HLTH 5693 Module 4 Capstone Recommendations Paper Example

Move the Surgeon's Tasks, Not the Start Time: Four Recommendations for Late First Cases With Their Cost, Staffing and Compliance Consequences

Student Name

American College of Education

HLTH5693: Capstone Experience for Healthcare Administration

Module 4 Assignment

Instructor Name

February 19, 2029

From Findings to Recommendations

The analysis in Module 3 found that fewer than half of first cases at the composite 196-bed hospital begin as scheduled and that start times scatter widely, and that the two leading recorded causes, surgeon late and paperwork incomplete, largely describe one cause: surgeons arriving around 7:21 a.m. to complete a history and physical update and consent that only they could do. It also found that direct labor savings from better starts would be modest, about $17,000 a year, because only three rooms run long enough for saved minutes to reduce paid time. The recommendations therefore target surgeon-dependent tasks and the consistency of the process, and they are justified mainly by reliability and surgeon retention rather than savings.

The evidence supports this approach. The largest sustained improvement among the reviewed studies came from a multi-part program focused on preoperative readiness with measurement and feedback (Phieffer et al., 2017), and the systematic review by Halim et al. (2018) counted day-before checks that the first patient is ready among the approaches that have improved start times. The fastest way to have surgeons ready at 7:30 is to need them for less before 7:30.

Recommendation 1: Obtain Consent in the Surgeon's Office

Surgical consent will be discussed and signed in the surgeon's office when the case is scheduled, rather than on the morning of surgery, with the preoperative nurse verifying on the day that the signed form is present and that nothing has changed. Federal hospital conditions of participation require a properly executed informed consent form in the patient's record before surgery, except in emergencies, and allow hospitals to set policy on how consent is obtained and documented (Centers for Medicare & Medicaid Services, 2020). The hospital's current policy requires consent within 30 days before surgery, which office consent can meet.

Cost: minimal, about $3,000 to revise forms and train office staff. Staffing: surgeons' office staff will need to send signed forms to the hospital at least two days before surgery, and the scheduling office will flag missing forms. Compliance: the medical staff and the hospital's legal counsel must approve the policy change; consent must still be reconfirmed if the procedure changes.

Recommendation 2: Allow Qualified Practitioners to Complete the Day-of Update

The conditions of participation require a history and physical completed no more than 30 days before surgery, with an update documented after admission and before surgery, and they allow the update to be performed by a physician or another qualified licensed practitioner in accordance with state law and hospital policy (Centers for Medicare & Medicaid Services, 2020). The hospital's bylaws currently require the operating surgeon to complete the update personally. The recommendation is to amend the bylaws and rules so that credentialed physician assistants and nurse practitioners employed by the surgical groups may complete the update, with the surgeon remaining responsible.

Cost to the hospital: about $2,000 in credentialing work; the practitioners are employed by the surgical groups, which benefit from earlier starts. Staffing: four of the six largest surgical groups already employ practitioners who could arrive by 6:45 a.m. Compliance: the amendment must pass the medical executive committee and the board, must conform to the state's scope-of-practice rules and must be reflected in privileges for each practitioner. Surgeons without such practitioners will be expected to complete the update by 7:10 a.m.

Recommendation 3: A Day-Before Readiness Check

A preoperative nurse will review every first case's chart by 3 p.m. the day before surgery, confirming the history and physical, consent, laboratory results and any required clearance, and will call each patient to confirm arrival time, fasting instructions and transportation. Missing items go to the surgeon's office the same afternoon. Monday first cases will be checked on the preceding Friday, since Mondays have the worst performance. Cost: about half of one nurse position, roughly $55,000 a year loaded. Staffing: the preoperative unit will add an afternoon shift two days a week and reassign existing hours on the others. Compliance: calls must follow the hospital's privacy procedures for leaving messages, which allow only the hospital's name and a call-back number.

Recommendation 4: Fix the Measurement System

The analysis showed that single delay codes hid a shared cause and that 29 percent of late cases had no code. The surgical information system will be configured to allow up to three delay codes per case and to require a code for any delay over five minutes, and preoperative step completion times will be captured in the record. Surgeons will record arrival by badge swipe, a measure associated with improved on-time starts in one academic hospital (Kane et al., 2021). A monthly report will show on-time rates by room, day, service and surgeon to the operating room committee, with surgeon-level data shared privately with each surgeon before it is shown to the committee. Cost: about $8,000 in configuration and a tenth of an analyst's time, about $10,000 a year. Compliance: surgeon-level performance data will be handled as peer review information under the medical staff's confidentiality policy.

Alternatives Rejected

Two alternatives were considered and rejected. Scheduling operating room and preoperative staff 15 minutes earlier would cost about $82,000 a year and would not address the surgeon-dependent tasks; Tiwari et al. (2018) found that a successful program improved start times by making the process more consistent, not by starting preoperative work earlier. Removing block time from surgeons with repeated late starts has been used elsewhere, but it would damage relationships at a time when the hospital is trying to keep surgeons' cases, and it should be held in reserve if the other measures fail after a year.

Combined Cost and Benefit

The four recommendations cost about $13,000 once and $65,000 a year. The measurable labor savings are about $17,000 a year if tardiness falls by ten minutes in the three long-running rooms. The recommendations are not justified by savings alone, and the capstone should not claim they are. Their justification is a reliable start to the day for patients who have fasted since midnight, fewer late-running afternoons and the retention of surgeons whose cases are the basis of the hospital's growth strategy. Retaining even one surgeon's elective cases, worth far more in contribution margin than the annual cost, would justify the program, though the capstone's data cannot predict whether that will happen.

The gap between cost and measurable savings is a reason for the hospital to decide deliberately rather than assume the program pays for itself. The capstone recommends presenting the program to the operating room committee and the chief operating officer as a reliability and growth investment of about $65,000 a year, with a review after twelve months against three tests: the on-time rate, the spread of start times and the number of elective cases performed by surgeons with block time. If none of the three has moved, the recommendations should be revisited before the second year's funding is committed.

References

Centers for Medicare & Medicaid Services. (2020). State operations manual, Appendix A: Survey protocol, regulations and interpretive guidelines for hospitals. U.S. Department of Health and Human Services.

Halim, U. A., Khan, M. A., & Ali, A. M. (2018). Strategies to improve start time in the operating theatre: A systematic review. Journal of Medical Systems, 42(9), Article 160. https://doi.org/10.1007/s10916-018-1015-5

Kane, W. J., Shilling, A. M., & Schroen, A. T. (2021). A surgeon badge or text message sign-in intervention improves operating room start efficiency. Journal of Surgical Research, 264, 129-137. https://doi.org/10.1016/j.jss.2021.02.009

Phieffer, L., Hefner, J. L., Rahmanian, A., Swartz, J., Ellison, C. E., Harter, R., Lumbley, J., & Moffatt-Bruce, S. D. (2017). Improving operating room efficiency: First case on-time start project. Journal for Healthcare Quality, 39(5), e70-e78. https://doi.org/10.1097/JHQ.0000000000000018

Tiwari, V., Ehrenfeld, J. M., & Sandberg, W. S. (2018). Does a first-case on-time-start initiative achieve its goal by starting the entire process earlier or by tightening the distribution of start times? British Journal of Anaesthesia, 121(5), 1148-1155. https://doi.org/10.1016/j.bja.2018.05.043