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Manages the hospital’s operations, including human resources, finances, and regulatory compliance. It is included into the strategic processes.
High level description #
Subprocesses #
Size and office allocation #
The size of the Administration Unit and the allocation of offices are determined by the size and level of service of the health facility. This includes specific office sizes for different roles, such as the CEO, directors, and deputy directors, ensuring that each position has the appropriate space to perform their duties effectively.
Activities and estimated duration #
Determine Unit Size and Office Needs
This process aims to establish the physical space requirements for different units within the hospital, as well as office needs for administrative and clinical staff. Approximately 7 days.
Allocate Office Spaces
The goal is to allocate office spaces adequately according to the needs identified previously. Approximately 3 days.
Office and workspace management #
The Administration Unit provides offices, workspaces, and associated facilities for management as well as clinical and non-clinical support staff. The layout and allocation of these spaces are designed to support the various roles within the hospital, from senior management to support staff, ensuring that everyone has the necessary resources to perform their duties effectively.
Activities and estimated duration #
Assess Office Needs:
Evaluate the current office spaces, workspaces, and associated facilities to identify any deficiencies or areas for improvement. Approximately 2 weeks.
Design Workspace Layout:
Develop optimized floor plans and workspace layouts to ensure efficient use of available space and support the various roles within the hospital. Approximately 4 weeks.
Allocate Office Spaces:
Assign specific office spaces to departments and individuals based on their roles, responsibilities, and requirements. Approximately 3 weeks
Furnish Offices
Select and install appropriate furniture, equipment, and decor to create functional and comfortable work environments in the allocated office spaces. Approximately 6 weeks.
Manage Facilities
Ensure that office facilities, including maintenance, cleaning, and repairs, are managed effectively to provide a safe and conducive working environment. Approximately 10-20 hours per week.
Monitor Space Utilization
Regularly assess the utilization of office spaces and identify opportunities for optimization to maximize efficiency and productivity. Approximately 4-8 hours per month.
Operational and models policies #
The operational model of the Administration Unit is determined by the size, operational policies, and the service plan of the facility. This may include general administration, clinical administration, nursing administration, finance, education, facilities management, and public relations. The unit’s operations are typically structured to support the hospital’s overall mission and objectives, with specific policies in place to guide administrative practices.
Activities and estimated duration #
Determine Operational Model
Assess the size, operational policies, and service plan of the facility to determine the appropriate operational model for the Administration Unit. Approximately 3 weeks.
Define General Administration Policies:
Establish policies and procedures governing general administrative functions such as personnel management, record-keeping, and office protocols. Approximately 4 weeks.
Define Clinical Administration Policies
Develop policies specific to clinical administration, including patient management, medical records management, and regulatory compliance. Approximately 6 weeks.
Define Nursing Administration Policies
Formulate policies related to nursing administration, covering staffing, patient care protocols, and quality assurance measures. Approximately 5 weeks.
Define Finance Policies
Create financial policies and procedures for budgeting, accounting, billing, and revenue management within the Administration Unit. Approximately 8 weeks.
Define Education Policies
Establish policies for staff training, continuing education programs, and knowledge management initiatives to support professional development. Approximately 4 weeks.
Define Facilities Management Policies
Develop policies governing the maintenance, operation, and safety of facilities, equipment, and infrastructure within the hospital. Approximately 7 weeks.
Define Public Relations Policies
Establish guidelines for public relations activities, including media relations, community outreach, and internal communications strategies. Approximately 3 weeks.
Hours of operation #
While the Administration Unit generally operates during standard business hours on weekdays, some functions, such as nursing management, clinical management, and staff allocation, may be provided on an extended or 24-hour basis to support the hospital’s continuous operation.
Activities and estimated duration #
Determine Hours of Operation
Evaluate the current operational schedule and identify areas requiring adjustments or extensions to support the hospital’s continuous operation. Approximately 2 weeks.
Set Standard Operating Hours
Establish standard operating hours for routine administrative functions and non-urgent services during weekdays. Approximately 3 weeks.
Assess Need for Extended Operation
Analyze the demand for extended operational hours based on factors such as patient flow, clinical requirements, and staffing availability. Approximately 4 weeks.
Define Extended Operating Hours
Define the specific hours and scope of extended operations for functions such as nursing management, clinical management, and staff allocation to ensure seamless support for the hospital’s continuous operation. Approximately 6 weeks.
Future trends #
The Administration Unit is subject to future trends that may affect its operation, including management innovation, an increased focus on talent development, pressure to reduce costs while increasing productivity, and the greater use of technology. These trends necessitate a flexible and adaptable approach to hospital administration, with a focus on leveraging new technologies and management practices to improve efficiency and service quality.
