Sayles - CH 17 Management

The ONC (Office for the National Coordinator for Health Information Technology) released 4 federal health IT goals in its plan. They are:

1. Advance person-centered & self-management health and foster partnerships 2. Transform healthcare delivery and community health by improving quality and access, supporting high value healthcare, and protecting public health 3. Frost research, scientific knowledge, innovation by increasing access to information, accelerating the development of tech, and investing. 4. Enhance the nation's health IP infrastructure

Managers use the following principles of organization to manage in an effective manner:

1. Unity of command - each employee reports to 1 manager 2. Span of control - The number of employees a person manages. 3. Specialization - Employees have a special qualification 4. Delegation - managers distribute work 5. Directing - Tasks are assigned, training, instruction, and advice 6. Coordinating - Ensuring activities happen in order needed 7. Controlling - Monitoring performance

The project management life cycle include _____ phases

5 Phase 1: Project initiation - statement of work, business plan, and contract between stakeholders Phase 2: Planning - Strategic and implementation planning. Budget is created. Phase 3: Execution - (Largest Phase) Get resources, execute tasks, ensure performance from team Phase 4: Monitor and Control: corrections are made, communication of project status is important. Phase 5: Closing: Confirms scope was met, lessons learned, customers are satisfied, identify areas to improve in future.

Which of the following is the process that all organizations and businesses use to fully comprehend and communicate financial activities and status? A. Financial management B. Cash basis accounting C. Budget D. Resource allocation

A. Financial management

What is the coordination of all the tasks and responsibilities of a department to ensure the work that needs to be accomplished is completed correctly called? A. Organizing B. Specialization C. Controlling D. Strategy

A. Organizing - Organizing is the coordination of all of the tasks and responsibilities of a dept to attain goals of the dept or org.

_____ is the process of collecting, recording, and reporting an organization's financial data including the assets, expenses, and liabilities of the company.

Accounting

_____ accounting involves recording known transactions in the appropriate time period before cash payments (receipts) are expected or due.

Accrual - Used in large businesses - money is recorded in the books even if they have not been paid yet - reflects what they expect to receive for services

_____ include the human, financial, and physical resources of an organization such as employees, financial holdings, and buildings.

Assets

The process of maintaining financial viability by ensuring operating revenues for the year are sufficient to cover operating expenditures is called what? A. Budget adjustment B. Budget management C. Budget variance D. Accrual accounting

B. Budget management

What is the formal process of introducing change, adopting the change, and diffusing it throughout the organization? A. SWOT B. Change Management C. Supply Management D. Workflow

B. Change management

What is a formal set of principles and procedures that help control the activities associated with implementing a large undertaking? A. Resource allocation B. Project management C. Project Improvement D. Financial management

B. Project Management

A _____ is a lab that converts the organization's goals and objectives into targets for revenue and spending.

Budget

_______ involves the process of maintains financial viability by ensuring operating revenues for the year are sufficient to cover the operating expenditures.

Budget Management

A _______ is the approval to move funds from one budget to another.

Budget adjustment

A _______ is a difference in the budgeted revenue or expense amount.

Budget variance

What are the four functions of management that HIM directors use in the day-to-day and long-term operation of the department to ensure the healthcare organization complies with management of HIM functions? A. Strategy, controlling, management, planning B. Planning controlling, strategy, leading C. Planning, controlling, leading, organizing D. Management, controlling, learning, organizing

C. Planning, controlling, leading, organizing

What process should an organization use to see if there are resources available to help accomplish the mission, values, and goals of the organization? A. Measuring B. Process improvement C. Resource allocation D. PERT Chart

C. Resource allocation

Which of the following is the management and control of the supplies used within an organization? A. Work analysis B. Staffing C. Supply Management D. Strategic Plan

C. Supply management

_______ accounting is registering the transaction when it occurs, meaning when money is received or paid for expenses incurred.

