monthly activity reporting system (mars) chapter 56 - morristown, new jersey gagnon cardiovascular...
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Monthly Activity Reporting System (MARS)
Chapter 56 - Morristown, New JerseyGagnon Cardiovascular Institute
Morristown Memorial Hospital
Victor FabryMay 21, 2010
questions - [email protected] Page 2
MARS Project Objective
“To increase timeliness and accuracy of
reporting visitor activities to the Mended
Hearts Chapter, Region and National
Team.”
questions - [email protected] Page 3
Old Visitor Procedure
Daily VisitorLog
MMH PatientCensus
Visitor’sVisitor’sVisitorReport Cards
Visits
Daily Activity
Monthly Activity
N/A File
Data Entry
Data Entry
Monthly Spreadsheet
AnnualActivity Report
BimonthlyNewsletter
Gather
email, phone& address
questions - [email protected] Page 4
MARS Benefits 1. Benefits to your Chapter
• Monthly updates to motivate Chapter Membership • Monthly collection of patient email and contact information• Monthly update of email list for distribution of newsletter
2. Benefits to your Region Team• Monthly reports on monthly chapter activity• Distribution of chapter for best practices• Standardized recording of visitor activities
3. Benefits to your National Team• Validation of the effectiveness of Marketing campaigns • Accurate and timely reporting to Regional and National• Supporting metrics for sponsorship, grants and donations
questions - [email protected] Page 5
Improved Visitor Procedure
Daily VisitorLog
PatientCensus
Monthly ActivitySpreadsheet
VisitorReport Cards
UpdateConsolidated
Activity
Chapter 56 YTD Report
Regional YTD Report
National YTD Report
VisitPatients
questions - [email protected] Page 6
Future MARS Improvements
1. Web-enabled Online Visiting Tool• One time entry of visitor activities
• Collection of patient contact information
• Email directory for of Mended Hearts newsletter
2. Standardized recording of visitor activities • Timely and accurate reporting of Chapter activity
• YTD comparisons of visitation activity
3. Creation of a Patient Database• Consolidated database for Mended Hearts fundraising
• Metrics for sponsorship and grants and donations
questions - [email protected] Page 7
Future Procedure
Monthly VisitorLog
Logon to MHI
Website
Update Chapter’s
Spreadsheet
Consolidated Rollup Report
Enter Chapter’s Activities
UpdateConsolidated
Activity
Chapter 56 YTD Report
Regional YTD Report
National YTD Report
questions - [email protected] Page 8
MARS Report Monthly Activity
Pre-Op Post-Op Total Pre-Op Post-Op Total Month YTD
January 23 64 87 20 60 80 7 0 94 94 100 94% 8% Missing Cards
February 20 62 82 18 56 74 8 1 91 185 100 91% 15% Short Month
March 38 95 133 34 86 120 8 1 142 327 100 142% 27% Excellent Month
April 20 105 125 18 99 110 5 3 133 460 100 133% 38% Move to Gagnon
May 28 68 96 25 63 88 9 2 107 567 100 107% 47% Loss of Visitor
June 19 78 97 19 71 90 5 4 106 673 100 106% 56%
July 25 82 107 22 74 96 10 2 119 792 100 119% 66%
August 14 78 92 13 70 83 4 3 99 891 100 99% 74% Vacations
September 20 65 85 17 59 76 8 3 96 987 100 96% 82% Vacations
October 25 55 80 23 51 74 4 3 87 1074 100 87% 90% New Vistor
November 25 93 118 22 84 106 5 3 126 1200 100 126% 100% New Vistor
December 32 57 89 29 51 80 4 4 97 1297 100 97% 108% Holidays
2009 YTD 289 902 1191 260 824 1077 77 29 1297 1297 1200 108%
* Monthly target based on a 20% growth in visitations over 2008
questions - [email protected] Page 9
Next Steps
1. Review Your Chapters Process•Update visitor forms?•HIPAA compliant procedures? •Accurate and timely reporting?
2. Update Your Visiting Documentation•Daily Visiting Records•Visitor Report Cards •Visitor Candidate Questionnaire•Visitor Guidelines Letter•Visitor Business Cards
questions - [email protected] Page 10
Contact Information
For softcopies of visiting documents, please email me:
Victor Fabry
Chapter 56 Morristown, New Jersey
Visiting Chairman
61 Meadowbrook Road
Short Hills, NJ 07078
973-879-5647