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Data-driven Decision Making in the
Correctional Setting
Jane Leonardson, MDChief Medical Informatics Officer
John Pulvino, PA-CSenior Director, Quality and Outcomes
Amy Jo Harzke, DrPHSenior Biostatistician
Correctional Managed Care
The University of Texas Medical Branch
The University of Texas Medical Branch
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Relationship Between TDCJ and UTMB
A Strategic Partnership between:
The Texas Department of Criminal Justice
The University of Texas Medical Branch at Galveston
Texas Tech University Health Sciences Center
Focused upon a shared Mission:
To develop a statewide health care network that provides
TDCJ patients with timely access to a constitutional level
of health care while also controlling costs
Managed by a statutorily established body:
The Correctional Managed Health Care Committee
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CMC Unit Services FY17
3
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UTMB CMC provides medical, nursing, mental health and dental care at
83 TDCJ units to 119,000 patients
Outpatient Services Provided
Dental Mental Health
Telehealth Physiatry/Orthotics
Radiology Obstetrics/Gynecology
Physical Therapy Respiratory Care
Laboratory General Medical Visits
Dialysis Chronic Care Clinic
Optometry Assisted Living and
Hospice Dementia Care
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Our goal is to provide state-of-the-art care to the
patients incarcerated in Texas Department of Criminal
Justice in the most efficient and cost-effective manner
possible
This is what UTMB-CMC has always done and now
the free-world is calling this:
VALUE-DRIVEN CARE
Which means: Getting the best care, supported by
data and at the best value
Goals of Data-Driven Decision Making
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Employees: 3,000
Patients: 119,000
Facilities: 83
2 Regional medical facilities & 2 inpatient mental
health facilities
Hospital Galveston
Pharmacy in Huntsville
Specialized programs: HIV, Hepatitis C, Dialysis
& End Stage Liver Disease
Electronic Health Record (EHR) & Telehealth
UTMB CMC Overview
5
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Electronic Health Record (EHR)
Implementation at UTMB-CMC 1999
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1999—EHR implementation
The EHR is heavily customized by in-house
programmers and developers.
Automated pharmacy module tying patient information
to prescription data
Data collection within EHR is robust and has migrated
from scannable to “discrete” data
Foundation for dashboard creation allowing enhanced
population health metrics and monitoring
In 2017, there were 12,786,527 outpatient encounters
documented in the EHR
After 18 years of having an EHR, we have BIG DATA!
Implementation of EHR at UTMB CMC
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Developed in 2014 by John Pulvino and several of his
colleagues
The dashboard is a central repository of many types of
information and is designed to produce POPULATION
HEALTH analytics, specifically for our population
Utilizes a data cube to query multiple data sets
Several iterations of data collection and enhancements to
reporting
Data is “real time”
Organizes data so that trends can be identified
Gathers data automatically to allow rapid, retrospective
analysis
CMC Dashboard Development
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CMC Dashboard - How Does It Work?
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Notify providers and management teams when they are
not hitting benchmarks
Give providers the tools to identify which patients need
extra attention
Alerts to unit management teams regarding standards not
being met
Use the data to identify processes that we can improve
and to measure improvement
Develop predictive analytics to estimate cost of care for
patient populations or to predict clinical outcomes
Intensive study by the Executive Quality Council to
identify problem areas and devise possible solutions
How is Data Used?
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Dashboard
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HEDIS Measures Used as Dashboard Metrics
Asthma Percentage of patients who were prescribed the appropriate treatment.
HypertensionPercentage of hypertension patients whose most recent blood pressure was < 140/90
Coronary Artery Disease Percentage of male CAD patients 21-75 years of age and female CAD patients 40-75 years of age who were dispensed a statin medication
Diabetes HbA1c Percentage of diabetes patients whose most recent HbA1c was <8%
Percentage of diabetes patients 40-75 years of age who do not have clinical cardiovascular disease who were dispensed a statin medication
Percentage of diabetes patients whose most recent blood pressure was less than or equal to 140/90
Nephropathy Screening
Mental Health Diabetes Screening Diabetes screening for People with Schizophrenia or Bipolar disorder who are using antipsychotic medication.
