k o o b y a l p s lu
p E k N The
PlayBOOK
28
Welcome to the NKEplus Playbook! This Playbook provides a step-by-step process for implementing NKEplus. It is designed for those who are doing the actual NKEplus implementation (project manager, local improvement advisor, unit manager, etc.). Created by nurses and other frontline staff, NKEplus is designed to support focused time at the bedside during shift change and get nurses off to a strong, safe start with their patients. It includes a set of tested ideas to support smooth, warm hand-offs by minimizing unnecessary interruptions during shift changes. This allows nurses to focus on exchanging information and really getting to know patients and their needs for the coming shift. The Playbook follows a simple 5-step process, supported by examples of ideas that worked from other units that you might try or improve upon. Throughout the Playbook, you’ll also find reference to tools we have designed to help you engage the frontline staff and roll out NKEplus. These tools are marked with a symbol, and more information about how to use them can be found in the NKEplus Toolkit that follows this section. Before you start, we suggest you read through the entire Playbook to understand the entire process. Then use this Playbook as your reference guide along the way as you roll out NKEplus. Have fun, and good luck! INTRO 29
Getting started Establish your nkeplus team
The first thing to do is to assemble a team of motivated people and give them the challenge of creating system-level change, the permission to do it, and the resources they will need to get going. Here’s the team you will need and the roles that they can play.
30 Getting started
Hospital Champions: CNO, COO, Dept Directors, Union Leaders Overall role: vision, allocate hospital resources, support
Nurse Managers/ ANMs/ Asst. Dept. Director: Unit-level leadership who have HR and budget responsibilities Overall role: allocate unit level resources, address road blocks, monitor and communicate metrics
Improvement Advisors/ Project Managers: 1-2 people trained to manage, facilitate, measure and troubleshoot projects across multiple units Overall role: support cross-unit collaboration and learning, address common issues, support units with facilitation and tools
Unit/Dept. based teams: A team on an individual hospital unit consisting of front-line staff and unit-level leadership who support the implementation on their unit Overall role: represent staff voice, make decisions on unit customization, serve as implementation champions Staff clinicians/ implementers Overall role: understand purpose of initiative, actively participate, provide feedback, share stories, offer suggestions
Getting started 31
Meet with unit management
One of the most important pieces of your NKEplus team is the unit manager. The manager is your key partner for NKEplus, and along with their assistant managers, they can provide valuable insight into what it takes to make successful changes on their unit. They also know their staff best and can help you identify staff champions to help bring NKEplus to the unit. When you are ready, set up an initial meeting with the unit manager that includes the following: • Overview of the process: Talk to them about NKEplus, the schedule ahead, and what will be involved in getting NKEplus up and running. • Find out what works: Take the time to determine what changes have worked for them in the past (or haven’t) and why. • Lay down logistics going forward: Start identifying staff champions to be part of the champions team. This could be your Performance Improvement Team or Unit Based Team as well. We recommend 2 frontline staff members per shift. 32 Getting started
Work with the manager in the first meeting to set up regular times to check-in with them going forward!
Tips & Tricks: Figuring out what works for the unit
Here are some questions you might use in speaking with managers on the unit about what has worked for them… • What changes have stuck for this department? Why? • Where is staff morale? Can they take on another change well? What can they take on? • If the unit is overwhelmed with lots of changes, what needs to happen to help “level load” the change? • Is there a unit based improvement team in place? What “stage” is the team at?
Establishing and developing NKEplus Champions
Build a team of champions by posting up fliers around the unit asking for volunteers. Reach out to those you feel would be great champions for this project. Consider approaching the union lead about staff representatives they would suggest.
• Champions need a simple but powerful way to contribute. • Spend time training them about what it means to be a champion. • Trust your champions and go to them for insight into how you can implement change efficiently. • Champions need leadership support. Meet with the leadership team on the unit to talk about how to support them. Have them role play how they would interact with difficult or resistant staff. • Try to create and protect opportunities for champions to work together, learn from, and support each other as much as possible.
Getting started 33
kick Off NkEpLUs
The playbook process Once you’ve lined up your NKEplus team and met with managers on the unit, you are ready to start the 5-step process for rolling out NKEplus on a unit. The process is designed to help you kick off NKEplus by engaging a small team of staff and managers, work with them to tailor it to their unit by trying out parts and getting feedback, and ultimately get NKEplus up and running with everyone on the unit.
34 PROCEss OVERVIEW
(6-8 weeks before Go-live) 1. Engage a small team about NKEplus. 2. Immerse them in the issues. 3. decide on an approach for trying NKEplus.
pLAN THE rOLL-OUT
Try THiNGs OUT
fULL rOLL-OUT
EvALUATE & sUsTAiN
(5 (5 weeks weeks before before Go-live) Go-live)
(3-4 weeks before Go-live)
(Final week before Go-live)
(After Go-live)
1. decide on NKEplus specifics (small team).
