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Using Time-Driven Activity-Based Costing


to Model the Costs of Various Process-
Improvement Strategies in Acute Pain
Management
Keyuri Popat, MD, medical director, acute pain medicine, Division of Anesthesiology and Critical
Care, The University of Texas MD Anderson Cancer Center, Houston; Kelly Ann Gracia, senior
research data coordinator, The University of Texas MD Anderson Cancer Center, Houston;
Alexis B. Guzman, project manager, reimbursement strategy, clinical revenue and reimbursement, The
University of Texas MD Anderson Cancer Center; and Thomas W. Feeley, MD, senior fellow, Harvard
Business School, and professor emeritus, The University of Texas MD Anderson Cancer Center
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EXECUTIVE SUMMARY

Pain control for patients undergoing thoracic surgery is essential for their comfort and for
improving their ability to function after surgery, but it can significantly increase costs. Here,
we demonstrate how time-driven activity-based costing (TDABC) can be used to assess per-
sonnel costs and create process-improvement strategies.
We used TDABC to evaluate the cost of providing pain control to patients undergoing
thoracic surgery and to estimate the impact of specific process improvements on cost. Retro-
spective healthcare utilization data, with a focus on personnel costs, were used to assess cost
across the entire cycle of acute pain medicine delivery for these patients. TDABC was used
to identify possible improvements in personnel allocation, workflow changes, and epidural
placement location and to model the cost savings of those improvements.
We found that the cost of placing epidurals in the preoperative holding room was less
than that of placing epidurals in the operating room. Personnel reallocation and workflow
changes resulted in mean cost reductions of 14% with epidurals in the holding room and 7%
cost reductions with epidurals in the operating room. Most cost savings were due to rede-
ploying anesthesiologists to duties that are more appropriate and reducing their unnecessary
duties by 30%. Furthermore, the change in epidural placement location alone in 80% of cases
reduced costs by 18%. These changes did not compromise quality of care.
TDABC can model personnel costs and process improvements in delivering specific
healthcare services and justify further investigation of process improvements.

For more information about the concepts in this article, contact Dr. Popat at
kupopat@mdanderson.org.
The authors declare no conflicts of interest.
© 2018 Foundation of the American College of Healthcare Executives
DOI: 10.1097/JHM-D-16-00040

e76 Volume 63, Number 4 • July/August 2018

© 2018 Foundation of the American College of Healthcare Executives. All rights reserved.
Time-Driven Activity-Based Costing in Acute Pain Management

INTRODUCTION TDABC cost accounting approach pro-


Background vides managers with more accurate cost
Epidural analgesia has been the modal- information to better make decisions
ity of choice for pain control after tho- regarding process improvement, profit-
racic surgery for many years because it ability, and pricing. TDABC was chosen
improves patient comfort and quality of because of the collaborative process of
life. It also may help reduce pulmonary, developing process maps to not only
cardiac, and thromboembolic complica- understand the workflow in the acute pain
tions (Schuster, Gottschalk, Freitag, & areas but also to understand the financial
Standl, 2004). However, although it is impact of the decisions made (Kaplan &
widely agreed that providing acute pain Anderson, 2007).
services enhances postoperative out- TDABC has been documented in the
comes (Schuster, Gottschalk et al., 2004; healthcare literature as an appropriate
Schuster, Standl et al., 2004; Werner & costing methodology for process improve-
Nielsen, 2007), the delivery of acute pain ment and as an alternative to healthcare’s
care significantly increases the cost of the approach of using charges as surrogates for
total perioperative care cycle (Schuster cost (McLaughlin et al., 2014). It was used
& Standl, 2006). Reducing costs while at a comprehensive cancer center to reduce
maintaining the standard of care would process time by 16%, professional staff
require capturing healthcare costs and cost costs by 67%, and technical staff costs by
drivers, but this assessment is a challenge 12% when treating head and neck cancer
because of the complexity of healthcare (Feeley, Fly, Albright, Walters, & Burke,
delivery and the masking of true costs 2010). Similarly, an international study
with charges. demonstrated the use of TDABC by hospi-
Time-driven activity-based costing tal managers to measure unused capacity
(TDABC), introduced by Kaplan and among resources at a private hospital (Öker
Anderson (2004), is a feasible solution to & Özyapici, 2013). TDABC also has been
this challenge (Kaplan et al., 2014). Various used in comparative effectiveness studies of
healthcare settings and institutions have advanced proton versus photon radiation
implemented TDABC to capture the costs therapies (Thaker, Frank, & Feeley, 2015).
of delivering healthcare services (French Lastly, TDABC costs have been used to
et al., 2013; Öker & Özyapici, 2013). evaluate alternative payment methods such
TDABC is a cost-allocation methodology as bundled payments in healthcare (French
that resolves the inaccuracy of overhead et al., 2013; French, Guzman, Rubio,
allocation in traditional cost systems by Frenzel, & Feeley, 2016; Öker & Özyapici,
allocating indirect and support costs to 2013; Thaker et al., 2015).
activities performed by shared resources. Providing value-based care requires
The methodology requires an under- an understanding of cost. As the health-
standing of activities and processes and care environment changes, hospitals
the amount of time required to perform must compete for patients. In addition,
certain tasks; then, costs are allocated reimbursements are down, and thus it is
per resource performing each task. The more important than ever to understand

