BACKGROUND: Prolonged wait times are known barriers to accessing nephrology care for patients needing more urgent specialist services. Improved process and standardized triage systems are known to minimize wait times of urgent or semi-urgent care in health care disciplines. In Central Zone (CZ) renal clinic, mean wait times for urgent (P1) and semi-urgent (P2) referrals were prolonged before 2014. We also observed prolonged wait times for elective (P3-P5) categories. Improving wait times was identified as an access to care quality improvement focus in CZ renal clinic of the Nova Scotia Health Authority (NSHA). OBJECTIVES: To describe our new referral process and new triage system, and to examine their effect on number of referrals wait-listed and mean wait times. DESIGN: A quasi-experimental design was used. SETTING: Halifax, Nova Scotia, Canada. PARTICIPANTS: Patients referred to Central Zone Renal Clinic between 2012 and 2018. MEASUREMENTS: A time series of referral counts and wait times for each triage category were measured before our interventions and after implementing our interventions. METHODS: We reviewed our referral processes to identify gaps leading to prolonged wait times. On January 1, 2014, we implemented new administrative procedures: pretriage (standardized referral information form and staff training), triage (standardized clinic intake criteria and new triage guidelines), posttriage (protecting clinic spots for urgent and semi-urgent referrals, wait-list maintenance, and increasing new referral clinic capacity). Data were collected prospectively. Descriptive analysis on mean wait times was done using run charts. RESULTS: A 33% reduction in total number of referrals wait-listed was observed over 4.5 years after intervention. Descriptive analysis of the urgent and semi-urgent categories (P1 and P2) revealed a significant shift of mean wait times on run charts after the interventions. Target wait time was achieved in 94% of P1 category and 78% of P2 category. LIMITATIONS: This type of study design does not exclude confounding variables influencing results. We did not explore stakeholder satisfaction or whether the new referral process presented barriers to resending referrals that had insufficient triage data. The long-term sustainability of adding demand-responsive surge clinics and opportunity cost were not assessed. Our referral process and triage system have not been externally validated and may not be applicable in settings without wait-lists or settings that use electronic, telephone or telemedicine consults. CONCLUSION: Our selective intake of referrals with adequate triage information and referrals needing nephrology consult as defined by our clinic intake criteria reduced number of referrals wait-listed. We saw improved wait times for urgent and semi-urgent referrals with these categories now falling within target wait times for the vast majority of patients. The work of this improvement initiative continues especially for the lower-risk triage categories. TRIAL REGISTRATION: Not applicable as this was a Quality improvement initiative.
BACKGROUND: Prolonged wait times are known barriers to accessing nephrology care for patients needing more urgent specialist services. Improved process and standardized triage systems are known to minimize wait times of urgent or semi-urgent care in health care disciplines. In Central Zone (CZ) renal clinic, mean wait times for urgent (P1) and semi-urgent (P2) referrals were prolonged before 2014. We also observed prolonged wait times for elective (P3-P5) categories. Improving wait times was identified as an access to care quality improvement focus in CZ renal clinic of the Nova Scotia Health Authority (NSHA). OBJECTIVES: To describe our new referral process and new triage system, and to examine their effect on number of referrals wait-listed and mean wait times. DESIGN: A quasi-experimental design was used. SETTING: Halifax, Nova Scotia, Canada. PARTICIPANTS: Patients referred to Central Zone Renal Clinic between 2012 and 2018. MEASUREMENTS: A time series of referral counts and wait times for each triage category were measured before our interventions and after implementing our interventions. METHODS: We reviewed our referral processes to identify gaps leading to prolonged wait times. On January 1, 2014, we implemented new administrative procedures: pretriage (standardized referral information form and staff training), triage (standardized clinic intake criteria and new triage guidelines), posttriage (protecting clinic spots for urgent and semi-urgent referrals, wait-list maintenance, and increasing new referral clinic capacity). Data were collected prospectively. Descriptive analysis on mean wait times was done using run charts. RESULTS: A 33% reduction in total number of referrals wait-listed was observed over 4.5 years after intervention. Descriptive analysis of the urgent and semi-urgent categories (P1 and P2) revealed a significant shift of mean wait times on run charts after the interventions. Target wait time was achieved in 94% of P1 category and 78% of P2 category. LIMITATIONS: This type of study design does not exclude confounding variables influencing results. We did not explore stakeholder satisfaction or whether the new referral process presented barriers to resending referrals that had insufficient triage data. The long-term sustainability of adding demand-responsive surge clinics and opportunity cost were not assessed. Our referral process and triage system have not been externally validated and may not be applicable in settings without wait-lists or settings that use electronic, telephone or telemedicine consults. CONCLUSION: Our selective intake of referrals with adequate triage information and referrals needing nephrology consult as defined by our clinic intake criteria reduced number of referrals wait-listed. We saw improved wait times for urgent and semi-urgent referrals with these categories now falling within target wait times for the vast majority of patients. The work of this improvement initiative continues especially for the lower-risk triage categories. TRIAL REGISTRATION: Not applicable as this was a Quality improvement initiative.
