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4. American College of Emergency Physicians. Clinical and Practice Management. FAQ. www.acep.org/ content.aspx?id=30486 (Accessed February 4, 2016).
5. American College of Emergency Physicians. Clinical and Practice Management. FAQ. www.acep.org/ content.aspx?id=30486 (Accessed February 4, 2016).
6. Highlights of the 2012 OPPS Final Rule. www.acep.org/ content.aspx?id=35402 (Accessed February 4, 2016).
7. Highlights of the 2012 OPPS Final Rule. www.acep.org/ content.aspx?id=35402 (Accessed February 4, 2016).
8. American College of Emergency Physicians. Clinical and Practice Management. FAQ. www.acep.org/ content.aspx?id=30486 (Accessed February 4, 2016).
9. Centers for Medicare and Medicaid Services. Answers. https://questions.cms.hhs.gov/ app/answers/detail/a_id/9973/ kw/9973 (Accessed February 4,
2016).
10. American College of Emergency Physicians. Clinical and Practice Management. FAQ. www.acep.org/ content.aspx?id=30486 (Accessed February 4, 2016).
11. Department of Health and Human Services, Centers for Medicare and Medicaid Services, 42 CFR Parts 422 and 480, Medicare Program: Hospital Inpatient Value-Based Purchasing Program. Federal Register/Vol.76, No. 88/Friday, May 6, 2001/ Rules and Regulations.
Observation Services in the Eyes of the Payers
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Subpart VD
Chapter
70
Financial – The Business Of Observation Medicine
The Business of Observation Medicine
Sandra Sieck, RN, MBA
Introduction
In an era in which health care costs appear to be unmanageable and quality of care has not been consistently attained, the delivery of health care services is in need of a total redesign.
1
The prac­tice models of the last century are no longer adequate to ensure quality care at an affordable price. On a smaller scale, the observation unit (OU) represents a piece of the transformation of the delivery model to more efficiently and cost­effectively bridge the outpatient and inpatient care for serious medical co nditions. But as with many advances in medicine, the OU has taken on different forms in its evolution and now finds itself requiring refinement in how best to design its structure and operation into an optimal busi­ness model to meet quality and financial perform­ance measures.
The Need for a Business Model
Traditionally, patients who required more than a short course of treatment in the emergency depart­ment (ED) were admitted to the acute hospital setting. In an era when reimbursements favored quantity of service, this posed no adverse financial impact to the hospital. In fact, the opposite was true. In a cost constrained, diagnosis-related group (DRG)-based or capitated environment, utilization of high-cost inpatient services for every patient no longer is associated with favorable financial pay­ments. This result is a mismatch between services required for optimal outcomes and intensity of effort provided – in other words wasteful overutili­zation. The mantra of medicine in the current environment is to have the right patientin the right placeat the right time.
While medicine has often been averse to thinking in terms of operating under a business model, it is imperative to do so these days. A business model for health care services must
combine financial viability with delivery of a qual­ity product. Early studies showed that use of an OU can result in fewer unnecessary hospital admissions with roughly only 20–25% of patients needing to be admitted following OU status care.
2
The OU has been associated with reduced hospital readmission rates, increased ED discharges, shorter length of stay (LOS), better clinical out­comes, and increased patient satisfaction.
3,4,5,6,7
Cost savings have also been demonstrated for certain medical conditions, particularly chest pain.
8
An OU can contribute to profit margins by increasing revenues for select patient condi­tions while reducing costs through more efficient use of resources.
9
Revenues may be increased by avoiding an inpatient admission, particularly in conditions for which reimbursement may not fully cover costs of care, such as in certain DRG­based or capitat ed situations. For instance, Medi­care will reimburse for the OU stay and separately cover most performed tests in addition. An OU stay can thus turn what would otherwise be a loss for the hospital into a profitable stay.
First Steps
A successful OU is defined as one that provides efficient, quality, and cost-effective care for those conditions requiring short-term but focused treatment. The facility must strategically deter­mine what steps are required to create such a unit. The design of the unit operationally requires col­laboration between the medical staff and adminis­trative departments in order to be successful. It requires fully committed leadershi p, both admin­istrative and medical.
