“BEE Organized” Organization of Education Materials for Adult Health Clinic

NAME OF HEALTH DEPARTMENT: Duplin County Health Department

PROJECT TITLE: “BEE Organized” Organization of Education Materials for Adult Health Clinic

Elizabeth Ricci
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Project Overview

Project Aim:
We aim to increase the organization and accessibility of educational materials in our primary adult health care clinic. We will accomplish this by August 1st, 2011. This is important because staff should spend valuable time with patients, as opposed to using large amounts of time searching for appropriate materials. We will achieve this by utilizing the tools and techniques learned from the Lean Principals and QI 101 Program.


  • Increase staff satisfaction with l ocating educational materials for our primary adult health care clinic by 50% from baseline.
  • Eliminate the number of outdated educational materials by 90%.
  • Decrease the number of duplicated educational materials by 50% from baseline.
  • Increase consistency of materials by 100% from suite to suite.
  • Increase provider satisfaction with content of educational materials by 50% baseline.

Project timeframe:
March 2011 to September 2011

How was the need for the project determined?
Feedback from staff: They were unsatisfied with the educational material in the clinic. The current materials were outdated, unreadable (duplicated repeatedly) and located in several different place so staff had to hunt for what they needed.  Staff expressed desire to have more current materials but there was no one person responsible to review and order materials. Several different people would order materials so there was no consistency between clinic suites as to location and type of educational materials available.  We felt that the organization of educational materials and the development of a re-order system would eliminate multiple steps for staff, decrease waste, and improve delivery of care and increase staff satisfaction.

Does this quality improvement project link to accreditation?
Yes, the LHD is charged with informing, educating and empowering people about health issues. This applies not only to the general community but the individual as well. The use of appropriate, relevant health education materials assist the staff to empower clients to learn about their health issues and promote healthy lifestyles.

Areas for Improvement and Change Ideas Implemented

Improvement 1
Nurses, FNP and MD could not agree on topics for adult health

  • Involved providers and clinical staff in the educational material review process to determine the type of topics that are used in adult health clinic. 
  • Tested and changed the number of adult health topics that are available in the clinic. Presented provider with a short list to review. Focused on what materials that were free to order and discussed what materials needed to be order within a limited budget.

Improvement 2
Educational materials were not organized, were out of date

  • Pulled all materials in the clinic and discarded out dated, high literacy level materials.
  • Tested and implemented a nursing education drawer and a provider resource drawer in ABC order with the materials selected in improvement 1.
  •  Implemented 5 S’s in two of the clinic suites that served adult health clients.

Improvement 3
No method to re-supply educational materials

  • Tested and implemented a Kandan two drawer resupply system. Staff educated on the Kandan drawer system to establish an easily accessible re-supply area. Re-order prompt in place and designated drawer for staff to request resupply.
  • Educational material in the wall holders was different we  standardized  the material
  • Established a set re-order number for the material for both adult health areas.

Improvement 4
No central ordering system for educational materials.

  • Established an  educational coordinator to maintained current inventory with the tools developed during QI event
  • Developed notebook containing all ordering sources for materials
  • Developed an audit tool to monitor re-order process


Overall Improvements

  • Cleaned and de-cluttered clinic suites
  • Established an educational coordinator
  • Established a central ordering system
  • Developed an audit tool
  • Standardized the types of educational materials available for adult health
  • Saved money by identifying free materials and decreased copying costs for materials
  • Eliminated duplication of effort by staff to order material
  • Developed teaching tool notebook for providers
  • Developed process for staff to request re-stock
  • Decreased staff time wasted looking for appropriate educational materials
  • Improved staff satisfaction with the accessibility and the availability of the material

Lessons Learned:

  • Remember to plan activities around staff availability, don’t plan project when key staff are absent.
  • The intensity of the effort required to address the project.
  • Good organization takes a lot of work
  • Staff doesn’t always like change, keep the changes visible
  • We all have strengths and the value of the team approach
  • Give positive feedback when you see the project working
  • Celebrate successes 
  • Communication to all parties effected  is the key
  • Monitor changes you may have unanticipated fall-out

Programs supported by:

BlueCross BlueShield of NC FoundatoinThe Duke Endowment

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