1. Inform the unit about trials (small team).
1. staff training
2. Plan out the test (small team).
2. Try out small tests of change of NKEplus (small team).
1. Measure how the unit is doing using NKEplus Tracker.
3. Establish baseline metrics.
2. Encourage ongoing manager presence.
3. Go-live!
3. Have regular unit check-ins. 4. Celebrate successes. go-live
3. Get feedback on tests of change & make adjustments (small team).
2. Get managers to commit to see it in action.
35
Roles throughout the process
Each member of the NKEplus support team plays a vital part in collaborating to implement and sustain NKEplus successfully. Share this overview with others so they know what to expect in terms of how they can support NKEplus throughout its roll-out. Kickoff Hospital Champions: CNO, COO, Dept Directors, Union Leaders
• Set overall vision and talk about project at leadership meetings, vocalize and show support.
role: vision, allocate hospital resources, support
• Allocate resources and set expectations w/ direct reports.
Nurse Managers/ ANMs/ Asst Dept. Director: Unit level leadership who have HR and budget responsibilities
• Begin to identify project champions.
role: allocate unit level resources, address road blocks, monitor and communicate metrics
Improvement Advisors/ Project Managers: 1-2 people trained to manage, facilitate, measure and trouble shoot projects across multiple units
role: support cross unit collaboration, learning, support unit with facilitation and tools, addressing common issues
Plan • Check in with managers and IAs.
Try Out • Visit the test, show support.
• Participate in celebrations.
Sustain • Round on unit 1x/month during roll out. • Celebrate milestones.
• “Drop in” on champions, or at kick-offs. Show support.
• Work with IA/PM to plan roll-out process.
• Establish mechanisms for communications with staff (huddles, daily messaging, etc.).
• Facilitate and enable UBTs/PI teams to conduct small tests of change.
• Celebrate the Go-live. • Spread optimism about the change. Support staff as needed with the transition.
• Start talking about NKEplus with staff at staff meetings.
• Understand how NKEplus implementation is going on the ground level. • Work with staff to make adjustments.
• Understand staff’s current frustrations around shift change. • Coordinate and communicate expectations w/ entire NKEplus team. • Facilitate initial unit level kickoff, and guide teams through engagement process.
• Work with UBT/PI teams to • Guide unit in small tests of • Plan and participate in develop PI plan/project plan as change. Go-live and celebrations. appropriate. • Coordinate with leadership to • Guide UBT/PI teams to figure show support. out how to customize and test NKEplus.
• Provide guidance and tools for implementing and sustaining change. • Check in with unit weekly.
• Work with UBT/PI teams to establish baseline metrics.
Unit/Dept. based teams: A team on an individual hospital unit consisting of front-line staff and unit-level leadership who support the implementation on their unit
• Immerse selves in issues that impact shift change.
role: represent staff voice, make decisions on customization, serve as implementation champions
• Share learnings with others.
• Learn from other units that have gone live.
• Work with managers and PI/IAs to make key decisions regarding NKEplus customization and rollout. • Establish baseline metrics.
• Post communication materials. • Celebrate the Go-live. • Work with managers and PM Share stories. to make adjustments and • Keep eyes out for adjustments sustain NKEplus. • Conduct small tests of change. that may be necessary. • Get feedback from staff • Get feedback from staff • Share stories. regarding sustaining NKEplus; regarding test of change. represent their voice.
Staff clinicians/ implementers
• Try out ideas over and over.
role: understand purpose of initiative, actively participate, provide feedback, share stories, offer suggestions
• Provide feedback to champions and managers.
36 process roles
Full roll-out
• Share stories.
• Embrace the change with an • Continue to provide feedback open mind. Provide feedback to champions and managers regarding implementation to to make adjustments as champions and managers. necessary. • Share stories.
Overview of the Process:
f f o g n i Kick s u l p E K N )
fore Go-Live
be (6-8 weeks
What’s invo
lved in this
section?
Here the goal is to work wit h a small team managers, en of staff and gage them in the reasons w important to th hy NKEplus is em, and help them make de they want to b cisions on how ring NKEplus to their own e this section: nvironment. In 1. Engag e a small team 2. Immers e them in the issues 3. Decide on an approac h for trying NK Eplus
37
Proactive preparation The last hourly round and pre-shift assignments help the unit prepare
1. Engaging a small team
for the coming shift.
