HIM Department Development Plan
The department of Health Information Management deals with the managing of the recorded information related to health of the patients and the healthcare system. This department usually focuses on acquiring the patient data and analyzes them in providing a developed system of healthcare (Nippak et al. 2016). The information is mainly the digital and physical records of the information related to the medical status of the patient. The working principle of this department employs the applications of general science, business and the information technology.
In this report, a certain dilemma has been presented to the director of the HIM department leading to the hiring of a new HIM coordinator (Laudon and Laudon 2016). There are specific problems with the functionality of department including the loss of physical data records, daily management failure, quality issues etc. Therefore, the responsibility of the new coordinator is to devise a proper strategy to enhance the quality of the department focusing on the appropriate monitoring of the system.
The improvement plan suggested by the coordinator for the HIM department quality is to develop an electronic database management system. This system will help in governing the process of record keeping and the process of storing data will follow a hierarchical structure (Zhang et al. 2014). Thus, managing and keeping track of the data will be more efficient. Therefore, the data exchange process will also improve along with other enhanced attributes. The electronic medium will be of very much help in providing excellent mechanism for the auditing process. The bottlenecks with scanning system will be mitigated due to the electronic management of the records. The billing issues will be solved to a great extent with this database development strategy. The system will hold all the billing data and hence, issuing due dates will be easier to manage. Regarding the coding performance problems, there must be issues with the IT development department, which may be leading to declining quality. To manage the performance issues, several training programs can be organized for the employees. These employees can be benefited greatly from the training programs by gaining quality improvements. Similar training programs can be arranged for the employees to elucidate the goals and principles of the organization. This will also help employees in understanding their responsibilities better. The storage, manipulation and retrieval of data can be handled with relative ease due to the new database system.
The process of transcription can be managed well by identifying the requirements accurately. The requirements will help in clarifying the process of analyzing demands and implementing delivery. All of the activities that are facing problems can be improved in terms of quality if appropriate training is provided to the concerned employees.
People Involved in the Strategy
In the new strategy, it is kept in mind that the success rate of plan will define the effectiveness of the strategy (Raub 2017). Therefore, it is best to cover all the employees of the organization. The structure is presented below:
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Fig.1. New Structure Involving Various Departments |
(Created by author)
In light of the latest strategy to be developed, the reporting of information will be forwarded to the organizational head and information update for the separate departments should be ensured (Godin et al. 2015). If a hospital is to pay the bills of medicinal transaction within an allocated period then all the departments need to be updated and reminded of the information. The database will also include the data ensuring the payment of bills. Upon finishing the report of all the necessary information, the database will reflect all the changes.
Implementing the strategy in form of an established system will also bring changes in the reporting format. It can be said that changes at regular intervals of policies and working structures can lead to a replenished work environment. The improvement strategy will reflect alterations in support mechanisms. The working structure needs to face changes as several departments face performance issues (Godin et al. 2015). As for the coding problems, training is the ultimate plan to resolve all the related issues. Training will effect improvements in the productivity of the coding department which will lead to efficient digitization of the organization.
Evaluating the latest strategies, the accuracy rate is set to reach higher compared to the previous strategies. Keeping in mind the specific aspects of the case study provided, the primary problem exists due to the lack of information storing mechanism and maintenance. Therefore, providing new developed systems will help in optimizing the overall operation of the organization.
Implementation of the new strategy is essential to address the problems in the organization. The generations of employees involved in the organization will be benefited effectively from the training programs arranged. For the employees belonging from the previous generation, the training can be utilized to provide motivation and for the present generation, it will contribute as a positive learning, productive factor. Training will help in better understanding of the roles of the employees.
Monitoring always helps in keeping track of the work progress within an organization. Monitoring can help in evaluating the support of the organization (Haq et al. 2015). Monitoring of coding process will lead to identifying errors and thus will help in efficient debugging. Therefore, monitoring can serve as the catalyst in providing uninterrupted execution flow.
The Reporting Technique
The process of monitoring should be performed at a regular interval. However, monitoring of data requires daily checking. Monitoring daily will provide efficient troubleshooting and proper maintenance (Haq et al. 2015).
The monitoring methods will produce results and there should be a mechanism to present these results. Therefore, reports are utilized in terms of addressing these results. Reports can be of great help in analyzing the performance status of the organization (Godin et al. 2015). It can provide assistance in identifying the working fashion and the effect of the working environment can be monitored.
