Quality Management
In an effort to support evolving IVF practices, BBS launches a series of blogs highlighting core activities offered by our team.
Charts
Workflow analysis charts are visual representations of a business process or existing legacy system. They help in understanding the flow of tasks, identifying bottlenecks, and improving efficiency.
ART clinics are encouraged to prepare + submit their charts of existing workflows in areas such as:
- Front Desk admissions + scheduling.
- Medical assistants.
- Nursing workflows.
- Various administered protocols and key milestones.
- Patient treatment steps.
- Cultures and decisions.
Here are some common types of workflow charts:
1. Flowcharts:
These use standardized symbols to represent different steps in a process.
They are great for visualizing the sequence of tasks and decision points.
Ex: Checklists, inter-departmental communications…
2. Swimlane Diagrams:
These divide the workflow into lanes, each representing a different department or individual.
This helps in understanding who is responsible for each task.
3. Gantt Charts:
These are used for project management and show the timeline of tasks, their duration, and dependencies.
Required + Optional data points are quite valuable in these.
4. Process Maps:
These provide a detailed view of the steps involved in a process, often including inputs, outputs, and resources.
Change Management
Change management is the process of guiding your clinic through changes, whether they are small adjustments or large transformations.
Effective change management ensures that changes are implemented smoothly and that employees are on board with the new processes.
Here are some key principles + steps:
1. Communicate the Vision:
Management will clearly articulate the reasons for the change and its benefits.
Use consistent messaging to build trust and transparency.
2. Involve Key Stakeholders Early:
Engage employees, managers, and other stakeholders in the planning process.
Empower them to take ownership of their roles in the transition.
Create a steering committee of key representatives from each dept, tasked to validate custom contents and protocols.
3. Develop a Structured Plan:
Break down the change initiative into manageable steps with clear timelines.
Assign roles and responsibilities to ensure accountability.
Manage all security permissions towards data access.
4. Provide Training + Support:
Equip employees with the skills and knowledge they need to adapt to the change.
Offer ongoing support to address concerns and build confidence.
5. Monitor + Adjust:
Track progress and gather feedback to identify challenges early.
Be flexible and adjust strategies as needed to ensure successful implementation.