A facility must provide a sound argument justifying creation of an OU. While studies show clinical and financial benefits of an OU in selected settings and conditions, each facility must analyze its own data to determine how best to operation­alize an OU to ensure maxima l benefit.
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The first critical step to creating a successful OU is to determine if an OU is a viable and feasible option based on the current patient mix and volume. Forecasting involves performing an analysis of the facilitys current ED and acute care utilization and estimating the volume and diag­nostic types of cases that would be routed to the OU. Anticipation of future trends in usage and patient mix is part of the strategic development process. An OU in a high-volume facility may evolve quickly to a fully operational OU, whereas a small low-volume facility may not find that an OU is an economically sound approach.
The majority of costs associated with patients admitted to acute care are related to admission time.
10
If roughly half of patients admitted with chest pain do not have acute coronary syndrome (ACS) and could have been safely evaluated in an OU, substantial savings would result. However, such savings might not be realized for all facilities. For instance, in some countries where hospital costs are not as high as in the United States, savings from preventing an unnecessary admis­sion could be substantially less.
11
This is why each facility contemplating establishing or expanding an OU must analyze its own data.
Financial projections of revenue and cost can be made based on current estimates of patient mix, reimbursements speci fic to the OU, and costs of running the unit. Fixed unit cost esti­mates are related to space, dedicated equipment, and staffing needs. Nursing needs are generally less for the OU than the acute level as a nurse can care for more patients in the OU. (See Chapters 1 – Clinical, 6 – Staffing and 7 – Nursing.) Variable cost estimates for supplies related to care, medi­cations, and testing also impact overall cost projections.
Merging Quality and Finances
Most acute care admissions follow a zigzag approach of delivering care/services from the point of entry to discharge. (See Figure 70.1.) A patients flowthrough the hospital care system is not linear but often quite disconnected through various diagnostic or therapeutic care units, each of which functions more as an independent unit than as an integrated part of a cohesive strategy. Although the zigzag model can eventually result in appropriate care, it is generally an inefficient and resource wasteful process.
FIGURE 70.1 The Zig-Zag Model of Care
2008 Update: Sieck S. Cost effectiveness of chest pain units. Cardiol Clin 2005; 23(4):598.
The Business of Observation Medicine
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Facilities must design a methodology to merge quality of care and finance to ensure long-term viability. The Y-Model approach affords a blue­print for this merger.
12
The Y-Model sets up the
overall design of OU operations by focusing on
the desired end points of quality and costs. (See Figure 70.2.) In the business environment, the optimal route to attaining a quality end product at the maximal contribution margin is to stream­line the overall process and reduce variances in
FIGURE 70.2 Quality and Cost Focus of the Y-Model2008 Update: Sieck S. Cost effectivenss of chest pain units. Cardiol Clin 2005;23(4):597.
*POE = Point of Entry
Sandra Sieck
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the route of production. Similarly in medicine, focusing on the methods to ensure a quality end result for a patient requires adherence to evidence-based evaluations and treatments per­formed expeditiously and efficiently through a streamlined process.
The Y-Model involves placing proper sequen-
cing of services up frontat the point of entry into the medical care track. Seamless integration between operating care units is the essential core of the Y-Model. The successfully designed OU focuses on front-end compliance toward a subse­quent tailored treatment pathway. Randomness of care, and therefore, unnecessary resource con­sumption, is essentially eliminated from the path. The basic concept of an OU meets the method­ology espoused in the Y-Model. Indeed, the OU may represent the initial redesign in acute health care delivery that will ultimately transform the entire system into a more efficient process.
Operational Elements to Maximize Efficiencies in the OU
Once a strategic plan is in place, the next phase in setting up an OU is to obtain solid support from the hospital to provide the infrastructure, resources, and strong leadership. Each implemen­tation step requires a strategy focused on tailored treatment and efficient resource utilization.
Regardless of where in the facility the OU is housed, the facility must be fully committed to the operation of the unit on par with other units within the organization. The OU cannot be deemed perfunctory or expendable. Additionally, a clear-cut path to and through the OU must be developed and adhered to.
