Quality Evaluation Report: Strategic Plan for HIM Department

This report assesses the quality of a Health Information Management (HIM) department and proposes an improvement plan. It identifies issues such as data loss, management failures, and quality concerns, advocating for an electronic database management system to enhance record-keeping, data storage, and auditing processes. The plan includes training programs to address coding performance and improve employee understanding of organizational goals. The report emphasizes the importance of monitoring and reporting to track progress and ensure quality, prioritizing problems like billing system inefficiencies, coding errors, and data scanning issues. Ultimately, the goal is to maximize productivity and customer satisfaction through strategic improvements and employee development.

Running head: QUALITY EVALUATION OF HIM DEPARTMENT
Quality Evaluation of HIM Department
Name of the Student
Name of the University
Author Note

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QUALITY EVALUATION OF HIM DEPARTMENT
Executive Summary:
This report aims at studying the scenario of a certain Health Information and Management (HIM)
department. The purpose is to focus on areas that require improvement. A quality enhancement
plan is to be developed to secure the functionality of the department as required by the HIM
department director. This report will stress on the role of a HIM coordinator and the strategies
devised to improve the present system of the department.

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Table of Contents
Introduction:....................................................................................................................................3
HIM Department Development Plan:..............................................................................................4
People Involved in the Strategy:......................................................................................................5
The Reporting Technique:...............................................................................................................6
Reporting Entity:.............................................................................................................................6
Accuracy Estimation:.......................................................................................................................6
Solution Procedure:.........................................................................................................................7
Effect of Monitoring:.......................................................................................................................7
Frequency of Monitoring:................................................................................................................7
Frequency of Reporting:..................................................................................................................7
Investigation:...................................................................................................................................8
Addressing Quality by the New Strategy:.......................................................................................8
Problems Prioritized:.......................................................................................................................8
Conclusion:....................................................................................................................................10
Reference:......................................................................................................................................11

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Introduction:
The department of Health Information Management deals with the managing of the
recorded information related to health of the patients and the healthcare system. This department
usually focuses on acquiring the patient data and analyzes them in providing a developed system
of healthcare (Nippak et al. 2016). The information is mainly the digital and physical records of
the information related to the medical status of the patient. The working principle of this
department employs the applications of general science, business and the information
technology.
In this report, a certain dilemma has been presented to the director of the HIM department
leading to the hiring of a new HIM coordinator (Laudon and Laudon 2016). There are specific
problems with the functionality of department including the loss of physical data records, daily
management failure, quality issues etc. Therefore, the responsibility of the new coordinator is to
devise a proper strategy to enhance the quality of the department focusing on the appropriate
monitoring of the system.

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HIM Department Development Plan:
The improvement plan suggested by the coordinator for the HIM department quality is to
develop an electronic database management system. This system will help in governing the
process of record keeping and the process of storing data will follow a hierarchical structure
(Zhang et al. 2014). Thus, managing and keeping track of the data will be more efficient.
Therefore, the data exchange process will also improve along with other enhanced attributes. The
electronic medium will be of very much help in providing excellent mechanism for the auditing
process. The bottlenecks with scanning system will be mitigated due to the electronic
management of the records. The billing issues will be solved to a great extent with this database
development strategy. The system will hold all the billing data and hence, issuing due dates will
be easier to manage. Regarding the coding performance problems, there must be issues with the
IT development department, which may be leading to declining quality. To manage the
performance issues, several training programs can be organized for the employees. These
employees can be benefited greatly from the training programs by gaining quality improvements.
Similar training programs can be arranged for the employees to elucidate the goals and principles
of the organization. This will also help employees in understanding their responsibilities better.
The storage, manipulation and retrieval of data can be handled with relative ease due to the new
database system.
The process of transcription can be managed well by identifying the requirements
accurately. The requirements will help in clarifying the process of analyzing demands and
implementing delivery. All of the activities that are facing problems can be improved in terms of
quality if appropriate training is provided to the concerned employees.

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People Involved in the Strategy:
In the new strategy, it is kept in mind that the success rate of plan will define the
effectiveness of the strategy (Raub 2017). Therefore, it is best to cover all the employees of the
organization. The structure is presented below:
(Created by author)
The Reporting Technique:
In light of the latest strategy to be developed, the reporting of information will be
forwarded to the organizational head and information update for the separate departments should
Fig.1. New Structure Involving Various Departments

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be ensured (Godin et al. 2015). If a hospital is to pay the bills of medicinal transaction within an
allocated period then all the departments need to be updated and reminded of the information.
The database will also include the data ensuring the payment of bills. Upon finishing the report
of all the necessary information, the database will reflect all the changes.
Reporting Entity:
Implementing the strategy in form of an established system will also bring changes in the
reporting format. It can be said that changes at regular intervals of policies and working
structures can lead to a replenished work environment. The improvement strategy will reflect
alterations in support mechanisms. The working structure needs to face changes as several
departments face performance issues (Godin et al. 2015). As for the coding problems, training is
the ultimate plan to resolve all the related issues. Training will effect improvements in the
productivity of the coding department which will lead to efficient digitization of the
organization.
Accuracy Estimation:
Evaluating the latest strategies, the accuracy rate is set to reach higher compared to the
previous strategies. Keeping in mind the specific aspects of the case study provided, the primary
problem exists due to the lack of information storing mechanism and maintenance. Therefore,
providing new developed systems will help in optimizing the overall operation of the
organization.
Solution Procedure:
Implementation of the new strategy is essential to address the problems in the
organization. The generations of employees involved in the organization will be benefited

