Scenario: You have just been hired as the new HIM Director at a 300-bed acute ca

Question

Scenario: You have just been hired as the new HIM Director at a 300-bed acute care facility. The CEO information you that the Information Management Plan is several years old and needs to be updated. The CEO makes this your first priority and gives you six months to accomplish this task. That means the new Information Management Plan needs to be developed, approved and implemented within those six months. You realize that you cannot accomplish this task alone. You are not sure what other departments use information nor how that information is being used. You decide to make each department responsible for writing a plan for their specific department. You will write the plan for the HIM department, collect the plans from the other departments and incorporate all of the information into a single plan.

Create a list of things that need to be done (Think about things like training, templates, what to include in the plan, meetings, what other areas and who in that area of the hospital need to be contacted/involved, etc.). Your list should contain at least 10 items.

Step Two: Identify who is responsible for what (Think about what happens if someone doesn’t do what they are supposed to do)

Step Three: Create a timetable (Think about missed deadlines)

Explanation / Answer

In a scenario related to healthcare, information is the most critical factor. A small miscommunication of information can lead to a major loss to the reputation of the Heakthcare facility as well as to the patients. Below are few steps that can be taken to ensure the Information Management Plan is put in place.

a. Understand what each department does and list out the most critical areas of work where the information is very cruicial. BY doing this, we will get to understand on the focus points and how we can improve on the Information Management Plan.

b. Create detailed task sheets which has to be deployed at every department and responsibility of maintaining those sheets to be laid upon the Manager or the Supervisor of the Department.

c. Training the managers on how to monitor tasks and managing the employee's day to day work.

d. Training the employees on gathering critical information and educating them the importance of the Information Management Plan to ensure equal commitment from all employees across departments.

e. Develop IT Infrastructure to ensure the information gathered is secure and confidential. Also, maintain a proper alternate plan in case there is any mishap happening with the information collected.

f. Develop reporting tools which would ensure timely monitoring of tasks assigned to employees.

g. Involve expertise services wherever required to ensure the tasks are completed properly.

h. Conduct regualr meetings or discussions with stakeholders to gain understanding on the progress of work and the challenges faced.

i. Develop an alternate plan to overcome challenges at work.

j. Develop an incentive or reward plan for employees who complete the assogned task diligently to ensure the motivation levels of employees is high.

k. Regular interaction with employees to understand on the ground level difficulties or challenges faced.

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