Cash basis - used in small businesses - easy to manage

_____ is the formal process of introducing change, adopting the change, and diffusing it throughout the organization.

Change management

_____ is the function in which performance is monitored according to policies and procedures. - This can be monitoring the performance of employees for quality, accuracy, and timeliness of completion of duties.

Controlling

______ is the process of establishing an organizational structure that promotes the prevention, detection, and resolution of instances of conduct that do not conform to requirements nor to the organization's ethical and business policies.

Corporate Compliance

______ is the ability to accept and understand the beliefs and values of other people and groups and is vital to the overall health of an organization.

Cultural Competence

Which of the following are amounts charged as costs by an organization to the current year's activities of operation? A. Budgets B. Accrual accounting C. Revenue D. Expenses

D. Expenses

What project management tool focuses on the percentage completion of a task and may show a link between one or more tasks? A. PERT chart B. Project management C. Planning and design D. Gantt

D. Gantt

What is a written statement that identifies the core purpose and philosophies of a healthcare organization A. Vision b. Values C. Organization D. Mission

D. Mission

Which of the following is the examination of the future and preparation of action plans to attain goals of the department or healthcare organization? A. Controlling B. Leading C. Organizing D. Planning

D. Planning

What analysis shows the honest portrayal of the current and future state of the healthcare organization? A. External analysis B. Workflow analysis C. Supply management analysis D. SWOT analysis

D. SWOT analysis - Strengths, weaknesses, opportunities, and threats guide the day-to-day decisions of an organization

____ ensures the value of information assets requiring an organization-wide perspective of information management functions. - It calls for explicit structures, policies, processes, technology, and controls. - Includes infrastructure and processes - it is used by orgs to plan and organize, and coordinate people, processes, tech, and content

Enterprise Information Management (EIM)

_________ management is the senior management of healthcare organization, the people who oversee a broad functional area or group of departments or services.

Executive - est. organization's future direction - monitors operations

Management generally includes 3 levels:

Executive, middle, and supervisory

______ are the amounts charged as costs by an organization to the current year's activities of operation.

Expenses

A _____ involves exploring the factors outside the control of the org to determine what is happening within the same market.

External Analysis

T/F: Planning is a course of action designed to produce a desired (business) outcome

False - Planning is the examination of the future and preparation of action plans to attain goals. - A strategy is a course of action designed to produce a desired outcome

T/F: Values are a process by which the policies are put into action

False - Procedures are the processes that put policies into action

_____ is the mechanism that all businesses use to fully comprehend and communicate their financial activities and status.

Financial Management

A ______ chart is a graphic tool used to plot tasks and shows the duration of project tasks (start and stop dates) and overlapping tasks. - Shows the time needed for each task - includes who is responsible for the task

Gantt Chart

_______ analysis is a collective term used to refer to any study that determines the benefit of a proposed project, including cost-benefit analysis, return on investment, benefits realization study, qualitative benefit study, or how change affects workflow.

Impact Analysis

Healthcare orgs review the inner workings of an organization to determine strengths and weaknesses of the business practice and process. This process is an __________

Internal Analysis

_____ is a method of job evaluation that compares a written position description with the written descriptions of various classification grades which make up the formal salary structure of an organization

Job Classification

A _____ is a list of duties, reporting relationships, working conditions, and responsibilities for a particular job.

Job description

______ is the process of applying predefined compensable factors to determine their worth.

Job evaluation

_____ is the function in which people are directed and motivated to achieve the goals of the healthcare organization

Leading

_____ include the amounts the organization owes to others, like loans.

Liabilities

____ is the process of planning, controlling, leading, and organizing the activities of an organization.

Management

The development of the _______ determines what opportunities and threats to the future of the org exists. For example, another facility that pays coders 20% more.

Market Assessment

_____ are business situations where two or more companies combine. One of them continues to exist as a legal business entity while the other ceases to exist legally and their assets and liabilities become part of the continuing company.

Mergers

_______ management involves the people within the organization who oversee the operation of a broad scope of functions. For example they may oversee coding, transcription etc.

