GROWING YOUR HOSPITAL BUSINESS IN AFRICA – DEVELOPING AN EFFICIENT AND EFFECTIVE OPERATIONAL SYSTEM – PART TWO


Hamza Asumah, MD

The Hospital operations that power care delivery are central to effective, long-term healthcare transformation. Operations include the administrative, financial, legal, and clinical activities that keep health systems running and patients cared for. With operations being so important to care delivery, forward-thinking organizations are constantly striving to improve their operational outcomes.

I must emphasize that you do not need elaborate systems and software to track and simplify your operations in order to become more successful and efficient. Skills in applications such as Microsoft Excel may be quite useful in establishing automated processes to simplify your operations.

We’ll look at how the various tools should appear, and I believe you’ll be able to design and implement these with your team. This has been a great source of profit for firms that we (Halo Medical Services) have helped create and implement.

Photo by ST engineering

The purpose of these metrics is to offer you with real-time situational awareness of your hospital, allowing you to provide a superior patient experience and assure return customers.

ADMINISTRATIVE

Balanced Scorecard 

The success of your hospital depends on building a comprehensive picture of what is expected in your hospital’s growth path. Create financial, customer, and internal process goals, as well as learning and growth objectives. To construct the correct balanced scorecard for your hospital to monitor progress, you need advice as well as a more extensive skill set.

Time off

Your ability to track absenteeism and its impact on overall productivity will put you in a proactive position to predict prospective losses and plan for them when developing your annual budget.

Annual Leave Tracker

As a Doctorpreneur, I’m sure you’re aware that the expense of annual leaves must be factored into your annual budget. If you do not do this, I am worried you do not have a good grasp on your company’s finances. Effectively measuring these is thus an essential aspect of your plan since it guarantees that you are not wasting more productive time than you budgeted.

Employee Timesheet Tracker

Time is an essential component of building and sustaining a business at all levels. Unfortunately, tardiness is ingrained in African culture, and we have failed to recognize the importance of time for far too long. The sooner you begin investigating the true value of time as a firm in Africa, the greater your prospects of achieving an early competitive edge.

Inventory Management System

A solid inventory tracking system at the hospital is critical to ensuring that you do not run out of essential products needed to properly manage your hospital and offer essential services on schedule. This also prevents money from being lost due to expired things such as consumables, medications, and so on. This requires an experienced individual to design and implement appropriately.

Photo by Mckinsey

FINANCIAL

Daily Revenue Tracker
Every hospital should do this as a baseline financial necessity. This is not restricted to cash. Insurance returns for the day must also be effectively tracked. Measuring these in isolation is not beneficial. You must be able to create tools that present a “narrative” and inform strategy.

Monthly financial tracking versus budgeted goals
I’m assuming you’ve set daily, monthly, and annual goals for your hospital business. If you haven’t, you’re going around aimlessly. Measuring your actual monthly income versus the target allows you to objectively determine whether or not your business is growing.

Revenue Tracking by Department – Outpatient, Inpatient, Imaging, Operating Rooms, and Emergency Rooms, Pharmacy
This is critical in ensuring that all departments are performing optimally and delivering the revenue that they were supposed to generate. If these are not checked by departments, you will undoubtedly lose out on the excellent potential to increase income.

Monthly Expense Report – Consumables, utilities, drugs, facility management, equipment repair and maintenance vs. budgeted
If your costs are out of line with your budget, you’ll be in trouble sooner than you realize. It is much more devastating if they are not measured within these parameters.

End-of-Day Financial Reconciliations
Most hospitals use various payment mechanisms, and your ability to avoid revenue leakage is your best hope for profitability. A lot of hospital businesses in Africa are losing insane amounts of money because there is no efficient end-of-day mechanism that connects all of these income streams. You must have the correct person, either inside or outside, to assist you in developing an excellent end-of-day tool.

CLINICAL

Daily Patients Count
Do you see more, the same, or less patients? What interventions can you put in place to boost the number of clients and revenue? There are several questions that, if answered correctly, can greatly benefit your business. Again, you want to be proactive, not reactive, in these procedures.

Daily New Patients Count
This provides the same information and value as the previous option. An increase in new patients combined with the correct patient retention techniques will undoubtedly propel your organization to the development phase you seek.

Referral Tracking 

Every hospital has to know how many patients are referred out and how many are referred in. This helps to shape strategy and future growth. If you can discover which specialty receives the most referrals, you may focus on developing that speciality even further in order to provide the greatest treatment for all of these referrals and maximize income. Similarly, if you observe where you frequently refer out, you may put in place the necessary people and operational resources to better position yourself to deliver these services and reduce referrals out

Daily monitoring of OP cases, both major and minor

This will put all of your financials from the OP into context, especially when it comes to equipment improvements.

Number of admissions per day
The faster you can turn a bed, the more money you’ll make every day and the better your prospects of being incredibly successful and increasing.

Photo by smart Hospitals

The key to success in employing all of these tools is consistency in tracking and discussing these KPIs with your team to allow for strategy building, as well as ensuring that these diverse operational departments communicate well.

Finding the correct team members (internally) or externally (Consulting Firm) to create, execute, monitor, and teach everyone on the HOW and WHY of the aforementioned KPIs and how to formulate strategy is critical to success.

Innovation in health care technology drives industry trends, necessitating the development and adaption of current health care systems, protocols, legislation, and strategies. Health care operations management is a dynamic field that evolves in response to changes in patient and industry expectations.

If you require support in developing and implementing these technologies for your African hospital, Halo Medical Services can help you every step of the way.
Contact us at halomedicalservices@gmail.com.

If you’ve had any success with any of these operational tools, please share your thoughts and experiences in the comments area below.


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