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Journal of Healthcare Management

the costs of providing care and to identify placing epidurals in the operating room or
cost-saving strategies. Personnel accounts in another location (preoperative holding
for the largest portion of total costs, so room), and (2) to evaluate the cost savings
we used TDABC in an inpatient setting of process-improvement initiatives in pain
to help assess the cost of a portion of the care delivery for patients undergoing tho-
care (pain management) provided to a racic surgery. We hypothesized that placing
patient throughout a hospital stay, based epidurals outside the operating room and
on the time each provider spends with reallocating personnel to perform at the
that patient. (Several studies suggest that highest level of their qualifications would
poorly controlled acute pain could lead save costs without compromising quality
to higher chances of developing chronic and thus would increase value.
pain, and thus higher healthcare costs in We retrospectively modeled the use of
the future [(Lavand’homme, De Kock, & healthcare resources by our set of thoracic
Waterloos, 2005].) TDABC has been used surgery patients to assess baseline costs and
at a higher level to assess inpatient per- the cost savings of process-improvement
sonnel cost by allocating provider costs initiatives. One technique for controlling
per staffed bed (Kaplan & Anderson, pain, epidural analgesia, was the center of
2007). To the authors’ knowledge, this this analysis. The use of TDABC to study
is the first time a segment of inpatient acute pain care delivery for inpatient
personnel cost has been calculated using services has not been reported. This case
TDABC. As a hospital decides what kind study can be generalized to all hospitals
of services it can afford to offer, this type interested in improving their processes and
of analysis for nonmainstream services is understanding their costs.
useful.
We chose thoracic surgery as a model METHODS
because it constituted the majority of our Process Maps and Personnel Costs
patient population requiring epidural A complete cycle of pain-management
analgesia. The personnel and the processes delivery for patients undergoing thoracic
used for pain management for thoracic surgery was defined to determine which
surgery are similar to those required for activities and resources to include in the
other acute pain management procedures. cost analysis (see Figure 1 for a high-level
Thus, the process-improvement strate- “blueprint” of inpatient surgery). The pro-
gies identified in thoracic surgery can be cess was color coded to identify activities
extrapolated to other acute pain manage- involving pain management resources and
ment procedures. thus to be included in the cost analysis.
Two pathways were identified for
Study Aim and Objectives patients receiving pain management with
The aim of this study is to demonstrate epidural analgesia: epidural catheter place-
how TDABC can model performance ment in the nonoperating area (i.e., pre-
improvement strategies and their effect operative holding room) and placement in
on cost. The objectives of this study are the operating room (OR). Care providers
(1) to measure baseline personnel costs of involved in both pathways were interviewed

e78 Volume 63, Number 4 • July/August 2018

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Time-Driven Activity-Based Costing in Acute Pain Management

Figure 1
High-Level Blueprint of Processes Involved in Inpatient Surgery
Day of Surgery Post-Operative Day 0–1+

Surgery Holding Operating Post-


Surgery Preoperative Area Room Floor
Waiting Anesthesia Discharge
Check-In Area *Epidural *Epidural Nursing
Area Care Unit
Placement Placement

* Variation: Epidural placement in holding Acute Pain


area vs. operating room varies by resource
and space availability Medicine
Assessment

Note. Darker boxes indicate activities involved in pain management, which are included in the cost analysis.

