Heath Science Institute Medical Center is a 350 bed teaching hospital that has been in operation for 15 years. The average annual census is 110,800 patients. The primary focus is medical-surgical but services also include an obstetrics unit and a pediatric unit. The medical center has a 24/7 emergency department that sees an average of 26,500 visit per year. The six outpatient specialty clinics each average 4800 visits per year with the largest clinic being the Pediatric clinic with 5200 visits per year.
EHR Project
The goal of the EHR Implementation Project was to have a health information exchange amongst the hospital and departments and include the six specialty clinics. Phase I of the project was to train all ancillary staff and departments to document in the EHR and to have all transcribed reports and test results interfaced with the EHR.
The organization has just completed Phase II of the EHR implementation project with the training of CPOE. Phase III includes training all providers to document progress notes in the EHR. The organization has set a time line of 12/1/XX for all provider documentation to be in the EHR. Currently providers are using speech recognition software, Power Notes with templates, with approximately 30% of the providers still writing progress notes. These progress notes along with other PHI relating to the patient’s treatment are scanned into the EHR at the point of care or at the time of discharge.
HIM Department
The HIM Department has one credentialed director but there is not an assistant director. Each work section does have a team lead or supervisor. The department is open 24/7 but is being asked to cut the hours of operation to 130 hours of operation.
The department has the following production areas and staff:
Coding: 6 coders – 4 CCS and 2 CCS-P – 1 Workflow coordinator
Scanning: 4 clerical staff
Scanning Quality Analyst/Department Team Lead – 1 credentialed FTE
Transcriptionists: 2 CTRs
ROI: 2 – 1 credentialed FTE and one clerical
The department’s file room still houses paper-based records. It was a decision of the EHR Implementation project not to go back and scan the paper-based records into the EHR. Only those patients who have been admitted and/or treated at the facility’s hospital or emergency room records were scanned into the EHR at the time of the new admission and/or treatment. Of those records, only the past 2 years previous admission and/or treatment encounters were scanned. It is the goal of the hospital to have all paper-based records filed in off-site storage within 2 years. Records are retained for 10 years and will be destroyed following department policy at the appropriate time. All current admission and/or treatment forms that are scanned into the EHR are retained for 15 days and than destroyed according to department policy.

Part I – 25 Points
Design you department staff. It is for you to decide their work hours. Are they full-time, part-time, flex schedules, 8 hour work schedules, 10 hour work schedules, Monday through Friday, weekends? Are any of the staff outsourced? What are the contracted obligations? Are any of the employee’s remote and if so which one’s and how do they receive department communication regarding staff meeting minutes and updated policies? Does the department have enough staff or too much staff?
Part II – 50 Points

Write a job description for the Team Lead for Scanning. What is her/his role regarding the scanning process.