Activities and estimated duration #
Identify Future Trends
Research and identify future trends that may impact the operations of the Administration Unit, such as management innovation, talent development, cost reduction pressures, and technological advancements. Approximately 4 weeks.
Assess Impact on Operations
Evaluate the potential impact of identified future trends on the current operations of the Administration Unit, considering factors like workflow, resource allocation, and service delivery. Approximately 3 weeks.
Adapt Administration Practices
Develop strategies and adapt administrative practices to address the challenges and opportunities posed by future trends, ensuring the unit remains agile and responsive to changing demands. Approximately 6 weeks.
Implement New Technologies and Practices
Implement new technologies and best practices identified during the assessment phase to enhance efficiency, productivity, and service quality within the Administration Unit. Approximately 8 weeks.
Design considerations #
The design of the Administration Unit takes into account the need for efficient workflow, accessibility, and the comfort of staff. This includes considerations for office layout, workstation design, and storage areas. The goal is to create a work environment that supports productivity and well-being.
Activities and estimated duration #
Identify Design Requirements
Gather requirements for the design of the Administration Unit, focusing on efficient workflow, accessibility, and staff comfort. Approximately 3 weeks.
Develop Design Plan
Create a comprehensive design plan based on the identified requirements, addressing aspects such as office layout, workstation design, and storage areas. Approximately 4 weeks.
Implement Design Plan
Execute the design plan, implementing the proposed changes to the Administration Unit to enhance workflow efficiency, accessibility, and staff comfort. Approximately 6 weeks.
Responsabilities #
The responsibilities of hospital administrators and managers include overseeing the daily operations of the hospital, ensuring compliance with laws and regulations, preparing budgets, maintaining hospital records, working with medical staff to ensure high-quality patient care, and acting as the hospital’s representative to external stakeholders.
Activities and estimated duration #
Overseeing Daily Operations
Ensure the smooth functioning of daily hospital operations, including managing resources, coordinating staff, and addressing any operational issues. Continuous monitoring.
Ensuring Compliance
Monitor and enforce compliance with laws, regulations, and industry standards to maintain legal and ethical integrity within the hospital’s operations. Continuous monitoring with periodic audits.
Budget Preparation
Develop the hospital’s budget, considering various factors such as revenue projections, expense forecasts, and strategic priorities. Approximately 2 months (annually).
Record Maintenance:
Maintain accurate and up-to-date records related to patient care, financial transactions, personnel management, and regulatory compliance. Continuous monitoring with periodic audits.
Collaborating with Medical Staff
Foster collaboration and communication between hospital administrators and medical staff to ensure high-quality patient care and efficient operations. Continuous monitoring.
Representing the Hospital
Act as the hospital’s representative to external stakeholders, including government agencies, community organizations, and the general public. Continuous monitoring with periodic audits.
Atributtes #
Staff #
Trained personnel in human resources management, finance, nursing, and other departments related to hospital administration.
Trained personnel in planning, managing, and controlling available resources for the hospital.
Trained personnel in decision-making regarding hospital resource management.
Material #
- Office equipment such as computers, printers, phones, etc.
- Medical equipment such as monitors, diagnostic devices, etc.
- Cleaning and maintenance materials.
Method #
- Human resources management software.
- Finance management software.
- Nursing management software.
- Medical equipment management software.
- Supply management software.
Machine #
- Computers and servers.
- Networking and communications equipment.
- Computer security equipment.
Usual Loops #
Downloads #
BPMN graphs #
Download the collapsed BPMN diagram.
Download the expanded BPMN diagram.
Use Case #
In the Office and workspace management use case, hospitals may encounter situations where space is not utilized effectively and/or certain repairs are necessary, such as plumbing, HVAC, etc. When a repair is required, it must be reported and appropriately addressed.
However, there are instances where the repair is not properly completed, necessitating the repetition of the “Manage Facilities” activity. In cases where the software is outdated, there may be an increased number of loops and repetitions of activities, along with a failure to perform the “Design Workspace Layout” activity.
Some repairs or requests (e.g., furniture) may be associated with specific departments, such as Radiology or Internal Medicine. In some hospitals, significant staff turnover is reflected by the auto-loop in the “Allocate Office Spaces” activity. When no improvement is needed, the activity flow transitions directly from “Assess Office Needs” to “Manage Facilities.”
In the Hours of operation, the regular operating hours for attending to patients (hours of operation) as well as the additional hours (extended opening hours or extra opening hours) must be established.
However, this process may require multiple attempts due to staff rotation and/or shortages, resulting in the repetition of one or more activities.
The recommended software is the Inverbis Healthcare platform.
Scientific source
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