Transition Planning: Program Overview
Transition planning, as provided by J.L.
Transitions (JLT), is defined as the operational and physical
relocation into a new healthcare facility or addition.
Transition encompasses the move of and change to, hospital
processes and services, staffing, material goods and patients
in a manner that is expeditious and minimizes interference with
current daily operations. JLT provides comprehensive
consultation and planning tools to facilitate the transition
process to minimize hospital and relocation expenses. The
normal timeframe to start the process is nine to eighteen
months, depending on hospital size, from the anticipated
patient move day.
The JLT Transition Program contains the
following broad components that are coordinated and managed
with a detailed task schedule and issue management program:
I. Facility Readiness – Integration of construction
schedules, budget and equipment schedules that impact
transition. Transition incorporates key dates from
construction and equipment planning that will impact hospital
activities. Preparation of the new facility or addition
for the move that is not in the construction scope will be
included in the Transition Task Schedule (i.e. hospital
standard cleaning, sharps box mounting, etc.).
II. Operational Development – Hospital and department planning
and redesign, to relocate current and new services. A
strong focus on departmental operations to assure that physical
changes to the department and facility design are incorporated
into the operations plan. The goal is 100% staff and
department functionality on patient move day.
III. Education/Orientation – New equipment, facility and
department training, and orientation for staff, physicians and
the community is planned and scheduled to coincide with
construction dates and the certificate of occupancy.
IV. Physical and Patient Move – Detailed planning to the level of
individual department and specific patient condition to provide
an hour by hour schedule for the complete move. Each
department will have a plan for placement of all equipment and
furniture to expedite the process for relocation and provide a
rapid resumption of department functions. As a subset of
the physical move, the patient move requires scheduling of
patient care equipment, care plans for specific patient
conditions, coordination with medical staff and EMS providers,
and a relocation process that assures maintenance of the
current level of patient care. Planning for dual hospital
operations during the patient move, contingency planning and
family coordination as patients are relocated is also included
in the transition planning.
JLT facilitates the use and development of
schedules, planning tools, templates and planning processes for
transition with hospital administration and department managers
during onsite visits and through telephone/e-mail. The task schedule, planning tools and
templates are developed from operational experience and input
from hospital and project team members. A partial list of
templates and planning tools is attached.
A transition budget is developed from a
template to assist with controlling and managing costs
associated with transition.
The budget provides hospital administration with a method to
predict expenses and consider the addition of funds, if needed,
to allocate to construction or equipment changes. The
budget is separate from the construction budget and is
maintained by hospital administration.
The master transition schedule is developed
and maintained with hospital administration to assist in
managing the tasks, responsibilities and coordination
throughout the project. Key
construction and equipment dates are obtained from the
respective contractors to include in the schedule.
Schedules are shared with project team members to assist
in the coordination of efforts to complete the project in a
timely and acceptable manner. Each major hospital
department is provided a department specific schedule to assist
in their preparations during transition.
The issue management program is implemented
to provide an outlet for questions and concerns regarding all
aspects of hospital operations, relocation and facility design
throughout the transition process.
The information can be used to make changes as transition
progresses and also to assist the administrative team with
future capital and strategic planning. The database is
managed by hospital administration with the assistance of JLT.
The transition program offered by JLT is a
comprehensive mix of consultation and tools designed to
facilitate a smooth and efficient relocation to a new hospital
or addition. The
opportunities provided by new construction are improved patient
care, revenue improvement and the addition of new services to
the community. Transition’s goal is to capitalize
on those opportunities as soon as the hospital moves with
strong support from the community and medical staff.
Planning Tools and Templates: Partial
Listing
General
1. Master Transition Schedule
2. Department-Specific Transition
Schedules
3. Issue Tracking Program
4. Transition Budget
5. Physical and Patient Move Assumptions
Operational Development
1. Department Planning Tool
2. Mock Hospital Operations Manual
Education and Orientation
1. Clinical Department Orientation
Template
2. Non-Clinical Department Orientation
Template
3. General Orientation Checklist
Physical Move
1. Physical Move Sequence
2. Contract Mover Considerations
3. Department Move Planning Guide
4. Pre-Move Non-Patient Care Clinical
Department Checklist
5. Pre-Move Non-Patient Care Department
Checklist
6. Pre-Move Patient Care Department
Checklist
7. Pre-Move Inpatient Room Checklist
8. Pre-Move Outpatient Room Checklist
9. Pre-Move Surgical Suite Checklist
10. Post-Move Non-Patient Care Department
Checklist
11. Post-Move Patient Care Department
Checklist
Patient Move
1. Organizational Chart
2. Patient Move Schedule
3. Acuity Plans: Patient Move Day
4. Adult Pre-/Post -Move Assessment
5. Maternal Patient Pre-/Post-Move
Assessment Patient Move (continued)
6. Pediatric Pre-/Post -Move Assessment
7. Physician Relocation Orders
8. Patient Consent for Transfer
9. Patient Consent to Photograph
10. Code Blue During Patient Move
11. Move Care Plan: CVA
12. Move Care Plan: Active GI Bleed
13. Move Care Plan: Forensic
Patient
14. Move Care Plan: ICU Patient
15. Move Care Plan: Isolation
Patient
16. Move Care Plan: General
Med/Surg Patient
17. Move Care Plan: Patient with NG
Tube/Gastric Stomas
18. Move Care Plan: OB and Nursery
Patients
19. Move Care Plan: Criteria for
Patient Discharged from PACU
20. Move Care Plan: Pediatric
Patient
21. Move Care Plan: Immediate
Post-Op Patient
22. Move Care Plan: Respiratory
Patient
23. Move Care Plan: Telemetry
Patient
24. Move Care Plan: Traction
Patient
25. Move Care Plan: Trauma Patient
26. Move Care Plan: Ventilator
Patient
27. Patient Move Letter – Family
28. Patient Move Letter – Patient
29. Patient Move Plan: Disaster
Response During Patient Move
30. Patient Move Plan: Infection
Control
31. Patient Move Plan: OR
32. Patient Move Plan: PACU
33. Patient Move Plan:
Stretcher/Wheelchair Management During Patient Move
34. Patient Move Plan: Patient
Valuables and Stored Belongings