Chronic kidney disease (CKD) is prevalent worldwide. Global CKD prevalence rates have
been reported to be 13.4% for stages 1 to 5 and 10.6% for stages 3 to 5.[1] In Canada, nondialysis CKD (stages 1-5 and proteinuria) prevalence was
estimated to be 12.5% between 2007 and 2009, representing approximately 3 million Canadians.[2] More recently, the prevalence of stage 3 to 5 CKD in primary care in Canada
was estimated at 7.19%, with the highest prevalence occurring in rural settings and
among those with multiple comorbidities, especially diabetes mellitus and hypertension.[3] The CKD has consequences with respect to increased cardiovascular morbidity
and mortality[4-8] requirement for renal
replacement therapy (RRT)[7,9]
and associated burdens and health care costs.[10,11]Patients with CKD are often referred from primary care and other specialties to CKD
interdisciplinary clinics in Canada.[12] Prolonged wait times have been identified as a barrier to accessing health
care system in Canada.[13] In the era of routine estimated glomerular filtration rate (eGFR) reporting
by laboratories, earlier recognition of CKD, increased nephrology wait times, and
number of unnecessary referrals have been observed, which can affect timely access
to nephrology care for patients needing more urgent specialist services.[14,15] Improvements
in process deficiencies and implementation of triage systems are known to minimize
wait times of urgent and semi-urgent care in health care disciplines.[13,16,17] Little is
known about the potential benefits of standardized triage system and process
improvements in nephrology ambulatory care clinics in Canada.[18-20] A central referral system and
triage guidelines were in place in our renal clinic for several years. In Nova
Scotia (NS), automated eGFR laboratory reporting was rolled out in phases throughout
the province between 2006 and 2014. The Nova Scotia Renal Program (NSRP) renal
clinic referral pathway first became available on a web platform as a reference for
health care providers in 2009.We identified increased CZ renal clinic wait times as an access to care focus for
ongoing improvement. Urgent and semi-urgent referrals were of priority concern.
Objectives
In this article, we describe how, beginning on January 1, 2014, Nova Scotia Health
Authority (NSHA) Central Zone (CZ) Renal clinic (1) implemented new clinic intake
criteria and updated our clinic referral pathway, (2) implemented new standardized
triage procedures, and (3) increased capacity to see new referrals. We report the
effects of these combined changes on the mean wait times in CZ Renal Clinic.
Methods
Study Population
NS is 1 of 3 Maritime provinces in Canada with a population of approximately 938
972 residents in 2014, which increased to 955 376 by 2018 (1.7% growth).[21] In April 2015, all health authorities in the province were amalgamated
into a provincial single publicly funded health authority, the NSHA with 4
geographic management zones: CZ (Halifax area, Eastern Shore, and West Hants),
Eastern Zone (Cape Breton, Guysborough, and Antigonish areas), Northern Zone
(Colchester-East Hants, Cumberland, and Pictou areas), Western Zone (Annapolis
Valley, South Shore, and South West).The NSHA NSRP has 3 renal centers, namely, Halifax (CZ, Northern Zone), Yarmouth
(Western Zone), and Sydney (Eastern Zone). Each renal center primarily sees
referrals originating within its zone, although there are areas of overlap at
zone boundaries. The zonal distribution of nephrology referrals did not
substantially change during the course of this quality improvement initiative
which was performed in the CZ Renal Clinic, which is located in a teaching
hospital.
