Health Information Services Administration

SCENARIO:
You are the Supervisor of Record Retention and Storage in the Health Information Services at Healthwise
General Hospital. Your areas of responsibility include the file area, all paper records, components of
paper records and storage of same. Yesterday, January 18, 2016, your director, Miranda Chiefton,
informed you that you will be the Project Manager for a very exciting project. Effective January 1, 2017
the department will be completely converted from a paper record post discharge to a hybrid record
system where all records will be scanned and stored electronically post discharge.
As the Project Manager you will determine who will be on the project team, identify all stakeholders,
determine the cost of the project and the changes in cost to the department as well as determined the
timeframe for each component of the project. All of this information will be incorporated into a Project
Charter.
REQUIRED COMPONENTS OF ASSIGNMENT.
Each component of the project charter to be submitted separately is assigned a due date and must be
submitted no later than that date at which time it will be reviewed and critiqued with a Pass/Fail grade. A
fail grade will be assigned if the work submitted shows minimal effort, disregard for instructions or no
submission. A critiqued copy will be posted for review and correction as needed and will then need to be
resubmitted with the final report by the final due date. Students are encouraged to seek assistance from
the instructor to clarify any questions however additional reviews will not be performed prior to final
submission.
NOTE: This is not a group project and all work must be completed individually. Duplicate submissions
will receive a 0 grade and may be reported as an academic integrity violation.
SUBMISSIONS: Students are responsible for ensuring that the submitted documents are compatible with
computer systems at the university using MS Word, MS Excel and other programs accessible by the
instructor. It is the student’s responsibility to ensure that all documents are uploaded to Moodle. No late
uploads will be permitted or resubmissions due to the upload of an incorrect file so please check work
carefully.
COMPONENTS:
PART I (due 2/9):
Team Identification:
Identify the members of the project team selecting a minimum of 4 members from the appended HIM
department employee list as well as team members to be invited from outside of the department. State
the persons title and describe why this person is chose, how they will contribute and what, if any,
authoritative role, the person will have.
Stakeholder Identification:
Identify all stakeholders of this project, both internal and external. For each entity/person included, state
their level of interaction with the project (i.e. receive updates, provides approvals, included in decisions,
monitor satisfaction, etc.). Identify by title or cohort (i.e. facility physicians) and whether they are internal
or external.
PART II (due 2/23):
New Policy
As discussed, scope creep can be a significant issue in any project. Write a policy to limit the possibility
of scope creep. The policy must contain all of the components of a good policy as covered in the slides.
Procedure
Write one procedure using the playscript format to be followed for any requests to changes in the scope
of the project. This would include a method of submitting a request for change, who would review and
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approve and how the requestor would be notified of the decision.
PART III (due 3/8):
Flow Chart:
Develop a flow chart using appropriate flow chart symbols which displays the steps to be followed to
collect/secure medical records post discharge, confirm receipt of all appropriate records, actions to
resolve missing records, steps to complete the scanning process. The following article as well as other
documents in the AHIMA Body of Knowledge will be helpful to you if unfamiliar with the scanning process:
AHIMA Physician Practice Council. “Managing Existing Patient Records in the Transition to
EHRs in Physician Practices.” Journal of AHIMA (June 2010)
(http://bok.ahima.org/doc?oid=101080#.Vo_zZFLx3iA)
GANTT Chart:
Prepare a GANTT Chart with a suggested timeline for all of the components of this project from start to
finish concluding the project by the requested deadline.
PART IV (due 3/29):
Salary Budget:
Prepare an excel spreadsheet that includes only those you have selected to be on your team who are
employees of the HIM department. For the purposes of this exercise, 50% of your salary will be covered
by the project budget and 20% of the remaining team members. In order to determine the appropriate
amount your spreadsheet will include their full salary (which you would need to include in your normal
budget submission which will then be apportioned as stated above for the project.
Your spreadsheet should include original base salary, percentage of increase, proration of increase
(number of months at old rate and number at new rate are good to use), budgeted salary for next fiscal
year for each employee. Percentage of increase is to be determined based on performance rating stated
on Employee List attached list. Aggregate (average) salary increases must not exceed 2.5% for all
personnel, with the highest percentage of increase not to exceed 4%.
Fringe benefit costs are to be included as a separate category of this budget. Exempt employees (all
those at or above supervisor) benefits are 31% of salary and all other personnel receive a benefit
package valued at 26% of salary.
All spreadsheets are to be prepared using MS Excel. Calculations on all spreadsheets must be
completed using formula entry. Submissions must be open excel spreadsheets and not PDFs.
