Page 45 - 2020 Risk Reduction Series Effective Systems_Part 1_Flipbook

SVMIC Risk Reduction Series: Effective Systems

Huddles

Physicians don’t typically think of a
huddle as part of an effective patient-

safety system. Granted, there is not a
defined protocol or policy for conducting

a huddle, but the huddle can be a system
or method of preparing for the day and

offers a valuable opportunity to head off
near-misses.

Morning huddles offer an exceptional method for preparing
for the day by identifying staffing issues and identifying

needed tests, screenings, and recent healthcare visits that may
have resulted in a change in the patient’s history, condition,

medications, etc. Not only do they provide an opportunity to
plan for the patients already slotted in the schedule, they can

Follow-Up Appointments also identify gaps in the schedule that would allow for work-ins.

As the previous case illustrates, all patients in need of a return Many practices have also added an afternoon sweep to the daily
office visit (even those asked to follow-up after hospitalization) routine. Every afternoon, ideally an hour prior to the last patient,

should be scheduled before leaving the office/hospital and have a brief huddle to review the next day’s appointments. Look
given a reminder card complete with date and time, along for gaps in the schedule, and contact patients before the office

with any additional instructions. If the patient leaves the office/ closes to fill those slots.
hospital without scheduling a follow-up office visit and ongoing

treatment is needed, efforts should be made to reach the patient A brief, daily meeting between team members, i.e., a “huddle”,
and schedule the appointment. Documentation of these efforts has been advocated by the Institute for Healthcare Improvement

should be recorded in the patient’s medical record. as a tool to enhance communication, teamwork, efficiency, and
patient safety. Huddles go a long way in developing a team with

In addition, it is important to make sure that the staff documents the unified goal of serving patients both safely and efficiently.
all attempts to provide appropriate scheduling for both new and They likewise provide an opportunity for the front-line and
follow-up patients. When an unavoidable delay occurs, offering clinical staff to get on the same page without waiting for more

to place the patient on a wait list in case of a canceled time slot formal and infrequent staff meetings.

may be appropriate.

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