Investigation is the subset of the monitoring procedure. It is more of an inquisition process for finding the progress status of the overall performance of the organization (Schoenherr et al. 2014). The culture of the organization and the working process can be evaluated by gathering information with the help of investigation.
The new strategy is built to address quality enhancement of the work process of the organization. Therefore, the main focus is served by finding the areas that need improvements and this can be done by means of monitoring and reporting. The training methods arranged will address the issues faced by the organization, whether it is related to the employees or the entire work environment structure. It is of utmost importance that quality is ensured and delivered, as this is the only means to maximize productivity and customer satisfaction.
There are various issues mentioned in the case study and priority scheduling is required to create an order of resolving process. Problem solving within an organization cannot follow a concurrent process (Conger 2015). Therefore, it is required that a priority is developed based on the seriousness of the problems and the critical threats they pose. Following is the list of the problems based on their priorities:
- The issues with the billing system should be resolved at the earliest by implementing appropriate strategies. These strategies may need changes over time as the problems can present itself with varying requirements.
- The coding problems demand attention as it is one of the most crucial forms of job responsibility in the organization. Coding facilitates the digital information exchange within the organization, which is a quintessential part. Hence, coding issues should be resolved with urgency.
- The data scanning within the organization faces many problems and this is one of the crucial problems. Data scanning is utilized in working with employee and patient records; hence, this problem should be resolved urgently to avoid conflicts.
- Extraction of information also faces issues. This issue will lead to problems related to release of patient records, employee details and many more. Therefore, strategies need to be developed to enhance the quality of the information system.
- The outsourcing mechanism of the organization needs to be improved by developing strategies that can efficiently govern the overall process with assured quality.
Conclusion:
This report has illustrated the mechanism and working principle of the Health Information Management (HIM) Department. Various issues have been provided in the case study of certain HIM department. The case study has presented various issues with somewhat all the departments of the organization. Problems with data scanning, billing system, information storing and extraction, quality issues etc. The report has elucidated the fact that new methods are to be developed to address these issues. Electronic data storage should be devised to provide seamless workflow in terms of manipulation of data. This can help in timely storing and retrieval of data which will lead to enhanced quality in delivering services. Effective strategies should involve possibly all the employees within the organization to increase its success rate. The problem solving methods also include improving the reporting patterns because with the help of reporting methods, the progress and workflow of the departments can be presented. Investigation is another mechanism through which the environmental status of the organization can be recorded. Therefore, it can be fairly concluded that changing requirements can give birth to new problems and to solve those problems, new strategies should be developed and employed.
Reference:
Conger, S., 2015. Six sigma and business process management. In Handbook on Business Process Management 1 (pp. 127-146). Springer Berlin Heidelberg.
Godin, K.M., Stapleton, J., Kirkpatrick, S.I., Hanning, R.M. and Leatherdale, S.T., 2015. Systematic Search and Reporting Techniques Applied to the Gray Literature: A Review of Canadian School Breakfast Program Guidelines.
Haq, A., Brown, J., Moltchanova, E. and Al?Omari, A.I., 2015. Improved exponentially weighted moving average control charts for monitoring process mean and dispersion. Quality and Reliability Engineering International, 31(2), pp.217-237.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education India.
Nippak, P.M., Veracion, J.I., Muia, M., Ikeda-Douglas, C.J. and Isaac, W.W., 2016. Designing and evaluating a balanced scorecard for a health information management department in a Canadian urban non-teaching hospital. Health informatics journal, 22(2), pp.120-139.
Raub, S., 2017. When employees walk the company talk: The importance of employee involvement in corporate philanthropy. Human Resource Management, 56(5), pp.837-850.
Schoenherr, T., Modi, S.B., Talluri, S. and Hult, G.T.M., 2014. Antecedents and performance outcomes of strategic environmental sourcing: an investigation of resource?based process and contingency effects. Journal of Business Logistics, 35(3), pp.172-190.
Zhang, L., Afanasyev, A., Burke, J., Jacobson, V., Crowley, P., Papadopoulos, C., Wang, L. and Zhang, B., 2014. Named data networking. ACM SIGCOMM Computer Communication Review, 44(3), pp.66-73.
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