Process-Mapping
We outlined a process map, including timelines for new clinic referrals from the
point of receiving a referral, administrative procedures after receiving a
referral (pretriage, triage, posttriage), and appointment bookings to identify
opportunities for improvement and inform our interventions. This led to the
identification of reasons for prolonged wait times (Figure 1), areas of possible intervention
(Figure 2), and a
new process map (Figure
3).
Figure 1.
Reasons for prolonged wait times.
Note. CKD = chronic kidney disease.
Figure 2.
Interventions for wait-time improvement.
Note. CKD = chronic kidney disease.
Figure 3.
Referral process map started on January 1, 2014, CZ Renal clinic.
Note. NSHA = Nova Scotia Health Authority; PHS = Patient
Health Systems; CZ = central zone.
Reasons for prolonged wait times.Note. CKD = chronic kidney disease.Interventions for wait-time improvement.Note. CKD = chronic kidney disease.Referral process map started on January 1, 2014, CZ Renal clinic.Note. NSHA = Nova Scotia Health Authority; PHS = Patient
Health Systems; CZ = central zone.
Interventions
Pretriage
All new clinic referrals were received into a central office using a single fax
number. A standardized clinic intake form was created to ensure the referral
provided adequate information for triaging (Table 1). Missing information was
requested from referring physicians using a standardized letter. Wait time was
defined from the date of receipt of adequate triage information to the date of
clinic visit. Previously, wait time was defined as receipt of any referral
information, irrespective of adequacy for triage, and all referrals were
wait-listed. Administrative staff were trained to identify high-risk flags for
all referrals (including those with inadequate triage information) that would
require urgent triage nephrologist review or direct physician-to-physician
communication.
Table 1.
Referral Information (Triage Data) for Renal Clinic, Central Zone Nova
Scotia Health Authority.
1. Patient name, health card number and contact
information
2. Referring physician name
3. Medical history
4. Medication list
5. Creatinine or eGFR
6. Electrolytes
7. Bicarbonate or total CO2
8. Calcium
9. Phosphorus
10. Albumin
11. Urinalysis
12. Urine albumin-to-creatinine ratio or
protein-to-creatinine ratio or 24-hour urine protein
quantification
Referral Information (Triage Data) for Renal Clinic, Central Zone Nova
Scotia Health Authority.Note. eGFR = estimated glomerular filtration rate;
CO2 = carbon dioxide; CT = computed tomography.
Triage Procedures
Triage was distributed among all 11 nephrologists participating in our clinic.
Clinic intake criteria were derived by consensus using existing practice
guidelines[9,22] and clinical experience to determine whether referrals
required nephrology consultation. Referrals deemed as not meeting clinic intake
criteria were returned to referring physician with reasons for why the referral
did not require nephrology consultation, general management advice, resources
for CKD monitoring and management, and guidelines for when to refer back to
renal clinic as described in our referral pathway (Supplemental Figure 1).[23] In cases of ambiguity, or at the discretion of the triage nephrologist,
the referring physician was contacted for further discussion. Referring
physicians were invited to call the triage nephrologist if there were further
questions or concerns. Referrals triaged to be seen had to meet any one of our
intake criteria (Table
2) which were published on the NSHA Renal Program website.[23]
Table 2.
Intake Criteria for Renal Clinic, Central Zone Nova Scotia Health
Authority.
1. eGFR ≤ 30 mL/min/1.73m2
2. Urine albumin-to-creatinine ratio > 30 mg/mmol or
albumin excretion rate ≥ 300 mg/d or protein-to-creatinine
ratio ≥ 50 mg/mmol or protein excretion rate ≥ 500 mg/d in
patients less than 70 years old
3. Urine albumin-to-creatinine ratio > 60 mg/mmol or
urine protein-to-creatinine ratio > 100 mg/mmol or
24-hour urine protein > 1 g/d in patients ≥ 70 years
old.