Get a small team familiar with NKEplus
Nurse Role Supporting Staff Roles
The first part of kicking off NKEplus involves getting a small team together (managers + staff champions) and familiarizing them with the goals and details of NKEplus. By giving them the opportunity to familiarize themselves with NKEplus and see how the issues are relevant to them, they will be able to effectively spread excitement about it internally and come to decisions about how they want to approach rolling it out on their unit. Begin by helping them understand background, context and what’s to come. Share with them the goals of NKEplus and refer them back to the overview of NKEplus in the introductory section if necessary.
*
Last Hourly Round
Pre-shift Assignments During End of shift
* Custom fits:
Units are able to
customize these parts of NKEplus based on the unit’s unique needs and dynamics.
38 Kick-off
Patient engagement & safety The three in-room components support interaction between
Throughout this playbook, look for this symbol to indicate tools that are available to help you with each part of the process. More details about each tool can be found in the NKEplus Toolkit.
the nurse and patient while emphasizing safety and strong communication.
In-Room Nurse-Patient Engagement RN invites patient to participate in exchange of information.
* In-Room SBAR
* In-Room Safety Check
Careboard with Shift Goals & Teachback Coordinated roles
*
The unit works together
Unit Support
to minimize interruptions to nurses and help them to get off to a strong
During handoff
start.
Tool(s)that are available to you
• Roll-out schedule poster • NKEplus Think-tank poster • NKEplus goals poster • NKEplus overview poster kick-off 39
2. Immersing the small team talK With each other
The small team can start by sharing their thoughts and concerns around shift-change. What are the issues? What’s working? What’s frustrating?
tool(s) that are available to you
• Interview Guide
40 KICK-OFF
ideas that WorKed:
firsT HAND rEsEArcH
Rather than telling the staff about the experiences of others, having them do research is a way for them to discover the issues for themselves and in a way that is relevant to them. Try having RNs: • Talk to RNs from other units that have gone live with NKEplus already. • do some internet research on the pros and cons of bedside reporting (internet search “bedside reporting”). • Talk with their peers on their unit about the prospect of doing bedside reporting. • Talk with their patients about whether they’d like the ability to listen in and be included in the information that’s being exchanged at shift change. also try having managers talk with fellow managers.
Poster boards are a great way for members of the small team to share their learnings with others and get conversations going!!!
KICK-OFF 41
see it oN the uNit
seeing things in context can help the team better understand the current situation on their unit. How are the issues around shift change impacting the staff and patients on the unit?
42 KICK-OFF
ideas that WorKed:
DiAGNOsTic WALk-THrOUGH Many of the issues that impact a smooth shift change are things that your frontline staff might be so used to that it might be hard for them to tell you about them. so, go see for yourselves through fresh eyes! (and take pictures!)
results of oNe WalK-through: Nurses giving reports mostly in hallways, and therefore lots of “walk-by” interruptions.
• What are examples of good things that are helpful? • What’s slowing people down? • What’s the current status quo on how shift change happens? • supplies and equipment missing? Or not in good working order? after the walk-through, have everyone share stories about what they saw and identify priorities to be addressed.
tool(s) that are available to you
• Walk-through guide
KICK-OFF 43
Get together, share what you learned!
Now that the small team has spent the time observing patients and peers and talked to them about shift change, get the team together and have them spend time sharing these stories with each other. Give stories provocative titles and use pictures to inspire productive responses and share what you saw. Consider using the following questions to guide the group: • What did we learn? • What’s working and what is not? • What are some big issues we need to address?
44 Kick-off
Address other issues
“What if there are certain issues we found in the kick-off that are not specifically addressed by NKEplus that the staff feel are important to address?” Consider addressing a few quick wins at this point to gain buy-in and reduce existing interruptions and frustrations!
Ideas that worked:
Diagnostic Workshop If after a walk-through, the team has identified a number of issues that need addressing, work with the team to highlight priorities and brainstorm solutions. Issues may be as simple as “we need more carts for delivering water to patients”, or how to minimize the impact of admits coming on to the unit during shift change (see the admit line idea). Make prototypes now! While issues are fresh in people’s minds, work together to create simple prototypes to address the issues that really impact the staff!
Results of one Workshop: PCT Planning Sheets Sheets passed around amongst RNs at the beginning of the shift to note what they anticipate needing help with (initiated by the UA). • PCTs use sheet to plan out their activities for the shift. • Includes unit level hour-by-hour needs (i.e., cover call lights and get patients up in the morning) Admit Line A single phone line dedicated for all admits to the unit. The phone is always held by the Charge RN or ANM who can then direct calls based on their current knowledge about RNs availability, buffering nurses from interruptions during shift change.
kick-off 45
3. Deciding on an approach Make decisions about how many and which parts
Have the small team discuss how each component of NKEplus will help the unit, taking into account the parts that will have the most impact versus what might be hard to do. Have the small team come to a decision about which pieces of NKEplus they want to try as small tests of change. They will plan these out more thoroughly in the next section. While the goals is to get every piece of NKEplus up and running eventually, not every unit may be ready to roll out NKEplus all at once. Trying a few discrete parts of NKEplus at a time can be a good option for many units.
