Template/Activity 1
Organization:
Component:
Submitted by:
Date: Bariatric Association
Surgery Department
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May 24, 2019
Description of the Problem It has been recognized that our error reporting systems has difficult functions of increasing accountability (in mandatory reporting systems), and providing information that would most likely lead to improved health care (in voluntary reporting systems). It has also been established that patients do not trust the mandatory reporting systems in fear that they might not be confidential and undiscoverable.
Business Activities and Processes Affected by the Problem Voluntary error reporting systems and mandatory error reporting systems.
Actual Performance (e.g., current baseline) Our error reporting system is paper-based. It is mainly the reason why our patients give us undependable information that could be used to better our health care services. In our mandatory reports, patients don’t write their identity which brings about the problem of accountability.
Target Performance The organization needs to make error reporting web-based, make it anonymous instead of confidential (this will increase our patients’ trust), provide specific or direct feedback to the reporters and make it able to receive reports of both ‘intensive’ and ‘sentinel’ events. Our target is to have at least 97% of our patients comfortable with our error reporting system by the end of the first year. This will help in reassuring the public that errors are reported and responded to.
Performance Gap In the first two weeks, 40% of our patients were aware of our new voluntary reporting system and 50% of them has given detailed reports which means that half of them don’t trust the system yet.
Organizational KPIs Affected Error reporting systems.
Principal Stakeholders The organization’s president, the vice president, and the hospital manager.
Tentative Solution Strategy The office needs to employ an IT expert to build a website for voluntary error reporting system that can support casual analysis, that includes free text description of error events, and one that is guided a standard of set questions. We also need a core group of experts to analyze the error reports. The system should be easy to use, timely, confidential, undiscoverable, and no punitive. System design and maintainance is budgeted at $150,000, data analysis and validation is budgeted at $220,000. This amounts to $37,000 for the first financial year.
Acquisition Need Confirmation Upon presentation of this proposal to the board, it has been agreed that the best cause of action is acquisition of IT services. An expert with former experiences in this field is to be selected and given a six months contract for them to build and build the system.