Figure 2
Process Map Excerpt

Holding Area Day of Surgery 7


Resident
Signs in to
PICIS and
performs
positioning
prep
Start 5

1 2 3 4 5 7
Acute Pain Anes MD Acute Pain Acute Pain RN Acute Pain RN Does N 80% Anes MD
Coordinator Reviews patient Coordinator Gathers drugs Places patient need Signs in to
Gathers records; Escorts family monitors an IV? PICIS and A
surgery, blood, explains out and gathers 5 5 performs
and anesthesia procedure and equipment Y 20% positioning
consents; consents to prep
ensures history patient 10 6 5
and physical 12.5 4
Anes MD
have been Acute Pain RN
Places IV and
updated; Gathers drugs
portacath
pregnancy test 5 5
given; preop RN
assessment is
complete
52.5 6
PACU MD
Places IV and
portacath
5

Notes. Anes = anesthesiology; PACU = postanesthesia care unit; PICIS = electronic health record system. Process improvement
examples are shown in darker boxes. “A” (at right) is the first area identified by the authors to model an alternative, which is shown in
the topmost box. Resources are identified with the time estimates and probabilities of completing the activities involved in a process.

to create process maps. All finalized maps Cost estimates were obtained by multi-
were validated by direct observation and plying the cost-capacity rate (CCR) by the
by staff members from the Department amount of time required for each resource
of Pain Management, the Department of to perform the patient care processes
Thoracic and Cardiovascular Surgery, the (Kaplan & Anderson, 2004, 2007). CCRs
Division of Nursing, and the Department of were derived from staff members’ salaries
Anesthesiology. The process maps included plus fringe benefits and a percentage of
time estimates and probabilities of activ- institutional overhead costs. Each step in
ity occurrence (see Figure 2 for a detailed the process map was costed and aggre-
excerpt of one of the maps). gated to compute the total TDABC cost for

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Journal of Healthcare Management

each thoracic surgery pain-management on the stable 70% of patients and


pathway. There is consensus that time in bill for them. This particular model
the operating room increases costs for any has been used in many U.S. hospi-
patient procedure (Elixhauser & Andrews, tals; at our institution, it is used by
2010; Wright, Roche, & Khoury, 2010). other services, establishing a pre-
Therefore, it can be assumed that the cedence (WOCN Society National
inclusion of facility costs (for the processes Public Policy Committee, 2012).
that occurred in the operating room) in
our analysis would result in more inclu- Improvement B featured a change in
sive cost estimates for the epidural-in-OR OR scheduling. In our current workflow,
pathway. Because we did not have a cost the acute pain coordinator spends a lot of
rate for operating room utilization at our time asking the surgical team if they want
institution, we looked to the literature an epidural for their patient. With the
and incorporated a rate of $20 per minute proposed change, this decision would be
for all activities that occurred in the OR part of the OR posting, thus saving time
(Macario, 2010). communicating with the surgical team on
the day of the surgery.
Process Improvements The second part of Improvement B
For the first cycle of improvements, process limits the time taken to perform the epi-
maps were analyzed for opportunities to dural, thus preventing delays in the operat-
improve workflow efficiency. Two types ing room. To do this, we proposed setting
of changes were identified and evaluated: a cutoff at 30 minutes on an epidural
personnel changes and workflow process placement. If the epidural cannot be placed
changes (see Table 1). within that time, providers would use an
For the personnel process changes, alternative mode of analgesia. In our prac-
personnel were reallocated to perform tice, 30 minutes was deemed to be enough
tasks at the highest level of their licensure, time to attempt to place an epidural.
and in Improvement A we suggested three For the second cycle, we examined
changes to our current workflow: facility use for epidural placement. To
demonstrate the impact of shifting patients
1. The registered nurse (RN) would from receiving epidurals in the operating
obtain the medications from the room to receiving epidurals in the preoper-
pharmacy instead of the MD; the ative holding room, two alternative lower-
RN would not need any additional cost options were proposed that required
training to do this. epidural placement in the holding room in
2. Instead of the MD writing the whole a higher percentage of cases (C-1 and C-2
procedure note, the resident would in Table 1).
write the note and the MD would Performing epidural placement in the
cosign it. OR or holding area is standard practice
3. A midlevel provider, trained and around the United States. The physicians
credentialed to see inpatients, and performing these procedures are both
supervised by the MD, would round equally qualified anesthesiologists who

