Discuss how monitoring tasks contribute to the successful completion of tasks and proactively addressing tasks that are behind schedule.
Park Health System is experiencing a shortage of coders. Over the past five years, there has been a 40% vacancy rate for coders throughout the main hospital and satellite clinics within the healthcare system. The backlog and vacant positions has created an issue related to unbilled revenue, overworked coders and extended work hours and schedules. It is estimated that there is an annual loss of $10 million. It has also been communicated that many of the qualified coders that were offered a position, declined because they are interested in working from home. To address the problem, the health information management department is proposing that there be an implementation of a home-based coding system. This concept is feasible, given that Sidney Park Health System utilizes an electronic health record and all patient information is available electronically. You have been assigned as the project manager. You are responsible for developing a project proposal to recommend a vendor/system to resolve the issues for Park Health System. The proposal is the document used to present the project to organizational leaders, executive management and other stakeholders.
Outsourcing costs are currently estimated at $50,000 per year. Reduce outsources costs by 50%
Have no open coding positions – a vacancy rate of 0%
Increase coding productivity by 30%
Reduce annual loss by 50%
Currently losing $10 million per year
Improve timeliness and turn-around time
Code inpatient records within four days of discharge and outpatient records within five days of the visit
Overall timeline for project is 18 months
Assignment 1: Project Scope and Definition
For this assignment, you will start to develop your project proposal using the proposal template (attached in this assignment). Complete the following project proposal sections:
Project overview (Paragraph 1)
Project scope (Paragraph 2)
Project Team (Paragraph 3)
Strategic outlook (Paragraph 4)
Project goals and objectives (Paragraph 5)
Project Proposal
Project Name:
Department:
Focus Area:
Prepared By
Case Summary
Park Health System is experiencing a shortage of coders. Over the past five years, there has been a 40% vacancy rate for coders throughout the main hospital and satellite clinics within the healthcare system. The backlog and vacant positions has created an issue related to unbilled revenue, overworked coders and extended work hours and schedules. It is estimated that there is an annual loss of $10 million. It has also been communicated that many of the qualified coders that were offered a position, declined because they are interested in working from home. To address the problem, the health information management department is proposing that there be an implementation of a home-based coding system. This concept is feasible, given that Sidney Park Health System utilizes an electronic health record and all patient information is available electronically. You have been assigned as the project manager. You are responsible for developing a project proposal to recommend a vendor/system to resolve the issues for Park Health System. The proposal is the document used to present the project to organizational leaders, executive management and other stakeholders.
Outsourcing costs are currently estimated at $50,000 per year. Reduce outsources costs by 50%
Have no open coding positions – a vacancy rate of 0%
Increase coding productivity by 30%
Reduce annual loss by 50%
Currently losing $10 million per year
Improve timeliness and turn-around time
Code inpatient records within four days of discharge and outpatient records within five days of the visit
Overall timeline for project is 18 months
TABLE OF CONTENTS
PROJECT OVERVIEW
Summary of the project. Discuss rationale and business justification for undertaking this project. Use the Park Health System case information (2-3 paragraphs).
PROJECT SCOPE
Statement of purpose and scope of work (2-3 paragraphs). For example, what is the problem and what the project will consist of (i.e., selecting a new vendor/system to support stated issue).
STRATEGIC OUTLOOK
Explain the project in relation to enterprise data management and how the project can help facilitate enterprise-wide information assets in support of organizational goals (3-4 paragraphs).
PROJECT TEAM
Define the role of each team member. Think about those that should be involved with this type of project. For instance, HIM Director, Coding Manager, etc. You should include at least five team members.
PROJECT GOALS AND OBJECTIVES
Define at least three goals with associated objectives. You can draw from the Park Health System case to theorize what the goals could be. There is no exact answer, but the goals and objectives should be reflective of what could potentially happen in the Park System Case. Remember to use .
PROJECT TIMELINE AND SCHEDULE
Complete the project timeline with milestones and estimated dates. Milestones are the major or significant stages in the project. The deliverables will include what will be completed during each timeframe. Consider the length of the project to construct the milestone projections. Overall timeline for the project will be 18 months.
GANTT CHART
Use the project timeline to create a Gantt chart. Refer to the lesson for resources on how to create a Gantt. Put of copy of it here. Then provide a summary of how the tasks will be monitored.
Hypothetically, assign estimates of completion and/or progress to each task. Note: Some tasks should be accurately estimated while others are ahead of schedule and some behind schedule.
Summarize the differences in estimated completion and actual completion.
Discuss dependencies.
Discuss how monitoring tasks contribute to the successful completion of tasks and proactively addressing tasks that are behind schedule.
PROJECT RESOURCES AND COSTS
Summarize the project resources and costs. Summary should also discuss refined or new job descriptions that are needed, in addition to change in work processes (1-page). For instance, a review of the process of administering medications or a checks-and-balance process.
Consider the initial scenario for Park Health System, in addition to the following information. You can also use this information to refine your project goals and objectives.
Outsourcing costs are currently estimated at $50,000 per year. Reduce outsources costs by 50%
Have no open coding positions – a vacancy rate of 0%
Increase coding productivity by 30%
Reduce annual loss by 50%
Currently losing $10 million per year
Improve timeliness and turn-around time
Code inpatient records within four days of discharge and outpatient records within five days of the visit
Overall timeline for project is 18 months
Executive management has set cost limits at:
VENDOR INFORMATION
Perform an internet search and identify at least two coding vendors/systems. Complete the condensed version of a RFI (below) for each vendor.
Vendor #1:
Vendor #2:
PROJECT RISKS
Conduct a risk analysis for the project and complete the risk table. Based on the potential risks of your project, create a table outlining the risk description, probability and severity. Identify at least five risks. Summarize the results of your risk analysis. Discuss the top two risks and explain (2-3 paragraphs).
Probability: Likelihood that risk will occur
1 point – Low probability
2 points – Medium probability
3 points – High probability
Severity: Criticality of risk; impact to project
1 point – Low severity
2 points – Medium severity
3 points – High severity
COMMUNICATION PLAN
Create a communication plan to include how the results from the project will be communicated to all stakeholders and project team members.
VENDOR SELECTION AND RECOMMENDATION
Based on the vendor RFIs and all the information gathered throughout the project, select one of the vendors. Summarize the reasoning and rationale for your selection. Explain how your choice will address Park Health System’s issues. Also reflect on risks, resources, and other problems. Discuss how you would negotiate the contract for purchase of your chosen vendor.
This section should be 2-3 paragraphs in length.
TRAINING PLAN
Develop a Training Plan 2-3 paragraphs length that may be used to implement your project if accepted. This could also be a matrix or chart. Use your creativity and develop a plan that might work for your organization.
PROJECT REFERENCES
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