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    A process improvement plan successfully reduced postdischarge chart abstraction delays from 3.5 months to 1 month. This initiative improved efficiency in data registry submissions for cardiovascular care.

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    Area of Science:

    • Cardiovascular research
    • Healthcare quality improvement
    • Medical record management

    Background:

    • The St. Joseph Hospital/Marshfield Clinic Cardiac Database Registry faces challenges with delayed chart abstraction.
    • Hospital policy restricts medical record clarifications to within 1 month post-discharge, impacting data submission to the National Cardiovascular Data Registry (NCDR) and Society of Thoracic Surgeons (STS) National Database.
    • A significant backlog of 3.5 months existed for retrospective postdischarge case abstraction.

    Purpose of the Study:

    • To implement a process improvement plan to shorten the delay of postdischarge chart abstraction.
    • To reduce the abstraction delay from 3.5 months to the hospital policy limit of 1 month.
    • To maintain same-day abstraction efficiency and prevent future backlogs.

    Main Methods:

    • Assessed daily demand for incoming cases and abstraction capacity for 4 employees.
    • Matched daily demand to abstraction capacity.
    • Allocated remaining employee time to reduce the existing backlog of cases.

    Main Results:

    • Daily demand for new cases was 17.1 hours, with a daily abstraction capacity of 24 hours.
    • An average of 7 hours per day was dedicated to reducing the backlog.
    • The backlog was reduced by 60% within the predicted 10 weeks, achieving the 1-month abstraction target.

    Conclusions:

    • The implemented process improvement plan successfully reduced postdischarge chart abstraction delays to 1 month.
    • The institution achieved its goal of shortening the abstraction timeline.
    • Future efforts will focus on maintaining efficient same-day abstraction to prevent backlog reaccumulation.