46 Kick-off
Suggestions for breaking it up
If you are going to break it up, we suggest you: • Start with the supporting pieces first (Last hourly round, pre-shift assignments, unit support).
1.
• Once those are in place, try out the in-room SBAR. This can be the biggest and most significant change if the RNs are not used to bedside reporting. • Then once that’s in place, build in the rest of the in-room engagement components.
* Last Hourly Round
*
Pre-shift Assignments
2.
3.
Unit Support
*
In-Room SBAR
*
In-Room Safety Check
Careboard with Shift Goals & Teachback
kick-off 47
48 Kick-off
Overview of the Process:
r o f g n Planni s u l p E NK fore (5 weeks be
Go-Live)
What’s invo
lved in th
is section? Now that you have worked with the small them in the is su te unit first-hand es and see how the issues am to engage , work with th e small team impact the changes. In th to plan out th is section: e 1. Decide on the specifi cs of NKEplus 2. Plan o ut the test cyc le 3. Capture baseline metr ics
1. Deciding on the speciďŹ cs tailor the NKePlus comPoNeNts to the uNit
sit down with the team. Work with them to surface how they feel the details of each of the NKEplus components they are planning to try as a small tests of change should be handled. Use the following pages as reference to help make decisions and provide tips for how to try each of the components. you may also find inspiration from examples of what other units have done. This is where the unit gets to make NKEplus their own!
50 PlaN
Ideas that worked:
Tools to support the specifics As this unit tailored NKEplus to fit their unit, they created tools to support some of the things they decided to do. What tools might you need to support ways you are doing NKEplus on your unit?
NKEplus Nurse Role
*
* In-Room
Ready room cards
Pre-shift Assignments During End of shift
*
SBAR
Last Hourly Round
Standard signage Signage can be inconsistent and difficult to find, so this unit created five standard signs in every room for their safety check (ensure signage is up to date and have a conversation with the patient about it).
In-Room Nurse-Patient Engagement RN invites patient to participate in exchange of information.
Supporting Staff Roles
*
* In-Room Safety Check
Careboard with Shift Goals & Teachback
Unit Support
During handoff
Custom fits: Units are able to customize these parts of NKEplus based on the unit’s unique needs and dynamics.
Learn more about how to try out each part of NKEplus and adjust it to fit your unit on the following pages.
Part of unit support, one unit used these cards to ensure and communicate a room is completely “ready” for a new patient. Unit assistants check to make sure rooms are both cleaned and have the necessary equipment (IV pump and pole, SCD pumps, suction, etc.) before admits arrive.
Plan 51
The Last Hourly Round Address patient needs during final hour to help minimize disruptions later on during shift change.
Goal:
Tips for trying it:
1. List out what all staff are currently doing one hour before shift change (UAs, PCTs/CNAs, RNs, resource RNs, Charge RNs, ANMs, Mgrs). 2. Work with team to outline how the unit wants to distribute responsibilities with an emphasis on: • Enabling appropriate staff to check in and take care of 4Ps (pain, potty, positioning, personal items).
Custom Fit: What’s the best way for your unit to coordinate roles at the end of shift to proactively address patient needs? How one unit did it: • PCTs/CNAs round for potty, positioning, and personal items. Distributes hot towels. • RNs round for pain, checks on IV supplies.
• Enabling appropriate staff to prepare/distribute hot towels and water (likely PCTs/CNAs); ensure you have necessary towels, carts, etc. • Enabling RNs to close out their shift and proactively set nurses up on next shift (making sure 2 hour supply of IV, etc.). • Making sure equipment (computers, scanners, etc.) needed during shift change is charged and “ready”. 3. Use workflow cards and role-coordination worksheets to clarify roles and communicate them clearly to staff prior to getting this up and running. 4. Find opportunities to role play working with patients to proactively anticipate their needs (i.e., not just “do you need anything”…more like “Shift change is coming. Can we take you to bathroom now before we begin giving reports?”). Tool(s) that are available to you
• Role Coordination Worksheet • Workflow cards 52 Plan
Pre-shift assignments Off-going Charge nurse works with unit clerk to get assignments clearly posted in a timely fashion prior to shift change.
Goal:
Ideas that worked:
Tips for trying it:
1. Off-going Charge RN gets draft staffing list from staffing office as early as possible (we’ve seen this happen 4 hours in advance). 2. Get finalized staffing list as early as possible (we’ve seen this happen an hour before shift change). 3. Off-going Charge RN makes assignments, striving for 1:1 hand-offs when possible. 4. Work with the unit clerk to post assignments as early as possible (keeping in mind that some nurses come in early to prepare).