4. Rapid decline in eGFR of more than 10% per year or 20%
over weeks to months
Intake Criteria for Renal Clinic, Central Zone Nova Scotia Health
Authority.Note. eGFR = estimated glomerular filtration rate;
CKD = chronic kidney disease.Referrals meeting clinic intake criteria were prioritized using our new triage
system (Supplemental Table 1). The new triage system (5 categories) was
built on modifying the previous triage system (4 categories) to reflect actual
triage practices. Criteria for each triage category and appropriate target wait
times were defined by consensus among nephrologists to improve consistency of
prioritization among various triage nephrologists. In June 2015, we added the
Kidney Failure Risk Equation (KFRE) for stage 3-5 CKD patients as a
supplementary risk assessment tool to guide triaging; this was subsequently
shown in studies to significantly decrease wait times.[20,24,25] A 3% risk of kidney
failure in 5 years has been proposed, as a threshold for referring to
nephrology, and is more discriminating than eGFR criteria alone.[26] In our clinic, patients whose 5-year risk of kidney failure was estimated
to be less than 5% were deemed low risk, and could be considered for management
in primary care at the discretion of the triage nephrologist. Monitoring for
disease progression was requested of referring physicians, who were invited to
re-refer with updated information if renal status changed. We reviewed referrals
received between January 1, 2014, and December 31, 2014, that did not meet our
clinic intake criteria to see whether they were re-referred and triaged to be
seen in the subsequent 5 years. We assessed the number of these presenting as
late referrals using a late referral definition of 180 days until start of
RRT.
Posttriage
Administrative staff aimed to book the referral with the next available
nephrologist (or previous nephrologist if it was a re-referral) within target
wait time for the triage category. Approximately 3 to 4 clinic appointments were
always protected for urgent (P1) and semi-urgent (P2) referrals every week, and
if they were not used, could be filled with lower priority referrals.Patients received written appointment notifications through the mail, and a
telephone reminder the day before their appointments. Referrals for patients who
missed their initial appointments and did not request rescheduling were returned
to referring physician with an invitation to re-refer. Urgent (P1) and
semi-urgent (P2) referrals were allowed to miss 3 appointments, elective (P3 and
P4) referrals were allowed to miss 2 appointments, and elective (P5) referrals
were allowed to miss 1 appointment before the referral was canceled and returned
to the referring physician with an invitation to re-refer. The wait-list was
reviewed every 6 months by a nephrologist and administrative staff, and deceased
patients were removed. Outlying referrals that had been waiting much longer than
other referrals in their triage category were periodically reviewed to determine
cause for the delay.To increase clinic capacity for new referrals, we sought to reduce follow-up
appointments for low-risk patients whose care could be adequately provided by
primary care. Nephrologists were asked to analyze each returning patient for
stability and risk of CKD progression. Stable and low-risk patients had their
care transitioned back to primary care or where needed to nephrology nurse
practitioners in collaborative practice with our group.A demand-responsive strategy of adding extra clinics to accommodate surges in
referral numbers and to clear backlogged referrals was taken. This was done in
August 2014 for semi-urgent (P2) referral number surge, August 2017 for
increasing P2 wait times, and October 2016 to address backlogged elective (P3)
referrals. In July 2017, we introduced new referral quotas for each nephrologist
to cope with increased background demands across all triage categories. The
quotas were calculated based on expected new referral demands for the upcoming
6-month block based on historical data, and increased by 5% to account for no
shows that could not be replaced. The quota was adjusted for full-time or
part-time status and other clinical service obligations. Quotas per nephrologist
varied from 25 to 50 new referrals per 6-month period. Prior to the quota
allocation system, nephrologists booked new referrals in their weekly schedules
based on availability of human and clinic space resources; referral demands were
not factored in a systematic fashion among all clinicians.
Data Analysis
The data were collected prospectively. Wait-time analysis included quarterly data
over a period starting July 1, 2012, and ending September 30, 2018, as obtained from
the NSHA Patient Health Systems (PHS). Wait-time analysis did not extend past
September 30, 2018, due to major changes in pretriage administrative procedures in
Q3 2018/19 such that study conditions were not comparable with previous times.
Descriptive analysis was done using run charts.
Results
Wait Times
We saw 33% reduction in total number of referrals wait-listed between March 31,
2014, and March 31, 2018 (Figure 4). The reduction in number of wait-listed referrals was due
to not wait-listing referrals that did not meet our clinic intake criteria and
referrals that were sent with inadequate triage information (Table 3). The P3
category represented the highest frequency of referrals, followed by P2 and P4,
whereas the lowest frequency of referrals was seen for P1 and P5 categories
(Figures 5-9 and Supplemental Table 3).
