Reference no: EM133142358

HIHIM 480 HIM Operations and Project Management Assignment - University of Washington

Topic - Managing the Office Environment

Title - Prepare a Health Information Management Department Layout

Instructions - You are the director of Health Information Management Services (HIMS) at a small general medical/surgical hospital. The department uses an EMR in which documents from the patient care units are delivered to the HIM department, where they are processed into an electronic medical record. The department uses wireless technology. Your department is responsible for the following services:

1. Record processing, including:

a. record prep

b. scanning

c. indexing

2. Maintenance of the Master Patient Index

3. Maintenance of the Physician Index

4. ICD-10-CM and -PCS coding of diseases and operations

6. Transcribing discharge summaries, H & Ps, and operative reports

7. Answering requests for medical information (including phone requests)

8. Obtaining old paper records for patient care, research, committee meetings, etc.

The department is staffed by:

1 Department Manager, an RHIA (day shift)

1 Release Of Information (ROI) tech (this tech also serves as the department secretary and receptionist) (day shift)

2 Transcriptionists (day shift)

1 Scanning tech (day shift)

1 Indexing tech (evening shift)

1 Admission tech (preps records/maintains MPI/maintains physician index) (day shift)

1 Coder (day shift)

1 Analysis tech (analyzes discharges for deficiencies and obtains old paper records) (evening shift)

Each workstation has a desktop PC and a flat-screen monitor; each requires Internet access. Your department has Wi-Fi capabilitiy.

The dominant workflow is as follows:

Record Prep > Scanning > Indexing > Record Analysis > Coding and Doctors Completion

Your department contains at least the following equipment:

26 36" wide open-shelf files (seven shelf units high - stationary) Note: shelves are 1 foot in depth (these shelves store the last two years of paper medical records before the EMR was implemented)

Desks for each employee (some techs may share since they work on different shifts)

Chairs for each desk

3 Chairs for waiting customers of ROI

1 Computer terminal used to access the MPI (does not need Internet access)

1 Copier (the footprint is 26" x 46"); doubles as a printer, so needs network access

1 High speed document scanner (the footprint is 30" x 50")

1 Slow speed odd-shaped document scanner (the footprint is 24" x 36")

2 Doors to outside the department

You may add other miscellaneous equipment (e.g. bookcases, letter-sized file drawers, footstools, worktables, word processors, typewriters, coat rack, etc.)

Before you start experimenting with your office layout, make sure you properly set the drawing scale. Here are the steps for Visio:

1. Display the page for which you want to change the drawing scale.

2. Right-click the page tab of the page you want to change, click Page Setup, and then click the Drawing Scale tab. The page tab is located at the bottom and probably reads "Page-1."

3. Click Pre-defined scale, and then select 1/4" = 1'0"

4. Find the "Page size (in measurement units)" boxes below the Custom scale area.

5. Enter 36 ft. in the first box and 24 ft. in the second box.

6. Click Apply.

7. Click OK.

8. Drag and drop the "Room" icon from the left pane onto the graph paper.

9. Resize the walls formed on the graph paper by the room icon to make 36' x 24'

Use the software to designate furniture, partitions, etc. Take into account the dominant workflow. You may either label each workstation on the floor plan or provide a key or legend for the symbols you use and indicate each employee's workstation. Show critical outlets, telephone and data port outlets, and light switches. Be sure to designate who occupies each desk. Ensure your layout is to scale as described above.

Your layout will be evaluated on the following criteria:

1. Maintenance of good workflow

2. Adherence to space standards

3. Overall appearance of the layout

4. Correct labeling or easy-to-follow layout key (if included)

Attachment:- HIM Operations and Project Management Assignment File.rar