Previous shift-assignment board One unit got a second small whiteboard to display assignments from the off-going shift next to new assignments. This allows oncoming RNs to know who previously had their patients so they don’t have to rely on the off-going nurse finding them in order to begin reports.
Plan 53
UNIT support Create clear, well-coordinated roles to effectively address common issues that tend to disrupt nurses in their hand-off and take them out of patient rooms.
Goal:
Common issues can include: admissions, phone calls, call-lights from patients.
Custom Fit: How do you want to coordinate support roles to enable RNs to focus on bedside reporting during the hand-off? How one unit did it: • Charge/ANM Admit line • PCT covers call lights while passing out fresh water. • UA rounds for equipment, readies rooms for admits.
Tips for trying it:
1. List out what everyone on the unit is currently doing during shift change (including unit clerks, PCTs/CNAs, RNs, resource RNs, Charge RNs, ANMs, Managers). 2. Work with team to outline how the unit wants to distribute responsibilities, with an emphasis on: • “Ground Control” - Who’s responding to call light requests, phone calls, and how is that being triaged? • “Air Traffic Control” - Who and how are admits and transfers handled to minimize impact to staff RNs during shift change? • What key things need to happen outside shift report for shift to start well (i.e., water jugs filled before med pass)? 3. Use workflow cards and role-coordination worksheets to clarify roles and communicate them clearly to staff prior to getting this up and running. 4. Use the ”UA call-triage protocol” tool to practice how to best address phone calls and call light requests during shift change.
Tool(s) that are available to you
• Role Coordination Worksheet
54 Plan
IN-ROOM sBaR Create a uniform reporting structure for delivering patient reports at the bedside that ensures all on-coming RNs have the right information to start their shift strong.
goal:
tiPs for tryiNg it:
1. Video tape reports, listing out all the components. Have staff provide input and vote on the components they feel are most important to include in an sBaR report for the unit. determine what sBaR will be for the unit based on input. 2. Role-play sBaR.
custom Fit:
3. Practice in the room with patients using Health Connect views (PER, MaR, Order history).
What does SBAR mean for your unit?
hoW oNe uNit did it: Put up a big poster and use dot-voting to come to a decision about what should be included in sBaR.
PlaN 55
IN-ROOM saFETy CHECK Increase safety by ensuring that key safety issues are addressed by two nurses together at every shift change.
goal:
tiPs for tryiNg it:
1. Pull relevant reports and analyze data to identify key safety issues the unit would like to focus on during shift change. 2. solicit input from staff on the unit regarding how they feel about these issues.
custom Fit: What kind of safety check makes sense for your unit? hoW oNe uNit did it: In addition to checking IV lines & sites and checking wound sites, one unit decided to review in-room signage with patients and make sure it is up to date. a separate cardiac unit decided to do regular groin checks.
56 PlaN
3. Jointly decide on what the safety check will be and how to work it into the flow of the report. 4. Communicate with staff and role-play as a team to practice this interaction.
CaREBOaRd GOals & TEaCHBaCK Patients understand what is happening with their care for the coming shift and are clear about specific goals and instructions.
goal:
tiPs for tryiNg it:
1. Explain to RNs and PCTs about updating the careboard at the time of Bedside Rounds. 2. allow time for RNs and PCTs to review and practice using Careboards. Train RNs to note: RN name, contact info, patient goals, upcoming procedures, important reminders. 3. Help RNs understand the importance of teachback and how to do it in a way that works for them.
Teachback Can you remind me of the goals we’re working on for you today Mr. smith? yeah, I need to walk three times and do my breathing exercises ten times an hour.
4. Use role-play to help RNs learn for themselves how to integrate updating board, reviewing with patient, and getting teachback.
ideas that WorKed: This unit created an insert for their careboards to help prompt 3 simple goals for the nurse to update during shift change. The box at the bottom also indicates when the board was last updated.
PlaN 57
2. Planning out the test cycle Now that the team is familiar with the specifics of NKEplus and how to make it fit their unit, you’ll want to help them plan out a small tests of change to help smooth the transition to implementation. The small tests of change will help the team understand how the approaches they have proposed work for the unit including what they might need to further adjust. Help them: • set Goals: what is it that they want to accomplish with NKEplus? Be specific, measurable, actionable, realistic, and time-bound. • define the current state and the future state. Make predictions about what will happen and why. • define who’s doing what, by when, and what resources will be needed.
tool(s) that are available to you
• Project Improvement planning form • Project snapshot worksheets • Workflow cards
58 PlaN
Ideas that worked:
Draw the process
Work in teams
Make planning more fun by having team members draw the process. Convey the excitement by also having them draw how it would look or feel!
