Health Information Management Final Exam Questions and answers

Position Descriptions - ANSWER A detailed list of a job's duties, reporting relationships, working conditions, and responsibilities. Planning - ANSWER Is the process of setting goals and objectives; of determining desired outcome and defining a course of action. What does planning involve? - ANSWER It involves arranging matters in advance, helps avoid crisis, and anticipates problems. It is generally considered the most important function but often neglected due to no time or unclear objectives from administration. What does lack of planning result in? - ANSWER Crisis Management Problem Analysis - ANSWER A series of methods that can be used to analyze the causes of public problems, where they exist, what effects they have, and what might be done about them. Steps of Problem Analysis - ANSWER Identify the Problem Collect Data Analyzye Data to Understand Problem Decision Making Steps - ANSWER 1. Identify objective 2. Develop alternate solutions 3. Select alternatives that meet requirements 4. Define how and when alternative will be accomplished 5. Develop system for follow up Management - ANSWER The process of planning, controlling, leading, and organizing the activities of a healthcare organization or department within an organization. Strategy - ANSWER A plan, method, or series of maneuvers or stratagems for obtaining a specific goal or result. Action Plan - ANSWER A multistep strategy to identify and achieve your goals. 1. Identify problem or need 2. Obtain and analyze data 3. Determine best action 4. Carry out plan 5. Monitor the process, report progress, and make adjustments Mission - ANSWER Is the overall plan for facility that includes a statement of purpose and philosophy. It is considered a stable force in a changing environment that illustrates environment (demographics, economic, natural technological, political, cultural, resources, values and responsibilities). Strategic Plan - ANSWER The document in which the leadership of a healthcare organization identifies the organization's overall mission, vision, and goals to help define the long-term direction of the organization as a business entity. Usually for a specified period of time such as three to five years. It needs a global approach - not a problem-related approach. Steps for Creating a Strategic Plan - ANSWER Identify key issue areas Develop measurable goals Appoint responsible party such as an individual, group, committee or team to provide oversight and to ensure the goals are met Set target date - due date Tactical Plan - ANSWER One of several types of short-term plans within the planning function. They are usually developed on a yearly basis. Operational Planning - ANSWER The specific day-to-day tasks required in operating a healthcare organization or an HIM department. The road map to guide a healthcare organization or department toward the goals of the strategic plan. Finanical Plans - ANSWER Is a comprehensive evaluation of an investor's current and future financial state by using currently known variables to predict future cash flows, asset values and withdrawal plans. Capital Expenditure - ANSWER These are generally expenditures that will impact department services exceeding one-year period and whose total exceeds a monitory limit pre-established by the governing board. Capital Budget Justifications - ANSWER Statement of purpose Request for proposal (RFP) Benefits analysis Cost analysis Recommendation Priority ranking Time phasing Operating Budget - ANSWER Allocates and controls resources to meet an organization's goals and objectives for a fiscal year. Salaries and Benefits - ANSWER Allocates all of the employee wages and benefits taking into consideration salary and cost of living increases. Programmatic Planning - ANSWER Addresses objectives relating to special projects or programs. An independent consultant may be used to realize a ________________________ plan. Allocated Cost - ANSWER Takes into account departments that are not revenue - producing but are necessary for operation - for example, mainteance, utilities, and insurance. Budget - ANSWER A plan that coverts the organization's goals and objectives into targets for revenue and spending. Many organizations use it with dual purposes. As a planning tool, managers are expected to forecast their department's needs using historical data and anticipated changes. They are often required to provide justification for their budget. As a monitoring tool, managers may be evaluated on how well they stayed within their forecasted budget. Capital Budget - ANSWER A plan that shows the major expenditures and sources of funds for plant and equipment. It drives the forecast upon which all other budgets are developed. One component is the capital expenditure. Revenue and Expense Budgets - ANSWER Are a second type, where the organization includes estimate of gross patient revenue. The primary consideration is based on statistical estimates for occupancy, patient or case mix, ancillary services, and other services, activity level projections. Standard Budget - ANSWER Is organized along functions, services