ATTACHMENT__11-_Cross_Functional_Diagram_ENT(Amendment_0006).pdf
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- Attached to
- Integrated Video Image Sharing Systems (IVISS) Federal contract opportunity
- Solicitation number
- SPE2D116R0001
About this file
This cross-functional diagram depicts the workflow processes for otolaryngology and laryngology patients at the Walter Reed Military Medical Center. Key steps in the process include a referring provider submitting a consult through CHCS, an ENT nurse/technician reviewing and approving the consult, scheduling an appointment, checking in the patient, the ENT provider examining the patient using various equipment such as a Kay Pentax stroboscopy system, documenting the encounter in AHLTA, and scheduling follow-up care. The diagram labels the information exchanges and system interfaces between the referring provider, ENT provider, nurse/technician, front desk/back desk clerks, and patient at each step in the clinical process.
The federal contract opportunity solicitation seeks integrated video image sharing systems and related equipment, options, consumables, accessories, training and repair parts to support the systems. The solicitation package includes response forms, risk assessment and modification checklists, and price books to provide pricing for the systems and modifications. The Defense Logistics Agency Troop Support Medical is the contracting agency. Responses are due based on the solicitation date of August 11, 2016.
ATTACHMENT 11- Cross Functional Diagram_ENT(Amendment 0006)
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Text version
TYPE: CROSS FUNCTIONAL DIAGRAM (CFD)—AS IS
PROJECT: OTOLARYNGOLOGY
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D a ta
In fo rm a ti o n
E x c h a n g e s
S y s te m rf a c e s
R e fe rr in g
P ro v id e r
C A
M O
E N
T v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e s k
C le rk
P a ti e n t
1.
Sees the patient and submits a consult to
CAMO via CHCS
2.
Reviews the consult and forwards to the clinic
3.
The ENT tech reviews the consult in
CHCS for appropriateness
5.
The ENT tech sends the consult to the appropriate specialty provider for review and approval
6.
Reviews, approves the consult then forwards to back desk for scheduling
Appropriate Yes
4.
Consult returned to referring provider if inappropriate or wrong study
No
7.
The back desk clerk contacts the patient and schedules an appointment using CHCS
Phone
A
CHCS CHCS CHCS CHCS CHCS CHCS CHCS
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D rm a ti c h a n g e s
S y s rf a c e s
R e fe rr v id e r
C A
M O
E v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e rk
P a ti e n t
8.
The front desk clerk pulls the patient’s shadow file and places a copy of the latest study, AHLTA note, audiogram in the shadow file the day prior to appt.
9.
The front desk clerk also prints a copy of the patient schedule the day prior
A
Shadow file
10.
Checks in with the front desk clerk for their appointment
11.
The front desk clerk verifies patient eligibility via ID card and DEERS check
Patient schedule ID card
12.
The front desk clerk ensures the TPC information is completed and checks patient in using AHLTA
TPC form
13.
The front desk clerk pulls the pt’s shadow file and places it into the provider bin
If the patient does not have a shadow file, the clerk creates one
B
AHLTA CHCS AHLTA
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D rm a ti c h a n g e s
S y s rf a c e s
R e fe rr v id e r
C A
M O
E v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e rk
P a ti e n t
B
14.
The front desk clerk gives the patient a new pt form if indicated and a provider questionnaire
15.
The front desk clerk checks the patient off on the patient schedule located in the hallway
New patient form or provider questionnaire completed while waiting fro the provider
Patient schedule
16.
The ENT tech checks on room availability
17.
The ENT tech obtains the pt file from the provider box, annotates room location on the hallway schedule and retrieves the patient from the lobby
18.
The ENT tech rooms the patient
The technician obtains vital signs and may perform preliminary work such as nasal decongestion or locating previous studies
Shadow file
19.
The ENT tech flips the room flag to the appropriate color per clinic policy
Room flags
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D rm a ti c h a n g e s
S y s rf a c e s
R e fe rr v id e r
C A
M O
E v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e rk
P a ti e n t
C
20.
Sees the patient in a regular exam room initially and reviews medical history
22.
Once the equipment is available, retrieves instruments, medication, supplies, or equipment needed for the exam
24.
Completes the exam
D
Shadow file
Storz Tower Kay
Pentax Medtronic
Fusion Storz AIDA Stroboscopy
The medical system utilized is exam and medical condition specific
21.
Determines the availability of the
Kay equipment
23.
Moves the patient to the strobe room
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D rm a ti c h a n g e s
S y s rf a c e s
R e fe rr v id e r
C A
M O
E v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e rk
P a ti e n t
D
26.
Saves the exam in the database on the KayPentax
Tower.
25.
Chooses some representative images from the video file.
Line for strobe room
27.
Takes the patient back to a regular office for discussion and disposition
Yes
27.1
Holds final discussion and disposition in the strobe room
No
KayPentax
PROCESS: WHMC LARYNGOLOGY
REVISION DATE: 15 DECEMBER 2010 FINAL
D rm a ti c h a n g e s
S y s rf a c e s
R e fe rr v id e r
C A
M O
E v id e r
E N
T N u rs e
T e c h n ic ia n
F ro n t
D e s k
B a c k
D e rk
P a ti e n t
31.
Released
30.
The back desk clerk schedules the patient for a follow-up appointment or if surgery scheduling is needed the surgical management clerk schedules the patient
29.
Sends the patient to the back desk with follow-up instructions
End
28.
Documents the encounter in AHLTA using Dragon Speak
E
Dragon Speak
Follow-up form or buck slip
If teaching is needed the provider sends the patient to a nurse or tech
AHLTA CHCS
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