Fact memo

Scenario

SIDNEY PARK HEALTH SYSTEM IS EXPERIENCING A SHORTAGE OF CODERS. OVER THE PAST FIVE YEARS, THERE HAS BEEN A 30% 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 $12 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 YOU, THE HIM DIRECTOR, MET WITH JIM GRANT, THE CHIEF FINANCIAL OFFICER (CFO), AND PROPOSED A HOME-BASED CODING SYSTEM. THIS CONCEPT IS TECHNOLOGICALLY FEASIBLE, GIVEN THAT SIDNEY PARK HEALTH SYSTEM UTILIZES AN ELECTRONIC HEALTH RECORD AND ALL PATIENT INFORMATION IS AVAILABLE ELECTRONICALLY. MR. GRANT PRESENTED THE PROPOSAL TO THE HOSPITAL’S GOVERNING BOARD AND RECEIVED APPROVAL FOR THE HOME-BASED CODING SYSTEM. BECAUSE OF YOUR EXPERIENCE AS A PROJECT MANAGER WITH A PREVIOUS EMPLOYER, MR. GRANT ASSIGNED YOU THE ROLE OF THE PROJECT MANAGER TO OVERSEE THE FEASIBILITY AND IMPLEMENTATION OF THIS PROJECT.

Mr. Grant has asked you to attend a meeting with the health system’s Project Oversight Committee to address how you plan to manage and lead the project – including selecting effective team members. Mr. Grant also asks you to provide the meeting’s attendees with a handout to reference while you are speaking.

Mr. Clifton Hopson, the health system’s Director of Human Resources, will also be in attendance and has asked for a list of recommended project team members and their roles and responsibilities to help determine workload and pay. You will not address this list of potential team members at the meeting. The list will go into a human resources file.

Instructions

TO COMPLY WITH BOTH REQUESTS, YOU HAVE DECIDED TO:

Create a fact sheet to distribute at the meeting. In the fact sheet, evaluate the differences in project leadership and management. Include an assessment of the project team leader’s role and characteristics of an effective project team that you will use to identify team members.

Create a memo to Mr. Clifton Hopson about team member participation. In the memo, recommend potential project team members by title (such as Assistant Coding Manager) and the roles and responsibilities they will have within the project.

Fact memo

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