Capital Management - Centralizing & Automating HFMA Florida Spring Conference May 23, 2017

Transcription

1 Capital Management - Centralizing & Automating HFMA Florida Spring Conference May 23, 2017 Presented By: Carol Tannenbaum, CPA, MBA, FHFMA Mindy Arroyo, CPA, MBA 1

2 BayCare By the Numbers 340 Locations in four counties 3,511 Hospital Beds 171,650 Discharges 4 Surgery Centers 5,400 Physicians 658,191 ER Visits 13 Urgent Care Centers 15,178 Births 855,106 HomeCare Visits 14 Hospitals 27 Outpatient Imaging Centers 26,900 Team Members 60,820 Outpatient Surgeries 1.4 million BMG Physician Visits 11.8 million Laboratory Tests 2

3 Our Network Our Hospitals For more, go to HumanityAt WorkStories.org About Us Bartow Regional Medical Center Founded Beds Mease Countryside Hospital Founded Beds Mease Dunedin Hospital Founded Beds St. Joseph s Children s Hospital Founded Beds St. Joseph s Women s Hospital Founded Beds St. Joseph s Hospital-North Founded Beds BayCare Behavioral Health BayCare Fitness Centers BayCare HomeCare BayCare Laboratories BayCare Life Care BayCare Medical Group BayCare Outpatient Imaging BayCare Pharmacy BayCare Surgery Center BayCare Urgent Care Morton Plant Hospital Founded Beds Morton Plant North Bay Hospital Founded Beds St. Anthony s Hospital Founded Beds St. Joseph s Hospital Founded Beds St. Joseph s Hospital-South Founded Beds South Florida Baptist Hospital Founded Beds Winter Haven Hospital Founded Beds Winter Haven Women s Hospital Founded Beds 3

4 By County By Division Future Capital Improvements For more, go to HumanityAt WorkStories.org 4

5 The Problem/Opportunity Our capital request process (CERF) was manual creating paper, paper and more paper. 5

6 The Problem/Opportunity Unable to track capital requests and monitor status Multiple committees at the local level with no standard process across BayCare Lack of transparency and consistency Poor communication between all parties involved in capital process Vendors ruled the purchase process GPO savings not utilized 6

7 Our Objective IS Hospitals Physician Group Centralized Capital Planning and Management 7

8 What tool do we use? Where do we start? Searched for vendor solutions and realized it was in our own backyard 8

9 The Automated Solution We were using Strata Decision Technologies for a Capital Proforma (SOC) on large projects. We were not using the full functionality of the system although we paid for the software. 9

10 Next Steps Established Focus Groups by functional area to identify key issues and opportunities Assembled project team of Finance and IT members to develop and implement detailed plan Vendor onsite for two days to meet with key stakeholders to design and build the workflow Facilities Construction Clinical Engineering 10

11 Workflows by Project Type Strategic Threshold large projects >$3M to $200M 5 year plan long development cycle and approval process (6-12 months) Funded annually, maybe require Board Approval Strategic Non-Threshold <$3M Shorter development cycle 2-6 weeks Funded from local pools Routine & Replacement <$3M Primarily equipment Funded from local pools Emergency <$3M Impact Patient Care Break Fix - Primarily equipment Funded from local pools 11

12 Strata Swimlane 12

13 Routing/Hierarchy 13

14 Dashboard Reporting 14

15 Successes Over 700 users 200 Reviewers/PM/Approvers 20 Local Admins, 5 System Admins Remaining are project authors Projects processed in first year Projects in second year Transparency Reporting Project Status and tracking Analysis on Quarterly Spend to ELT Fund Balances ( 30 funding pools) 5 year capital plan Easy searches, excel exports Cost Savings via GPO over $1M Cost to Implement <$50K (excluding internal labor) 15

16 Lessons Learned Understand current system functionality Communicate, communicate and communicate Educate, educate and educate Changes need to be communicated to all levels within management Too much reliance placed on local admin team to communicate changes Time: Initial time to get projects from paper to tool longer than anticipated Review System 3 months after go-live. What is working What needs to be fine tuned 16

17 Questions? 17