For this assignment, you will complete your project risks and activities to monitor the ongoing success of the project. Complete the following project proposal sections:
- Project risks (Paragraph 9)
- Communication plan (Paragraph 10)
- Vendor Selection and Recommendation (Paragraph 11)
- Training Plan (Paragraph 12)
Project Proposal
Project Name:
Park Health System Integration
Department:
Health Information Management
Focus Area:
Medical coders
Prepared By
Document Owner(s)
Project/Organization Role
Erica Butler
Establish Remote Coding
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
Erica Butler
Document created
Project Proposal
TABLE OF CONTENTS
1
PROJECT OVERVIEW ……………………………………………………………………………………………… 3
2
PROJECT SCOPE……………………………………………………………………………………………………. 3
3
PROJECT TEAM ……………………………………………………………………………………………………… 4
4
PROJECT GOALS AND OBJECTIVES………………………………………………………………………. 5
5
TIMELINE AND SCHEDULE ……………………………………………………………………………………… 5
6
RESOURCES ………………………………………………………………………………………………………….. 6
7
PROJECT RISKS …………………………………………………………………………………………………… 12
8
PROJECT REFERENCES ………………………………………………………………………………………. 13
9
APPROVALS ……………………………………………………… ERROR! BOOKMARK NOT DEFINED.
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Project Proposal
1
PROJECT OVERVIEW
Park Health System has had a problem of insufficient coders for the past five year. As a
result, the existing coders have been suffering from too much workload and at the same
time, the system has experienced an approximate of about the million every year.
The project proposal in this case is to offer effective measures that can be implemented in
facilitating home-based coding system. This is because most of the qualified coders who
would want to take the jobs prefer working from home, and for this reason there is need to
ensure that this need is met in order to achieve efficiency in the general operations of this
healthcare facility.
2
PROJECT SCOPE
This project involves procedures that could be implemented in ensuring that the outsourcing
cost is reduced by 50%, which at the moment is estimated to be $50000 every year. In order
to achieve this, there would be need to ensure lean processes are well introduced through
focusing on various processes that can be used in limiting wastage of resources.
The project will also ensure there is provision of position for coders who will be used in filling
up the vacancies. This will help in ensuring there is improved efficiency within the
environment and at the same time, the productivity will also be increased by 30%. This will
only happen if at all competent coders are recruited All this measures will be expected to
reduce the annual loss by 50%.
3
STRATEGIC OUTLOOK
Most of the companies at the moment are implementing strategies that would help in
ensuring there is effective integration of information systems within the working
environment. This is because they are effective in not only facilitating better operations, but
also enhancing the effectiveness and productivity o the firm. This means that those firms
which manage to implement this on time are more likely to perform well in the industry.
Park health systems also need total transformation when it comes to its business
environment. As much as the is the challenge of integrating applications due to the high
costs associated with it, the project would definitely explore other possible options that
would ensure there is effective utilization of the available resources to maximize the
productivity.
It is also vital to ensure that the coders are well trained. This will make it easier for them to
adapt to the new environment, and also be in a position to perform tasks in the most
effective manner. Training coders will definitely lead to improved productivity which will in
turn minimize the losses.
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Project Proposal
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
Project Director
HIM Director
To oversee on the general
operations of the project.
Set goals and strategic
plans that align with the
organizational goals.
Ensure there is effective
utilization of resources lie
funds.
Project Manager
Data manager
Ensure that the project i`s
successfully completed.
Ensue that the project is
done in accordance to the
plans that were created.
Recruit project staff.
Assign team members
tasks.
Project Team Members
Staff Members
Contribute to ensure the
project objectives are met.
Ensure individual tasks are
completed.
Ensure there is roper
documentation in whatever
task they work on.
Coding Team
Coding Manager
Check on the information
systems of the firm to
ensure it can deliver specific
tasks.
Recruit other code
members.
Create codes that can help
in solving specified
problems.
Business team
Business Analyst
Analyze project
requirements and objectives.
Collaborate with
stakeholders to gather
requirements.
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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.
Goals
Objectives
The project will ensure
there is provision of a
system that will help in
reducing the cost of
outsourcing.
The project will improve
the general productivity
of the firm.
The project will also
improve timelessness.
6
1.
Integration of new systems to reduce the
outsourcing cost.
