Optimizing Workflow Efficiency in the ART Unit at AUBMC: A Process Improvement Project

Abstract

Workflow efficiency is a critical component of care delivery in Assisted Reproductive Technology units, where services are characterized by complex patient pathways, multidisciplinary coordination, and time-sensitive clinical interventions. Variability in workflow processes, communication gaps, and avoidable delays may compromise operational efficiency, patient experience, and the overall quality and safety of care. This project aims to examine the existing workflow in the Assisted Reproductive Technology Unit at the American University of Beirut Medical Center, identify inefficiencies and sources of delay, and develop a redesigned workflow to enhance process standardization, communication, and patient flow. This quality improvement project was guided by process mapping and supported by the Plan-Do-Check-Act framework. Direct observations and time-motion data were collected across selected phases of the patient journey to describe the current state of workflow and identify operational bottlenecks. The analysis examined workflow variation, waiting times, task distribution, and interruptions affecting continuity of care. Attention was given to administrative and clinical steps that contributed to delays, including document verification, consent completion, and transitions between phases of care. The findings provided a detailed understanding of the existing workflow and revealed important opportunities for improvement in coordination, preparation, and standardization. Based on these findings, a redesigned workflow was proposed to support clearer delineation of team roles, improved communication across disciplines, earlier completion of preparatory requirements, and more consistent implementation of safety checks at critical points in the patient journey. This project contributes a practical and context-specific framework for workflow improvement within the ART setting. The proposed redesign is expected to promote safer, more efficient, and more patient-centered care while supporting stronger alignment with accreditation requirements and patient safety standards through enhanced standardization, traceability, documentation, and verification across key steps of care delivery.