It’s a Hybrid World                          Part 2

Benefits in Automating Deficiency Management

Automation of the deficiency management process can be a highly effective way for facilities to streamline HIM operations, particularly when they utilize a system that can automatically identify documents needing analysis. In the survey, 54% of the respondents said their facilities have automated the process, and 65% of that group said their system could automatically identify documents needing analysis (figure 4).

Deficiency management is often the bane of an HIM department's existence, as the success of that process drives the department's ability to provide complete information for continuity of patient care, reimbursement, quality reporting, research, and a multitude of other health care activities. For that reason, it is essential for facilities to put in place an efficient and effective record completion cycle, all the way from the analysis process through to physician signature. We've found that clients who automated the chart completion process not only reduced their completion costs by as much as 60%, they also saw measurable improvements in physician satisfaction.

Workflow Automation Still at the Starting Gate

The survey also looked at the adoption of HIM workflow software as a means to streamline operations. Relatively few survey respondents (24%) reported that their facility was using workflow software for HIM document management (figure 5). For those hospitals, it is used most frequently in routing documents for internal coding and to physicians for e-signature (figure 6).

Respondents felt that workflow software has enhanced HIM functions across the board, but predominantly coding (internal and remote), abstracting and deficiency management (figure 7). Record completion was considered the highest-priority department function for workflow automation going forward (ranked 4.3 of 5 in priority), followed by deficiency management (4.1 of 5) and internal coding (4.07 of 5) (figure 8).

Many HIM process outcomes are the product of a hand-off between individuals or units, or from one function to another (i.e., from analysis to coding to DRG assignment). Therefore, workflow automation is a natural complement for HIM operations, as it provides an integrated transfer that is built right into your facility’s system or application. Our clients have recognized the importance of integrating workflow at various levels—some as simple as interfaces between products, and others that are more advanced, involving workflow engines.

While HIM professionals continue to work in a hybrid environment, it is particularly important to take advantage of workflow capabilities in new or existing systems, so that operational efficiency will continue to improve.

If you’d like to talk to us about managing your facility's hybrid records or other HIM challenges, please email us at metasales@metahealth.com or call 800.334.6840.

The survey results and charts presented in this article were compiled by the American Health Information Management Association, in the “Hybrid Record Survey 2009 Convention Summary Report”, © 2010.

Publication prepared by Meta Health Technology Inc.