Ch 2 - HITT 2339

Health Information Organization and Supervision

What are the 4 functions of management? Rank them.

1. Planning

2. Organizing

3. Leading

4. Controlling

What are the 3 plans and ~4th~? Rank them

1. Strategic

2. Tactical

3. Operational

4. Performance goal

What is the essential planning activity what is used to perform it?

Environmental Scan and SWOT analysis is used to perform it

What are the 5 planning tools?

Goals, objectives, policies, procedures, and budget

Who is responsible for putting together strategic plans?

Board of trustees with the help of senior administration

How long are strategic plans in place?

3-5 years, with annual evaluations by the board of trustees to ensure they plan is still relevant

How long are tactical plans in place?

1-3 years

How long are operational plans in place?

1 year, at which time they are revised for the next year

What are performance goals?

Goals individual employees work on using the organizational and departmental plans as their basis for action

Goals and objectives are written using what?

SMART method

What is a policy?

translates goals into comprehensible and practical terms. Intended to be overall guidelines that set the boundaries for action. They pre-decide issue so that situations that occur repeatedly are handled consistently

What should a policy consider?

Should consider legal, accrediting, and certification mandates as well as any other requirements imposed by external and internal authorities or sources

What is a procedure?

a series of related steps given in chronological order that details the prescribed manner of performing work

Why are policies developed?

They are developed for repetitive work in order to provide uniformity of practice, to facilitate personnel training, and to permit the development of checks and controls in the workflow

What is a budget?

A plan that converts the organization's goals and objectives into targets for revenue and spending. Once, it is approved, it becomes less of a plan and more of a control tool

What is organizing?

the coordinating of the activities of multiple people to achieve a common purpose or goal

What is an organizational chart?

a visual representation of of an organization's formal reporting structure

Who is the organizational structure determined by?

Senior management

What is delegation?

the process by which managers distribute work to others along with the authority to make decisions and take action

What is authority?

the right to make decisions and take actions necessary to carry out assigned tasks

What are the 5 steps to effective delegation?

1. Select the right person

2. Specify the desired result

3. Set a deadline

4. Determine authority

5. Track progress and results

What is a subset of organizing?

Staffing

What is staffing?

A managerial function concerned with determining the most appropriate and cost-effective mix of individuals necessary to complete the job functions in a department

What does staffing include?

Recruiting, selection, compensation, evaluation of employees, and training and development

What two are also part of the organizing function?

Committees and teams

What is leading?

the management function in which people are directed and motivated to achieve goals

What are the 6 key concepts of the leading function?

Change management, conflict resolution, motivation and morale, disciplinary action, and leadership styles

Managers must address what 3 things?

Leadership power, communication, and barriers to communication

What is social power?

The potential or ability of an agent (manager) to bring change in attitudes, behavior, or belief by using resources available to them

What are the 6 sources of social power?

Legitimate, reward, coercive, expert, referent, and informational

What is the opposite of reward power?

Coercive power

What formal power is negative and usually leads to other problems?

Coercive power

What is a power that leaders do not necessarily do anything to earn their power?

Referent power

What is a short-term power that does not allow for continuing influence and is gone once the information has been shared?

Informational power

What 3 powers depend on the manager's position and disappears when they leave?

Legitimate, reward, and coercive

What 2 powers are personal in nature?

Expert and referent

What is a power based on content?

Informational

The most effective managers are those who demonstrate what 2 powers?

Expert and referent power

Define effective communication

the ability to both send and receive information, as well as convert and understand thoughts, feelings, and attitudes

What are 4 barriers to communication?

Physical, diversity, cultural differences, and words

Controlling is dependent on what 3 things being set during the planning phase?

Goals, objectives, and key indicators

What are 3 methods of controlling performance?

Performance appraisal, benchmarking, and budget

What are 2 other tools for carrying out the controlling function?

Dashboards and scorecards

What are dashboards?

Quick snapshots of the status of key performance indicators

What are the 5 benefits of a dashboard?

Visibility, ongoing improvements, time saving, judge performance against the plan, and employee performance improvements

Rather than reporting ongoing process measures, a scorecard looks at:

outcomes

How many levels of management are there? Name them.

3 - top, middle, and lower

Who are at the top level of management?

board of trustees/board of directors, senior management team/c-suite, and vice presidents or assistant administrators

Who is at the middle level of management?

Director, department head, corporate director of HIM, senior manager of HIM, or manager of HIM

Who is at the lower level of management?

supervisor of HIM, shift supervisor, or office manager

What is the board responsible for?

The entire organization and determines the structure of the organization

Who is responsible for the decisions that affect the entire organization and focus on the big-picture and long-term success of the organization?

c-suite

What individuals at the top level of management spend most of their time planning and organizing functions of the management?

c-suite

What level of management is responsible for meeting the organizational goals and objectives at the department level?

Middle

What level of management is are most involved with their direct reports and day-to-day operations of their assigned department?

Low

What is ethics?

a field of study that deals with moral principles, theories, and values

What is a code of ethics?

a statement of ethical principles regarding business practices and professional behavior

What are the 6 approaches to ethical decision making? Rank them

1. Define the situation

2. Identify the options

3. Evaluate the options

4. Select the optimal option

5. Implement the decision

6. Evaluate the outcome