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Glossary (just 2 of the measures)
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Facility Dashboard
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Org/Facility Drill Down (i.e. Prevention/Disease
Management)
Note: when
hovering over
data point, data
is present
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Facility Scorecard
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Facility Type……
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Or Unit Name
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Facility Compliance Map
Note:
Prediction
capability
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Medication Administration
Note: when
hovering over
data point, data
is present
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Corrections Health
Management Analytics
Alerts Summary By Unit
Measure Group: UTMB CMC TDCJ
Date of Alert: 5/9/2017
Summary of Unit Alerts sent for January/2017 CMC Dashboard Measures
Number of Alerts
Asthma Alerts: 28
Diabetes Alerts: 56
HTN Alerts: 57
Total Alerts: 141
Unit/Measure Actual Target
B MOORE (BM)
Asthma Care:
67%
90%
BARTLETT (BL)
Diabetes Care: BP <140/90:
50%
59%
BETO 1 (0B)
Asthma Care:
Under 60 Hypertension: BP <140/90:
Hypertension Total: BP Under Control:
89%
54%
54%
90%
56%
56%
Awesome Unit
Red Unit
Green Unit
Regional Management Team Alert Email
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Asthma Care
CMC Target Goal: 90% National Average: 73%
Last 6 Months
August/2016: 100%
September/2016: 80%
October/2016: 80%
November/2016: 80%
December/2016: 75%
January/2017: 67%
Forecast
February/2017 74%
March/2017 72%
April/2017 71%
Corrective Actions May Include: Reevaluate the current active asthma diagnosis for
each patient not meeting goal. The number one reason
for failing this goal is an incorrect active diagnosis of
persistent asthma rather than intermittent asthma. If
the patient is diagnosed correctly with persistent
asthma, a steroid inhaler consistent with the current
asthma DMG will be required to meet goal. As
always providers should use their clinical judgment
when making diagnosis and treatment decisions.
See how your unit compares to other units for this
measure: Facility Scorecard
See how all CMC is performing on this measure:
CMC All Regions
HEDIS National Report Cards for this measure:
HEDIS
Corrections Health
Management Analytics
Unit Dashboard Alert!
Unit: BLUE
Date of Alert: 2/4/2017
The following January/2017 Dashboard measure for
the Blue facility is below goal and requires corrective
action. Patient lists for those not meeting goal are
available in the Dashboard “Patient List Spreadsheet”
section. Also please remember any measure falling
below goal must be addressed in the monthly facility
QIQM meeting including a detailed corrective action
plan.
Facility Management Team Alert Email
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So what do we do with all of this cool data??
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UTMB CMC Executive Quality Committee Flow
UTMB CMC Executive Quality
Council
UTMB CMC Regional Quality
Committee
UTMB CMC Facility Quality
Committee
CMC/TDCJ Mortality Review
Committee
TDCJ Quality Committees
UTMB CMC Peer Review
Committees
CMC Facility Dashboard
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UTMB-Correctional Managed Care Executive
Quality Council Charter
Purpose:
The UTMB-CMC Executive Quality Council (EQC) provides
leadership, direction, and coordination of efforts to continually
improve health care outcomes, patient access to services and
information driven decision making. The Council is
accountable for clinical and process monitoring and outcomes
management, clinical resource and utilization management,
patient and employee safety, and risk management.
The Council carries out these responsibilities through
rigorous measurement processes, adherence to the CMC
clinical guidelines, policies and processes and promotion of
knowledge and use of performance improvement methods
and tools.
Lean Six Sigma
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Monitoring metrics using the dashboard enables us
to better identify units where an intervention is
needed to improve actual performance in relation to
targets established
When unit management teams fall below the
thresholds established in the dashboard, the team is
required to submit a Corrective Action Plan (CAP)
designed to improve performance
Management teams are strongly encouraged to use
principles that all were trained on in the Lean Six
Sigma instruction that they all received
Corrective Action Plans
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Performance Improvement Initiatives
Strong electronic data systems and frameworks
(e.g., EHR and CMC Dashboard) support
– Identification of problems
– Analysis of problems (i.e., “root cause” analysis)
– Improvement of processes
– Measuring improvement impact on effectiveness
and efficiency
– Continued monitoring and control of performance
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What is Lean Six Sigma?
Continuous process improvement approach
Structured problem-solving framework
Fact-based, data-driven decision making methodology
Business excellence philosophy
A combination of Lean & Six Sigma, which are two different but complementary approaches to continuous performance improvement
– Lean emphasizes waste reduction & efficiency
– Six Sigma emphasizes consistency & effectiveness
Lean efficiency + Six Sigma effectiveness = Improved Performance
Kovach, J. V. UH-COT Lean Six Sigma Green Belt Training Manual (www.tech.uh.edu/sixsigma); 2012.
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Why Lean Six Sigma?
Although Lean Six Sigma (LSS, hereafter) was originally developed for manufacturing/industry, it is being increasingly used and fully integrated into healthcare systems
Many major healthcare systems and hospitals have entire departments dedicated to performance improvement using LSS
– MD Anderson Cancer Center
– Memorial Hermann Healthcare System
– Virginia Mason Medical Center
– Mayo Clinic
– New York Presbyterian Hospital
– Johns Hopkins Hospital
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LSS Education in CMC:
What Have We Done So Far?
