HIM Department Management

Management
Process of getting things done through and with people
What are the 5 basic management functions?
Planning
Organizing
Actuation/Motivation
Controlling
Decision Making
Planning
Deciding in advance what needs to be done
Starts with the organizations goals, and objectives that are already established
Organizing
“Framework” after the plan has been established
Defining roles and responsibilities
The actual hiring, training, and evaluation of employees
Actuating/Motivation
The day to day coaching and teaching
Communicating with employees and making decisions is part of this function
Controlling
The followup function of management
Checking to see if deadlines are being met and you are moving in the direction of established goals
These are examples of clients of a HIM department.
Patients
Physicians
Patient Accounts Department
Quality Review/Utilization Review Departments
Nursing/Clinical Departments
External Agencies/Companies
These groups provide services to the HIM department.
Patient Registration
Unit Coordinators/Secretaries
Info Systems Departments
External Companies (outsources ex ROI,record storage)
These are examples of the “Planning” function of management
Budgets
New Procedures or systems
Departmental/Organizational Goals and Objectives
Continuing Education
These are examples of the “Organizing” function of management
Position Descriptions
Equipment/record storage location
Workstations/Workflow
Hiring
Training
Evaluating employess
These are examples of the “Directing” function of management
Scheduling
Assignment of job tasks
Employee conflict resolution
These are examples of the “Controlling” function of management
Applying policies and rules
Enforcing performance standards
Conducting performance appraisals
Addressing quality issues
Employee counseling/discipline
These are “associates” of a HIM department
Local and state and national HIM associations for example (OHIMA, GCHIMA)
Educational Institutions
These are “supporters” of HIM departments
AHIMA
OHIMA
GCHIMA
These agencies have controlling influence over HIM
Joint Commission
CMS
Ohio Department of Health
HIPAA Legislation
Vision
Describes what the organization wants to be in the future,and identifies the overall direction of the organization
Mission
Defines the purpose and philosophy of the organization, and describes what the organization does and form whom
Strategic Plan
Specifies how to achieve the organizations long term approach to the future
Top management develops this plan
Outlines how the organization will react to various external forces
Goals
Define results that the institution seeks to achieve through organized efforts
Very general
Objectives
Describe how the goals will be achieved
Management by Objectives
The manager and his immediate subordinate collaborate in order to set departmental goals
Once the goals have been set, they work together to establish the goals for the employee.
The employee then defines the objectives necesssary to achieve the established goals within a specific time frame
This process is an integral part of the appraisal process
Management by Objectives
Operating Budget
Consists of daily expenses necessary to maintain the services provided
Capital Budget
Costly items such as equipment
Often must be done several years in advance
These are examples of “capital expenditures”
Computer upgrades
Transcription equipment
Furniture
Policies
Relate to managerial and operational functions
Address the safety and health of employees
These are examples of policies
Sick Time
Vacation Time
Record Retention Policy
Release of Information Policy
Procedures
Define exact steps of an activity to be performed in chronological order
These are examples of HIM procedures
Answering telephones requests for patient information
Faxing medical records
Obtaining records form microfilm
Prepping records for scanning
Methods
Concise yet detailed descriptions of the best way to perform a task
A type of plan
Standard Procedures
Accepted procedures that are learned and accepted as standard
Rules
Statements which either forbid or require action or inaction
These are examples of “Rules”
No smoking
No drinking
Decentralized Organizational Structure
Result of the delegation of authority to many levels of management
Job Description
Type of document that assigns a job classification as well as appropriate salary range to a newly created position
Departmentalization
Arranging according to functions performed
This should be performed prior to writing a job description….
Job Analysis
Staff Authority
Manager that does not have employees that report directly to them.
Unity of Command
Person only has one boss
Span of control
The # of people who report to a particular manager
Job Analysis
The study of the jobs within an organization
Line authority
The authority to direct others through unity of command