While an OU can be located anywhere within the facility and even be virtual in nature, the OU is bes t located in a known and defined physical place to experience optimal financial efficiencies. The physical layout, design, flow, and equipment (or proximity to ancillary services) should also foster expedient flow. (See Chapter 5 Observation Unit Design.) Time/flow studies may be an integral part of the planning process.
The ideal OU requires a dedicated staff that has been trained in OU require ments and policy. Physicians could be emergency physicians, internists, hospitalists, or critical
care specialists. Mid-level practitioners such as nurse practitioner (NP) or physician assistant (PA) are often included on staff. Their use may help financial integrity of the unit while supporting the mandates of the CMS new outpatient (OP) quality and structural measures. Nursing ratios should allow for frequent monitoring of patient status and treatment interventions. The OU lends an opportune time to integrat e patient education into a teachable moment. (See Chapters 6 Staffing and 7 Nursing.)
Ancillary testing can be either dedicated to the OU or shared with other departments, such as the ED. The most efficient is a dedicated set of laboratory and imaging departments. However, this may not always be financially feasible. If such services are shared, the OU should at least have dedicated time slots throughout a 24-hour period based on the forecasted data analysis.
Patients can be referred to OU from the ED or directly from a physicians office. Efficient ED assessment to route to the OU requires education in the ED for such transfer to higher level of service.
Medical Necessity Review and Disease Specific Issues
Acceptable OU criteria should be created and implemented. (See Chapter 82 Clinical Protocols.)
Assessment should be made by the OU physician to verify criteria are met. Either internal criteria can be developed or external criteria such as InterQual or Milliman & Robertson guidelines can be used.
Case managers placed in the ED 24/7 can lend assistance to the physician to ensure appropriate patient status. In the initial stages of establishing a new OU, the unit can focus on standard medical conditions that have been deemed appropriate for OU such as chest pain, heart failure, asthma, GI bleed, syncope, dehydration, some infections, etc.
As the unit establishes itself and maintains efficiencies and improved clinical outcomes, more complex conditions should be considered.
Clear placement (inclusion/exclusion) criteria, protocols, and clinical pathways are an
The Business of Observation Medicine
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important piece of an efficient OU. Criteria
can be based on national guidelines or
developed locally per diagnostic condition.
Pre-printed orders assist with facilitating
timely assessments and interventions. (See
Chapters 89–96.) Because the OU focuses on
patients needing 24–48 hours of care, all
actions in the OU mu st be considere d time-
sensitive.
Maximal reimbursement, especially for
Medicare patients, requires pristine
documentation of care, often on an hourly
basis. A physician order necessitates
documentation of the continuation of care.
The OU should have a relatively
straightforward, but sufficiently detailed
documentation protocol. An electronic health
record (EHR) is ideal but not required.
Documentation provisions for outpatient
(OP) measures, coding and billing, and unit
validation requires staff education to ensure
that optimal outcomes will be attained.
Upfront Case Management (CM) and
Discharge Planning techniques should be
instituted upon first patient contact rather
than midstream or at the back end. Significant
time is lost if waiting until the patients care
course is hours into the process to only
discover the patient status is incorrect
according to criteria. This back-end CM
process can be costly for the patient,
physician, and the hospital. A well-defined
coordinated care model will reduce risk.
Operational Oversight
Once a functional and efficient structural design has been developed and implemented, continued operational oversight of the processes is necessary to align strategic goals with outcomes. Ongoing data analysis of outcomes and costs of operation, near real time measures if possible, is important to identify trends and make any adjustments to the OU operation.
Monitor clinical outcomes related to the
diagnostic mix of the OU. Include measures
involved in any pay for performance activities
or accreditation parameters.
Patient satisfaction is one component of
outcomes that is being measured by Medicare
and health plans. Although not directly related
to quality of care, it is a key measure in many
pay-for-performance programs and also impacts public relations for the facility.
Financial outcomes and fixed and variable costs of operation, patient volume, and trends in utilization should be assessed periodically.
Coding oversight is essential for maximal reimbursements. Adherence to payer requirements and correction of any missteps must be implemented expeditiously.
