Assignment: Evaluation of Two Historical Surveys Research the Internet, the online library, or at your local library for two historical surveys. (Reference the websites provided in Module 02 for addit
Week 4- Assignment, Rubric, and Lesson Contest
Assignment: System Requirements and Process Analysis
In order to better understand business process analysis, and how it is done in real life, conduct a literature and web search on the topic. Using your favorite search engine or the Rasmussen Library, enter the terms "business process analysis."
Then, in a 1-2 page paper, written in APA format using proper spelling/grammar, address the following:
Define Business Process Analysis.
Describe Process/Activity Flows and Activity Descriptions.
Keeping in mind what is involved in preparing final outcomes from a process analysis, evaluate the task of creating and using workflow diagrams to other methods such as a verbal description of a business process -- how do they compare?
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| The articles you find in your search may not necessarily be healthcare examples. Rest assured that the process and tasks are similar, whether performed in a healthcare setting or in a different setting. |
Be sure to include a brief introduction to your paper as well as APA citations for any resources you used as references.
Save your assignment as a Microsoft Word document.
Rubric:
No rubric this week
Lesson Content:
Business Process Analysis and Workflows
Why Analyze Business Processes?
Business process analysis is conducted to determine the business and organizational needs, along with potential solutions. Business process analysis may be performed for different kinds of needs and different projects. One potential need is the development of a structure for storing and retrieving data. This is one of the main focuses for this course -- a structure for storing and retrieving data.
Another reason for doing process analysis is to make improvements to the organization's workflow. This application of process analysis would have more of a quality or efficiency/cost savings goal. When used for process improvement or quality improvement, this process will be both similar and different from the database development method. For quality improvement, the focus is on increasing accuracy and efficiency of the work tasks and process itself. For database development, the analysis focus is on understanding the current process not to make the process "better" or more efficient. For process improvement activities, the analysis focus will be different from designing a data system's structure. It will include making the process better, of higher quality, and potentially for saving money as well.
Business Process Analysis Example
A simple internet search for "business process analysis" using your favorite web browser can connect you to a number of resources. One such example comes from the Agency for Healthcare Research and Quality (AHRQ) which has an excellent example of a business process analysis that also includes helpful descriptions. To review the example, use the link provided below:
Website Article: The Importance of Business Process Analysis in Health IT Project Planning and Implementation. You should be able to access a PDF of the presentation from their webpage.
Workflow Analysis
Workflow includes the steps followed during the course of completing a task. Large retailers conduct efficiency studies quite often to improve efficiency and customer satisfaction. The quicker the retailer can get a customer checked out without having to staff more cashiers than necessary, the better the customer feels about the experience, and the more likely they will return to shop again. Most shoppers want to get out of the store and on their way quickly after making selections. Retail businesses may make sure they stay on track with customer turnover goals at various times of the day by using manager observations and customer satisfaction surveys.
Similarly, a workflow analysis might be conducted in a hospital emergency department in order to make sure that the patients are triaged and treated in a timely and efficient manner. In a hospital, the stakes are higher than just feeling good about a shopping experience. Staff and patients may face life-and-death decisions and suffering in this scenario. If you have ever been in an emergency department when patients were "stacked" in the halls awaiting a bed and doctor, you know that is not the optimum in care. This can even create a risk for malpractice if the hospital is not able to keep to a timeliness standard typical of area emergency departments and the patient suffers harm as a result.
Kaizen Technique for Continuous Improvement
Some businesses and healthcare organizations are turning to structured strategies such as Kaizen which is a Japanese term for continuous improvement in numerous areas. Kaizen studies are conducted in both healthcare and non-healthcare organizations. At the end of a Kaizen study there will generally be more efficiency and reduction of "waste." Waste includes time, effort, and re-work due to errors and inefficiencies.
According to Choudhury's article, Kaizen with Six Sigma Ensures Continuous Improvement, the continuous cycle of Kaizen approach has seven (7) phases:
Identify the opportunity
Analyze the process
Develop an optimal solution
Implement the solution
Study the results
Standardize the solution
Plan for the future
Conducting the Process and Workflow Analysis
So, where do we begin an analysis? How do we figure out these so-called "processes" and what they do? Mainly, it is done by interviewing and interacting with the managers and staff -- the people who serve our patients. We talk with the persons who carry out everyday care. Or we might choose to study a practice that operates efficiently, and evaluate how they do their processes. Our future plans might be based on a system that could work for a variety of medical practices. At the outset, the focus is on determining the current process.
The Agency for Healthcare Research and Quality (AHRQ) shared a great tool which provides helpful guidelines for performing a business process analysis. It includes a useful example of analyzing the common, domestic process of making buttered toast. Check it out by clicking the link provided below.
Article: Tool 2C: Current Process Analysis
https://content.learntoday.info/Learn/HIM3202_Summer_17/Media/HIM3202-Mod_04-Tool_2C_Current_Process_Analysis.pdf
The analyst may also ask to review any existing paper forms or processes. Some paper forms may be helpful to developing our computerized system, while others will be less helpful. For example, a paper form containing numerous "fill in the blank" items for free-text words will not be nearly as useful in the development of an actual database as a form that used defined terms, possible check boxes, limited response categories, and detailed instructions. The goal is not to perfectly reproduce the existing paper process but to convert it to a more retrievable and organized system of information storage as we develop a database. Click the file linked below to see an example of a paper patient history form.
File: New Patient Visit Form
https://content.learntoday.info/Learn/HIM3202_Summer_17/Media/HIM3202-Mod_04-New_Patient_Visit_Form.pdf
As the analyst's interviews and observations proceed, a picture of the actual work processes and its series of events evolves in the analyst's mind. A visit to a particular department, followed by work time spent away from it to evaluate what was learned as the analyst summarizes in a draft model, followed by re-visits and clarifications of questions from managers and other staff may ensue. Business analysis involves many steps, including developing workflow diagrams and visual depictions.
Step by step, the analyst will determine what happens for a particular process. Below, a process in a hospital that involves several departments and decision points is represented in two (2) ways: 1) written description of the process and 2) workflow diagram of the process.
Written Description of "Emergency Room Patient Intake and Assessment" Process:
Patient arrives via ambulance to emergency department.
EMT staff hand over patient to ER staff, relaying critical information for triage including vital signs, condition, etc.
Triage evaluates: patient condition conscious/unconscious, mentally coherent/incoherent, breathing/cardiac function/other status of note, arrived alone/other family present and so on.
If patient is unconscious, then Crash Cart team is summoned.
If patient is conscious, begin Nurse Evaluation.
Wait for doctor available and begin nurse evaluation and notes.
Doctor evaluates. Orders are then given and carried out.
May start IV, breathing support, other supply/therapy needs.
Orders for ancillary support such as radiology, lab then results/data will feed into decisions.
Doctor/nursing team provides treatment and care.
Ultimate decision is made to discharge to community if patient is stabilized enough, or admit to observation status, or admit as hospital inpatient.
Workflow Diagram of "Emergency Room Patient Intake and Assessment" Process:
The business analyst might also consider whether these processes may occur sequentially or simultaneously. For the staff involved to be efficient and quick in decisions, the related health information should be available and transferred quickly, too.
References
Choudhury, Afsar (n.d.). Kaizen with Six Sigma Ensures Continuous Improvement. Retrieved March 29, 2017, from https://www.isixsigma.com/methodology/kaizen/kaizen-six-sigma-ensures-continuous-improvement/
