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.
Assignment 1: Project Scope and Definition
Develop your project proposal using the proposal template (attached in this assignment). Complete the following project proposal sections:
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
•
Overall timeline for project is 18 months
Version
Confidential
Date
Author
Change Description
[Replace this text
with the name of
the Document
Owner.]
Document created
Project Proposal
TABLE OF CONTENTS
1
PROJECT OVERVIEW ……………………………………………………………………………………………… 3
2
PROJECT SCOPE……………………………………………………………………………………………………. 3
3
PROJECT TEAM ……………………………………………………………………………………………………… 3
4
PROJECT GOALS AND OBJECTIVES………………………………………………………………………. 4
5
TIMELINE AND SCHEDULE ……………………………………………………………………………………… 4
6
RESOURCES ………………………………………………………………………………………………………….. 5
7
PROJECT RISKS …………………………………………………………………………………………………… 10
8
PROJECT REFERENCES ………………………………………………………………………………………. 11
9
APPROVALS ……………………………………………………… ERROR! BOOKMARK NOT DEFINED.
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Project Proposal
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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Project Proposal
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.
6
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%]
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.
6.1
Project
Milestone
Date
Estimate
[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]
Deliverable(s) Included
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.
• Discuss dependencies.
• Discuss how monitoring tasks contribute to the successful completion of tasks and
proactively addressing tasks that are behind schedule.
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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
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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
New Hardware
$30,000
New Software
$50,000
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Project Proposal
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?
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?
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Project Proposal
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-9CM?
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),
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
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Project Proposal
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?
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?
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Project Proposal
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-9CM?
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),
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
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Project Proposal
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
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
Example: Project
Team
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Key Needs
Risks
Frequency or
Project Phase
Approach
3 days prior
to weekly
meeting
Weekly
Page 10
Responsibility
Project
Manager
Comments/Conc
erns
Issues to be
distributed to
appropriate team
representative
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Project Proposal
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.
13
PROJECT REFERENCES
Milestone
Deliverable
[Name of
Document/Reference]
[Description with available hyperlinks]
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