Jambi (D) (4) (c3)
milerc1
m218week4.pptxOrganizing
M218 Week 4 Overview
2nd Function of Management
Organizing
Plans are made. Now what? We now move on to the 2nd function of management.
Organizing
Converting plans into actions
Allocation of resources to accomplish our planned objectives
Resources – what are needed to complete tasks
Staff, materials, machines, space
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Theory of Organization Terms
Specialization of labor
Coder who codes only ENT or surgery. Staff become experts and very efficient. This could also cause your coders to become bored, experience burnout.
Unity of command
Only one boss/manager for each employee. Reduces confusion
Span of control
Number of employees a manager supervises. The number depends on the complexity of the job, types of employees, distribution of job duties
Departmentalization
How work is divided. In HIM we perform coding, ROI. These all take place within our department for the medical organization. Other departments send their requests/coding to us. These do not take place in each separate dept.=we do these.
Centralization vs. Decentralization
Centralization: Top managers make decisions. Subordinates just do the work as they are told. Allows for consistency and control.
Decentralization: Subordinates encouraged to make decisions about their work. This is encouraged! It empowers staff.
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Manager’s role in Organizing
1. Number of employees needed to perform the job
2. Work schedules for staff
3. How work is divided
Determining FTEs
As we mentioned earlier, the organizing function is allocating resources to perform the job duties of your plans. As a manager you must be able to determine how many employees you need to perform the work coming into your department.
There is a systematic way to determine the FTEs. You will need to understand how to calculate this for this class, your RHIT exam, your job in the future as a way to justify needing additional staff. Need solid numbers for staff increases.
How long does the task take? How many minutes for a coder to code an average inpatient stay?
What are the productivity standards you have in place for your coders or transcriptionists or ROI staff?
What is the number of discharges a day coming for your coders, dictation for your transcriptionists or # of requests for your ROI staff?
PF&D: Personal time, fatigue, and delay. Seven hours in an eight hour day or 35 hours in a 40 hour week. Breaks etc.
Determining FTEs
Full time employees (FTEs) needed to perform each job function:
1. What is expected?
2. What is the workload?
3. Consider PF&D
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FTE Practice
15 minutes to code one record
900 discharges per month
Coders will each work 150 hours per month (PF&D is already figured)
.25 x 900=225
225 /150 hours = 1.5 coders (needed each month)
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FTE Practice
7 records an hour
20,500 discharges per year
Each coder will work 1,880 hours per year (PF&D has been calculated)
7 x 1,880 = 13,160 hours of work
13,160/20,500 = 1.5577
Round up to 1.56 FTEs
Work Schedules
Need staff for hours you are open
Define your work week – 24/7 or M-Fri? Hours? What hours do you need covered? If you are open 24 hours are there nursing staff or house supervisors available?
Fair treatment
If open 24/7 perhaps pay a shift differential for less desirable hours such as weekends or nights. If you are rotating staff through day, evenings and nights be sure to allow at least 12 hours from the end of one shift to the beginning of the next. When there are vacations or illness do you have staff absorb the extra work or do you hire temporary workers? This might depend upon the length of absence.
Alternate work schedules
These are a perk for many people today. Can be used as a retention or hiring attraction for staff. We talk about these in our discussion forum this week. Flextime: Give me 8 hours but you can determine what those hours are going to be. Compressed work week: Four 10 hour days. Job sharing: Two employees share the same job with each working 4/8 hours. Great for mothers who are just re-entering the job, with young children, or retirees. Telecommuting: Work from home
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Work Division Patterns
Serial work division
each person does a specific job in sequence. This produces specialists and works well in an assembly line.
Parallel work division
All of the staff perform the same tasks. They each complete the same task from beginning to end. An example of this would be a coder coding a record or discharge analysts each performing discharge analysis.
Unit work division
Everyone is working on the same job. Employee A does tasks 1 and 2. Employee B does tasks 3 and 4. They each do their own piece but there is no particular sequence. Employee A might do their two tasks first or perhaps Employee B does her first. We see this in manufacturing but not in HIM.
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Work Division Analysis
Analyzing how the work is divided can be studied through work division analysis.
Fair, efficient and effective
How can you analyze work distribution?
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Assignments for Week 4
Readings
Work Design and Performance Improvement
Methods of Work Division - entire section. Page 3-11
Principles of Management and Leadership
Functions and Principles of Management - focus on organizing. Page 10-11
Human Resource Management
Principles of Organization - focus on organizational charts
Pages 4-6
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Assignment this week
Your assignment this week will be to create an organizational chart for the HIM department described in your Week 4 folder.
Open up a Word document. Click on Insert and then Smart Art. One of your choices will be hierarchy. You may want to change your document format to landscape to allow you more room.
Where the boxes are located show responsibility. Lines connecting each box show reporting structure. A solid line shows a direct reporting structure or line relationships. A broken line or dotted line shows staff relationships to others such as an indirect reporting structure.
The hierarchy structure is key in this assignment as it is going to be an organizational chart that shows the top person at the top of the chart. In this case, it is going to be Peggy so she is going to be at the top of your chart with managers next and staff who report to these managers underneath them.
Hierarchy structure – shows responsibility and authority for each person. You will indicate name, job title. Shows span of control and unity of command.
Organizational Chart
Hierarchy structure
Open up a Word document
Click Insert. Click Smart Art
Go down to hierarchy within the choices
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