduling?

assigning employees to work specific hours, to a specific section and to a specific bench or task

Team Facilitator

assist by building a strong collaborative team

What are some considerations when dealing with process design?

cost effective reflect organizational needs and budget customer friendly ensure that process produces quality results results reproducible patient safety and risks reflect preferences and overall thoughts of laboratory personnel

What is an interview?

discussing job responsibilities, schedule, wages and benefits

What is The Fair Labor Standards Act (FLSA)?

establishes minimum wage, overtime pay, record keeping, and youth employment standards affecting employees in the private sector and in federal, state, and local governments

Linear structure

first step is initiated independently, most of the time from the outside

What are the tools used for process design?

flowcharts process maps scale models process simulation software

Regular Part-Time employees (PT)

half time employees are scheduled to work at least 20 hours per week but less than 30 hours per week

What is Six Sigma?

measure of quality that strives for near perfection. It is a disciplined, data-driven methodology focused on eliminating defects. A Six Sigma defect is defined as anything that falls outside of a customer's specifications. Six Sigma is a reference to a statistical measuring system, equivalent to just 3.5 defects per every million opportunities.

What is the main purpose of LEAN?

methodology of continuous improvement and elimination of waste (muda) in your process

Generally PT employees

not eligible for beneits

8/80 work rule

only allowed in hospitals two-week time frame 8 hours per day up to 10 days within two weeks any time over the above mentioned-is overtime and must be paid as such limits the number of hours per day, but not number of days in a row

What are the three phases of a flow chart?

pre-analytic analytic post-analytic

What is training?

program that helps employees learn specific knowledge and skills to improve performance

Process Leader

provides direction and guidance to the process team; directs and leads all team activities and meetings

Process Owner

responsible for and manages all stages of the process; this is a champion for a new process; should know the process and overall workflow and should have authority to escalate barrier and challenges

Regular Full-Time employees (FT)

scheduled to work at least 8 hours per day and are eligible for benefits and time off

What are some reasons for being absent from work?

short-term sickness absence long-term sickness absence unauthorized absence or persistent lateness authorized absence - annual leave, maternity leave, adoption, time off for public duties

What is the definition of Process Management?

systematic data-based approach to making laboratory's workflow more effective, more efficient, and more capable of adapting to ever-changing environment

Loop structure

the first step is initiated by the completion of the last step

40-hour work week rule

total worked hours per week must not exceed 40 hours employee can work any number of hours per shift employee can work longer shifts, but can only work 5 days per week

What is an application?

written document outlining candidate's education, qualification and work experience

organ or bone marrow donor leave

>15 employees

Pregnancy leave

>5 employees

Family and medical leave (FMLA)

>50 employees

Process Design

Activity to determine workflow, equipment needs, and implementation requirements for any particular process Uses a number of tools: flowcharts, process maps, scale models, process simulation software

crime victim leave

All employers

election official leave

All employers

What Process management tools take into consideration the condition of a workplace and standardization?

LEAN 5 S TOOL

Staffing

Selection, hiring, training, scheduling, and retaining of professionals for a specific job function Every step of the process: from in-sourcing candidates to training and retention Goal is to hire appropriate personnel, position and oversee them in your organization

Workflow

Series of activities necessary to complete any given task Outlines in detail every steps in the process Linear structure: first step is initiated independently, most of the time from outside Loop Structure: the first step is initiated by the completion of the last step

What process management tool would be the best to measure and eliminate defects in your process?

Six Sigma

When handling process design for the laboratory, what are some factors to consider?

Size of lab Design of lab Equipment Test Methodology Regulatory and accreditation requirements Staffing When/How will work be received Test priority

What is process management tool utilizes the proper layout of the lap to improve productivity and flow and helps visualize waste of human motion?

Spaghetti Diagram

What process management tool uses the term value-add activities and non-value add activities?

Value Stream Mapping