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* From the Evanston Northwestern Healthcare (Ms. Skelskey), Evanston, IL; Oklahoma City Veterans Affairs Medical Center (Ms. Robillard), Oklahoma City, OK; and Ben Taub General Hospital (Ms. Irwin), Houston, TX.
Correspondence to: Jean Skelskey, RN, Evanston Northwestern Healthcare, Evanston, IL; e-mail: JSkelskey{at}enh.org
Key Words: action plan critical care family satisfaction multidisciplinary team needs assessment
| Introduction |
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In 2002, the task of the two pilot hospitals, Evanston Northwestern Healthcare, Evanston, IL, and the Oklahoma City Veterans Affairs Medical Center, Oklahoma City, OK, was to transform these goals and objectives into reality. In 2003, the program was expanded at Evanston Northwestern Hospital to include a second hospital in Highland Park, IL, and Ben Taub General Hospital in Houston, TX, received funding to replicate the CCFAP. While each of these hospitals has approached this task uniquely, seeking to fulfill the goals and objectives of the program within the special model of care provided by geographically and institutionally diverse hospitals, there has been a general sharing of information, and each has sought to profit from the insights received from other pilot institutions.
| Role of the Project Coordinator |
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A project coordinator requires excellent communication skills, the ability to interact with a variety of people, and the capability to solve problems and make decisions. The responsibilities of the project coordinator include the following:
Specifically, the project coordinator has the responsibility of working very closely with the entire ICU staff: physicians, nurses, therapists, unit secretaries, and others to articulate the vision of how a multispecialty team working together can provide a higher level of care. The project coordinator encourages active involvement and allows everyone to participate in the formation of the CCFAP, utilizing the insights and expertise gained during his or her years of experience. In addition, the achievement of the CCFAP goals depends on seeking and obtaining active support from other departments outside the ICU. The project coordinator has the responsibility of working closely with other divisions of the hospital, assisting them in understanding what the CCFAP is seeking to accomplish, thereby gaining their active support. The success of the CCFAP is based on enlisting support and cooperation from multiple departments on an ongoing basis. With some departments, there exists a history of close cooperation with the ICU, such as pastoral care and social work. With other departments, such as facilities management, food services, and marketing, past involvement has usually been of shorter duration, and more time is necessary in developing these relationships with departments, building trust so they can be active members of the CCFAP team.
Communicating the vision of the CCFAP has been a primary responsibility of the project coordinator. So important is this function that one hospital even organized its CCFAP team before the grant was received. The news that a hospital has been selected to participate in the CCFAP has generally been greeted with excitement, and that excitement has become the vehicle for fostering interdepartmental commitment and cooperation. Many transitory projects emerge at any hospital; therefore, it is necessary to have the CCFAP perceived not only as different, but also as permanent. The pilot hospitals had staff members at every level who had, for some time, observed the sterile treatment accorded the families of ICU patients and felt powerless to deal with this reality. With the CCFAP in place, project coordinators are able to emphasize that the CCFAP not only aids the families, but also has the goal of fostering proactive involvement of the multispecialty team in caring for patients.
| Team Building |
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| Communication |
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In the area of communication, the project coordinator serves as a bridge between hospital staff and family members. The project coordinator spends time in the family waiting room each day, becoming familiar with families, their concerns, and their needs. The project coordinator also communicates with staff and listens to observations about what aspects of the CCFAP are working as intended and what areas require additional attention. When communication problems arise, project coordinators are able to respond expediently, alerting the physician, nurse, or other staff member about an issue that needs to be clarified. When concerns deal with systemic issues, the project coordinator meets with the core planning team to fashion an appropriate response and an action plan.
Providing support for improved communication between ICU staff and patients families remains a high priority. Similarly, the project coordinator and the core planning team give careful consideration to supporting improved communication within the ICU among physicians, nurses, technicians, unit secretaries, and all staff caring for a patient. When family members strongly indicated that they needed to increase their access to patients, the project coordinator has been able to effect some modifications in procedures to ensure that some visiting restrictions were removed. As a result, family members have more access to patients now than before the CCFAP was initiated. Depending on the patients condition, family members may spend more time in the patients room than in the waiting room. While some staff members have had to struggle to become accustomed to this, more open access has been largely a positive development. Out of this access has emerged a greater sense of trust. Family members see staff taking care of their loved one; they witness the concern and compassion with which that care is delivered. Family members ask questions, and they participate in decisions being made about their loved one. The overall effect is positive for the family, the patient, and the ICU.
The positive impact of this relaxation of ICU visiting hours is found in evaluation studies that have been conducted at hospitals utilizing the CCFAP program (J. Dowling, PhD; unpublished data; 2004). Further proof of the effectiveness of this change has been cited by Clark,1 who presented data showing that 38.9% of patients and families are dissatisfied, to some degree, with the adequacy of visiting hours in the ICU. Building on an earlier commentary by Berwick and Kotagal,2 Clark showed that there is a direct positive correlation between family satisfaction with the visiting hour policy and the likelihood that the family would recommend the hospital. The author cites a variety of studies, all suggesting that whatever had been the merits of restrictive visiting hours in an ICU, they have long since lost whatever usefulness they might have had. These studies corroborate the findings of the CCFAP evaluation, which have also concluded that anytime a family member is kept from seeing a critically ill loved one, the potential for serious dissatisfaction increases. Part of the conclusion of the article by Clark1 states, "It [the value of greater access by families] may seem obvious, but this is because family presence with the patients amounts to instantaneous communication of how the patient is doing right now. They can see what the staff is doing with their own eyes. Staff can tell the patient and the family what they are doing while they are doing itwhich partially explains why the practice also reduces the number of questions that staff receives from families."
