uwmc obvibase for directory management 5.28.15

Managing Departmental Contacts: Workflow Improvements using Obvibase

Aalap ShahChris Fiset

UW Department of Anesthesiology and Pain Medicine

GoalsQuality improvement initiatives focused

on improving provider-patient communication are bountiful.

However, less emphasis is placed on interdepartmental communication.

UW Department of Anesthesiology and Pain Medicine (APM)

156 Attendings◦38 HMC, 60 UWMC, 54 SCH, 10 VAMC

135 Residents and Fellows85 CRNAs◦37 HMC, 37 UWMC, 11 SCH

30 OR Technicians◦11 HMC, 11 UWMC, 8 SCH

73 ORs*

◦25 HMC, 25 UWMC, 15 SCH, 8 VA*=Does not include off-site (NORA) cases, SLU/Research Staff, or Adminstration

ObjectivesI.Create a single, high-fidelity workspace which is

routinely maintained through a shared/collaborative approach.

Ensure the accuracy and detail of individual contact information

Expand the directory to include service lines and OR phone numbers

II.Streamline the conversion of job title-specific

smartphone files from the Departmental Directory.

Objectives

We propose the use of Obvibase and discuss collaborative workflow modifications to yield a high-fidelity, facile, and portable contact database for our institution.

InterventionsI. Obvibase - collaborative editing

of a single, central database

II. Dropbox – distribution/sharing of custom Contacts reports from Obvibase

III. Google Form – reporting of editions (additions/deletions/incorrect entries) from the end-user to the Obvibase editors

I. Shared Workspace – Obvibase:

A Google-Supported Online DB

The DB equivalent of Gmail

Obvibase + Google =Reliable & Unbreakable

Master Spreadsheet

General UW Directory

Additional contact info from dept. specific

paperwork(14th floor staff)

SCH

SpinFusion

HMC

UWMC

UWMC Directory IPage File

(Natalie Collins) (MONTHLY)

Weekly Staffing Sheet

(Marie Sanchez)(WEEKLY)

- Attending Preference Contact

List- SCH Directory

Ipage File(Casey Jones)

Monthly Staffing Sheet(Pete Mesling)

(MONTHLY)

UWMC/HMC Paging

Operators?

*1

*2

(MONTHLY)

*3

Current Status - Flow Diagram

*4

Faculty/Staff/Residents/

Fellows

Microsoft ACCESS

Database

“Departmental Directory”

“Contact List”

“Contact List”

“Contact List”

Current Status – Questions of Concern

*2 = How often / WHO makes the changes (additions, deletions, edits)

*3 = How often is SpinFusion updated from the Master Spreadsheet?

*4 = How often are the UWMC/HMC Paging Operators updated from the SpdSht?

*1 = How often is the Master Spreadsheet info updated from the UW Directory?

Current Status - Problems No clear division of responsibility regarding updates and edits Distribution: relies solely on email distribution (high noise:signal

ratio) and updated website (which many people do not access) Multiple sources of contact data input

◦ Weekly Departmental Sheets +◦ …Monthly Ipage/Dept. Directory Distributions +◦ …Paging Operator’s Contact data

Institutional use of SpinFusion to produce location-specific contact sheets◦ assumes that SpinFusion automatically updates AND is perfectly in

sync with the Master Spreadsheet iPage (text-paging app) and the monthly dept. iPage file, can

ONLY be used by iPhone users.

Current Status - DataMarch 2015 – Request for updates◦30 update requests for incorrect information◦25 update requests for incomplete

information

Examples of incorrect data◦Aalap Shah’s pager # - incorrect x 7 months◦Dr. Crowder’s contact info

The Plan

1. Move Port Master Spreadsheet to Shared Dropbox Folder Shared Obvibase Online DB

The Plan

2. Decide Appropriate Columns• Last Name• First Name• Email• Pager• Cell Phone• Home Phone• Spectra Link• Office (accessory)

The Plan

3. Make additions in red to Master Spreadsheet based on institution-specific data (done)Create dedicated columns for Start Date / End Date in Obvibase

The Plan

4. Within the same Master Spreadsheet File, create sub-spreadsheet that are synced with Master spreadsheetCreate 2 Sort Columns:

Sort1 = UWMC, HMC, RSVLT, SCH, SLU, VA

Sort2 = ADMIN, ATTENDING, CRNA, FELLOW, OTHER, RESEARCH, RESIDENT, TECH

Shared Dropbox Folder

5. Determine share permissionsEditors: ◦Chris/Natalie/Michelle/Kay/Andrea◦Aalap

Distributors: (w/ editorial permissions)◦Chief Residents & Chief CRNAs◦Jocelyn (UWMC)◦Pete Mesling (HMC)◦Casey Jones (SCH)

Flow Chart (Proposed)

UWMC/HMC Paging

Operators?

