HIMA 360: Project Scope and Definition
Confidential
Project Proposal
Project Name: Department: Focus Area:
Prepared By
Document Owner(s) Project/Organization Role
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% o Currently losing $10 million per year
� Improve timeliness and turn-around time o Code inpatient records within four days of discharge and outpatient records within
five days of the visit
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� Overall timeline for project is 18 months Version Date Author Change Description
[Replace this text with the name of the Document Owner.]
Document created
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TABLE OF CONTENTS
1 PROJECT OVERVIEW........................................................................................................... 3
2 PROJECT SCOPE.................................................................................................................. 3
3 PROJECT TEAM.................................................................................................................... 3
4 PROJECT GOALS AND OBJECTIVES................................................................................. 3
5 TIMELINE AND SCHEDULE.................................................................................................. 4
6 RESOURCES......................................................................................................................... 4
7 PROJECT RISKS................................................................................................................... 4
8 PROJECT REFERENCES...................................................................................................... 5
9 APPROVALS.......................................................................................................................... 5
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1 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).
2 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).
3 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).
4 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 Team Role Project Team Member(s) Responsibilities [Role Title] [Name(s)] [Replace this text with a
description of the Role Responsibilities.]
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5 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 SMART Goals.
Goals Objectives [Replace this text with Project Goals. For example: The project will provide an improved system to reduce outsourcing costs.]
[Replace this text with Objectives for each Goal. For example: 1. [Integrate new system to reduce outsourcing costs by
50%]
6 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.
Project Milestone Date Estimate Deliverable(s) Included
[Milestone 1] [mm/dd/yy] [Deliverable 1] [Deliverable 2]
[Milestone 2] [mm/dd/yy] [Deliverable 1] [Deliverable 2]
[Milestone 2] [mm/dd/yy] [Deliverable 1] [Deliverable 2]
[Milestone 2] [mm/dd/yy] [Deliverable 1] [Deliverable 2]
6.1 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.
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� Discuss dependencies. � Discuss how monitoring tasks contribute to the successful completion of tasks and
proactively addressing tasks that are behind schedule.
7 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% o Currently losing $10 million per year
� Improve timeliness and turn-around time o 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:
Project Activity Estimated Cost
Project Administration & Management $12,000
Exploration of new product $5,000
Development and communication of new policies and Procedures
$5,000
Set-up and Training $14,000
Program Implementation $8,000
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New Hardware $30,000
New Software $50,000
8 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.
8.1 Vendor #1:
Functional User Requirements/Features*
Available Custom
Developed Future
Development Not
Available
Coding Completion/Analysis
Does the system support automation of coding work flow (e.g. computer-assisted coding)?
Does the system support automated case assignment to work queues?
Can the user assign cases based on special attributes (e.g. VIP, dollars, or case type such as cancer or trauma, etc.)?
Does the system support online communication between employees and managers?
Does the system support most industry standard encoders/groupers?
Does the system support both on-site and remote coding activities?
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Does the system support assignment of high-risk coding to supervisory staff or allow coding verification as staff complete cases?
Does the system contain tools for monitoring and evaluating the coding process?
Will the system support both ICD-9-CM and ICD-10-CM/PCS codes?
Does the system support electronic query capabilities?
Coding/Transaction Standards
Does the system support ICD-10-CM and/or ICD-10-PCS in addition to ICD-9-CM?
Does the system use General Equivalence Mappings (GEMs), such as between ICD-10-CM/PCS and ICD-9-CM or SNOMED CT and ICD-9-CM?
Is the system compliant with the Version 5010 transaction standard?
Health Information Exchange
Does the system enable participation in local health information exchange initiatives?
General Support
Will training be provided during and after implementation?
Is there a customer support packages offered (e.g., 24/7, weekday only),
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methods of support (e.g., help desk or tickets), and the tools used (e.g., 800 number, e-mail, Web-based, etc.).
Compliance with Meaningful Use Incentive Requirements
Pricing Structure/Costs
http://library.ahima.org/doc?oid=103178#.WPYXDPnyvIU
8.2 Vendor #2:
Functional User Requirements/Features*
Available Custom
Developed Future
Development Not
Available
Coding Completion/Analysis
Does the system support automation of coding work flow (e.g. computer-assisted coding)?
Does the system support automated case assignment to work queues?
Can the user assign cases based on special attributes (e.g. VIP, dollars, or case type such as cancer or trauma, etc.)?
Does the system support online communication between employees and managers?
Does the system support most industry standard encoders/groupers?
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Does the system support both on-site and remote coding activities?
Does the system support assignment of high-risk coding to supervisory staff or allow coding verification as staff complete cases?
Does the system contain tools for monitoring and evaluating the coding process?
Will the system support both ICD-9-CM and ICD-10-CM/PCS codes?
Does the system support electronic query capabilities?
Coding/Transaction Standards
Does the system support ICD-10-CM and/or ICD-10-PCS in addition to ICD-9-CM?
Does the system use General Equivalence Mappings (GEMs), such as between ICD-10-CM/PCS and ICD-9-CM or SNOMED CT and ICD-9-CM?
Is the system compliant with the Version 5010 transaction standard?
Health Information Exchange
Does the system enable participation in local health information exchange initiatives?
General Support
Will training be provided during and after implementation?
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Is there a customer support packages offered (e.g., 24/7, weekday only), methods of support (e.g., help desk or tickets), and the tools used (e.g., 800 number, e-mail, Web-based, etc.).
Compliance with Meaningful Use Incentive Requirements
Pricing Structure/Costs
9 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).
Risk Description Probability (1-3)
Severity (1-3)
Action Plan
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
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10 COMMUNICATION PLAN
Create a communication plan to include how the results from the project will be communicated to all stakeholders and project team members.
Stakeholders or Target Audience Key Needs
Frequency or Project Phase
Approach Responsibility Comments/Concerns
Example: Project Team
Risks Weekly
3 days prior to weekly meeting
Project Manager
Issues to be distributed to appropriate team representative
11 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.
12 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.
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13 PROJECT REFERENCES
Milestone Deliverable
[Name of Document/Reference]
[Description with available hyperlinks]