Overall communication is also fostered by the change in environment within the ICU. Results from staff surveys administered at the CCFAP sites before and after CCFAP implementation (J. Dowling, PhD; unpublished data; 2004) have indicated that because the CCFAP site has been able to meet some of the basic family needs, family members are less anxious about their loved ones condition. Staff members report that families are more relaxed and are better able to understand the communication received from physicians, nurses, and other staff; they are able to bring a better sense of perspective to issues when called on to participate in decision making.
| Staffing |
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While all participants in the CCFAP have important roles within the hospital, it is the project coordinator who has the responsibility of determining roles within the CCFAP. The core planning group is utilized by the project coordinator to communicate both the strategic plan and the role that each individual will play within it. The impact that each role has on the total program is discussed, and the interrelationship of the various roles is explored in depth. When gaps are discovered, the project coordinator uses the core planning group to assist in determining how those gaps are to be filled. Out of these discussions and decisions emerges a sense of accountability in which each individual is aware not only of a particular, individual role, but also of the importance of coordination with others. The project coordinator ensures that the strategic plan for the CCFAP is carried out, that there are no gaps in service to families, and that patients and their families are satisfied with their treatment within the ICU.
By design, the plan provides for the examination of priorities and fosters discussions among staff members to determine how each objective will be achieved and what approaches will be used to forestall potential difficulties. Since critical care is delivered by a multidisciplinary team of specialists, these discussions are aimed at distributing work responsibilities in a way that encourages greater coordination and communication.
Both the benefits and examples of such a process of communication and coordination are abundant within the CCFAP. When gaps in service have been discovered, the causes have been identified and solutions put into place. In one case, the project coordinator discovered that additional hospital representation was needed in the family waiting room during certain hours of the day. The Director of Volunteer Services and the project coordinator reviewed the situation at a core planning meeting, and hospital volunteers were enlisted to staff the room during those hours.
In another instance, it became apparent that a major change in the social services schedule was required. At Ben Taub General Hospital, almost all of the families coming to the ICU waiting room were from the working poor and were unable to be present with their loved ones during the day. The only social worker affiliated with the CCFAP was scheduled to be present only during the day, and important family needs were not being met in the evening. A review by the project coordinator and a discussion with the project director led to the assignment of a social worker to the late afternoon and evening hours. A study was conducted at Ben Taub Hospital within their critical care units (CCUs) [J. Dowling, PhD, et al; unpublished data; 2004] comparing the unit having evening/weekend social work coverage and the unit without such coverage. The unit without coverage had significantly more delays in admissions than the unit with coverage during the same time period. Although not statistically significant, there were also more delays in locating family members in the unit without coverage.
The project coordinator works with staff to encourage collaboration and the sharing of information. At Evanston Northwestern Healthcare, the departments of pastoral care and social work have joined together to present a weekly orientation that is intended for the families of patients in the ICU. This orientation, along with its question-and-answer session, enables families to become more comfortable in the ICU environment and provides an assurance that the staff is interested in their well-being. The collaboration between these two departments is so complete that when a conflict in scheduling prevents one of the departments from being present on a given day, the other department assumes that role and conveys information from that perspective.
| Evaluation and Quality Improvement |
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Historically, in the needs-assessment process, families list their needs that are primarily tangible. They want a comfortable place to sit and somewhere to sleep; they want an ample supply of coffee and access to inexpensive food. Travel expenses are a burden from which they look for some relief. They want inexpensive parking and a place where they can shower. These expressions of need resemble a summary out of the hierarchy of needs by Maslow3; families must have their own basic needs met before they can concentrate on their responsibilities toward a critically ill family member.
Other needs have emerged in these surveys that are also in accord with previous research. Families do not want to feel isolated and alone. They express a desire to talk to other families who are also experiencing the serious illness of a loved one. They want to be able to see and talk to their family member in the ICU. Primarily, families want regular contact with the nurses and physicians who are taking care of their loved ones. They want updates and information when it is available and not when it is convenient for someone to talk to them. They also seek an opportunity to be able to bring their concerns and grievances to someone who will listen and, if possible, will do something about them.
Needs assessment has been instrumental in shaping the CCFAP to meet the specific needs of families. Services are designed around a thorough analysis of these needs. In response to the assessment, the core planning team, under the direction of the project coordinator, develops services that are designed to meet hospitality needs.
The following are some of the CCFAP components that have been developed in response to the needs assessments supervised by pilot site project coordinators.