You will also need to include in your project charter the projected changes in personnel pre and post
implementation. Consider that at the current time all records are filed in the permanent file area. With the
information provided in this case, you will need to determine how many FTEs will be needed for the
scanning of the records, retrieving the records from the units etc.
PART V (due 4/5):
Non-Salary Budget
This portion of the budget is restricted to only items that are related to or needed for the course of the
project and to be included in the project charter for the cost of the transition. Think of all of the supplies
you will need for this project in the course of the year as well as. Also include the costs of travelling to 3
sites to view the equipment you plan to purchase and their process. You may select sites of your choice
but they should be within a 100 miles radius so that travel by auto is possible to be completed in one day.
Include the costs of mileage (0.58/mile) and one meal for each person you decide will travel.
Submit a summary table indicating account number, account title and amount requested based on the
information provided in this assignment for any non-salary budget items Also attach to this document a
neatly written or typed detailed explanation (your labeled calculations) of how you arrived at the figures on
this report.
FINAL SUBMISSION (due 4/19) :
Project Charter
You must assemble a project charter using all of the documents previously submitted which have now
been critiqued and returned with required corrections/changes. You must also include the other
elements of a project charter as discussed in Week 2. All documents must be uploaded to Moodle and
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may be uploaded as one file excluding Excel sheets which must be uploaded separately or as separate
files.
Information to be used regarding facility and department. (When calculating costs, think about when
they occur during the fiscal year).
Volume of workload:
Current number of beds 450
Annual Discharges 18250 (avg 50 pages per records)
Same Day Surgeries 10950 (avg 8 pages per records)
Emergency Visits 91250 (avg 4 pages per records)
File organization Terminal Digit / Unit Record
Scanning standards: You have been able to gather information on standards for processing hybrid
records (conversion from paper to scanned images). These are unadjusted standards needing
adjustments for nonproductive employee time at your facility.
Record processing standards:
Prepping records for processing: 250 pages per hour
Indexing records for scanning: 750 pages per hour
Scanning prepped records: 1600 pages per hour
Record filing 9.50 records per hour
Employee hours: Full time employees are schedule to work 7.5 hours per day for a 5 day work week.
Non productive time for your staff (these will be covered in week 4)
PFD 10%
FTA 5%
PTO 35 days annually
Inflation Rate:
The inflation rate for next year is stated to be 1.25%. Assume prices will rise accordingly unless
otherwise stated.
Forms and duplication You should estimate usage when a specific calculation is not possible/.
Year-to-date spending for medical record forms is $520,338.
Year-to-date spending for printing and duplication is $72,384.
Report generation costs $0.35 per page (who will need reports, how often?)
Office supplies
Items which may be utilized by the project team are noted below along with expenses which may change
after project implementation and should be noted in the project charter.
Chart folders $475/thousand < 20000 ordered $400/K > 20000
Training Options and Costs
Consider all those involved in the project during its formulation and implementation as well as those who
will need to be able to access scanned documents post implementation. Develop a training schedule for
all involved and determined the cost of training (Salary of trainer as well as loss of productivity for those
being trained.) For the purposes of this project calculate training costs based on $15.00/hour per person.
Equipment
You will need to include the costs of commercial grade scanning equipment which has been quoted as
costing $12,585 per scanner (2 will be required).
Other Year-To-Date Expenses Which Will Be Needed In The Project Office:
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Telephone costs – $320 / phone / year
SHOULD ANY INFORMATION BE MISSING THAT YOU NEED PLEASE POST IN GENERAL
DISCUSSION SECTION ON MOODLE.
EMPLYEE LISTING
Listed below are all of the employees currently in the HIM department. Note: All increases are given on
first day of anniversary month.
NAME/ MONTH OF HIRE/
POSITION/ MAJOR DUTIES PERFORMANCE RATING
BASE SALARY MAXIMUM = 50
Miranda Chiefton Department staffing, management of all areas of dept. March/ 5.5%
$112,102 Through the use of the Assistant Director and supervisors.
Budget preparation and evaluation
Evaluation of services provided to physicians and other .
departments of medical center. Various Committee assignments
Reports to Assistant Vice President of Finance
Susan Jensen Quality assurance and performance improvement studies June/47
Asst Director: Payroll preparation. Oversight of incomplete/delinquent
$86,296 record reports and notices. Productivity evaluation of
employees in various areas. Assist director in management
of all department areas.
Reports to Director
Merri Weather Supervisor – Correspondence/ Transcription Section April/42
$71,265 Reports to Assistant Director
Jon Edwards Supervisor – Coding Section
$82,971 Reports to Director Dec/48
You Supervisor – Record Retention and Storage Feb/48
$72,450 Reports to Assistant Director (informed of 4.8% increase)
Ethan Hocks Handles all external requests for medical records from Jan/43
Corresp. Clerk attorneys, government agencies and physician offices.
