Mercy Public Hospitals Inc. (MPHI) Specialist Clinics Access Policy Project Department of Health Project Briefing Andrea Bower, Project Director 22 May 2014

Mercy Public Hospital Inc. (MPHI) includes a range of outpatient services at the following sites: Mercy Hospital for Women, Heidelberg Werribee Mercy Hospital, Werribee PANCH, Preston East Melbourne Lymphoedema Clinic There are 80 specialist clinics across these sites: ObstetricsLymphoedema GynaecologyReproductive Medicine GastroenterologyGeneral Medicine Surgical Allied Health OncologyUrology PaediatricPsychiatry Diabetes MPHI Clinics 22 May

Target processes for this presentation by MPHI are: 6.8 Referral Acknowledgement 7.3 Clinical Prioritisation Past challenges in improving target processes Inconsistent processes across campuses, programs, and clinics Inconsistent governance around timeliness and receipt of referral No sustained data management or accountability for outcomes No overarching project management Processes are mostly manual with minimal e-tools Access to stakeholders The Baseline 22 May

Initial data is anecdotal: 6.8 Referral Acknowledgement Most referrals received by fax in various locations in clinics across MPHI An electronically produced acknowledgement letter to the referrer and patient within eight (8) working days for the majority of MPHI clinics 7.3 Clinic Prioritisation Clinical triage is mostly completed within five (5) working days Requests for more information are sent the day of triage Urgent cases are planned for treatment within 30 days Any critical events relating to patient safety are reported through VHIMS and where clinical prioritisation is an issue, corrective action is undertaken The Baseline – Current Data 22 May

The challenges for SCAP identified to date are: 6.8 Referral Acknowledgement The reliance on fax and post for information exchange The reliance on fax and post for the receipt of referrals creates a single point of failure if the fax breaks down Some time elements are purely manual Providing referrers with the right referral and suitable guidelines The Baseline - Challenges 22 May 20145

7.3 Clinic Prioritisation There are areas of strength in relation to the target, and there are opportunities for improvement Other general challenges noted to date: Website requires review and update Clinical and administrative discharge from clinics is poor Resource constraints and inadequate communications systems Limited understanding of the referral process by consumers Challenges (cont.) 22 May

Works to date include: Appointment of a Project Manager Development of a Project Management Plan, Project Schedule and other start up activities Establishment of Project Steering Committee and Project Working Party Completion of initial gap analysis by the initial SCAP working party Identification of all specialist clinics and key stakeholders Analysis and documentation of current patient journey with specific emphasis on target processes Progress to Date 22 May

Action Plan - Milestones 22 May

As of Week 5, key milestones for Stage 1 is completed, and Stage 2 is in progress and on target. The schedule for project anticipates a completion date of 30 June 2015 Action Plan - Progress to Date 22 May TASKMILESTONE DELIVERABLE MILESTONE DELIVERY STAGE Stage 1: Project Manager commences Development of PMP Identification of clinics and stakeholders Commencement of current process analysis Weeks /05/14 Stage 2: Data collation, desktop analysis and planning Current process documentation with confirmation with stakeholders Executive and departmental briefings Kickoff governance groups Weeks /08/2014 Week 6 - ongoing 30/05/2014 -

Review implications of new Specialist Clinics Access Policy – Ensuring Access to Maternity Care Review of who performs clinical prioritisation System changes to facilitate achievement of target timeframes Review of resource utilisation Action Plan - Considerations 22 May

Thank you