Family Waiting Room:
Typically, the ICU/CCU waiting room has been expanded to accommodate more people and to foster a comfortable space by purchasing new furniture. The redesigned waiting rooms are newly painted and have fresh carpeting, more comfortable furniture, more pleasant lighting, and more appropriate window coverings.
Family Consultation Room:
To ensure that there is space for a family to meet privately with physicians or another staff member to discuss matters of critical importance and of great emotional impact, a special space is converted or constructed for use as a family consultation room. This private space signals the respect and dignity that families deserve, particularly when learning news about a loved ones deteriorating condition.
Shower Room:
In addition to clean restrooms, a special room has been made available as a place for family members to bathe and freshen up.
Comfort Supplies:
The families of patients receive a tote bag displaying the logo of the CCFAP program. While the contents of the tote bag differ from site to site, items frequently include a loose-leaf binder arranged for keeping materials distributed by the health-care team; a basic toiletries kit with washcloth, toothbrush, toothpaste, shampoo, deodorant, emery board, and hand cream; a small spiral notebook for taking notes; a pad of sticky notes printed with the program logo and contact phone numbers for members of the care team; and a pen.
Listening Library:
A collection of music, relaxation tapes, and recorded books is set aside for family members and, if their condition permits, for patients. The ICU staff also provides loans of portable audiotape or CD players.
Impact Evaluation
The project coordinator is the key point of contact for ensuring the integrity of data compilation and conducts a process evaluation on a daily basis. The process evaluation answers questions about how the program is implemented and how the program outcomes are achieved. It focuses on questions such as the following:
An impact evaluation is conducted at the end of each program year. This evaluation asks questions such as the following:
The project coordinator utilizes a variety of information sources to assist in the task of process and impact evaluation. Regularly scheduled meetings of the core planning group provide information on all dimensions of the program; staff members who handle the day-to-day challenges of the CCFAP continuously provide input. By regular visits to the family waiting room, the project coordinator can ascertain the individual concerns of family members and make an almost daily assessment about the effectiveness of program services, allowing the determination and introduction of any necessary modifications. In addition, all family members are invited to fill out an assessment survey, in which the strengths of the CCFAP or gaps in service can be described. These surveys are used both for short-term and long-term evaluation purposes.
As a result of the data collection, the project coordinator can introduce changes in the program with little delay. When stress emerged as a primary source of family discomfort, one hospital instituted massage therapy to provide relaxation and stress reduction for family members. Another project coordinator has introduced pet therapy, in which a specially trained dog is introduced into the family waiting room. Playing with the dog lowers the stress level and provides some moments of pleasant relaxation. As communication remained an area of concern, project coordinators sought and obtained resources to provide family members with beepers and pagers so that families can feel free to leave the waiting room for a meal, for sleep, or for general relaxation.
Outcome Evaluation
An outcome (ie, long-term) evaluation is conducted at sites where the CCFAP program has reached a stage of maturity. Evaluations focus on patient outcomes, patient/family satisfaction, change in care, team-family relationship, or systems change. This evaluation poses the following questions, which are generally related to the overall program goals:
The project coordinator is responsible for gathering much of the data that are used in this evaluation. The CHEST Foundation evaluation team conducts the data analysis, and the findings are reported to the project director, the project coordinator, and the core planning team.
| Dissemination of CCFAP Models |
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The first task of the project coordinator is to make certain that all divisions of the host hospital are thoroughly familiar with the goals and objectives of the CCFAP. The cooperation of all divisions is essential if the program is to be successful. This information is communicated in meetings, newsletters, and one-on-one meetings with division leaders. Within any hospital, there are many conflicting priorities vying for resources, and the CCFAP project coordinator needs to continually reinforce the importance of the program in enhancing patient care. Each of the CCFAP sites has developed branding slogans, which express a commitment to the concept of serving families. These slogans are prominently displayed in the waiting room and around the entrance to the ICU. To foster the concept of being family-friendly, the CCFAP logo is displayed on whatever the site produces, be it folders, brochures, or tote bags.
The project director and the project coordinator also take the lead in bringing public attention to the CCFAP. Frequently, the public relations department of the hospital will also assist in this endeavor. Typically, news releases are prepared and distributed to local media outlets. The project director and the project coordinator make themselves available to newspapers, TV stations, and radio for interviews. Presentations are also made to local medical groups, service organizations, and other community groups. As the program becomes more recognized in a community, the project coordinator responds to questions from staff members of other hospitals who are seeking information and provides them with printed material about the program.
The project coordinator, in representing the hospital at regional and national conventions, looks for opportunities to make presentations about the CCFAP and encourages other staff members to take advantage of similar opportunities. Presentations have been made at CHEST 2003 and CHEST 2004, the annual meetings of the American College of Chest Physicians. Workshops have been conducted at the 2005 National Teaching Institute and Critical Care Exposition of the American Association of Critical-Care Nurses and the 2005 Society for Social Work Leadership in Health Care Annual Conference. Project coordinators played a significant role in the development of the CCFAP Replication Toolkit, which describes all phases of the CCFAP (information can be found at www.chestfoundation.org). This toolkit is available to hospitals interested in replicating all or part of the CCFAP through the CHEST Foundation.
| Conclusions |
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| Footnotes |
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| References |
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