Quality Improvement initiatives should be aligned within the OU. (See Chapter 9 Me trics and Performance.)
The financial analysis should be used to optimize contractual reimbursements for capitated and noncapitated clients based on actuarial forecasting when possible.
Future Trends
Two major emerging trends occurring in the United States will alter reimbursements for pro­viders. The first is value-based purchasing (VBP). Medicare reimbursement has previously rewarded the quantity of health care services provided but is quickly moving toward a patient-centric value proposition that will reward providers for deliver­ing high quality efficient care.
13
As of October 2012 (FY2013), the VBP payment methodology focuses on hospitals through the Medicare Inpa­tient Prospective Payment System. Facilities can earn backthe payment reductions through meeting targets for selected conditions and prede­termined performance measures. If this program shows promise, it is likely that other payers will begin to pay for value. A well-designed OU should be integrated into the process improve­ment objectives to assist in meeting these goals.
The second shift is the development of
Accountable Care Organizat ions (ACO).
14
An ACO integrates physicians, facilities, and other health care providers with the intent of providing high quality collaboratively efficient care. ACO participants will share in any resultant cost savings. The positive impact of an OU in an ACO is the reduction in unnecessary admissions, reduced LOS, decreased readmission rate, and reduced subsequent ED visits.
15
Thus, an OU is poised to play an important role within the evol­ving ACO concept. A dedicated outpatient OU by design is meeting the needs of placing patients in a low-rent district. (See Chapter 20 Accountability Care Organizations.)
Sandra Sieck
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Conclusion
While the future of the health care reimburse­ment system may be difficult to predict, the OU appears to be here to stay. The OU alig ns with the ever-increasing need to develop more efficient strategies to deliver the best individualized care
in the right care setting to attain optimal out­comes. As the shift to outpatient care and services marches on, the use of the OU will continue to increase. A facility that fails to adjust its treatment design to meet these needs will be competitively disadvantaged in the health care marketplace.
References
1. Committee on Quality of Health Care in America, Institute of Medicine, Crossing the Quality Chasm: A New Health System for the 21st Century. Consensus Report, March 1, 2001.
2. Graff LG, Dallara J, Ross MA, et al. Impact on the care of the emergency department chest pain patient from the chest pain evaluation registry (CHEPER) study. Am J Cardiol 1997;80: 563–568.
3. Graff L, Zun LS, Leikin J, et al. Emergency department observation beds improve patient care: Society for Academic Emergency Medicine debate.
Ann Emerg Med
1992;21:967–975.
4. Graff L, Prete M, Werdmann M, et al. Improved outcomes with implementation of emergency department observation units within a multihospital network.
J Qual Improv
2000;26:421–427.
5. Mace SE. Asthma therapy in the observation unit. Emerg
Med Clin North Am
2001;19:169–185.
6. Ng CW, Lim GH, McMaster F, et al. Patient satisfaction in an observation unit: the Consumer Assessment of Health Providers and Systems Hospital Survey Emerg Med J 2009 Aug;26(8):586–589.
7. Peacock WF. Management of acute decompensated heart failure in the emergency department. J Am Coll Cardiol 2003;3:336A.
8. Baugh CW, Venkatesh AK, Bohan JS. Emergency department observation units: A clinical and financial benefit for hospitals. Health Care Management Review 2011; Jan–Mar;36:26–37.
9. Venkatesh A. ED Observation units lower health care costs. Emergency Medicine ResidentsAssociation. www.emra.org/emra_ articles.aspx?id=42328 (Accessed March 7, 2010).
10. Forberg JL, Henriksen LS, Edenbrandt L, et al. Direct
hospital costs of chest pain patients attending the emergency department: a retrospective study. BMC Emerg Med 2006;6:6.
11. Goodacre S, Morris F, Arnold J, et al. Is a chest pain observation unit likely to be cost saving in a British hospital? Emerg Med J 2001 Jan; 18(1):11–4.
12. Sieck S. Cost-effectiveness of chest pain units. Cardiol Clin 2005; 23(4): 589–599, ix.
13. Department of Health and Human Services, Centers for Medicare and Medicaid Services, 42 CFR Parts 422 and 480, Medicare Program: Hospital Inpatient Value-Based Purchasing Program. Federal Register/Vol.76, No. 88/Friday, May 6, 2001/ Rules and Regulations.
