Transforming healthcare operations requires a bold vision and a commitment to delivering better outcomes for patients, providers, and organizations. A leading, regional health system faced growing challenges across their perioperative services, including inefficiencies in operating room operations, underutilized resources, and rising operational costs. Recognizing the critical need for change, the organization partnered with Point B to redefine and elevate their surgical services and operations.
This project marked a pivotal step toward creating a cohesive, efficient, and data-driven system that would not only address immediate concerns but also establish a foundation for long-term operational excellence and innovation in patient care.
The Challenge
Our client, a prominent regional health system committed to delivering high-quality surgical care, faced a constellation of operational and leadership challenges. Their Ambulatory Surgical Center (ASC), a vital component of their broader surgical services network, was struggling with inefficiencies in operating room utilization, scheduling, and financial performance. Recent leadership transitions further complicated the situation, leaving the organization struggling to increase their profitability and achieve its optimization objectives.
Faced with mounting pressures from rising labor and supply costs and the need to deliver enhanced outcomes, the health system recognized that their ASC operations needed a complete turnaround. Standardized processes, supply chain efficiencies, and operational visibility were sorely lacking, leaving the organization with disjointed workflows and suboptimal profitability. To address these critical issues, the health system sought a trusted partner with healthcare expertise and a proven track record in operational transformation.
The Opportunity
Point B’s assessment of the client’s unique situation revealed a clear opportunity to transform not only the ASC's performance but also its broader operational structure to ensure the ASC was connected and unified with broader system perioperative operations and goals. By taking a people-first approach, we implemented sustainable solutions to align capacity with demand, ensure appropriate cases were performed at hospital locations and the ASC, reduce inefficiencies across their surgical supply chain and ASC operations, and improve billing and coding practices to boost productivity.
We began by collaborating with system leadership, perioperative directors, surgeons, and frontline staff to comprehensively assess the current state of operations. Conducting interviews, on-site observations, and clinical and financial data reviews, we discovered inefficiencies, redundancies, and missed revenue opportunities.
Our findings illuminated opportunities to achieve measurable operational, financial, and clinical outcomes, including better surgical capacity utilization, enhanced patient-provider workflows, and streamlined supply chain operations. Critically, we recognized that operational gains would hinge on forging a unique partnership with the client’s culturally sensitive environment. By emphasizing collaboration and trust, we aimed to create a blueprint not just for operational improvement but also for long-term cultural alignment.
15%
Increase in Operating Room Utilization
26%
Decrease in Total Operating Costs Per Case
33%
Increase in Net Profit Margins
<1%
Same-Day Cancellations
Our Approach
Point B’s methodology combined deep surgical services and operations expertise with a holistic, people-centered approach to transform their operations, productivity, and profitability. Recognizing the unique challenges within the client’s system-wide operations, we designed an evidence-based plan with immediate and long-term actions.
Building Trust and Cultural Alignment
Understanding the cultural nuances of the client’s regional community was integral to our approach. We worked closely with executives and local leaders to align strategies with their mission of delivering exceptional care while honoring community values. Through continuous engagement, we built trust and demonstrated an unwavering commitment to their operational success.
Driving Operational and Financial Excellence
We implemented standardized workflows and processes across the ASC, focusing on critical areas such as block allocation, turnover team protocols, and scheduling. These changes significantly reduced manual processes and minimized inefficiencies, allowing the organization to enable better care team collaboration and achieve more with existing resources.
Point B also implemented standard work for billing and coding teams to significantly increase net patient revenue and eliminate billing backlog.
Additionally, Point B introduced Epic system modules to align ASC operations with the broader health system’s technological framework. This integration streamlined reporting, increased visibility, and eliminated inefficiencies caused by redundant manual tasks.
Empowering Leadership and Teams
Point B provided interim leadership to stabilize and guide the ASC through its transformation. By partnering with medical directors and administrative leaders, we redefined staffing models, ensuring both clinical and administrative team members were deployed effectively.
We didn’t stop there. To ensure sustainable success, we trained team members in lean methodologies and created a governance framework to support long-term improvements. Leadership teams were equipped with the skills to drive change independently, fostering a culture of accountability and continuous improvement.
Through ongoing check-ins, collaborative reviews, and shared insights, the client continues to leverage Point B’s expertise to sustain and build upon these results.
Project Results
Through Point B’s tailored strategies, the ASC achieved measurable and significant results across critical operational and financial metrics.
- Enhanced Utilization: Operating room utilization increased by over 15% compared to the prior quarter, creating greater capacity for surgical cases.
- Decreased Turnover Times: Operating room turnover times decreased by approximately 10 minutes to an average of 15 minutes, reducing downtime and enabling better patient flow.
- Financial Improvements: Total operating costs per case dropped by 26%, this included a 28% labor cost per case reduction and a 27% supply cost per case reduction. Same-day cancellations were reduced from 4.2% to less than 1%. Overall, net profit margins rose by 33%.
- Operational Excellence: By implementing standard work processes, the ASC eliminated inefficiencies, streamlined resource allocation, and achieved consistent improvements in scheduling, billing, and staffing operations.
- Cultural Transformation: Perhaps more importantly, the system’s staff embraced the operational changes with enthusiasm. Point B’s culturally aligned approach fostered trust, demonstrating our dedication to the success of both the organization and its community.
Even after the conclusion of the engagement, Point B’s partnership has endured. Through ongoing check-ins, collaborative reviews, and shared insights, the client continues to leverage Point B’s expertise to sustain and build upon these results.
The Way Forward
For any organization, operational transformation isn’t only about maximizing efficiency; it’s about building a sustainable framework for long-term success that works for the organization’s culture and community. Point B’s partnership with this regional health system demonstrates the powerful results that come from combining operational expertise with a culturally tailored approach.
If your organization faces challenges in operational efficiency, profitability, or organizational alignment, Point B’s expert consultants are here to support you. Together, we can create impactful solutions to unlock your full potential and achieve lasting results.
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