When possible, have people work in pairs. Team members can provide support and help each other get through stumbling blocks.
Plan 59
3. Knowing where you started establish baseliNe metrics
you need to know the state of shift changes on the unit before you start implementing NKEplus. Use the data collection tool (part of NKEplus Tracker) to collect metrics about the unit before you start implementing changes. This will help you clearly see the effects of NKEplus after you have rolled it out. We suggest using this observation tool to collect 30 data points. • Collect over the course of one month, but ideally within one week. • Observations can be spread out between different shifts (e.g. 10 for each shift). • Each report counts as one data point (e.g., if following one nurse taking five reports in one shift, you will have five data points).
60 PlaN
tool(s) that are available to you
• NKEplus Tracker (data collection tool, period worksheets) to help you collect and enter data.
Overview of the Process:
Tryi
s u l p E K N t u o g n before (3-4 weeks
Go-Live)
What’s invo
lved in this
section?
Here the goal is to try out N KEplus as sma before full im ll tests of cha plementation. nge This will help change and a s taff ease into llow the small the team to make decisions abo adjustments a ut how to fit N nd KEplus to the have the sma unit. In this s ll team: ection, 1. Inform the unit what they want to tr 2. Try out y and why small tests of change of NK 3. Get fe Eplus edback on tes ts of change & make adjustm ents
Intro 61 61
1. Letting the unit know let PeoPle KNoW What you WaNt to try
By now, the small team has talked with their peers and patients and seen the current state of shift change, so they have a point of view on how to tailor NKEplus to the unit. Have them share what they learned with the rest of the unit and propose trying NKEplus out. Work with them to:
1. “show and tell� what they learned using the boards they created in their first-hand research (p. 41). a picture is worth a thousand words; a good story paints that picture forever. 2. Practice clearly articulating proposed tests they feel would create a positive impact on shift change. Emphasize this is just a test. 3. Practice delivering their proposal in an open way that invites input from the rest of the staff.
62 TRy
Ideas that worked:
Hallway of conversation KEEP WHAT’S IMPORTANT IN FRONT OF PEOPLE Find a place in the unit where you can put up all the input from nurses and patients that was gathered during the kick-off phase. Put up pictures and stories of things the small team observed during their diagnostic walk-around that spoke to them. Post announcements and information about what is about to be tested. Hold daily huddles here, keeping learnings in front of people so that they can be reminded of what’s being tried and why it is important to them (in their own words). Start and end huddles on a positive note and hold them regularly. Regular standing huddles are good for keeping updates and communications short and to the point...no more than 5-10min...and work well either at the beginning of shift or part way through the shift when workloads dip, but before nurses go on breaks. If mid-shift, consider having the break relief nurse cover for nurses.
try 63
2. Trying out NKEplus Try out small tests of change
Try a few things or everything. Try it for a day, or for a week. The goal here is to address concerns and issues before going live with NKEplus and to make sure what you’re trying works for the unit. When trying out a test of change, consider testing the ideas on a small scale (a few people, a few shifts, etc.) and then building up to eventually running a large scale test with the whole unit. Post announcements of the change throughout the unit so that everyone knows what’s being tried. Again, make sure people know that it is just a test and that they will be expected to provide feedback!
64 Try
“thiNgs We’re tryiNg” sheets Fill out these half-sheets and post them on the unit, or hand them out to staff directly. This sheet is a good place to write down specifically what you want people to try and can therefore be easily communicated between shifts. tools that are available to you
Test of change tools: • “Trying new things” tags • “Things we are trying” sheets
Use these tags (or ones you make yourself) to communicate in a fun, colorful way that you are trying something new on the unit.
additional NKEplus tools for use in tests: • Question Card (sBaR) NKEplus Essentials
“tryiNg NeW thiNgs” tags
• Preparing Hot Towels Card (Final hourly round) • Ua Message Pad (Unit support) • Ua Call Triage Protocol (Unit support) • Ua Checklist (Unit support) • Final Hourly Round Times flyer TRy 65
“This is the first time anyone asked me what I thought!”
3. Collecting feedback on the test Get Clear, honest, and specific feedback
While you’re trying out NKEplus, think about the best way to get clear, honest, and specific feedback. The key to understanding your test is to get specific comments about what is working and what isn’t. Responses like “I like it” are better replaced by “I like the way ____ is working, but I’m having trouble with ____”, or something similar. You may find it helpful to provide a choice between two options and ask why or simply ask people to comment on their favorite part and their least favorite part. Keep in mind that most people have opinions, but many are too shy to provide them. Think about how you can gather responses regularly and anonymously from everyone.
