Ihave been developing the steps to complete a project that initiates a new training program within Bryan University. For each week’s assignments, I will need to create 2-3 presentation slides on each topic as follows:
Week 1 – Choose which training program you would be implementing.
Week 2 – Identified stakeholders and project objectives
Week 3 – Prioritized tasks
Week 4 – Assigned task owners and resources
Week 5 – Developed a communication plan
Week 6 – Discussed unforeseen issues and their solutions
Week 7 – Prepared a list of needed items for the presentation
Tofinish the project, I need to complete the following:
Project management Info for PowerPoint Presentation Slides
Step 1: Implementing ICD-11-CM Training for all the current Billing & Coding
employees. (ICD-11-CM edition will be released early next year).
Step 2:
Stakeholder (Title)
Billing Coordinator
Chief Financial Officer
(CFO
Billing Coordinator
ICD 11 Expert
Information Technology
Associate
Employees
Organization
Bryan Medical Billing &
Coding Inc.
Bryan Medical Billing &
Coding Inc.
Bryan Medical Billing &
Coding Associates.
Bryan Medical Billing &
Coding Community.
Bryan Medical Billing &
Coding HealthCare.
Bryan Medical Billing &
Coding HealthCare.
Role
Project Lead
Decision Maker
Team Member
Advisor
Technical Lead
Employees
Roles need within the project:
Decision Maker/Executive Sponsor: who will provide resources (money, people, locations) and, remove
barriers, approve the final project plan.
Project Lead: Will be the main person accountable for the project. They will be responsible for the
project plan, resource allocation, identification of risks, and scope control. Further, they will
communicate the project status to all stakeholders.
Technical Lead: will be the expert leading the technical specifics/details.
Team Member, Subject Matter Experts (SMEs): Experienced individuals around the project impact. They
will advise on rules/regulations and processes. They may also be performing specific tasks during the
project. SMEs help define project requirements and are often involved in training and testing.
Advisors/Consultants: These people are impacted by the process and change and can provide insight
into how the project will impact them and the changes needed.
Employees: The training will be given to and will benefit BMBC’s employees, making them key stakeholders in this
project
Project Objectives: Currently, the employee’s accuracy is 75-80% with the ICD-10-CM. I aim to
increase the accuracy to 98.7-100% with the ICD-!!-CM.
Step 3
Directions:
Complete the table below by doing the following:
❏ Prioritizing your tasks by listing them in order of priority.
❏ Identify the planning steps needed to meet the project’s goals and add to each task.
❏ Estimate due dates for each task.
Task
Planning Step(s)
Due Date(s)
Become familiar with new ICD-11
codes and chapters. ICD-11 has
thousands of new codes and
chapters.
With new chapters and codes in ICD-Get familiar new chapters
and codes in ICD-11
June 12, 2023
Select Knowledgeable Team
Members
Continue to practice and perfect coding and claims
June12, 2023
Incorporate Project Scheduling
Critical dates
Project manager will begin reporting health data using ICD-11
June 12, 2023
(in order of priority)
Establish timeframe for moving to
ICD-11
June 12, 2023
Update EHR and revenue cycle
management software.
Touch base with RCM and EHR software reps to ensure they are
preparing for the change and that we are up to date on the latest
version of the software
June 19, 2023
Hire someone to oversee ICD-11
implementation
Appoint a task master/project manager to lead the planning, selfassessment, and training efforts.
June 26, 2023
Hire a medical coding specialist.
Complete a self-assessment to determine how you practice
currently performs in areas such as approved and rejected claims,
July 3, 2023
coding discipline.
Establish Timeline
Finalize a plan for improvements
July 10, 2023
Establish Budget
Conduct new team trainings on coding best practices and claims
submission
July 15, 2023
Step 4
Directions:
Complete the table below by doing the following, then answer the question below the table on page 2:
❏ Copy and paste or fill in your information from your table in the Week 3 – Assignment 5
worksheet.
❏ List the needed resources for each task.
❏ List the task owner (person responsible for completing the task) for each task.
Task
Planning Step(s)
Due Date(s)
Resource(s)
Task Owner
Establish Budget
The Project Manager will
brief the stakeholders on the
cost and implementation of
the project
June 12, 2023
Estimated cost for
project to include
staff, materials, and
software
Cynthia Judkins
Become familiar with
new ICD-11 codes and
chapters. ICD-11 has
thousands of new codes
and chapters.
