How To Fix the Biggest Problem in Your Transplant Communication

Everyday, coordinators, and surgeons have to field hundreds of pieces of information during the organ intake, procurement, and recovery process, all while they work to save lives. The way the current transplant communication process works puts them at the center of the communication cluster, where they end up receiving redundant and irrelevant information.

While every transplant center works differently, often clinical teams have to use multiple non-HIPAA compliant communication mediums to send and receive information. Additionally, there is no good way to document these conversations or procurement activities for future reference. 

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Surgeons and coordinators end up frustrated throughout this process. Information comes through piecemeal and they can’t see the whole picture. They are also often juggling multiple organ offers or cases —sometimes for the same patient and sometimes for multiple patients. 

All of this adds up to one big giant mess of notification fatigue, putting them and their patients at risk for interruption and distraction-related errors. In fact, errors double when distracted.

To reduce communication friction for surgeons and their teams, transplant centers need to implement a communication platform that streamlines how transplant teams communicate. Here’s what your communication platform should do:

1. Help clinical teams quickly understand the context

With each phone call, surgeons and coordinators have to spend time getting up to speed the context of each case. Then, with each email and text message, the context changes. The surgeon may get a text about one offer, then get a second text in the same thread from the same person about a different offer. The information gets jumbled, and more phone calls and texts have to be made to clear things up. 

When information and notifications are going back and forth, and the context and communication feedback get lost in the mix, costly errors can happen. 

A transplant communication process should make it simple for teams to categorize messages and notifications by each transplant. This ensures that the correct information is linked to the correct transplant conversation. This helps eliminate errors and close the communication loop.

2. Help clinical teams quickly make decisions

For each transplant, the surgeon and coordinators have to consider multiple factors before deciding on the offer. Each piece of information, unclear or incomplete data point, and unrelated notification will only slow down the process— and delay a  patient getting the organ they need.

Transplant centers need to put communication and data management processes into place. These processes help the surgeons be able to systematize and customize their communication.

For example, all members of the team should know when or when not to engage the surgeon in a discussion until certain events happen or data becomes available. Surgeons also need to be able to turn off or mute notifications so that they are not notified until they need to be and quickly be able to understand the context of the transplant when they are brought back in.

3. Filter out irrelevant and redundant information

Transplant surgeons and coordinators and external partners (ie logistics, OPOs, HLA, OR, etc) should be notified only when it is relevant to their specific transplant or preferences. This can be difficult since many times the teams working on the transplant aren’t familiar with each other or haven’t worked together before. 

The transplant center should have a system that helps their teams and partners set preferences and filter redundant or unnecessary information to eliminate disruptive messages and constant notifications for clinical staff.

 

Untangle the Communication Cluster

Keep your clinical staff focused on what matters most - saving lives. They should not have to deal with disorganized communication and distractions during surgery and personal time. 

Instead, transplant teams should help them close the loop in their communication system. By creating the communication systems and processes that streamline communication, transplant centers can help improve the productivity of frontline staff. 

Ready to untangle your communication cluster and get surgeons the right information at the right time? Schedule a demo with one of our communication experts today! 

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