Lean Processes with ACEMAPP: Simplifying Strategy While Maximizing Output

ACEMAPP may have made a name as an industry leader in clinical coordination management, but what more and more ACEMAPP clients are discovering is that the platform is designed with the ability to adapt, and services can be molded to fit any organization. That's because the team behind ACEMAPP is focused on adopting best practices that include lean processes.

Consider the case of Wellstar Health System, the largest and most integrated healthcare system in the state of Georgia. Organizational efficiency is key when providing world-class care in a system that includes 11 hospitals, more than 325 medical office locations, 8 cancer centers, 91 rehabilitation centers, 35 imaging centers, 20 urgent care locations, and five health parks. Wellstar adopted ACEMAPP and lean processes across its entire health system, creating consistency across the board.

Clinical rotations require high-level communication between the student, the education system, and the healthcare system to ensure all requirements are met and students are fully prepared to enter the workforce following completion. For Wellstar, this process is centralized in the Office of Academic Affairs, where Director of Education Operations LaTesa Roberts and Academic Partnerships Coordinator Debora Mastin play a large role.

“ACEMAPP benefits our team quite a bit because our team members work very efficiently,” says Roberts. “This technology enables our academic placement team to clear these rotations, house student documentation, and streamline the entry process.”

Roberts noted that the benefits not only impact team capacity but also allow Wellstar to scale up the number of rotations. “A solution such as ACEMAPP allows us to see more rotations per year.”

With a smaller internal team in a large healthcare system, thousands of students flood in for rotations, and efficient student onboarding is critical to their success. The Wellstar Office of Academic Affairs works closely with leaders in different departments around the health system and contacts at the educational institution to bring these rotations to life for the students.



“Consistent management tools are the key to consistent, positive results for your programs,” ACEMAPP Chief Business Development Officer Stacy Gradowski says. “The team at ACEMAPP is prepared to help your organization make the leap into a customized lean process structure that will help your employees save time while improving the output across the board.”

“At ACEMAPP, it is our goal to develop an efficient process where all departments of a hospital work together to make the most of their ACEMAPP subscription. Being strategic establishes a standardized pipeline across the healthcare network, including clinical education, HR, IT, badging, security, administration, and even the C-suite.”

This intensive process has many steps for the ACEMAPP team to set up, starting with receiving up-to-date educational information from the institution, and also receiving and approving documentation from students to give them access to the health system. This tees up the ability to work with program directors so that students can be assigned a rotation schedule for their program. ACEMAPP can also handle security badging for entry into specific units.

Managing these steps to work interchangeably between departments creates a lean process structure that eliminates the duplication of work and prevents continuous loss of time running around for different approvals across departments.

“ACEMAPP acts as our means of ‘stopping the line.’ If we have a student who goes to security to get their badge, and they are not totally approved in ACEMAPP, they can’t get their badge. This keeps all departments on the same page and maintains a level of consistency across the board,” Mastin says.

If a student emails about problems logging into the health system’s electronic medical record (EMR) system, the first step Mastin takes is to check their compliance status in ACEMAPP.

“If they have unfulfilled requirements, I can email them back to let them know that they won’t be allowed on campus until these requirements are met,” she says. “It is a very important function for our tracking, and gives us the peace of mind of checking a box one time and knowing it is checked across the board for that individual.”

This consistent tracking of requirements gives students the relief of a clear, outlined approach so they know what is expected of them and when requirements are due. This is mutually beneficial to the internal team since they can quickly see any active or potential issues and address them before they escalate.

Roberts noted that students do not always have onboarding requirements on their priority lists. That’s another place where ACEMAPP comes in. “Knowing that if they want to rotate they have to get these items in helps move the process along,” Roberts says. “The communication features are great for that awareness. Being able to use the communication blast and broadcast communication on time-sensitive items is so helpful.”

Roberts offered the example of ACEMAPP’s broadcast messaging tool, which allows site coordinators to contact students, “That’s how we reach our students when we are waiting for them to get that information uploaded,” she says. “We have a designated person on our team that reviews each student and any pending documents or rotations, and they can provide constant reminders on these things so students stay on the right track.”

“ACEMAPP is excellent – I only wish other vendors I use in my personal life gave the customer service ACEMAPP does,” Mastin said, laughing.

Contact us today to take the first step into your streamlined journey with ACEMAPP. You will be greeted by our wonderful customer service team, who is ready to help at every turn to best position your organization for future, sustainable success.