With new chapters and codes
in ICD-Get familiar new
chapters and codes in ICD-11
June 20, 2023
Access to the ICD-11
linked to the WHO
guidelines, digital
documentation
Cynthia Judkins
Hire someone to oversee
ICD-11 implementation
Appoint a task master/project
manager to lead the planning,
self-assessment, and training
efforts.
June 26, 2023
Hire certified EHR
specialists and a
Certified billing and
Coding specialist
Manager of the
department and
Human
Resources
(In order of priority)
Hire a medical coding
specialist.
Complete a self-assessment
to determine how you
practice currently performs in
areas such as approved and
rejected claims, coding
discipline.
July 3, 2023
Post Training Position Human Resource
through Human
Department
Resource dept for
knowledgeable
instructors.
Select Knowledgeable
Team Members
Continue to practice and
perfect coding and claims
July15, 2023
Need to select a range
of knowledgeable
individuals from
billing and coding
department
Manager of the
Billing and coding
Incorporate Project
Scheduling Critical dates
Project manager will begin
reporting health data using
ICD-11
July 15, 2023
Pre-fill time sheets
for the teams and
compare estimate vs.
actual hours.
Project Manager,
Project leads,and
the software
team
Establish Timeframe for
moving to ICD-11
Run the ICD-10 and the ICD11 simultaneously until the
implementation of the ICD 11 is completed
July 16, 2023
Reach out to software
providers for ICD-11
to verify which
system they are
currently using
(RCM, EHR, Medical
Billing system).
Software team
Establish Timeline
Finalize a plan for
improvements
July 10, 2023
Define the problem,
collect date, analyze
the data, identify
potential solutions,
and implement them,
control and evaluate
changes
Cynthia Judkins
Update EHR and revenue
cycle management
software.
Touch base with RCM and
EHR software reps to ensure
they are preparing for the
change and that we are up to
date on the latest version of
the software
July 20, 2023
Evaluate the
providers current
needs and gaps,
choose a compatible
and interoperable
software, implement
best practices and
policies ,optimize
workflow and
automation, test and
troubleshoot the
integration
Cynthia Judkins
Software Team
Establish Timeline
Finalize a plan for
improvements
July 20, 2023
Write a project scope
statement.
Cynthia Judkins
Create a work
breakdown structure.
Determine project
dependencies.
Determine total time
needed for each task.
Identify resource
availability. Identify
important milestones.
Build your project
management
timelines.
Step 5
Communication Plan
Audience
The software team, stakeholders, HR manager, coding manager, and billing manager will
all be included in the communication plan.
Timeliness
The following communication plan will be put into practice:
Face-to-Face Meetings: On June 12, 2023, the first face-to-face meetings with the
software team and stakeholders were set to present the software package and review
the implementation budget and timetable. Direct engagement and thorough discussion
were opportunities that this first meeting gave.
Manager Meetings: The HR manager, coding manager, and billing manager had separate
meetings on June 20, 2023. These meetings’ main goals were to review the project’s
staffing needs and the level of coding difficulty.
Weekly Team Meetings: Weekly team meetings will be held after the initial sessions to
guarantee regular communication and progress updates. These meetings will be held
every Monday morning to establish the tone for the week and coordinate the team’s
aims and objectives. The software team members can discuss their tasks, difficulties, and
any support they may need.
Email Updates: Besides weekly and in-person meetings, the team will receive regular
emails with essential project updates, reminders, and other pertinent information.
Everyone will stay informed and on the same page as a result.
Special Circumstances
An immediate communication strategy will be launched in case of urgent circumstances
or identified dangers. The type of communication will depend on the circumstances and
how serious they are. An emergency meeting or hurried phone conversation might be
organized if a severe risk must be addressed immediately to minimize any potential
effects on the project.
Rationale
The suggested communication plan combines in-person meetings, frequent team
meetings, and email updates to ensure efficient communication throughout the project.
Face-to-face meetings provide direct communication, encourage productive teamwork,
and guarantee a thorough understanding of the software package, budget, schedule,
staffing needs, and code complexity. Weekly team meetings allow progress reports,
problem-solving, and discussion of difficulties or worries. Email updates are an additional
communication channel to alert the team of critical project updates. The team members
will stay in communication, comprehend their roles, and have a forum to discuss any
emerging concerns by having a clearly defined communication plan and keeping regular
communication. Transparency, cooperation, and wise decision-making will be
encouraged, which will help the software package be successfully implemented within
the allocated spending limit and timeframe.
