Optimizing the Blood Donor in Center and on Mobile Blood Drives ASFA annual meeting 2016
Blood Systems Overview Non-profit 501(c)(3) Organization Established 1943 National Headquarters is Blood Systems (Phoenix/Scottsdale) 3,900 Employees Affiliate centers: Blood Source, Inland Northwestern, Bonfils, LifeStream, Lifeshare, Lifeblood 2016 RBC Enterprise Budget = 1,323,561 2016 Platelet Enterprise Budget = 320,888 2016 MT Platelet budget = 5896 2 ASFA 2016 Annual meeting Palm Springs California
Montana Overview Montana population: 974,989 46 out of Montana's 56 counties are considered "frontier counties" with an average population of 6 or fewer people per square mile. In Montana the elk, deer and antelope populations outnumber the humans. United Blood Services Billings 27,000 RBC s annually, 5892 platelets Apheresis annually, 1800 AB plasma annually 3 ASFA 2016 Annual meeting Palm Springs California
Technologies Haemonetics MCS+8150 rev. L.1 2RBC (Filtered) & RBCP Trima Accel Version 6.0 ( used in all fixed sites) Platelets with concurrent plasma and/or RBCs Plasma Only 2RBC ( leukocyte reduced) RBCP Membership with HemeXcel requires exclusive use of specific technologies from fixed sites and mobiles 4 ASFA 2016 Annual meeting Palm Springs California
5 ASFA 2016 Annual meeting Palm Springs California
Environment in the Industry Yesterday Today Supply issues Surplus supply Price focused, but supply still main issue Local presence important Draw till you drop Price is King Virtual trumps local if the price is right Niche blood centers have a decisive advantage
Our Goal Draw the right component --from the right donor --with the right blood type --with the right resources -- at the right time
How Do We Achieve Our Goals Lab & Processing Goals Patient Needs Hospital Requirements Rebooking Goals Regional Goals Donor Appointment Goals Center Goals Fixed-Site Goals Mobile Goals Donor Recruitment Goals
Whom and How Do We Ask? A = ASK the potential donor to donate an Apheresis product I = INFORM the potential donor about specific need M = MOTIVATE the donor to donate the product we need
Eldon Cards for Power Reds and Plasma First time donors who are willing to complete an automated donation Pre-screen at assembly, in biology class or at community events Pledge donor for next time if they do not have the time Reduces wait times ( important at High Schools) Target specific Blood types ( Rh negative and AB donors) First time donors receive package as incentive to return or donate Apheresis next time. 10 ASFA 2016 Annual meeting Palm Springs California
In a traditional blood donation, donors give whole blood consisting of red cells, plasma and platelets. A pheresis donation, donors give a specific component in greater quantities. During pheresis, whole blood is collected and a measured amount of the desired component separated into a special bag. Then the other components are combined with a saline solution and returned to the donor. (See backside for more information) is Get rewarded for saving lives Pledge to be an Apheresis donor! Apheresis donors who donate three or more times a year not only save lives, they achieve the Gold Level in our Hero Rewards program. Points earned can be redeemed for special thank-you items like movie tickets, gift cards and T-shirts. Name: Date of Birth: Phone: Email: Best Location to Donate: City: State: Contact Preference: Phone Email Best day and time to contact me: I would like to schedule a pheresis donation. 11 ASFA 2016 Annual meeting Palm Springs California
Conversion Dedicated staff have to be experts in conversion Ensure all staff are educated Ensure donors and coordinators are educated Communication between departments on needs for the day Daily huddles to clearly communicate conversion goals How many platelets, plasma and 2 RBC collections per day per site? Evaluate donor schedule for best opportunities, highlight, communicate 12 ASFA 2016 Annual meeting Palm Springs California
13 Flirt to convert
Rebooking Set specific goals In the first 90 days we will rebook 50% of our donors By the end of the year we will rebook 70% of our donors Track your progress monthly at every site Share the information with staff so they are aware of where they are at all times. 14 ASFA 2016 Annual meeting Palm Springs California
