This week will see HealthCare Appraisers’ Infrastructure Improvement Initiative accelerate into implementation mode. An event on Monday involving process practitioners will explore and develop improvement action details for the Project Assignment and Project Tracking/ Management processes. An implementation plan will be developed from the event, and process changes will commence! Meanwhile, the Billing & Collection process will be placed under the microscope for analysis.
Accomplishments Last Week (March 9 – March 13)
Accomplishments Expected This Week (March 16-March 20)
Positive Recognition
HealthCare Appraisers, Inc. Matter Naming Convention SOP
Overview:
The purpose of this SOP is to provide guidelines for naming clients in Client Master and Matter records that are created in TimeSlips and in naming files on the L:drive. These standards will reduce records that cannot be associated by client because of variation in naming convention applied in the Project Management process.
Roles and Responsibilities:
Director of Operations - Brook Whitman
Project Managers - Deb Geesey
Administrative Assistants - Carol Davis, Ginger Haynes
Analysts - as assigned
Procedures to be applied to creating new records in TimeSlips (or on L:drive):
To create a Master Record in TimeSlips (if there are no any existing matters for the client), access the Client Information Form.
1. Create a “Company Name” record with no more than 30 characters leaving 6 spaces at end (/+3 numerics+2 alphas = for matter numbers).
2. Create an abbreviation of company name or identifying term (ex. "East Florida Regional Medical Center" = EFRMC -or- "Durango Urgent Care" = Durango).
In the creation of Matter entries, copy the Company Name record from the master record.
1. Add a “/” and then add 1 to the most recent previously entered matter number for that client. If ACP, add AC, otherwise nothing else.
2. Add description of the project 15 characters including project type and specialty.
In the company name field, because of space limitations, certain rules for condensing are to be followed:
Saint = St + name
Center = CTR
Regional Medical Center = RMC
Health System = HSYS
Medical Center = MC
Healthcare (or Health Care) System = HCS
Hospital = HOS
University = UNV
Company = CO
Management Company = MCO
Regional Hospital = RHP
Surgical Center = SCT
In case of exact same name, add parent affiliation and abbreviate if possible (ex. -CHI). If there is no parent affiliation, add -state abbreviation (ex -FL). In the case where there are more than one organization with the exact same name without parent affiliation, in the same state, add city abbreviation.
For organizations named St Joseph, St Mary, etc., visit website to confirm exact name. Add city abbreviation to distinguish from other organizations that are likely to be in other cities in the state and nationally.
Audit Schedule:
The TimeSlips database should be audited twice a year to ensure rules are being applied universally.
Accomplishments Last Week (March 9 – March 13)
- DWG finalized a decision tree for Project Assignment and proposed changes to the process.
- DWG completed the Capability and Capacity Dashboard report to indicate history of project performance and cycle time by project type to support the “Should-Be” Project Assignment process.
- DWG completed a high-level process view to demonstrate best practices in the Project Tracking/Management process for proposed standardization across all clients.
- DWG facilitated the development of at Matter Naming Convention SOP that is being applied in retroactive repair of existing records in TimeSlips and the L: drive (see below).
- DWG planned an improvement event March 16 to involve process practitioners in Delray in validation of proposed process improvement options.
Accomplishments Expected This Week (March 16-March 20)
- An event on March 16 with process practitioners in Delray will validate and provide detail for proposed process improvement options.
- Detailed solutions of proposed changes to Project Assignment and Project Management and Tracking will be developed and validated with partners.
- A project plan for implementing changes to Project Assignment and Project Management and Tracking will be developed.
- The Capability and Capacity Dashboard report, indicating history of project performance and cycle time by project type, will complete validation and be operationalized.
- A review and analysis of each major matter type to identify problems that negatively affect cycle time for projects will begin.
- The Billing & Collection process will be mapped to identify opportunities to reduce billing cycle time and reduce Accounts Receivable.
Positive Recognition
- Adam Polsky, Chip Hutzler, Erci Moisa, Fred Lara, Jim Hills, Stuart Neiberg, and Scott Safriet have contributed non-billable time to the initiative by sharing their perspectives and experience!
- Deb Geesey, Elizabeth Diamond, Carol Davis, and Ginger Haynes have been very patient as processes have been evaluated! And thanks to Kevin Casper for going through every TimeSlips record to clean up naming variation!
- Brook and Kim Edoff have been very supportive and enthusiastic in pursuit of improvement!
HealthCare Appraisers, Inc. Matter Naming Convention SOP
Overview:
The purpose of this SOP is to provide guidelines for naming clients in Client Master and Matter records that are created in TimeSlips and in naming files on the L:drive. These standards will reduce records that cannot be associated by client because of variation in naming convention applied in the Project Management process.
Roles and Responsibilities:
Director of Operations - Brook Whitman
Project Managers - Deb Geesey
Administrative Assistants - Carol Davis, Ginger Haynes
Analysts - as assigned
Procedures to be applied to creating new records in TimeSlips (or on L:drive):
To create a Master Record in TimeSlips (if there are no any existing matters for the client), access the Client Information Form.
1. Create a “Company Name” record with no more than 30 characters leaving 6 spaces at end (/+3 numerics+2 alphas = for matter numbers).
2. Create an abbreviation of company name or identifying term (ex. "East Florida Regional Medical Center" = EFRMC -or- "Durango Urgent Care" = Durango).
In the creation of Matter entries, copy the Company Name record from the master record.
1. Add a “/” and then add 1 to the most recent previously entered matter number for that client. If ACP, add AC, otherwise nothing else.
2. Add description of the project 15 characters including project type and specialty.
In the company name field, because of space limitations, certain rules for condensing are to be followed:
Saint = St + name
Center = CTR
Regional Medical Center = RMC
Health System = HSYS
Medical Center = MC
Healthcare (or Health Care) System = HCS
Hospital = HOS
University = UNV
Company = CO
Management Company = MCO
Regional Hospital = RHP
Surgical Center = SCT
In case of exact same name, add parent affiliation and abbreviate if possible (ex. -CHI). If there is no parent affiliation, add -state abbreviation (ex -FL). In the case where there are more than one organization with the exact same name without parent affiliation, in the same state, add city abbreviation.
For organizations named St Joseph, St Mary, etc., visit website to confirm exact name. Add city abbreviation to distinguish from other organizations that are likely to be in other cities in the state and nationally.
Audit Schedule:
The TimeSlips database should be audited twice a year to ensure rules are being applied universally.