66 Try
Ideas that worked:
Feedback Sheets
Question of the Day
Big sheets of paper posted up in a place where staff see them regularly are a good simple way to solicit input from staff members. Giving people a few distinct scenarios to choose from makes it simple and easy for staff to respond.
A good way to get anonymous feedback from staff members is to put up a “Question of the Day” drop box. Circulate questions that you want people’s feedback on and refresh them daily.
Tool(s) that are available to you
• Question of the Day board
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68 Try
Overview of the Process:
Rolli
s u l p E K N t u o g n )
fore Go-Live
e (One week b
What’s invo
lved in this
section?
Once the sma ll team and se lected groups NKEplus out a have tried nd made nece ssary tweaks, implement NK it is time to fu Eplus with the lly entire unit. Th is 1. Staff Tr in v o lv e s : aining 2. Get ma nagers to com mit to see it in 3. Go Liv action e!
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1. Staff Training clarify the Process
Once the unit has tried out NKEplus and decided on how they want to customize it for the unit, you’ll want to make sure staff are all clear about what the process now looks like so they can implement it.
tool(s) that are available to you
• NKEplus Badge Cards • NKEplus Overview poster • NKEplus Goals poster • Imagine your day worksheet • Cards of various uses 70 ROll-OUT
Tips & Tricks:
Suggested training agenda (1.5 hours) : • Explain the goal of NKEplus to the entire unit and help them
Staff training set-up
understand why it is important. • Have the small team share stories about what they learned and heard throughout their immersion and small tests of change so far. Invite others to chime in with their own stories and perspectives. • Have the small team propose what they’d like to implement, emphasizing that they have tailored it to fit the unit to the best of their ability. • Clarify actions of NKEplus by role-playing and having staff practice discrete parts.
How might you make training feel more like a conversation...
Helpful guidelines for effective trainings • Sign people up...simply announcing the time and expecting attendance can result in low turnout. Provide two days for people to choose from to ensure everyone has an opportunity to participate. • Set a fun, open, and relaxed tone. Set up the training to be more of an inspiring conversation and a role-playing experience than a lecture. • During training, open up the conversation and invite people to participate. How do people relate to the issues? Do they have similar stories?
...than a lecture?
Roll-Out 71
Ideas that worked:
Role-playing during training Role-playing is a great way for staff to “get a feel” for new processes and behaviors in a safe environment. Physically experiencing new behaviors is the first step toward internalizing them. There’s a lot going on in NKEplus, consider role playing the components and how to best integrate them to make them feel seamless: • Bedside introductions • Use of the question card • Talking to patients about their plan of care • Doing data reporting with patient as focus • Teachback There’s also a lot of situations that might impact NKEplus, consider role-playing: • Including doctors in shift change • What to do if the patient is in a shared room or has visitors
Tool(s) that are available to you
• How to deal with demanding patients during shift change
• Pop-up Video library
• What to do if the patient is asleep or on the phone
• Tips for HIPPA compliance
72 Roll-Out
2. Planning for Go-Live commit to seeiNg it iN actioN
The most important thing managers can do to ensure the success of NKEplus is to be present on the floor during shift change. There is no replacement for seeing the process in action first-hand. Before going live, sit down with the manager to commit to rounding on the floor before and during shift change – supporting and seeing how things are going. Work out ahead of time amongst the managers, support (i.e., educators) , and champions how best to provide on the floor visibility and coaching support during the first few weeks in particular. In addition, having hospital leadership make random visits to the unit is a great way to show system-wide commitment to the change. This can be especially powerful the first week after Go-live.
tool(s) available to you
• Manager sign-up calendar
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3. Go Live highlight the begiNNiNg
When you’re ready to roll out the NKEplus process, you’ll want to mark the change as visibly and memorably as possible in the staff’s minds so they know it is time to start doing things differently.
74 ROll-OUT
Mark the day you will go live ahead of time, and count down to it as a moment when the unit will get to roll out THEIR NKEplus.
Then, celebrate the kick-off day with a party. (smoothies, shakes, funny hats, streamers, patient engagement cards.) This is their NKEplus after all!
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PatieNt-rN aPPreciatioN card you can also involve patients in your Go-live celebration. Have them recognize the staff for the great job they are doing with NKEplus. Use the Patient appreciation Cards found in the NKEplus toolkit, or make up your own way to involve patients in the Go-live celebration!
NKEplus Essentials
other tools you may Need for go-live
• Question Card • Preparing Hot Towels Card • Ua Message Pad • Ua Call Triage Protocol • Ua Checklist • “We made it ours” tags • NKEplus Overview poster
76 ROll-OUT
Overview of the Process:
s u l p E K N g n i p e Ke going beyond (Sustaining
Go-Live)
What’s invo
lved in th
is section? Beyond the firs t goals is to sus week or two of implemen tation, the tain NKEplus fo combination o f tracking tools r years to come through a , observations check-ins. In , and regular this section: 1. Gather metrics using NKEplus Track 2. Encoura er ge ongoing m anager presen 3. Have re ce on the floo gular unit che r ck-ins 4. Celebra te Successes!
