Question

You started as the new HIM Manager a couple of weeks ago. Your department began using workflow technology about 2 months ago with an imaging system that has been used for 1 year. With the implementation of workflow, the department started coding and analyzing charts online. One of the first things that you noticed when you started work was the stress level of the coders – they are panicking. When you meet with them, both as a group and independently, you find out that they hate the new system. They say they do not feel comfortable using it, they only had a short training period, and they were not involved in the selection or the implementation.

• What are your plans to improve the situation? Write 300 words essay with 2 references.

Answer 1

The HIM Manager is responsible for planning, organizing and managing all the activities related to the HIM Department. They ensure that all healthcare providers can get an access to accurate and complete patient health information whenever they want it.

A HIM Manager works closely with physicians, nurses, case managers, chief financial officers and others healthcare professionals. They work as a critical link between healthcare providers such as hospitals and clinics, payers such as insurance companies and patients.

A HIM Manager directly manages the following employees.

1. Medical Coders
2. Coding Managers
3. Release of Information Staff
4. Transcriptionists
5. Clinical Documentation Improvement Specialists
6. Administrative Staff
7. Compliance Analysts
8. Medical Clerks

Primary responsibilities of a HIM Manager

HIM Manager is responsible for the governance of healthcare information and also ensures healthcare data integrity, privacy and security. The main responsibilities of a HIM Manager are including:

1. Implement processes and systems to provide accurate and complete medical record documentation.
2. Work closely with physicians to improve the quality of medical record documentation.
3. Work with coding staff and coding managers to ensure accurate coding for reimbursement and clinical care.
4. Adhere with state and federal laws, standards and policies related to privacy, security and record completion.
5. Keep track of audit trends and denials from third-party payers like insurance companies and auditors.
6. Prepare and analyze clinical data for research purposes, focus on process improvement, utilization of management, mandatory reporting, etc.

In this case the issue was, the new workflow technology that is imaging systems has been implemented hastily without proper communication with the coding staff who are going to work on it day in, day out, they have not even invited to participate during the implementation of the new technology. The department has started working on coding and analyzing online. But the coding staff did not get the adequate training to scope up with the new technology at workplace, hence, they are extremely uncomfortable and panicked.

The first step is to explain the coding staff about the new technology, discuss it's usage and benefits with them and take their feedback to prepare their mind for a new change. T

The second step is to provide the adequate period of training to the staff, allow them to practice and ensure them that they are ready to use it efficiently.

The third step is to provide timely guidance, regular feedback, reasonable time to the staff so that they adjust with the new technology and embrace it without being pressurized.