Middle Management

A ______ is a written statement that identifies the core purpose and philosophies of an organization. It defines the organization's general purpose.

Mission Statement

Which is shorter and has a more defined time frame? Operational Plan or Strategic Plan

Operational Plan

_______ planning is the specific day-to-day tasks required in operating a healthcare org or an HIM dept. It is the road map to guide a org or dept toward the goals of the strategic plan.

Operational Planning

______ is coordinating all of the tasks and responsibilities of a department to guarantee the work to be accomplished is completed correctly and timely. - the planned coordination of activities of multiple people to achieve a common purpose or goal

Organization

An _____ is a visual graphic or diagram showing the structure and reporting relationships between positions, departments, and employees of an organization.

Organizational Chart / Org Chart

The framework of authority and supervision for the employees within the organization. It defines the hierarchy of reporting and responsibility for each level of decision making authority and responsibilities within the institution.

Organizational Structure

_______ is field of study that explores how people act within organizations and their behavior individually, in a group, and collectively across a department.

Organizational behavior

A ______ chart is a project management tool that diagrams a project's time lines and tasks as well as its interdependencies.

PERT Chart

______ is the examination of the future and preparation of action strategies to attain goals of the department or healthcare organization.

Planning

_____ are the principles describing how a department or an organization will handle specific situations or execute a specific process.

Policies

Once policies are in place, _____ define the process by which the policies are put into action.

Procedures

PERT stands for

Program Evaluation and Review Technique

_______ is a formal set of principles and procedures to help control the activities associated with implementing a large undertaking to achieve a specific goal (such as an information system implementation) that has a definitive beginning and end.

Project Management

The ______ is the period in which the processes involved in carrying out a project are completed. This includes the definition, planning and organization, tracking and analysis, revision, change control, and communication.

Project Management Life Cycle

_____ is a process and strategy of deciding where resources should be used to achieve the mission, values, and goals of the organization.

Resource allocation

_____ is the recognition of income earned and the use of appropriated capital from the rendering of services during the current period.

Revenue

Risk management begins with _____, which includes identifying weaknesses in an organization's operations and determining how likely it is that any given threat may occur.

Risk Analysis

_____ is a comprehensive program of activities intended to minimize the potential for injuries to occur in a healthcare organization and to anticipate and respond to ensuring liabilities for those injuries that occur.

Risk Management

The process to develop a strategic and operational plan begins with a _____- analysis

SWOT

_____ is the managerial function that involves proper and effective selection, appraisal, and training of personnel.

Staffing

______ is the process of identifying and prioritizing various upgrades and changes that might be made in an organization's information system.

Strategic Information Systems Planning

A _________ is the document in which the leadership of a healthcare organization identifies the overall mission, vision, and goals to help define the long-term direction of the organization as a business entity.

Strategic Plan - It is the map to the future state of the company

_______ includes an analysis of how an organization will react to changes in the external environment in the foreseeable future.

Strategic planning

A _____ is a course of action designed to produce a desired (business) outcome.

Strategy

_______ management oversees the staff-level employees and monitors the effectiveness of everyday operations and individual performance against pre-established standards.

Supervisory

______ is the management and control of the supplies used within an organization.

Supply Management

The ______ statement is a short description that communicates an organization's social and cultural belief system. They can be analytical or creative but they always show what the org represents.

Values

Experiences are either ________ or _________ costs.

Variable Costs - resources that change like supplies Fixed Costs - remain constant like rent, wages, and equipment rental

The _______ statement is a short description of an organization's ideal future state

Vision

_____ is the process of gathering information about what it takes to get a job done. The mapping of the steps required to complete a task from start to finish.

Work Analysis - it is used to study the flow of operations

The process and steps it takes to complete a task

Workflow

What is a useful general tool for guiding day-to-day decisions? A. Operational plan B. SWOT C. Strategies D. Strategic plan

operational plan

4 functions of management are:

planning, organizing, leading, controlling

SWOT stands for

strengths, weaknesses, opportunities, threats