2. Hire and ensure there are no vacancies left
especially for coders.
3. Ensure complete metrices are done weekly or
monthly to track the completeness and submission
of the reports.
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
Identify team
members
12/20/2023
Team members have been identified.
The role of the team members has been outlined.
Identify goals
and objectives
of the project
01/05/2024
Team members to identify the goals and objectives
of the project.
The workplan is fully drawn.
Create a draft
for estimated
cost and time
01/05/2024
The literature is well reviewed.
The estimated cost and time is well drafted.
Define the
hierarchical
structure of the
project
01/05/2024
The role of the manager is outlined. The budget
plan is outlined.
Draft the scope
of the project
01/27/2024
Changes to be made on the project have been
identified. Required implementations and trainings
have been done.
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Deliverable(s) Included
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Project Proposal
Final project
pan submitted
for approval
6.1
02/14/2024
The project is finalized.
The project is submitted and approved.
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.
•
•
•
7
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.
Discuss dependencies.
The time taken to complete the above tasks will be determined by the level of
collaboration and the determination of the team members to complete the tasks. The
complexity of every task will also determine the number of days required to complete it.
Discuss how monitoring tasks contribute to the successful completion of tasks and
proactively addressing tasks that are behind schedule.
Monitoring of tasks is important in ensuring that every process of the project is in
alignment with the goals and the objectives of the firm. It is vital to ensure that the tasks
are well monitored in order to achieve the desirable outcomes, and also ensure that
whatever is done will have a positive impact to the general operation of the facility.
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.
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Project Proposal
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
8
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
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*
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Available
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Custom
Developed
Future
Development
Not
Available
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Project Proposal
Coding Completion/Analysis
Does the system support automation of
coding work flow (e.g. computer-assisted
coding)?
yes
Does the system support automated
case assignment to work queues?
yes
Can the user assign cases based on
special attributes (e.g. VIP, dollars, or
case type such as cancer or trauma,
etc.)?
yes
Does the system support online
communication between employees and
managers?
yes
Does the system support most industry
standard encoders/groupers?
yes
Does the system support both on-site
and remote coding activities?
yes
Does the system support assignment of
high-risk coding to supervisory staff or
allow coding verification as staff
complete cases?
yes
Does the system contain tools for
monitoring and evaluating the coding
process?
yes
Will the system support both ICD-9-CM
and ICD-10-CM/PCS codes?
yes
Does the system support electronic
query capabilities?
yes
Coding/Transaction Standards
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Project Proposal
Does the system support ICD-10-CM
and/or ICD-10-PCS in addition to ICD-9CM?
yes
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?
yes
Is the system compliant with the Version
5010 transaction standard?
yes
Health Information Exchange
Does the system enable participation in
local health information exchange
initiatives?
yes
General Support
Will training be provided during and after
implementation?
yes
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.).
yes
Compliance with Meaningful Use
Incentive Requirements
yes
Pricing Structure/Costs
yes
http://library.ahima.org/doc?oid=103178#.WPYXDPnyvIU
8.2
Vendor #2:
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Project Proposal
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)?
yes
Does the system support automated
case assignment to work queues?
yes
Can the user assign cases based on
special attributes (e.g. VIP, dollars, or
case type such as cancer or trauma,
etc.)?
yes
Does the system support online
communication between employees and
managers?
yes
Does the system support most industry
standard encoders/groupers?
yes
Does the system support both on-site
and remote coding activities?
yes
Does the system support assignment of
high-risk coding to supervisory staff or
allow coding verification as staff
complete cases?
yes
Does the system contain tools for
monitoring and evaluating the coding
process?
yes
Will the system support both ICD-9-CM
and ICD-10-CM/PCS codes?
yes
Does the system support electronic
query capabilities?
yes
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Project Proposal
Coding/Transaction Standards
Does the system support ICD-10-CM
and/or ICD-10-PCS in addition to ICD-9CM?
yes
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?
yes
Is the system compliant with the Version
5010 transaction standard?
yes
Health Information Exchange
Does the system enable participation in
local health information exchange
initiatives?
yes
General Support
Will training be provided during and after
implementation?
yes
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.).
yes
Compliance with Meaningful Use
Incentive Requirements
yes
Pricing Structure/Costs
yes
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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
Weekly
Page 12
Approach
3 days prior
to weekly
meeting
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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