or departments while identifying functional costs, i.e. nursing, lab techs, pathology. Zero-Based Budget - ANSWER Types of budgets in which each budget cycle poses the opportunity to continue or discontinue services based on available resources so that every department or activity must be justified and prioritized annually to effectively allocate resources. Variable Expenses - ANSWER Increase and decrease in proportion to changes in activity level; per unit cost remains constant, ie. postage. Fixed Expenses - ANSWER Are not affected by changes in activity level; per unit cost decreased as activity level rises and increases as activity level falls, ie minor equipment with set monthly fee. Policies - ANSWER The principles describing how a department or an organization will handle a specific situation or execute a specific process. They are clear, simple statements of how an HIM department will conduct its services, actions, or business; and a set of guidelines and steps to help with decision-making. Procedures - ANSWER Define the processes by which the policies are put into action. ________ are written documents that describe the steps involved in performing a specific function. Tell an employee how to do it by providing clear and specific instructions relative to specific area of job performance. A well-written procedure lessens chance of errors. Procedures promote morale through reducing uncertainty and builds confidence through independent functioning. Policy and Procedure Manuals - ANSWER Are invaluable resources. Without manuals as guidelines, management lacks direction and it is vulnerable to inconsistent decision-making. When policies are unwritten, administration may assume personnel responsible for their implementation understand them. In addition, personnel may assume that unwritten policies are without status and can be changed or ignored Activity-Based Budget - ANSWER A budget based on activities or projects rather than on functions or departments. Fixed Budget - ANSWER A type of budget based on expected capacity with no consideration of potential variations. Revenue Budget - ANSWER If department generates revenue (correspondence fees, transcription services). Because it is generally a small amount of revenue - may not need to prepare a ____________ budget. Expense Budget - ANSWER A budget that outlines the anticipated and actual expenses for a responsibility center. Includes anticipated and actual expenses for each responsibility center and for the total organization. Written Policies and Procedures - ANSWER Strengthen the network of communication. For staff to enforce and implement policies and procedures effectively and uniformly, they should reflect what is or should be occurring. Controlling - ANSWER The function in which performance is monitored according to policies and procedures. In HIM, controlling includes monitoring the performance of employees for quality, accuracy, and the timeliness of completion of duties. Leading - ANSWER The function in which people are directed and motivated to achieve the goals of the healthcare organization. In an HIM department, leading involves assigning responsibilities to the tasks the department needs to accomplish. Organization - ANSWER Coordinating all of the tasks and responsibilities of a department to guarantee the work to be accomplished is completed correctly. Principles of Organization - ANSWER Principles that include specialization, functional definition, span of control, hierarchical chain, and unity of command used by managers at all levels. Cultural Competence - ANSWER Skilled in awareness, understanding, and acceptance in beliefs and values of the people of groups other than one's own. Specialization - ANSWER Each employee has a special qualification or skill that allows that individual to perform her or his ability; managers who employ this principle assign work among their reporting employees according to their ____________________. Directing - ANSWER Guiding and motivating employees to accomplish organizational objectives. Motivating and leading employees to achieve organizational objectives. Selection of orientation of new personnel, scheduling, assignments, training, coaching, and resolution of employee grievances. Organizational Structure - ANSWER The framework of authority and supervision for the employees within the healthcare organization. Functional Definition - ANSWER All employee job tasks, responsibilities, and relationships toward each other are clearly defined. Managers who define and adhere to the functions of their department staff provide a healthy working environment. Coordinating - ANSWER Exchanging information and altering activities for mutual benefit and to achieve a common purpose. Cooperation with other sections of the department, other departments, and various staff activities and services. Span of Control - ANSWER The number of employees a person manages is called the _____ ____ _______ and is influenced by the size of the organization. Executive Management - ANSWER The senior management of a healthcare organization, the people who oversee the broad functional area or group of departments