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effectively from the training programs arranged. For the employees belonging from the previous
generation, the training can be utilized to provide motivation and for the present generation, it
will contribute as a positive learning, productive factor. Training will help in better
understanding of the roles of the employees.
Effect of Monitoring:
Monitoring always helps in keeping track of the work progress within an organization.
Monitoring can help in evaluating the support of the organization (Haq et al. 2015). Monitoring
of coding process will lead to identifying errors and thus will help in efficient debugging.
Therefore, monitoring can serve as the catalyst in providing uninterrupted execution flow.
Frequency of Monitoring:
The process of monitoring should be performed at a regular interval. However,
monitoring of data requires daily checking. Monitoring daily will provide efficient
troubleshooting and proper maintenance (Haq et al. 2015).
Frequency of Reporting:
The monitoring methods will produce results and there should be a mechanism to present
these results. Therefore, reports are utilized in terms of addressing these results. Reports can be
of great help in analyzing the performance status of the organization (Godin et al. 2015). It can
provide assistance in identifying the working fashion and the effect of the working environment
can be monitored.
Investigation:
Investigation is the subset of the monitoring procedure. It is more of an inquisition
process for finding the progress status of the overall performance of the organization

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(Schoenherr et al. 2014). The culture of the organization and the working process can be
evaluated by gathering information with the help of investigation.
Addressing Quality by the New Strategy:
The new strategy is built to address quality enhancement of the work process of the
organization. Therefore, the main focus is served by finding the areas that need improvements
and this can be done by means of monitoring and reporting. The training methods arranged will
address the issues faced by the organization, whether it is related to the employees or the entire
work environment structure. It is of utmost importance that quality is ensured and delivered, as
this is the only means to maximize productivity and customer satisfaction.
Problems Prioritized:
There are various issues mentioned in the case study and priority scheduling is required
to create an order of resolving process. Problem solving within an organization cannot follow a
concurrent process (Conger 2015). Therefore, it is required that a priority is developed based on
the seriousness of the problems and the critical threats they pose. Following is the list of the
problems based on their priorities:
 The issues with the billing system should be resolved at the earliest by
implementing appropriate strategies. These strategies may need changes over time
as the problems can present itself with varying requirements.
 The coding problems demand attention as it is one of the most crucial forms of
job responsibility in the organization. Coding facilitates the digital information
exchange within the organization, which is a quintessential part. Hence, coding
issues should be resolved with urgency.

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 The data scanning within the organization faces many problems and this is one of
the crucial problems. Data scanning is utilized in working with employee and
patient records; hence, this problem should be resolved urgently to avoid
conflicts.
 Extraction of information also faces issues. This issue will lead to problems
related to release of patient records, employee details and many more. Therefore,
strategies need to be developed to enhance the quality of the information system.
 The outsourcing mechanism of the organization needs to be improved by
developing strategies that can efficiently govern the overall process with assured
quality.

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Conclusion:
This report has illustrated the mechanism and working principle of the Health
Information Management (HIM) Department. Various issues have been provided in the case
study of certain HIM department. The case study has presented various issues with somewhat all
the departments of the organization. Problems with data scanning, billing system, information
storing and extraction, quality issues etc. The report has elucidated the fact that new methods are
to be developed to address these issues. Electronic data storage should be devised to provide
seamless workflow in terms of manipulation of data. This can help in timely storing and retrieval
of data which will lead to enhanced quality in delivering services. Effective strategies should
involve possibly all the employees within the organization to increase its success rate. The
problem solving methods also include improving the reporting patterns because with the help of
reporting methods, the progress and workflow of the departments can be presented. Investigation
is another mechanism through which the environmental status of the organization can be
recorded. Therefore, it can be fairly concluded that changing requirements can give birth to new
problems and to solve those problems, new strategies should be developed and employed.

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Reference:
Conger, S., 2015. Six sigma and business process management. In Handbook on Business
Process Management 1 (pp. 127-146). Springer Berlin Heidelberg.
Godin, K.M., Stapleton, J., Kirkpatrick, S.I., Hanning, R.M. and Leatherdale, S.T., 2015.
Systematic Search and Reporting Techniques Applied to the Gray Literature: A Review of
Canadian School Breakfast Program Guidelines.
Haq, A., Brown, J., Moltchanova, E. and Al‐Omari, A.I., 2015. Improved exponentially
weighted moving average control charts for monitoring process mean and dispersion. Quality
and Reliability Engineering International, 31(2), pp.217-237.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Pearson Education
India.
Nippak, P.M., Veracion, J.I., Muia, M., Ikeda-Douglas, C.J. and Isaac, W.W., 2016. Designing
and evaluating a balanced scorecard for a health information management department in a
Canadian urban non-teaching hospital. Health informatics journal, 22(2), pp.120-139.
Raub, S., 2017. When employees walk the company talk: The importance of employee
involvement in corporate philanthropy. Human Resource Management, 56(5), pp.837-850.
Schoenherr, T., Modi, S.B., Talluri, S. and Hult, G.T.M., 2014. Antecedents and performance
outcomes of strategic environmental sourcing: an investigation of resource‐based process and
contingency effects. Journal of Business Logistics, 35(3), pp.172-190.

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Zhang, L., Afanasyev, A., Burke, J., Jacobson, V., Crowley, P., Papadopoulos, C., Wang, L. and
Zhang, B., 2014. Named data networking. ACM SIGCOMM Computer Communication Review,
44(3), pp.66-73.