Step 6
Project Management: Roadblocks and Resolutions to Project Planning
ROADBLOCKS TO PROJECT PLANNING
Poor governance: Project governance encompasses the essential elements that
contribute to the success of a project, including the overall direction and established
processes. Establishing project governance involves defining the project’s direction,
identifying decision-makers, and assigning project oversight responsibilities.
Lack of real-time insights: Managers can’t direct projects successfully if they don’t have
access to timely and current information on project status, prospective barriers, deadline
feasibility, financial consequences, and other essential aspects.
Resources scheduling conflicts: The improper distribution of workers is a significant
cause of unsuccessful initiatives. Scheduling and allocating the proper labor to suitable
projects is becoming increasingly difficult due to the rise of remote work and the
availability of a global talent pool.
RESOLUTIONS
The following resolutions are proposed for each of the identified problems to ensure the
implementation of the project timely,
Poor governance
•
•
•
Establish a project team with distinct lines of authority and decision-making.
Implement efficient channels and systems for exchanging information.
Establish frameworks, rules, and procedures for project governance to help in
decision-making and guarantee compliance.
Lack of real-time insight
•
•
•
Implement real-time monitoring and reporting systems to collect and evaluate
project data in real-time.
Invest in data visualization tools and dashboards to give stakeholders
immediate access to project insights and progress.
Create a data-driven culture within the project team by highlighting the value
of real-time data for decision-making and performance monitoring.
Resources scheduling conflicts.
•
•
•
Create a detailed resource management strategy with a timetable outlining
resource availability and allocation.
Implement a centralized resource management system or program to track the
utilization of resources and avoid conflicts.
Encourage regular communication and collaboration among project team
members to anticipate and address potential scheduling difficulties.
CONCLUSION
In conclusion, project planning needs to be improved by better governance, a need for
real-time information, and conflicts in the scheduling of resources (Kerzner, 2018). These
obstacles can be removed for successful project execution by boosting resource
management strategies, establishing real-time monitoring, and improving governance
procedures
Step 7
Checklist for Presentation
Many things will be needed during my presentation. These are things that will guide me
through the presentation as well as contribute to better engagement with the audience.
Therefore, these things will include:
•
•
•
•
•
•
•
•
•
•
PowerPoint presentation saved on a flash drive
Writing materials (notepad, pens)
Project timeline and task assignments
Relevant documentation and reports
Handouts or printed materials for the audience
Laptop or device for presentation
Projector or display equipment
Backup copies of the presentation
Agenda or outline of the presentation
Contact information for team members
What will happen if a Project Team Member is Suddenly Hospitalized during week 2 of
the Project Preparation?
Moreover, If a project team member experiences an unexpected hospitalization during
the second week of the project preparation, it becomes necessary to reallocate their
duties to ensure that project deadlines are met. The following redistribution of tasks is
proposed considering the information provided in the task list: first, the original task of
familiarizing oneself with the new ICD-11 codes and chapters was assigned to Cynthia
Judkins, however, due to her existing commitments and responsibilities, the task will be
transferred to the Manager of the Billing and coding department.
Original Task: Become familiar with the new ICD-11 codes and chapters.
Original Task: Owner: Cynthia Judkins
New Task Owner: Manager of the Billing and Coding
Explanation: Since Cynthia Judkins is already assigned to other tasks and responsibilities,
the Billing and coding department manager can take over the task of becoming familiar
with new ICD-11 codes and chapters.
Assigning this task to the Manager ensures that the critical objective of becoming
familiar with the new ICD-11 codes and chapter is still addressed despite the absence of
the originally assigned team member. The Manager’s expertise in the field makes them
well suited to take on this responsibility and ensure that the project continues to
progress smoothly.
Project Presentation Step 8
Step 8: PowerPoint Presentation
You have been developing the steps to complete a project that initiates a new training
program within your organization. For each week’s assignments, you were advised to
create 2-3 presentation slides on each topic as follows:
Week 1 – Chose which training program you would be implementing.
Week 2 – Identified stakeholders and project objectives
Week 3 – Prioritized tasks
Week 4 – Assigned task owners and resources
Week 5 – Developed a communication plan
Week 6 – Discussed unforeseen issues and their solutions
Week 7 – Prepared a list of needed items for the presentation
To finish the project, complete the following:
•
o
o
Create two or more slides discussing exactly how you will
implement the training program you have been developing for the
past 7 weeks.
Put together all your slides from weeks 1-8 into a final 15-20 slide
presentation. Your presentation should outline each required
weekly topic which aided in developing a training program for the
Billing & Coding employees at Bryan Medical Billing & Coding Inc.
which you and your team will implement.
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