Evaluate & Sustain 77 77
1. NKEplus Tracker Be in the know!
Regular period measurement using the three tools of NKEplus Tracker will help you measure and understand the state of NKEplus. As the timeline indicates, you will use the NKEplus tracker to collect 30 data points every month until you have reached “Green light status� three months in a row, at which point you can collect quarterly. Further details about the NKEplus Tracker can be found in the NKEplus Toolkit. As you go, keep in mind that every bit of feedback is a chance to act. Use the data you collect to celebrate what the unit does well, and create interventions to address issues and parts of NKEplus the unit struggles with.
78 Evaluate & sustain
tools:
Data collection tool
Period worksheet
Dashboard (Tables and charts)
*Recommendation: Consider adding an analyst from your quality department to assist with data collection and analysis!
timeliNe:
collect 30 data PoiNts:
Once a month
goal: 3 consecutive months of Green-light status
collect 30 data PoiNts:
Once every quarter
EValUaTE & sUsTaIN 79
2. Ongoing manager presence encourage leadership support
Manager presence on the unit floor before and during shift change is an important component of sustaining NKEplus. The managers’ presence provides opportunities for them to see real-time how things are going, and it keeps them in the know regarding how the metrics actually manifest themselves on their unit. Being on the floor also provides good opportunities for managers to show the unit that they are committed to NKEplus and that NKEplus isn’t just another “flavor of the month.” Work with the unit managers (Asst. managers and Charge RNs too) to build presence on the floor into their daily workflow.
80 Evaluate & sustain
ideas that WorKed:
mANAGEr rOUNDiNG
Regular manager rounding has consistently been pointed to as the most effective way to sustain NKEplus during shift change. Examples of things managers can do: • Identify top things each person can do in 15 minutes a day to support NKEplus (Charge RN checklist). • Use this time to conduct your customer service rounds. • Create a checklist to help you be consistent in what you look for. • Help sort/direct incoming admits and other issues that emerge so staff can focus on giving and receiving bedside reports. tool(s) that are available to you
• Charge RN checklist
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3. Regular Check-ins listeN, learN, aNd adJust
Help the unit keep up the attention to NKEplus. set up weekly check-ins with them.
Talk to them about: • How things are going? What’s going well and not going well? Why? • What do they want to do/focus on for coming week? • Who wants to do what?
82 EValUaTE & sUsTaIN
Ideas that worked:
15-minute standing meetings
No one has time!!!
Set up weekly standing hallway meetings (15 minutes or less) where champions and leadership can touch base, and anyone else who wanders by can participate.
Tips for 15-min standing meetings:
• Think about ways to free up the champions so they can participate (break relief for those on shift, committee time for those who are not normally scheduled). • Leaders must always show up. It’s 15 minutes! • Leaders must take away some action items, but not all. • Champions need to be allowed to take away some action items themselves. • Leaders should be self aware of facial/physical expressions. Ensure facial/physical presence expresses staff support and open-mindedness. • Consider holding the meetings during a dip in the workflow but before staff begins taking breaks.
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4. Celebrating successes Recognize small wins!
To sustain change, it is important to recognize successes. Look for every opportunity to recognize your staff meaningfully and thoughtfully. Gather up as many stories as you can about successes, and share, share, share!!!
84 Evaluate & sustain
ideas that WorKed:
cELEBrATiON BOArD milestoNes to celebrate:
• Improvements in key service measures or nursing communication measures in HCaHPs • Noteworthy examples of model behaviors observed during shift change • Positive patient comments and impacts as a result of RNs involving patients in their care. (Managers can solicit this during customer service rounds.) a Place to celebrate
This unit put up a magnetic whiteboard to display successes from NKEplus for everyone on the unit to see. The board then went on to become a permanent fixture for celebrating other successes on the unit!
Ways to celebrate:
• Huddle announcements! • Invite hospital leadership to honor successes! • Patient appreciation week! • Pizza parties! • starbucks cards!
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additioNal tools for sustaiNability...
The following tools may also be helpful to you as you sustain NKEplus. • NKEplus Float RN tool • Call-light dashboard
Bedside Tidbit Cards Help remind staff of the goals of NKEplus in a fun way through these tidbit cards.
• Bedside Tidbit cards • Make your own dashboard • Further sustainability Tips
Make your own dashboard Celebrate successes and help staff reach goals with a dashboard you can make yourself.
These tools and more in the NKEplus Toolkit! 86 EValUaTE & sUsTaIN