Transition Planning: Program Overview
Transition planning, as provided by J.L. Transitions (JLT), is defined as the operational and physical relocation into a new healthcare facility or addition. Transition encompasses the move of and change to, hospital processes and services, staffing, material goods and patients in a manner that is expeditious and minimizes interference with current daily operations. JLT provides comprehensive consultation and planning tools to facilitate the transition process to minimize hospital and relocation expenses. The normal timeframe to start the process is nine to eighteen months, depending on hospital size, from the anticipated patient move day.
The JLT Transition Program contains the following broad components that are coordinated and managed with a detailed task schedule and issue management program:
I. Facility Readiness – Integration of construction schedules, budget and equipment schedules that impact transition. Transition incorporates key dates from construction and equipment planning that will impact hospital activities. Preparation of the new facility or addition for the move that is not in the construction scope will be included in the Transition Task Schedule (i.e. hospital standard cleaning, sharps box mounting, etc.).
II. Operational Development – Hospital and department planning and redesign, to relocate current and new services. A strong focus on departmental operations to assure that physical changes to the department and facility design are incorporated into the operations plan. The goal is 100% staff and department functionality on patient move day.
III. Education/Orientation – New equipment, facility and department training, and orientation for staff, physicians and the community is planned and scheduled to coincide with construction dates and the certificate of occupancy.
IV. Physical and Patient Move – Detailed planning to the level of individual department and specific patient condition to provide an hour by hour schedule for the complete move. Each department will have a plan for placement of all equipment and furniture to expedite the process for relocation and provide a rapid resumption of department functions. As a subset of the physical move, the patient move requires scheduling of patient care equipment, care plans for specific patient conditions, coordination with medical staff and EMS providers, and a relocation process that assures maintenance of the current level of patient care. Planning for dual hospital operations during the patient move, contingency planning and family coordination as patients are relocated is also included in the transition planning.
JLT facilitates the use and development of schedules, planning tools, templates and planning processes for transition with hospital administration and department managers during onsite visits and through telephone/e-mail. The task schedule, planning tools and templates are developed from operational experience and input from hospital and project team members. A partial list of templates and planning tools is attached.
A transition budget is developed from a template to assist with controlling and managing costs associated with transition. The budget provides hospital administration with a method to predict expenses and consider the addition of funds, if needed, to allocate to construction or equipment changes. The budget is separate from the construction budget and is maintained by hospital administration.
The master transition schedule is developed and maintained with hospital administration to assist in managing the tasks, responsibilities and coordination throughout the project. Key construction and equipment dates are obtained from the respective contractors to include in the schedule. Schedules are shared with project team members to assist in the coordination of efforts to complete the project in a timely and acceptable manner. Each major hospital department is provided a department specific schedule to assist in their preparations during transition.
The issue management program is implemented to provide an outlet for questions and concerns regarding all aspects of hospital operations, relocation and facility design throughout the transition process. The information can be used to make changes as transition progresses and also to assist the administrative team with future capital and strategic planning. The database is managed by hospital administration with the assistance of JLT.
The transition program offered by JLT is a comprehensive mix of consultation and tools designed to facilitate a smooth and efficient relocation to a new hospital or addition. The opportunities provided by new construction are improved patient care, revenue improvement and the addition of new services to the community. Transition’s goal is to capitalize on those opportunities as soon as the hospital moves with strong support from the community and medical staff.
Planning Tools and Templates: Partial Listing
1. Master Transition Schedule
2. Department-Specific Transition Schedules
3. Issue Tracking Program
4. Transition Budget
5. Physical and Patient Move Assumptions
1. Department Planning Tool
2. Mock Hospital Operations Manual
Education and Orientation
1. Clinical Department Orientation Template
2. Non-Clinical Department Orientation Template
3. General Orientation Checklist
1. Physical Move Sequence
2. Contract Mover Considerations
3. Department Move Planning Guide
4. Pre-Move Non-Patient Care Clinical Department Checklist
5. Pre-Move Non-Patient Care Department Checklist
6. Pre-Move Patient Care Department Checklist
7. Pre-Move Inpatient Room Checklist
8. Pre-Move Outpatient Room Checklist
9. Pre-Move Surgical Suite Checklist
10. Post-Move Non-Patient Care Department Checklist
11. Post-Move Patient Care Department Checklist
1. Organizational Chart
2. Patient Move Schedule
3. Acuity Plans: Patient Move Day
4. Adult Pre-/Post -Move Assessment
5. Maternal Patient Pre-/Post-Move Assessment Patient Move (continued)
6. Pediatric Pre-/Post -Move Assessment
7. Physician Relocation Orders
8. Patient Consent for Transfer
9. Patient Consent to Photograph
10. Code Blue During Patient Move
11. Move Care Plan: CVA
12. Move Care Plan: Active GI Bleed
13. Move Care Plan: Forensic Patient
14. Move Care Plan: ICU Patient
15. Move Care Plan: Isolation Patient
16. Move Care Plan: General Med/Surg Patient
17. Move Care Plan: Patient with NG Tube/Gastric Stomas
18. Move Care Plan: OB and Nursery Patients
19. Move Care Plan: Criteria for Patient Discharged from PACU
20. Move Care Plan: Pediatric Patient
21. Move Care Plan: Immediate Post-Op Patient
22. Move Care Plan: Respiratory Patient
23. Move Care Plan: Telemetry Patient
24. Move Care Plan: Traction Patient
25. Move Care Plan: Trauma Patient
26. Move Care Plan: Ventilator Patient
27. Patient Move Letter – Family
28. Patient Move Letter – Patient
29. Patient Move Plan: Disaster Response During Patient Move
30. Patient Move Plan: Infection Control
31. Patient Move Plan: OR
32. Patient Move Plan: PACU
33. Patient Move Plan: Stretcher/Wheelchair Management During Patient Move
34. Patient Move Plan: Patient Valuables and Stored Belongings