Recognizing the limitations and inefficiencies of its long-standing paper-based incident report software, Sparta Community Hospital District (SCHD) sought a modern solution to enhance safety and improve operational processes. The implementation of Performance Health Partners led to a dramatic increase in incident reporting due to its ease of use, enabling the hospital to identify critical safety trends, resulting in swift corrective actions and improved patient safety.
This shift has not only streamlined operations and reduced incident resolution times but has also provided valuable time back for staff, allowing for a more proactive approach to risk management and quality improvement.
Sparta Community Hospital District (SCHD), a Critical Access Hospital (CAH) based in Sparta, Illinois, serves a primary care area of approximately 18,000 individuals and a specialty service area reaching about 30,000.
The hospital is supported by a dedicated hospitalist team, ensuring comprehensive care delivery, including services to two local long-term care facilities. The emergency department accommodates approximately 8,000 visits annually. Additionally, SCHD operates six rural health clinics, walk-in clinics available seven days a week, two mobile clinics reaching underserved communities, and a Fee-For-Service (FFS) clinic. The organization also supports community health through a home health agency and two fitness centers.
For years, SCHD relied on a paper-based system for tracking and managing incidents. This process was characterized by several challenges:
Joann Coke, Quality Coordinator at SCHD, described the antiquated system as a “nightmare.”
Sparta Community Hospital District began exploring available solutions for incident report software. The key requirements for a new system were:
The ease of use for front-line staff and the speed at which incidents could be reported were crucial factors in the decision to adopt Performance Health Partners’ Incident Management System. The ability for staff to report incidents like falls in under three minutes was a significant selling point. Furthermore, the customizability of PHP's incident reporting software was appealing.
The implementation process involved dedicated one-on-one time with managers and select front-line staff to ensure they felt comfortable using the new system. Despite some initial hesitations from staff less familiar with computer programs, they quickly adapted after a few walk-throughs using real incidents. The training for PHP is now integrated into the annual and new employee orientation.
One of the most significant achievements after implementing PHP was the substantial increase in incident reporting.
Reporting rates surged from an average of around 20 reports per month to between 70 and 80, with one month even reaching 90 reports. This increase in reporting is attributed to the ease of filling out digital forms, which now takes only two to five minutes compared to the more cumbersome paper forms.
As Joann stated, “It’s so easy to fill out forms.” The streamlined process of answering a few questions and submitting the report directly to the manager contributed to this significant uptick.
The increased reporting and real-time data provided by PHP enabled SCHD to identify trends and implement targeted process improvements:
As Joann Coke noted, “I’ve found things I never thought I’d find with the program” because people are reporting more.
PHP significantly improved the efficiency of incident management. Previously, the hospital aimed to resolve incidents within 14 days, but they lacked a reliable way to track this metric. With PHP’s tracking capabilities, Sparta is now averaging around seven days to wrap up an incident report.
This improved turnaround time is considerably better than their previous target and what they thought was reasonable. Joann and her team no longer have to spend time searching for lost paperwork, freeing up valuable time.
The ability to quickly identify and address trends has made SCHD a safer environment for patients. By proactively addressing issues like falls and post-operative complications, the hospital has potentially reduced the risk of future incidents and associated expenses.
As Joann stated, “We’ve made things a lot safer… we’ve kept people out of the ER, we’re focusing on trends, keeping mistakes out of our charting.”
Other areas where PHP has provided Sparta significant value:
Joann describes her role as spending a lot of time “preventing spending money,” and PHP has empowered her to do so more effectively.
Joann Coke’s favorite aspects of working with PHP include the time it has given her back, the ease of use for staff (requiring no significant learning curve), and the exceptional customer service.
She emphasizes that “anybody that can use their phone could use this program.” The fast and customizable nature of the software and the responsiveness of the customer service staff are highly valued.
The implementation of Performance Health Partners’ Incident Management System has brought about a significant positive transformation in incident management at Sparta Community Hospital.
By moving away from an antiquated paper-based system to a user-friendly digital platform, the hospital has experienced a dramatic increase in reporting, improved efficiency in incident resolution, enhanced patient safety through proactive trend identification, and a demonstrable return on investment in terms of time savings and risk reduction.
The positive feedback from the hospital’s Quality Coordinator highlights the value of PHP in empowering SCHD to create a safer and more efficient healthcare environment for its community.
Learn how Performance Health Partners’ best-in-class incident report software can help improve safety and patient outcomes, and cut costs at your organization. Book a demo with us for an in-depth look into our system.