Through a collaborative effort of the University of
Houston School of Technology and the
University of Texas School of Public Health, two
multi-disciplinary cohorts of CMC staff members
have
– Received LSS Green Belt Training
– Passed LSS Green Belt written exam
– Successfully completed improvement projects and
presented reviews of their completed projects to faculty
for full Green Belt certification
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LSS Education in CMC:
What Have We Done So Far?
Developed a comprehensive, 6-module on-line LSS course for managers (July 2014 – October 2014)
– More than 500 individuals have successfully completed all modules as of September 1, 2017
Developed and delivered a 2-day (12.5 hours) classroom training for managers (January 2015 – August 2015;
July 2016)
– In 10 trainings across the state, 53 management teams & 265individuals trained
Developed a 7-module on-line training for all staff levels (October 2015)
– More than 2,000 individuals have successfully completed all modules as of September 1, 2017
Developed and delivered a 4-hour classroom training specifically tailored for executive and senior leadership(November 2015)
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Teamwork in the Classroom!
The Numbers Game
Region 2 – Ferguson Club
House
The Marshmallow Exercise
Region 1 – Beeville Club
House
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Teamwork in the Classroom!
Yellow Team
Analyzing Cause &
Effect
Green Team
Brainstorming
Improvements Blue Team
Selecting Solutions
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LSS Engagement in CMC:
What Have We Done So Far?
All 53 manager teams that received the
classroom training initiated an improvement
project
As of September 1, 2017, 49 teams had
completed their improvement project,
having met and maintained their
performance targets
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Management Team Projects
All 53 management teams that participated in an LSS classroom training initiated improvement projects, addressing a range of issues, such as
– Reducing no show rates
– Improving medication transfer unit to unit
– Improving/streamlining the sick call triage process
– Improving efficiency and effectiveness of flosser distribution process
– Reducing patient wait times
– Reducing the percent of patients arriving at HG but not being seen
– Improving patient throughput in the unit clinics
– Reducing shipping errors on expensive meds
– Improving and tracking workers compensation processes
– Improving hypertension control
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Hypertension Control
51 50
43
60
75
75
68 67 6864
76 76
0
10
20
30
40
50
60
70
80
90
100
Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15 Sep-15
The team at one of our units was able to raise and maintain the rate of controlled hypertension among their patients <60 years of age
Pre-Implementation
Average=51%
Post-Improvement Average=71%
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61%
78%
53%
88% 87%
75% 75%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
Jun-15 Jul-15 Aug-15 Sep-15 Oct-15 Nov-15 Dec-15
% C
on
tro
lled
≤ 1
50
/90
Data Collection Month
BP Monthly % Controlled Post-Implementation
Monthly Average=74%
57%
32%
26%
47% 47%
53%
45%
54%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
% c
on
tro
lled
at
< 1
50
/90
Data Collection Month
BP Monthly % Controlled Pre-Implementation
Monthly Average=45%
Hypertension Control
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Medication Compliance
Pre-Implementation
Medication Compliance
Post-Implementation
93
92
93
94
82
98
96
95
100
100
93
99
99
90
99
98
23
23
23
23
26
29
21
19
0 50 100
Oct-14
Nov-14
Dec-14
Jan-15
Feb-15
Mar-15
Apr-15
May-15
no medsordered
Non-KOP %
KOP %
98
97
98
98
98
99
100
95
99
100
100
100
100
100
0 20 40 60 80 100
Jun-15
Jul-15
Aug-15
Sep-15
Oct-15
Nov-15
Dec-15
Non-KOP %
KOP %
Non-KOP Avg=97%, KOP Avg=93% Non-KOP Avg=99%, KOP Avg=98%
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Monitoring & Control
Monitor the hypertension control data
monthly through use of the CMC
Dashboard
Declines in % under control addressed
through follow up with specific patients not
under control and with chronic care team
regarding process fidelity
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LSS Engagement in CMC:
What Are We Doing Next?
Prioritize strategic objectives to guide selection of
targets & organization of staff for performance
improvement efforts
Integrate utilization of LSS methods into unit-based
performance improvement initiatives
Discuss, delineate, & document best practices for
specific processes (e.g., maintaining low no show rates)
Initiate discipline-specific discussions to address issues
and identify best practices (e.g., flosser distribution)
Collaborate with TDCJ on system-wide, highest priority
issues
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Key References
DelliFraine JL, Langabeer JR, Nembhard IM. Assessing
the evidence of Six Sigma and Lean in the health
care industry. Q Manage Health Care. 2010; 19(3):
211-255.
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