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Time-Driven Activity-Based Costing in Acute Pain Management

Table 1
Process Improvement Initiatives
Process
Improvement Time
Cycle Improvement Description Savings Cost Savings
Cycle 1 Improvement A Assign acute pain RN 11 minutes $76.02
Personnel change instead of anesthesia
MD
Assign resident instead of 5 minutes $37.06
anesthesia MD
Assign acute pain MLP 10 minutes $24.25
to follow up 70% of
the time in place of the
anesthesia MD
Improvement B OR schedule redesign: 48 minutes $70.56
Workflow change Reduce APM coordinator
effort by 48 minutes
Limit time to 30 minutes 10 minutes $92.88
for epidural placement
Cycle 2 Improvement C C-1a: Try to place Not $394.27 for
Facility/volume epidurals in holding applicable every epidural
change room for 50% and in placed in the
OR for 50% of epidural holding room
patient cases versus the OR
C-2a: Try to place epidurals Not
in holding room for 80% applicable
and in OR for 20% of
epidural patient cases
Note. APM = acute pain management; MD = personnel with MD; MLP = midlevel provider; OR = operating room; RN =
personnel with RN.
a
C-1 and C-2 are alternatives to each other.

often switch roles from the operating room time compared to the holding area. In the
to the acute pain team. The monitoring of OR, there is also the consideration of lost
the patients during the placement of the opportunity costs, as a surgical case could
epidural and the sedation given in both be performed (and billed) in the time used
locations is similar. After surgery, both to perform an epidural.
patient groups follow the same pathway. TDABC methodology was used to
Thus, the difference in placing the epi- analyze results in a retrospective cohort
dural in the OR or the holding area is study of patients undergoing six thoracic
essentially the location, and therefore the surgery procedures (chest wall resection,
difference in the facility cost. The OR is esophagectomy, extrapleural pneumo-
much higher priced real estate per unit of nectomy, thoracotomy, pneumonectomy,

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and video-assisted thoracoscopy), totaling Shifting epidural placement from the


610 procedures, at a tertiary cancer hos- OR to the preoperative holding room also
pital. The mean length of stay according significantly decreased costs (see Pro-
to pathway was calculated and applied to cess Improvement Cycle 2 in Figure 3).
the TDABC totals, and the cost savings of In 2013, institutional data showed that
applying the process improvements were most epidurals for the six thoracic surgery
estimated. procedures were placed in the operating
room (80%). Shifting patient volume so
RESULTS that half the epidurals were placed in the
The three types of process-improvement holding room and half were placed in the
changes (personnel, workflow, and facil- OR (change C-1) resulted in cost savings
ity) each resulted in cost savings (see Table of 14%. Shifting patient volume so 80% of
1). Personnel change (Cycle 1-A) reflects a epidurals were placed in the holding room
reduction in time worked by more expen- and 20% were placed in the OR (change
sive personnel. In workflow change (Cycle C-2) resulted in cost savings of 18%. The
1-B), scheduling was adjusted to limit length of stay and cardiac and pulmonary
the time spent on specific tasks. All time complications were the same in all patients,
savings reported in Table 1 represent the regardless of their location for epidural
change in time between the previous aver- placement.
ages and the new restricted times. Finally,
facility change (Cycle 2) showed that the DISCUSSION
mean cost of placing the epidural in the By modeling and predicting the potential
preoperative holding room was 33% less impacts of personnel reallocation, work-
than that of placing it in the OR. flow changes, and shifting patient volumes
Personnel (A) and workflow (B) to different locations for epidural place-
process changes resulted in mean cost ment, TDABC helped identify cost driv-
savings of 14% for the pathway with the ers that can be reduced. In recent years,
epidural placed in the holding room and hospitals have been encouraged to contain
a mean cost savings of 7% for placing healthcare delivery costs and have since
the epidural in the OR. This percentage called for costs to be included in proposals
savings is for the cost of pain care for the for new medical interventions (Johnstone
six thoracic surgeries. Most cost savings & Martinec, 1993; Kaplan et al., 2014;
were due to redeploying anesthesiologists Schuster, Standl et al., 2004; Werner &
to more appropriate duties and reduc- Nielsen, 2007). However, data on the costs
ing their unnecessary duties by 30%. The of delivering postoperative pain control in
retrospective analysis showed that for the clinical practice are still lacking (Schuster
six types of thoracic surgery performed at & Standl, 2006; Werner & Nielsen, 2007),
the institution in 2013, 8%, or $125,781.90, and the cost of delivering adequate pain
of the costs of pain care could have been control for patients undergoing thoracic
saved with these process-improvement surgery remains unknown at our institu-
initiatives (see Process Improvement Cycle tion. It would be beneficial for healthcare
1 in Figure 3). providers, especially those in surgery and

