What are the most effective ways to optimize clinical workflows?

1 Assess the current workflow

The first step to optimize clinical workflows is to assess the current workflow and identify the pain points, gaps, bottlenecks, redundancies, and risks that affect the quality and efficiency of care. This can be done by using various methods, such as observation, interviews, surveys, focus groups, workflow diagrams, or process mapping. The assessment should cover the entire workflow, from the input to the output, and consider the roles, tasks, interactions, information, tools, and environment of the workflow participants. The assessment should also capture the goals, expectations, preferences, and feedback of the stakeholders, such as patients, providers, staff, managers, and administrators.

2 Design the optimal workflow

The next step to optimize clinical workflows is to design the optimal workflow that addresses the issues and opportunities identified in the assessment. This can be done by using various methods, such as brainstorming, prototyping, simulation, or scenario testing. The design should consider the best practices, standards, guidelines, and evidence-based recommendations for the workflow domain, as well as the feasibility, usability, and scalability of the proposed solutions. The design should also involve the input and collaboration of the stakeholders, as well as the alignment with the organizational vision, mission, values, and strategy.

3 Implement the new workflow

The third step to optimize clinical workflows is to implement the new workflow and monitor its performance and impact. This can be done by using various methods, such as pilot testing, training, communication, change management, or project management. The implementation should follow a clear plan, timeline, budget, and scope, as well as the roles and responsibilities of the workflow participants. The implementation should also include the evaluation and measurement of the workflow outcomes, such as efficiency, safety, satisfaction, quality, and cost.

4 Evaluate and improve the workflow

The final step to optimize clinical workflows is to evaluate and improve the workflow based on the feedback and data collected during and after the implementation. This can be done by using various methods, such as audits, surveys, interviews, focus groups, analytics, or dashboards. The evaluation should compare the actual and expected results of the workflow, as well as the strengths and weaknesses of the workflow design and implementation. The evaluation should also identify the areas for improvement, enhancement, or innovation of the workflow, as well as the best practices and lessons learned from the workflow optimization process.

Optimizing clinical workflows is a continuous and iterative process that requires the engagement and empowerment of all stakeholders, as well as the integration and alignment of HIT and clinical informatics. By following these steps, healthcare organizations can optimize their clinical workflows and achieve their goals of delivering high-quality, efficient, and patient-centered care.