Understanding the Workflow Quality Dashboard

Introduction

The Workflow Quality Dashboard in DOCPACE® Insights is designed to help healthcare teams track workflow compliance, timestamp accuracy, and data quality. Understanding these metrics is essential as they directly impact appointment durations, throughput rates, and scheduling efficiency. This guide will provide step-by-step instructions on how to use and interpret the Workflow Quality Dashboard to improve data collection and workflow efficiency.

Training Objectives

By the end of this training, you will be able to:

1. Navigate the Workflow Quality Dashboard.

2. Interpret workflow compliance and timestamp accuracy.

3. Use filters effectively for data refinement.

4. Identify and resolve data quality issues.

5. Optimize scheduling and resource allocation based on timestamp data.

Understanding Workflow Compliance

What is Workflow Compliance?

Workflow compliance refers to the collection of timestamps at key encounter stages, ensuring accurate duration reporting and workflow tracking. Each stage requires a start and end timestamp for precise measurement.

Key Metrics:

• Workflow Compliance %: Measures how often timestamps are collected for specific encounter stages.

• Example: If Intake Start is recorded on 80% of visits, the workflow compliance score for that stage is 80%.

Why It Matters:

• Ensures reliable duration tracking for all encounter stages.

• Identifies missing timestamps that could affect other analytics.

Using the Workflow Quality Dashboard

Navigating the Dashboard

1. Open the Workflow Quality Dashboard in DOCPACE® Insights.

2. Apply date filters to select the reporting period.

3. Use workflow compliance filters to focus on specific providers, departments, or appointment types.

4. Hover over compliance bars to view provider-specific details.

Key Sections:

• Provider Breakdown: Displays compliance scores by provider.

• By Appointment Summary: Categorizes timestamps as:

  • Collected every time (Blue)

  • Missed 1-2 times (Yellow)

  • Missed all 4 (Red)

• Missed Timestamps: Displays total missing timestamps per encounter.

Data Cleaning and Accuracy

Cleaning Metrics

• DOCPACE® excludes visits exceeding 240 minutes to prevent skewing results.

• Visits with unrealistic durations (less than 0 minutes) are filtered out.

Cleaned vs. Actual Durations

• Cleaned Data: Filters out anomalies for more accurate trend analysis.

• Actual Data: Displays raw timestamps, regardless of missing or excessive durations.

• Example: If an appointment was left “With Provider” for two days, it would distort averages without cleaning.

How to Improve Data Quality

Steps to Enhance Workflow Compliance:

1. Review Timestamp Collection

   • Ensure all encounter stages are properly logged.

   • Identify patterns in missing timestamps.

2. Filter by Provider or Appointment Type

   • Remove irrelevant data to refine insights.

3. Monitor Compliance Trends

   • Use historical data comparisons to assess improvement.

4. Train Staff on Timestamp Collection

   • Schedule training with DOCPACE® or Athena Success Team.

Optimizing Scheduling and Staff Allocation

Using Provider Working Hours Data:

• Identifies first and last exam timestamps for accurate working hour tracking.

• Helps prevent inefficiencies by ensuring balanced scheduling.

How Filters Help:

• Exclude outlier data from influencing schedule planning.

• Customize views for department-specific workflow analysis.

Training and Support

DOCPACE® offers workflow training and review sessions to help teams improve timestamp accuracy and workflow compliance. For support or to schedule a training session, contact insights@docpace.com.

For any further questions, reach out to our support team!

By following this training guide, your team will be equipped with the knowledge needed to optimize workflow compliance and enhance data accuracy in DOCPACE® Insights.