e82 Volume 63, Number 4 • July/August 2018

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Time-Driven Activity-Based Costing in Acute Pain Management

Figure 3
Cost Savings After Improvements Compared With Current Processes

Process Improvement Cycle TDABC Cost Savings Percentage Change


Process Improvement Cycle 1 $125,781.90 -8%
Process Improvement Cycle 2 C-1 $207,498.04 -14%
Process Improvement Cycle 2 C-2 $275,684.05 -18%

$300,000.00 0%
-2%
$250,000.00
-4%
-6%
$200,000.00
-8%
$150,000.00 -10%
-12%
$100,000.00
-14%
-16%
$50,000.00
-18%
$0.00 -20%
Process Improvement Process Improvement Process Improvement
Cycle 1 Cycle 2 C-1 Cycle 2 C-2

TDABC Cost Savings Percentage Change

anesthesiology, to quantify and evaluate that the acute pain team at our institution
the costs of delivering skilled pain manage- could reduce costs without compromising
ment services over the course of a patient’s quality, which is assessed by adequate pain
complete cycle of care. Only then would control for patients.
we be able to assess the costs and tradeoffs Our second improvement cycle mod-
of process-improvement initiatives in eled a change in procedure location that
delivering acute pain services (Johnstone also did not compromise quality, as equally
& Martinec, 1993; Kaplan et al., 2014; qualified anesthesiologists performed the
Senagore et al., 2001). TDABC methodol- epidural procedure regardless of the loca-
ogy is advantageous because it provides a tion. Furthermore, from our review of the
feasible approach to determining the true retrospective data, the patient outcomes of
costs of delivering healthcare services and length of stay and pulmonary and cardiac
facilitates the identification of process- complications did not differ between the
improvement opportunities (French et al., groups that experienced and did not experi-
2013; Kaplan et al., 2014). ence the changes of the second improve-
For our first improvement cycle, ment cycle. This supports the results of an
TDABC methodology allowed us to earlier study, which found that turnover
model the improvements in workflow times were the same in the operating room
and the reallocation of personnel so they whether the epidural was administered in an
could perform at the highest level of their induction area outside the operating room
licensure. Together, these estimates showed or in the operating room itself (Mulroy

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et al., 2000). Thus, placing the epidural in room is most efficient when surgeries are
the preoperative holding room is more cost- being performed in it; thus, we assessed the
effective than placing the epidural in the OR cost of using the OR for epidural place-
and maintains the same standard of care. ment instead of surgery. Another limitation
of this study is the use of an institutional
LIMITATIONS overhead rate for CCRs instead of a depart-
A clear limitation of this study is that we ment-specific overhead rate. Departments
did not account for the use of medication, with large amounts of depreciable capital,
equipment, and other supplies (i.e., mate- such as equipment and technology, have
rial costs). Obtaining the necessary cost higher institutional support costs, leading
data for the materials proved difficult, and to higher costs overall.
considering that we could not influence
what materials were used (nor did the CONCLUSION
study aim to do any sort of comparative Using TDABC methodology focused on
analysis of medications), we decided to personnel costs enabled us to capture
exclude material costs. Studies have consis- complex processes and assess their costs
tently shown that one half to two thirds of with manageable effort. We demonstrated
the costs of pain care delivery are attrib- that TDABC helps identify process-
utable to personnel (French et al., 2013; improvement opportunities and can model
Schuster & Standl, 2006; Schuster, Standl and predict the financial impact of those
et al., 2004); therefore, we focused on changes without actual implementation.
assessing the personnel costs of managing Our analysis provides justification for fur-
pain after thoracic surgery using TDABC. ther investigation of our proposed process-
Future studies of pain management costs improvement initiatives.
will need to include other cost drivers such
as facilities beyond our estimates of operat-
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