Figure 4.
Number of new referrals wait-listed to be seen in renal clinic, 2012-2013
to 2018-2019, CZ of NSHA.
Note. CZ = central zone; NSHA = Nova Scotia Health
Authority.
Table 3.
Referrals Received and Reasons for Cancelation.
Fiscal year
2012/13
2013/14
2014/15
2015/16
2016/17
2017/18
Number of referrals received
1201
1137
1163
1081
1115
928
Number of referrals triaged to be seen
1166
1000
902
730
828
659
Number of referrals canceled after triage
75
44
29
23
50
22
Number of referrals remaining on wait-list
1091
956
873
707
778
637
Not triaged
Referred in error
25
23
14
4
5
7
Outside Central Zone Referral area
4
6
3
4
9
1
Inadequate triage data
1
18
89
230
143
123
Consult not needed/not meeting clinic intake criteria
5
90
155
113
130
138
Canceled after triage
Nephrology consult no longer needed
44
13
2
6
11
5
Canceled by referring MD
10
9
5
8
14
9
Patient refused
16
13
19
8
11
4
Deceased
5
6
3
1
14
4
Unable to contact patient
0
3
0
0
0
0
Figure 5.
Mean wait time for urgent (P1) referrals from July 1, 2012, to September
30, 2018.
Figure 6.
Mean wait time for semi-urgent (P2) referrals from July 1, 2012, to
September 30, 3018.
Figure 7.
Mean wait time for elective (P3) referrals from July 1, 2012, to
September 30, 2018.
Figure 8.
Mean wait times for elective (P4) referrals from July 1, 2012, to
September 30, 3018.
Figure 9.
Mean wait time for elective (P5) referrals from July 1, 2012, to
September 30, 2018.
Number of new referrals wait-listed to be seen in renal clinic, 2012-2013
to 2018-2019, CZ of NSHA.Note. CZ = central zone; NSHA = Nova Scotia Health
Authority.Referrals Received and Reasons for Cancelation.Mean wait time for urgent (P1) referrals from July 1, 2012, to September
30, 2018.Mean wait time for semi-urgent (P2) referrals from July 1, 2012, to
September 30, 3018.Mean wait time for elective (P3) referrals from July 1, 2012, to
September 30, 2018.Mean wait times for elective (P4) referrals from July 1, 2012, to
September 30, 3018.Mean wait time for elective (P5) referrals from July 1, 2012, to
September 30, 2018.Descriptive analysis revealed a significant shift of mean wait times on run
charts of the P1 and P2 categories after the implementation of the interventions
(6 or more consecutive data points below the target wait times; Figures 5 and 6).[27] After January 1, 2014, there were 17/18 (94%) data points within target
for P1 category and 14/18 (78%) data points within target for P2 category. There
was no significant shift of mean wait times for the elective (P3-P5) categories
(Figures 7-9). Only 3/18 (16.7%) data points fell
within target for P3 category, 0/18 data points fell within target for P4
category, and 1/18 (5.5%) data points fell within target for P5 category. Our no
show rate remained stable at 2% to 6.8% since October 2016 when we started
tracking it.
Follow-up
Of 165 referrals that were deemed as not requiring nephrology consultation in
calendar year 2014 (posttriage system implementation), we found 8 (4.8%) were
subsequently re-referred to our clinic in the 5 years of follow-up. Of these
re-referrals, 1 patient subsequently required ongoing renal clinic follow-up.
Five were seen once in renal clinic and discharged due to stability. Two
re-referrals were felt not to need nephrology consultation due to stability and
advanced palliative status from comorbid disease. None of the 165 patients
triaged as not needing nephrology consultation in 2014 received RRT within the
subsequent 5-year observation.
Discussion
Summary
After implementation of our standardized referral information and clinic intake
criteria, we observed a 33% reduction in referrals wait-listed for appointments.
This was mostly driven by fewer referrals being triaged as a result of
inadequate triage information, and a decrease in the number of low-risk
referrals being triaged to be seen. There did not appear to be a detrimental
effect of deferring nephrology consultation in 5-year follow-up of the initial
cohort of low-risk referrals which was not seen. We observed an improvement in
mean wait times for urgent and semi-urgent triage categories following
interventions that were designed to improve triage efficiency, accuracy, and
increase capacity to see referrals.