14. www.cms.gov/ACO/ (Accessed February 4, 2016).
15. Suri P. The role of observation units in Accountable Care Organizations. Emergency Physicians Monthly July 27,
2011.
The Business of Observation Medicine
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Subpart VIA
Chapter
71
International – Africa
South Africa
Heather Tuffin, MD, MBChB (UCT), DipPEC (CMSA) LAWallis, MBChB (Edin), MD (Edin), FRCS (A&E) (Edin), DIMCRCS (Edin), Dip Sport Med (Glasgow), FCEM (London), FCEM (SA), FIFEM
Emergency Medicine in South Africa
Emergency medicine is still in its infancy in South Africa. The specialty having been first recognized in 2003, there are now 108 registered specialists: just more than 1 for each million of the approxi­mately 55 million people living in South Africa. There are four emergency medicine training pro­grams in the country, the oldest a mere 13 years old at the time of this writing (2016). At the National Department of Health, hospital emergency medi­cine has yet to find a champion and accordingly is underprioritized.
There are about 150 private hospitals in South Africa that have emergency centers (ECs), very few of which have dedicated observation wards. In the public sector, there are approximately 300 hospitals, only about 100 of which justify having a dedicated observation ward. The remainder are small, district-level hospitals in which the ECs are manned by family practitioners who also run the inpatient areas, and where EC load would not justify the ring-fencing of space and resources for a separate stream of patients.
At the time of this writing it is for the most part only the ECs in regional and central hospitals (larger hospitals attracting more complex patients from larger regions) that have their own observa­tion wards under the jurisdiction of emergency medicine specialists. This is a small pool of hos­pitals. However, there is room for expansion. As emergency medicine becomes better accepted as a specialty in its own right, more specialists are registered, and emergency patient loads con­tinue to rise, there will be both need and oppor­tunity for each EC to be manned by emergency medicine specialists who will also run their own observation units.
While it is understood that observation medi­cine is not the exclusive realm of emergency medicine, with the exception of some isolated
cases, emergency medicine is the only group in South Africa who are currently making forays into this aspect of medicine.
Emergency Center Observation Wards
Following what seems to be a worldwide trend, South African hospitals have been experiencing ever-increasing EC presentation and hospital admission rates over the past few years. With no concomitant rise in inpatient bed numbers, emer­gency center observation wards (ECOW s) have come under the spotlight, both as a potential answer to the increasing admission rates and because those in existence have quickly lost their core functionality secondary to housing patients waiting for admission to inpatient beds. As part of a strategy to decrease EC and hospital overcrowd­ing, ECOWs, properly utilized, house subgroups of patients fitting specific clinical criteria who need treatment for longer periods than normal for the EC, but who are dee med likely to stay for less than 24 hours. This frees up an EC space for receiving an inco ming emergency or an inpatient ward bed for accepting a patient with more com­plex pathology, and thus an anticipated longer length of stay. At the same time the patient remains under the care of the people best equipped to give that care, who routinely review patients on a far more frequent basis than the traditional daily inpatient ward review, thus allowing for the high turnover that is necessary to maintain this stream.
In 2010 the Provincial Department of Health in the Western Cape published a standard operating procedure (SOP) covering the functions of ECOWs in Western Cape public hospitals (Appen­dix 1).
1
The Emergency Medicine Society of South Africa (EMSSA) has endorsed this document as a best practice for all EC observation wards.
2
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As delineated by the SOP, appropriate admis­sions to the ECOW include patients requiring evaluation of high-risk chief complaints or short-term therapy of an emergency condition with:
limited need for intense medical services
pathology involving only one system
clinical conditions appropriate for observation
limited severity of illness, anticipation of
discharge home within time limits (24 hours
or less)
Categories of appropriate patients for admission include:
Patients requiring diagnostic evaluation, for
example, patients with chest pain, but a low
probability of myocardial infarction
Patients requiring short-term therapy, for
example, asthmatic patients, patients with
dehydration
Patients requiring psychosocial needs to be
met, for example, patients with acute alcohol
withdrawal. These needs are met in
conjunction with appropriate support
services.
