On the Hunt for Best Practices With UBT Tracker
Unit-based teams find that web-based tool keeps them focused on goals
The monthly meetings are always jam-packed for the Fontana Medical Center’s Central Admitting unit-based team. They brainstorm ideas, collect data, research projects, review tests of change and track their performance. It would be easy to overlook an all-important task: capturing all of that information.
But thanks to their dedicated use of UBT Tracker, co-leads Susan Cheval and Jessica Dias get the team’s progress recorded.
“Co-leads should carve out time to access and record data,” said Cheval, the assistant department administrator and management co-lead for the busy unit, which sees a steady stream of KP members and patients for hospital stays and in-patient procedures.
The UBT Tracker, developed by the Office of Labor Management Partnership, is a web-based tool that helps teams and the people who support teams collect, store and report data related to performance improvement. It gives leaders important information on how each region and the whole program are progressing. And it gives teams tangible feedback on how they are measuring up to their goals.
Co-leads Jessica Dias (left) and Susan Cheval (second from left), and the Central Admitting unit-based team.
Worth the effort
Martha Nunez, clinical supervisor and management co-lead for the Endocrinology and Rheumatology unit-based team at the San Diego Medical Center, said that her use of “Tracker”—as it’s usually referred to—helps her team focus on their goals and document their progress.
“We had a meeting today, and because we had reached one of our goals, we were able to update it right then and there,” Nunez said.
In San Diego, UBTs use an agenda template to enter performance improvement data in Tracker during their meetings.
With Tracker open at their meetings, teams can keep their discussions focused on progress, explained Amy Steiner, UBT consultant for the San Diego service area.
“Tracker specifically prompts them with different sections to update data and helps their discussion be more focused as opposed to talking about the subject in a general way,” said Steiner, who coaches and mentors about two dozen teams.
When and what
In Fontana, Cheval said that she and labor co-lead Dias, a lead admitting clerk and member of United Steelworkers Local 7600, work together to keep the Tracker updated. The Central Admitting team makes sure updates are made when they get results from projects.
“Be sure to record data each month in a timely manner to avoid confusion or miscommunication,” Cheval said.
Dias said “what” is placed in Tracker is just as important as “when.”
“You must identify a SMART goal and record all tests of change associated with the SMART goal,” she said, referring to the moniker for a team goal that is “specific, measurable, attainable, realistic and time-specific.”
Steiner said Tracker also helps teams craft their goals.
With Tracker, she said, “They are learning how to be more specific and use the SMART goal format.”
For technical assistance with UBT Tracker, call the National Help Desk at 1-888-457-4872. For other assistance, email Tiago.M.Pinto [at] kp.org and Chevon.B.Mayes [at] kp.org in the National Office of Labor Management Partnership.