Improvement in Intersite Team Collaboration by Design and Deployment of a Robert's Rules-Based Framework in the Point of Care Setting

As laboratory services have evolved, there has been an emphasis on standardizing policies and procedures. It has been a challenge in the point of care (POC) arena within large health systems due to the diversity of users, preexisting practices, and geographic distances. To address this operational challenge within our POC technical team (POCTT) consisting of 4 hospitals and 25 medical centers, we devised and deployed a process-driven framework based on recognized parliamentary procedures. The POCTT designed a meeting and collaboration framework incorporating Robert’s Rules. A core group of facilitators led the process of drafting a defined system of note keeping and project tracking, drafting meeting agendas, and conducting the actual meetings. A deliberative process determined the needed frequency and duration of POCTT meetings. Thereafter, POCTT facilitators chartered domain-specific groups to lead the particular projects. Over the next 6 months, weekly teleconferences were held and projects were executed. Lastly, an objective evaluation to ascertain efficacy was done using an online survey tool. Three facilitators led the standardizing effort, with each representing a different practice setting within the POCTT. Four specific taskforces were formed to enable the POCTT to function. Thirteen web-based conferences have been held to date. Fourteen projects were facilitated through the project pipeline, of which 10 have been completed in the first 6 months. Twenty-one motions were considered and passed. An evaluation survey demonstrated a positive overall confidence in this process over the preexisting one, highlighting opportunities for improvement. By instituting a well-defined process, POCTT members across all sites are able to function as a more cohesive team. Strengths include rigorous record keeping and engaged participation. Weaknesses include our reliance on conducting the meetings via teleconference. When standardizing laboratory practices, other teams will benefit from this well-defined and time-tested collaborative approach.