All patients admitted to the ECOW remain the responsibility of the EC staff. Clear, focused, patient care goals must be set upon admission and reviewed at least q 12 hours. A time limit should be monitored and strictly enforced in order to ensure that patients are either discharged or admitt ed to the appropriate inpatient team within a maximum of 48 hours.
As well as delineating who should be admitted to the ECOW, the SOP equally importantly delin­eates who should not be accommodated:
Patients referred to, or admitted to, an in­patient speciality
Psychiatric patients at any point of their admission
Patients for planned surgery
Postoperative patients
Patients admitted from out-patient clinics, awaiting an in-patient bed
Unfortunately, the reality is that ECOWs rarely reflect the stipulated delineations, with anecdotal evidence highlighting up to 70% of staffed spaces taken up by psychiatric patients or patients waiting for admission, and ECOWs running at well over 100% capacity. We have no information about the use of ECOWs in other provinces, but it is reasonable to infer that a similar picture is likely elsewhere in the country.
The Way Ahead
While the situation is presently less than ideal, with an increased focus on improving the flow of patients, as well as the rise of emergency medi­cine as a specialty, the future of ECOWs looks reasonably optimistic. With good guiding docu­ments available and a growing cadre of specialists to implement positive changes and maintain con­trol of the governing parameters, observational medicine promises to move into its own in South Africa in the foreseeable future.
References
1. Emergency Centre Observation Wards. Cape Town: Western Cape Department of Health; 2010.
2. Emergency Centre Observation Wards. Pretoria: EMSSA; 2010.
Heather Tuffin and LA Wallis
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Appendix 1: Emergency Center Observation Wards
Introduction
Every Western Cape Department of Health hos­pital with an EC is to have a dedicated observation ward adjacent to the EC. The aim of the observa­tion ward is to improve the quality of care for patients through extended evaluation and treat­ment, while reducing inappropriate admissions. The ward should have:
dedicated observation beds (number to be determined by annual patient census in EC, at a rate of 2.5–5 beds per 10,000 attendees)
dedicated nursing staffing (on rotation through the ward from the EC)
dedicated ablution facilities
dedicated support staff
This SOP DOES NOT apply to rural District level hospitals: the guidance in here may be something for these facilities to work towards, but is not currently achievable. A similar service, how­ever, should be provided within existing bed configurations.
The aim of the SOP is to define the process for
the observation ward.
Management Procedures
The EC Clinical Lead is to institute clearly defined written policies and procedures for the manage­ment of the observation ward and patients admit­ted therein. The absolute criteria for admission to the Observation Ward will vary according to local need, but the contents of this SOP should guide these decisions. All decisions are to be in line with the Western Cape Package of Care for Emergency Medicine. The following are key management principles:
patients are the responsibility of the EC medical staff
only EC doctors are allow ed to admit to Observation Ward beds
clearly identified patient care goals must be in place
patients may require:
: evaluation of high-risk chief complaints : short-term therapy of an emergency
condition
: psychosocial needs meeting (in
conjunction with appropriate support services)
patients should have:
: limited need for intense medical services : clinical conditions appropriate for
observation
: limited severity of illness, anticipation of
discharge home within time limits
the period of observation should be for a maximum of 48 hours (unless in exceptional circumstances): at that time, discharge or admission to the appropriate in-patient team is required
the period of observation should have a focused goal
In deciding on admission criteria, consider that:
Some patients require evaluation of specific chief complaints that may be indicative of conditions with high mortality or morbidity (e.g., the patient with chest pain and a low probability of myocardial infarction; the patient with right lower quadrant abdominal pain and low probability of appendicitis). It may not be necessary to admit such a patient to a formal ward bed, but discharge after initial examination places the patient at risk of an adverse event. Such patients are best served by an overnight Observation Ward bed admission.
Many patients with emergency conditions such as asthma or dehydra tion have not improved enough after the first few hours to be discharged, but are very likely to improve enough for discharge after a few hours of therapy.
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