$43,466
Shelby Burke Handles all external requests for medical records from Apr/36
Corresp. Clerk insurance companies, and patients.
$42,987 Reports to Supv: Correspondence
Justin Bilber Handles all requests for medical records from nursing units, Jan/35
Clerk in house physicians and medical center departments.
$40,392 Reports to Supv: Correspondence
Selena Gorman Maintains delinquent file area by pulling and filing records Jun/42
Incomplete Clerk and assists physicians in chart completion. Evening Shift.
$41,333 Reports to Supv: Retention & Storage
Willie Shakepeare Assists physicians in chart completion, prepares delinquent Oct/44
Incomplete Clerk list and letter for notification of suspension. Pulls records in
$36,921 absence of other clerk. Reports to Supv: Retention & Storage
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Mickey Muse Picks up medical records on discharged patients from Apr/33
Assembler nursing units and sorts in appropriate order. Inserts records
$38,836 into terminal digit folders. Reports to Supv: Retention & Storage
Brook Obada Sorts records of discharged patients into proper order. Dec/36
Assembler Makes up folders for discharged patients, files loose work.
$35,992 Night Shift. Reports to Supv: Retention & Storage
Jerri Sandler Reviews medical records for deficiencies after discharge as well as Jan/45
Analyzer after physician updates but before sending to permanent file.
$39,345 Reports to Supv: Retention & Storage
Sunho White Reviews medical records for deficiencies after discharge as well as Mar/48
Analyzer after physician updates but before sending to permanent file.
$38,126 Night Shift. Reports to Supv: Retention & Storage
Tillie Loman Reviews medical records for deficiencies after discharge as well as Jun/40
Analyzer after physician updates but before sending to permanent file.
$38,532 Reports to Supv: Correspondence
Morris Better Assigns ICD codes and CPT-4 codes to inpatient medical records Aug/43
Coder after discharge.
$59,312 Reports to Supv: Coding
Bella Collins Assigns ICD codes and CPT-4 codes to inpatient medical records Mar/36
Coder after discharge. Part-time evenings. (20 hrs/week)
$58,921 Reports to Supv: Coding
Brad Jolie Assigns ICD-9-CM codes and CPT-4 codes to inpatient medical records Jan/39
Coder after discharge.
$58,317 Reports to Supv: Coding
Walter Winkel Assigns ICD-9-CM codes and CPT-4 codes to inpatient medical records July/44
Coder after discharge. Part-time mornings. (20 hrs/week)
$54,717 Reports to Supv: Coding
Joan Jackson Assigns ICD-9-CM codes and CPT-4 codes to inpatient medical records Dec/37
Coder after discharge. Week-ends only (16 hours)
$29/hr Reports to Supv: Coding
Edward S. Hands Assigns ICD-9-CM codes and CPT-4 codes to outpatient records and Mar/31
O/P Coder emergency room charts.
$58,138 Reports to Supv: Coding
Jack Legand Assigns ICD-9-CM codes and CPT-4 codes to outpatient records and Apr/38
O/P Coder emergency room charts. Part-time flexible.(20hrs/wk)
$29/hr Reports to Supv: Coding
Abbie Road Abstracts remaining information from medical records after May/36
Abstracter other processes are completed.
$38,396 Reports to Supv: Correspondence
Katie Berry Filing and retrieval of inpatient records. Dec/44
File Clerk Monthly productivity report:
$35,362 Reports to Supv: Retention & Storage
Eunice Jackman Filing and retrieval of inpatient records. Oct/45
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File Clerk Monthly productivity report:
$36,938 Reports to Supv: Retention & Storage
Jasmine Simpson Files and maintains ER/SDS records by date of service Dec/44
File Clerk Reports to Supv: Retention & Storage
$32,936
Vanna Black Distributes all transcribed reports returned from service May/21
MR Clerk: Updates transcribed reports with missing medical record numbers.
$33,581 Reports to Supv: Retention & Storage
Alex Drabek Floating position assigned where ever needed in department. Oct/46
MR Clerk: Part-time afternoons. (20hrs/wk)
$16/hr Reports to Assistant Director
Carol Corale Coordinates the activities associated with an active tumor Nov/34
Cancer registrar: registry. Performs case finding activities
$76,366 Reports to Assistant Director.
Miles Cyrus Abstracts information for cancer registry. Mar/29
Canc. reg. clerk: Reports to Cancer Registrar
$43,172
Rick Jagger Performs follow-up on cancer registry cases. Feb/38
Canc. reg. clerk: Reports to Cancer Registrar
$52,423

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