Subject: Project Management for Health Information Management Department Title of Assignment: Written Assignment-Contractor Capabilities for the EHR Your task: Locate a description of the products an

Running head: ORGANIZING HEALTHCARE PROCESS MANAGEMENT PERSPECTIVES 0

Organizing Healthcare Process Management Perspectives

Kenya Banks

Rasmussen College

Author Note

This paper submitted on August 18, 2019, for LaTarsha Turner’s HI 305/HIM 3105 Section 01 Health Information Management Systems course.

Organizing Healthcare Process Management Perspectives

Introduction

In this process of management research, we will outline the purpose of the process. We will planate an individual who is in charge of making sure the process stays on task. Indicate how long you expect the entire process would take. What types of staff need to be involved? We will define the types of training you expect to be carried out during the process. Identify the tasks required to successfully carry out “purging” while covering risks. Indicate whose approvals may be necessary before carrying out the purge. Finley, we will list the major steps to complete the process.

Purpose

The purpose of the Medical Record Purge (MRP) Process is to research, plan, policy & procedure, and implement a new process for purging medical records. The objective of this process is to eliminate underutilized or old medical records to store the patient’s significant information in enormous numbers to free up space for new medical records. As our facility continues to grow, it has been very challenging for our HIM Department with limited storage space, which has become hard to manage medical records. As a result, there have been delays in replying to medical record requests. The overall goal and platform of the process are to provide an efficient procedure that will help keep up with the purge dates for underutilized information from healthcare database and incorporate progressively significant and contemporary data. Which leads to improvement of the delays on the medical records request. The effective implementation of this process is expected start date is August 1, 2019, to end date of February 18, 2020, which is about 183 days.

Person in charge

The leader of the Medical Record Purge Process is the Project Manager. A healthcare project manager oversees the researching, development, and implementation of a healthcare process. Their job is to make sure that the process is complete. Like most manager positions, they must manage a team that will help work on the process to make sure the process goes smoothly to have a successful completion. In other words, the healthcare process manager is the leader of the process. In this process, the lead manager would be the Health Information Management (HIM) Director. Typically, HIM Directors are in charge of orchestrating the timely and proper destruction of medical records (Macios, 2009). Because all of the patient’s information is stored within the HIM Department/Medical Record Department; therefore, the HIM Director would be the best manager to lead the process. The HIM Director must have excellent skills like interpersonal, leadership, problem-solving, multitasking, and flexibility. The role of the project manager, which is the HIM Director, is initiating, planning, executing, controlling, and closing projects.

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Process Time

The schedule for the MRP Process is an extensive procedure which requires assessment and checking of every health information. Along these lines, it can take around about 183 days. Six days would be for the HIM department research successful purge, which is doing due diligence for successful ways for implementing a new purge process. Five days for researching the legal guidelines on purging medical records. We have to make sure that the HIM department is within the legal guidelines for destroying a patient’s medical record. Overview of the current process for purging will have six days for observation. For example, the department has to look through the medical records to see which medical records meet the storage and destruction requirement. Eleven of those days, we will develop detailed specifications of the new process, which consist of critical thinking of what all we need to change or add for the new process. Now, we have to determine the organizational workflow of the new process, which will take seven days. Within, the 183 days, the project manager will collaborate with the IT manager and the Privacy Officer to select the vendor to provide the best service and contract, which would take 30 days. The IT manager will determine if the IT department can access the user's application or EMR to help with the new purge process, which would take about two days. The develop database tables/log will take 14 days. Then we need to develop policy and processors for the department, which will take 14 days. Sixty days MRP Process will be for training the employee’s on the new purge process. The last process of the MRP Process is implementing and installing the system testing, troubleshooting, and go-live, which would take 28 days for the new purge process. Please see the Start date & End date along with the Duration per task table for more detail.

Duration per task

Type of Staff

In addition to HIM directors, the health records department is usually involved in the decision making regarding if, when, and how to destroy the medical records. A privacy officer is also involved in establishing due diligence to ensure the destruction is done in compliance with federal and state law, as well as the facility’s written retention schedule and destruction policy. The destruction of electronic-based medical records is also a major issue facing facilities. IT staff must ensure that the records are completely destroyed, with no backups on tape (Macios, 2009).

Type of training

Looking at the kinds of training required for the MRP Process management would be the following:

• Professional HIM department training of the guidelines by state, federal, and facility bylaws for restoration, storing, and destruction of medical records

• Training on the new purge system for the EMR database table/log

• Training on the proper way of purging paper medical records

The training will make sure that all the staff members in the department know how to properly achieve, purge, or destroy the patient medical records. Therefore, it is vital for training to be done.

Tasks needed

The project manager and the staff member has established high-level requirements or tasks. We need to achieve the requirements to implement the process successfully. Pleases see the tasks required to successfully carry out “purging” while covering risks are described below:

• Researching successful purges

• Research the legal guideline on purge medical records

• Overview of the current process for purging

• Developing detailed specifications of the new process

• Determining organization workflow for the new process

• Find a vendor for paper records

• Determine if IT development can access users application or EMR purge process

• Develop database tables/logs

• Develop policy and procedure

• Training system users

• Implementing and installing system

The task for the MRP Process is a vital part of the new purge system. One of the tasks is making sure each team member of the process is meeting the process time duration task for their subtask department requirements. The project manager will make sure that the IT team have completed their duties of the purge system application access. The team members will make sure that all user’s manuals and employee training are done before the go-live implementation. The last task, the project manager, should make sure that all troubleshooting guides are completed on the before the estimated timeframe or process due date of 183 days.

Who to approve?

The approval of the process should consist of the endorsement of the CEO, the administrative team (e.g., Chief Finical Officer (CFO)), and the stakeholders. A proposal is needed for the endorsers to approve the process before the process can begin. After the proposal is presented the endorses will have to sign off on the proposal to accept it.

But, the approve of the new system for the computer system or the workflow process should be the framework supervisor or IT Director, HIM Director, and the Privacy Officer of the healthcare facility are required to complete the purge and approve the completion of the process. To get to the completion date, these major steps are described below need to be performed.

• Commencement of the cleansing procedure

• Getting ready for the purging

• Executing the cleansing

• Observing and controlling the healthcare information cleansing

• Conclusion of the whole medicinal services cleansing procedure

Conclusion

In conclusion, we have outlined the purpose of the process. We have planted an individual who is in charge of making sure the process stays on task. Indicate how long you expect the entire process would take. What types of staff need to be involved? We have defined the types of training you expect to be carried out during the process. Identified the tasks required to successfully carry out “purging” while covering risks. Indicated whose approvals may be necessary before carrying out the purge. Finley, we have listed the major steps to complete the process.

Macios, A. (2009, April 27). Moving Mountains — The Proper Purge of Medical Records. Retrieved from for the record mag: https://www.fortherecordmag.com/archives/042809p20.shtml