Distributors- APM HR- Jocelyn Thomas (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)- UW Anesthesiology website

Faculty/Staff/Residents/

Fellows

- Previous DirectoryChanges to UW Directory- Collating of institution-specific contact lists

OBVIBASE

Eyes and Ears- Marie Chavez (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)- Chief Residents (All sites)- Chief CRNAs (All sites)

Master Spreadsheet

COMPLETED

Editors - APM HR

Revisions via Google Form (PRN)

Shared Dropbox Workflow

Eyes and Ears- APM HR- Chief Residents- Jocelyn (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)

Master Spreadsheet

Editors - APM HR

Distributors - Marie Chavez (UWMC)- Pete Mesling (HMC)- Casey Jones (SCH)

Timeline12/14 – 1/15: Add columns to Master◦SpectraLink (HMC)◦Home and Cell (All Faculty and Staff)◦OR Anesthesia Stations (UWMC and HMC)

1/15-2/15: Sync Master with changes from APM departmental staff (Natalie, Michelle)

3/15: Request Updates via Google Forms

ExpectationsEDITORS◦14th floor staff – Monthly Spreadsheet

EYES AND EARS◦Chief Residents – PRN (via Google Forms)◦Chief CRNA – PRN (via Google Forms)◦ Institution-specific administrators

Institution-specific staffing sheets

ExpectationsDISTRIBUTORS◦14th floor staff – routine, via:

1) Departmental website 2) Departmental e-mail (should be with catchy

subject header) include link to Google Form for corrections Includes IPhone File (entire directory)

◦ Institution-specific administrators – monthly, via: Institution-specific sheets

ExpectationsDISTRIBUTORS◦Chief Residents – PRN, via Dropbox

Selective Contacts Smartphone Files Resident/Fellow/Attending Contacts

Feedback / CorrectionsGoogle Form - Distribute w/ monthly

spreadsheet

Ensuring PrivacyObvibase – Limited access◦14th floor APM HR

Monthly Directory – Will NOT host cell or home phone numbers

Smartphone Contacts Files – shared only via departmental Dropbox folder

Anesthesia Contacts Your Phone.

1. ConversionsIPHONE- Excel .vcf file

DROIDExcel CSV FileCSV File vCard

**This will be done monthly**vCard (.vcf) file

Anesthesia Contacts Your Phone.

2. Save vCard from email onto your smartphone (Default: “My Files”)

Anesthesia Contacts Your Phone.

3. Open vCard directly from My Files, and click “Contacts” in the “Open With” Field.

Anesthesia Contacts Your Phone.

4. A list of all the contacts in that specific vcf file will be displayed. Click “Save.”If given an option,

save contacts to “Phone”

Anesthesia Contacts Your Phone.

All downloaded contacts will appear under the “#” header in your contacts list.

Alphabetic, by first nameIf you already have contact

info for a specific individual, that information will be merged into the same contact.

Anesthesia Contacts Your Phone.

You can directly call cell phones (mobile), Spectralink phones (e.g. OR or RIC phone) (work), as well as standard phone paging (pager), all right from your contact list

Text Paging for Droid

5. Download the A1Pager app. While you can send text

pages with the “Demo/Lite” version, you can only directly search through your contacts and pull them into the paging app with the “Pro/Full” version ($1.99+tax)

Text Paging for Droid

6. Open the A1Pager app from your Android smartphone home screen

Text Paging for Droid

7. Click on the “Page Contact” tab

8. Click on the “+” sign at the top to search for a specific contact

Text Paging for Droid

9. Type your message and press the “Send” icon.10. You will be prompted whether or not you would like to send the same message to another contact (Yes/No)

Text Paging for Droid

11. To directly page a number, click on the “Ad Hoc Page” tab at the top of the screen after opening the application.Type and send your

message as described before.

Forward Pages Your Phone

Call the UWMC Operator (206-598-3300) or HMC Operator (206-744-3000) for instructions

(this is what forwarded text or phone pages will look like)

Optional

Questions?

Email us!Aalap Shah: aalap.c.shah@gmail.comChris Fiset: fiz@uw.edu

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