Hima 360: project scope and definition

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Course HIMA 360: Health Informatics Project & Enterprise Management 

 Assignment Instructions 

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 Instructions: 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)

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

Project Proposal

Confidential Page 2 11/8/2021

� Overall timeline for project is 18 months
Version Date Author Change Description

[Replace this text
with the name of the
Document Owner.]

Document created

Project Proposal

Confidential Page 3 11/8/2021

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

Project Proposal

Confidential Page 4 11/8/2021

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.]

Project Proposal

Confidential Page 5 11/8/2021

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.

Project Proposal

Confidential Page 6 11/8/2021

� 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

Project Proposal

Confidential Page 7 11/8/2021

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?

Project Proposal

Confidential Page 8 11/8/2021

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),

Project Proposal

Confidential Page 9 11/8/2021

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?

Project Proposal

Confidential Page 10 11/8/2021

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?

Project Proposal

Confidential Page 11 11/8/2021

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

Project Proposal

Confidential Page 12 11/8/2021

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.

Project Proposal

Confidential Page 13 11/8/2021

13 PROJECT REFERENCES

Milestone Deliverable

[Name of
Document/Reference]

[Description with available hyperlinks]

HIM360: Assignment Rubrics

Assignment 1: Project Scope and Definition Points
Project Overview:
Student provided summary of project, discussed rationale and business justification for
undertaking the project.

20

Project Scope:
Student provided statement of purpose and scope of work.

20

Strategic Outlook:
Student explained the project in relation to enterprise data management and how the project
can help facilitate enterprise-wide information assets in support of organizational goals.

20

Project Goals:
Student defined at least three goals with associated objectives.

20

Project Team:
Student defined at least five team members and defined the role of each.

20

Total 100 points

Assignment 2: Project Timeline and Resources Points
Project timeline:
Student completed an 18-month project timeline with milestones and estimated dates.

20

Gantt Chart:
Student created a Gantt chart to demonstrate timeline, and summary of how the tasks will be
monitored.

20

Project Resources and Costs:
Student summarized the project resources and costs, discussed refined or new job
descriptions, in addition to change in work processes.

20

Vendor Information:
Student performed an internet search to identify at least two coding vendors/systems.

10

Vendor Information:
Student completed a condensed version of a RFI for each vendor.

30

Total 100 points

Assignment 3: Project Risks and Monitoring Points
Project Risks:
Student completed a risk analysis for the project and completed the risk table.

15

Project Risks:
Student identified at least five risks, summarized the results of the risk analysis and discussed
the top two risks.

15

Communication Plan:
Student created a communication plan to include how the results from the project will be
communicated to all stakeholders and project team members.

15

Vendor Selection and Recommendation: 20

Based on the vendor RFIs and all the information gathered throughout the project, student
select one of the vendors; and summarized the reasoning and rationale for the selection.
Vendor Selection and Recommendation:
Student explained choice in how it will address the facility’s issues, reflecting on risks,
resources, and other problems.

20

Vendor Selection and Recommendation:
Student explained how to negotiate the contract for purchase of chosen vendor.

15

Total 100 points

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