Interpretation
Centralization of referrals, where referrals are assigned to the first available
nephrologist based on priority, has the benefit of controlling wait times for
more urgent patients, as higher urgency patients can be seen sooner than in
traditional first-come first-served specialist-specific referral
systems.[17,28] Directed referrals were permitted in our clinic, provided
the consultation could be done within target wait time for that triage category.
Defining maximum wait times for each triage category can reduce prolonged wait
times for lower urgency patients.[29]By standardizing the minimum referral intake information required, we were able
to improve the quality of referral information provided and perform timely
triage and wait listing. Under the previous system, inadequate triage
information resulted in delays in identifying those that did not need clinic
appointments, and often this was discovered too late to replace the referral
with another that needed to be seen.There is considerable variation in referral criteria for interdisciplinary CKD
clinics throughout Canada.[12,30] A recent study showed that
not all nephrology referrals recommended by current clinical practice guidelines
appear to derive the same benefit from nephrology consultation.[31] We found that a significant proportion of referrals did not meet our
clinic intake criteria which target moderate- and high-risk individuals who
would benefit from nephrology consultation. We believe this approach allowed
nephrology resources to be directed toward higher risk patients who could then
be seen in a more timely fashion as has been observed in other Canadian CKD clinics.[20]In the 5-year follow-up period of our study, we found that 4.8% of patients who
did not meet our clinic intake criteria were subsequently re-referred. Of these,
none presented as late referrals requiring dialysis in less than 6 months from
first nephrology exposure. This suggests that a substantial number of patients
with mild abnormalities, stable disease, or competing mortality risk who are
referred to renal clinic could receive appropriate management in primary
care.Current practice guidelines provide nephrology referral recommendations; however,
evidence-based target wait times have not been established.[9,22]
Consensus-based benchmark wait times were associated with improved access to
outpatient nephrology consultations in British Columbia, particularly for
highest priority patients suggesting an influence of triaging behavior.[19] Our triage guidelines were implemented to reduce variability in referral
prioritization by various users, and target wait times were derived by consensus
among participating nephrologists.The benefits we saw in wait times for urgent (P1) and semi-urgent (P2) categories
were generally maintained despite a variation in the number of practicing
nephrologists over the course of the study. Better quality of referral
information and more precise triage criteria resulted in fewer referrals being
classified as urgent or semi-urgent. Some referrals that would have been
previously been triaged P2 were likely classified as P3 category. The creation
of a P4 category allowed better discrimination among elective referrals, and
prevented oversubscribing to the P3 category due to increased confidence that
referrals which could wait longer than 90 days (P3) could still potentially be
seen sooner than 365 (P5) days.We observed as others have in other outpatient clinical settings that demand for
nephrology services fluctuates and can influence wait times if backlogs accumulate.[32] By adding extra clinics in response to P2 referral number surges (Q2
2014/15), P2 wait times remained within target, and the P3 wait list likely also
benefited as wait times remained at target for this group, although the effect
was not sustained. Adding surge clinics to address the P3 backlog (Q3 2016/17)
maintained wait times for that category; however, this effect was not sustained.
The frequency and size of surge clinics that was needed challenged the balance
with clinical service demands in other CKD care areas such that their long-term
use was not sustainable.There was no effect of implementing quotas on urgent and semi-urgent referrals,
probably due to the fact that these referrals were always seen relatively
quickly. Although sufficient follow-up was not available, quotas may have a
positive effect on elective P3 and P4 wait times. The effect of quotas may not
have been fully realized due to simultaneous reduction in number of full-time
nephrologists after their implementation.In system changes affecting multiple stakeholders, we encountered a period of
adjustment, and there were learning curves to accommodate for all involved.
Communication with referring clinicians on applicable changes was triggered on a
case-by-case basis, usually by a referral that was deemed not to require
nephrology consultation or a referral that was sent with inadequate information.
This was usually done in writing and where needed by telephone, both of which
offered an opportunity for further discussions with referring clinicians.
Although not a significant barrier, nephrologists had to become accustomed to
the new clinic intake criteria, and both nephrologists and their long-term
stable CKD patients had to be comfortable with being discharged from clinic. The
frequency with which stable CKD patients were discharged or discharged and
subsequently re-referred was not tracked, and therefore, the effectiveness of
this strategy on improving wait times is unknown.
