Educator Productivity: Using Time Study Data and Monthly Reports

Affiliate Conference Call, April, 2008

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Objectives

Analyze Affiliate time study results Compare time study results to monthly

reports Clarify definitions for monthly reports Report on CQI projects Identify potential CQI projects

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Affiliate sharing

What did you learn? Any surprises? Did your selection of “other hours” help

your analysis? Differences between dietitians and nurses? Variance between educators?

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How do we explain the differences?

% Direct time 28 – 50% No show 3 - 17% Charting 6 – 15% Meetings 1 – 12% Phones 4 – 31% Other 19 – 50%

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Comparing then and now

2000

(14 sites)

2005 & 2006

(2 sites/

3 studies)

2007 & 2008

(7 sites/

8 studies)

Direct patient care hours

40% 32% 42%

Charting 14% 18% 11%

Meetings 5% 10% 7%

Phones 7% 7% 16%

Other 27% 31% 27%

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Joslin educator goals

60% face time with patients (24 hours in a 40 hr work week)

100% billed time as % of paid time (bill 40 hrs/wk if paid 40 hrs/wk)

Need to schedule more than 24 hr/wk to cover no show patients and paid time off

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Productivity comments from outside Joslin

RD, CDEs responding to list serve request for comment (DCE Practice Group)

Most do 60 min new and 30 min follow up Most expected to see 6 hours of patients in

8 hour day Details available at www.dce.org; search on

March 28, 2008, Linda Sartor email

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What if these were your annual program expenses?

Salaries / benefits for 2 CDEs $ 150,000 Secretary (.5 FTE) $ 10,000 Educational material for pts $ 5,000 Office supplies $ 5,000 Travel, meetings, CME $ 5,000 Office space and overhead $ 10,000 Marketing $ 5,000 Total: $ 190,000

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Joslin’s sample scheduling template

With the Joslin sample schedule your net revenue would be $165,610

How close is this schedule to your available direct time with patients?

Let’s look at monthly reports to see how you have been doing

How much of your expenses would you cover based on your time study?

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Affiliate sharing

How did you use the time study results?

What did you try for CQI?

Results of CQI?

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Variance in education coordinator time

12 sites reported 5% - 76% of time spent in coordination How is each site reporting coordinator time

on monthly reports? How are education coordinators spending

their time? How does that affect educator productivity? Can any of those tasks be delegated to

support staff?

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Importance of monthly report accuracy

The analysis is only as good as the data A patient is considered “new” if they have not been

seen in 3 or more years The # of new patients receiving Education &

Medical services should generally not be > sum of new MD and NP visits

Identifying new Ed patients who also had medical services may require manual steps

Education Coordinator FTE is NOT reduced for admin duties (unless there is no CA)

Please refer to Monthly Report Instructions and Definitions posted on the website– or ask questions!

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Let’s summarize

What strategies have been successful in increasing

educator productivity at your site?