Conversion I don t like things coming back into me I don t have time I had a reaction last time Avoid jargon Be honest about time required Show them Flirt to convert. 15
16 ASFA 2016 Annual meeting Palm Springs California
Example of Donor Communication 4 day old BABY, used 4 Red Blood Cells, 2 platelets, and 1 unit of plasma, Open Heart Surgery, Type O Negative Perfect Donors for him: Type O Negative donors for Red Cells Any blood type for platelets Any blood type for plasma 11 year old female, used 6 Red Blood Cells, 2 platelets, and 5 units of plasma, for Spina Bifida, Type O Positive Perfect Donors for her: Any Type O donors for Red Cells Any blood type for platelets Any blood type for plasma 17
Platelets Offering different kinds of incentives to blood donors is becoming a common way to meet blood demands. Special Platelet promotions Extra points Incentives for staff Maximize tools Stop light program - Minimize recurrent appointments for single platelet donors unless they are eligible for concurrent product Collections callers Rebook, Rebook, Rebook 18 ASFA 2016 Annual meeting Palm Springs California
Examples Stop Light Program 3 appointment average Red Donors Donors who have a show rate of 0 or 1 out of the last three appointments Yellow Donors Donors who have a kept 2 out of their last 3 appointments. Green Donors Donors who have a 100% show rate for their last 3 appointments Lucky 4 Promotion Make 4 appointments in the next 3 months 1 st - 400 extra points to reward store 2 nd - Water bottle 3 rd - Backpack 4 th - Long sleeved T-shirt 19 ASFA 2016 Annual meeting Palm Springs California
Are you optimizing your donor? In February, Lewiston had a 1.7% Single Product Rate 16.0% 14.0% 12.0% 10.0% 8.0% 6.0% 4.0% 2.0% 0.0% 20 ASFA 2016 Annual meeting Palm Springs California
AB plasma Production Planning Communities with large AB population or plasma only drives Determine draw times and pickups Communicate with component lab 21
Production Planning Date Account Name Mobile End Time of Volunteer Departure from Mobile Site ETA Lab Receipt Yes/No Plasma only No Plasma Draw times for Plasma 3/14/2016 (30) Cody Community 1900 Mid Day @ 1430 2230 2115 yes 1100-0 1400 3/14/2016 Holy Spirit church ( Butte) 1845 0 1000 1000 no 0 yes 3/15/2016 (30) Cody Community 1530 Mid day @ 1300 1900 1440/1845 yes 0900-1200 0 3/28/2016 (A) Payne West Insurance 1630 0 1830 1745 yes entire 0 Re-ice 3/29/2016 (32) Sheridan Community 1815 mid day @ 1530 2215 2155 yes entire 0 22
AB plasma Calendar 10 11 12 13 14 15 16 BU: 3436801 LP BI: 4298190 PJ BI: 1172696 SC BI: 3942877 MW BI: 2571363 LY M3: 1947487 CV BI: 82TZRSV BB BI: 1989150 AS M3: 4123773 JG M3: 4350673 JH M3: 4294678 BS BI: 4201529 SK M3: 3049964 SR BI: 2364923 RM {A} BI: 3774564 BP {C} BI: 3650065 CS {C} BI: 1185576 DM {C} BU: 3232833 ES BU: 4362823 LS 17 18 ML King Day 19 20 21 22 23 BI: 1180830 BJ {A} M3: 1195461 RW M1: 2337581 GA BU: 1186890 B1-4250466 BI: 1169951 - RA M3: 4232449 RW M1: 2136922 KR M2: 3487619 EF BI: 1195994 GZ BI: 1632237 MM BI: 5013531 TM {C} BI - 1186734 - SN BI - 4201529 - SK BI: 4366413 AP BI - 82U4J76 - KB BI - 8042591 - CC M3-2337581 - GA M3-82U4JD7 - DP M3-82U4JD8 - LS M2-3487619 - EF 24 25 26 27 28 29 30 M3: 1733191 - MA M3: 2869494 - PS BU: 2112961 - RF M1-82U0A4M - JD BI: 2523951 - IH B1: 4350813 - RJ BI: 2364923 - RM M1-8054441 - SP BI: 3453627 - VB B1-4373031 - DG M3: 3117366-CS M3: 1170020 - SB M3: 3476842 - SD M3: 3009196 - JC 31 1 Notes: GOAL: 150 BI= BILLINGS PROJECTED: BU= BUTTE UPTO DATE: M=MOBILE 23 ASFA 2016 Annual meeting Palm Springs California
24
Thank you Antonia Hagen-Coonradt ahagencoonradt@bloodsystems.org (406)-869-3075 25 ASFA 2016 Annual meeting Palm Springs California
References 1. Abolghasemi H, Hosseini-Divkalayi NS, Seighali F. Blood donor incentives: A step forward or backward. Asian Journal of Transfusion Science. 2010;4(1):9-13. doi:10.4103/0973-6247.59385. 2. Ferber, T.M., & Hagen-Coonradt, A.M. (2014, Spring). Donor Apheresis. Principles of Apheresis Technology, 1(5). 3. BSI District 4 Rebooking Program ( Thank you to Niccu Cocione) 4. Terumo BCT Outcome Review Report 26 ASFA 2016 Annual meeting Palm Springs California