Limitations
We did not explore the frequency with which requested referral information
presented a barrier to sending a new referral or resending a referral that had
previously been canceled. We did not collect data on outcomes of referrals that
were not wait-listed due to inadequate triage information. Further to this work,
in July 2018, in collaboration with family physician leaders, we developed a
nephrology referral form with identical referral information elements, and this
was not felt to be onerous by collaborating primary care leaders (Supplemental Table 2). The referral form is being implemented
among primary care providers. It includes check boxes of the minimum triage
information, laboratory data, and diagnostic imaging reports required. More
recently, we are piloting a process of obtaining missing triage laboratory data
by sending requisitions directly to the patient after receiving a referral, to
reduce chances of missing referrals that need to be seen.We did not assess compliance with pretriage, triage, and posttriage procedures.
It is possible that deviation from these procedures influenced wait times. Other
factors contributing to increased wait times such as process inefficiencies,
service disruption, and patient scheduling preferences were not studied
here.[33,34]Differences in the way wait times were measured before and after our quality
improvement initiative would have influenced wait times for elective triage
categories (P3-P5), as these referrals were only wait-listed after receipt of
adequate triage information in the new era. However, the change in how wait
times were measured likely had minimal to no effect on urgent and semi-urgent
(P1-P2) referrals as high-risk referrals were triaged expeditiously in the same
manner pre- and postimplementation of our initiative. Triage of high-risk
referrals mostly occurred within a day of referral receipt in both eras, often
with efforts made by nephrologists to contact referring physicians by telephone
if further information was required.The opportunity cost of surge clinics on other clinical services, administrative
and academic pursuits, and ability to schedule return appointments were not
assessed. Ultimately increasing nephrology resources is required for
sustainability. The impact of adding the KFRE to our triage procedures on our
wait times was not assessed. The KFRE is less applicable for referral
indications such as glomerulonephritis, polycystic kidney disease, and recurrent
stone disease, and therefore, there remains a role for alternate triage system
in these conditions. Telephone consultation was occasionally used for select
referrals in our center although frequency was not captured. Our triage and
booking system were not validated externally and may not be generalizable to
other centers, e.g., those that use electronic referrals, telephone and
electronic consultations, and telehealth/telemedicine.[35-38] Patient, referring
physician, and nephrologist satisfaction with the referral and triage process
were not formally assessed, although occasional feedback on a case-by-case basis
was received.
Conclusion
There is a global increased demand for nephrology services and gaps in services,
facilities, and nephrology workforce.[39] In a resource-limited environment, timely access to nephrology services is a
priority for those patients needing it to avoid adverse outcomes. We found that
accepting referrals with adequate triage information, standardizing clinic intake
criteria, more precise triage criteria, demand-responsive surge clinics improved
access for higher risk (P1 and P2) referrals, with the vast majority of these now
falling within target wait times. This work of improving access to care continues,
especially for elective categories (P3-P5) needing nephrology consultation.
Engagement with all stakeholders, including patients, referring clinicians, and
nephrologists on strategies to address wait times for these categories, and
gathering structured feedback and satisfaction with current processes are vital
aspects of furthering this work.Click here for additional data file.Supplemental material, Appendix_Figure_1 for The Impact of a New Triage and
Booking System on Renal Clinic Wait Times by Penelope S. Poyah and Tabassum Ata
Quraishi in Canadian Journal of Kidney Health and DiseaseClick here for additional data file.Supplemental material, Appendix_Table_1 for The Impact of a New Triage and
Booking System on Renal Clinic Wait Times by Penelope S. Poyah and Tabassum Ata
Quraishi in Canadian Journal of Kidney Health and DiseaseClick here for additional data file.Supplemental material, Appendix_Table_2 for The Impact of a New Triage and
Booking System on Renal Clinic Wait Times by Penelope S. Poyah and Tabassum Ata
Quraishi in Canadian Journal of Kidney Health and DiseaseClick here for additional data file.Supplemental material, Appendix_Table_3 for The Impact of a New Triage and
Booking System on Renal Clinic Wait Times by Penelope S. Poyah and Tabassum Ata
Quraishi in Canadian Journal of Kidney Health and Disease
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