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Venice Family Clinic: Improving Capacity and Managing Patient Lead Times

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CASE STUDY, 4/2009

VENICE FAMILY CLINIC: Improving capacity and managing patient lead times
PREPARED BY Professor Kumar Rajaram, UCLA Anderson School of Management Karen Conner, MD, UCLA David Geffen School of Medicine A case by the Johnson & Johnson/UCLA Health Care Executive Program and the UCLA Anderson School of Management

Dr. Susan Fleishman, Medical Director at the Venice Family Clinic (VFC) returned to the clinic after her early morning meeting with CEO, Elizabeth Forer. It was a typically warm and sunny Southern California day as she approached the front door of the clinic. She walked past a line of six to eight people waiting to check in at security and then proceeded upstairs to the waiting room. Almost every seat was taken. The room was full of elderly people, homeless men and women, young mothers, babies, toddlers with runny noses, school-aged children watching TV and adult men and women dressed for work. Some clutched papers indicating they had been seen by either registration or a provider, but most were holding only their color-coded cards given to them as they passed through security.

As she headed towards the patient rooms, she noticed two resident doctors holding charts and chatting about their upcoming ski trips, one attending physician talking to a medical assistant about lab work and another on the telephone impatiently waiting on hold. A quick walk by the patient rooms showed that despite the crowd in the waiting room, only about half of the rooms had patients in them. She knew that many of the patients seen by the clinic spent hours there each visit, and that most of that time was spent waiting. She thought back to her meeting with Liz. She had been told that there were projections for a 26% increase in visits over the next year. How would the clinic be able to handle such a large influx of patients? She had already begun hearing

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