Healthcare Admin FBLA

healthcare administration

refers to the management of the day to day operations within a healthcare setting

where is healthcare administration applicable to?

hospitals, public health systems, healthcare systems, hospital networks in its primary, secondary, and tertiary sectors

overall responsibilities of healthcare administrators

planning and supervising medical services, monitoring financial aspects such as budgets, various financial transactions, and health insurance claims, updating health records of patients

healthcare administrators are responsible for relaying information between

hospitals, long term care facilities, nursing homes, pharmacies, Health Insurance Providers

patient registration form

contains the initial information that a patient provides, includes the basic demographic information, legal name, address, phone number, date of birth, medical insurance information, emergency contacts, and information about their primary care physician

patient medical history

lists all of the patient’s past medical history such as illnesses, surgeries, allergies, medication (past and current) family medical history, nutritional diet, exercise, use of drugs or alcohol

physical examination forms

records the results of the patient’s physical examination, can be helpful at a later date for other healthcare providers to follow-up on the patient’s symptoms

laboratory results

details results of tests that are performed by healthcare providers that can be used to detect and manage abnormalities

diagnosis and treatment plans

includes the treatment options, and the treatment selected, in addition to instructions to the patient, and any medications prescribed

operative reports

lists any procedures and surgeries, including any notes made by physicians or medical assistants

records of follow up visits and telephone calls

documented in chronological order

hospital discharge summaries

summarizes the patient’s visit to the hospital, including any test, procedures, operations, medication administered, and the outcome of the visit

consent forms

the form that patients must sign before each procedure performed on the patient confirming that the patient understands the treatment offered, the outcomes possible, and any side effects

any type of correspondence with or about the patient in written format

must be kept in the patient’s medical office record, with each document being stamped with the date of receipt. should this information be received by fax however, in this case, the sender is responsible for sending an original document by mail

fees for late or missed appointments

without at least 24 to 72 hours prior notice to deter a client or patient from missing an appointment

why is it important to maintain a healthcare provider’s schedule?

in order to more effectively deliver the healthcare that patients need

procedures to maintain healthcare provider’s schedule and schedule patient appointments

fees for late or missed appointments, keep track of all cancellations, implement a patient waiting list, send appointment reminders, schedule buffer time between appointments

keep track of all cancellations

which is most commonly used by various scheduling softwares

implement a patient waiting list

fills in those who have cancelled

send appointment reminders

by telephone, mail, or text

schedule buffer time between appointments

being punctual in a healthcare setting is crucial

SMART goals method

you can establish goals, stands for Specific, Measurable, Achievable, Realistic, and Timely. Allows one to reflect back on periods of time and make changes in order to allow for more productivity

Prioritize in the workday

as one is only able to accomplish so much each day

Take advantage of technological software

such as Google Calendar to effectively organize one’s schedule

When should you use electronic health records

whenever possible

Why should you delegate tasks

to ensure no single person is doing all the work

When should you help others

after completing your assigned tasks

6 main steps to register a patient

ask for patient’s basic demographic information, obtain insurance card, record contact information for next of kin and emergency contacts, note down information about their primary care providers, list any current medication, record any information about secondary insurance

ask for patient’s basic demographic information

legal name, address, phone number, date of birth

record contact information for next of kin and emergency contacts

should any procedure require additional social support, or in case of emergencies

patient chart

sometimes called medical chart, complete record of a patient’s medical history

elements of a patient’s chart

demographic information (name, address, date of birth, sex, emergency contact information, primary healthcare provider), vital signs, diagnoses (past and current), surgeries and other operations, medications, treatment plans (past and current), allergies, laboratory results, radiological studies, immunization records, consent forms, family history, medical directives

when can physicians share patient information with each other?

as long as it is for treatment purposes, or to complete material for a third-party payer

what kind of information can physicians share publically as long as the patient’s name is not revealed

none!

when are sign in sheets and publically calling out patient’s names in waiting rooms allowed?

if no other information is disclosed

what does HIPAA stand for

health insurance portability and accountability act of 1996

HIPAA Administrative Simplification Rules

Privacy, Security, Transactions and Code Sets, Unique Identifiers, Enforcement

Privacy Rule

establishes standards for the protection of individuals' medical records and other personal health information.

Security Rule

Sets guidelines for safeguarding electronic protected health information (ePHI) through administrative, physical, and technical safeguards

Transactions and Code Sets Rule

Standardizes the electronic transmission of healthcare transactions to improve efficiency and reduce administrative costs

Unique Identifiers Rules

Requires the use of standard identifiers for healthcare providers, employers, and health plans to streamline processing

Enforcement Rule

Provides procedures for investigating HIPAA violations and enforcing compliance through penalties and corrective actions

When can pharmacists release prescriptions to people other than patients

when they use their professional judgement

This rule sets penalties for violating HIPAA regulations

enforcement

what can be shared with government agencies

data concerning vital statistics, communicable diseases, or industrial accidents

American Nurses Association established standards

patients have rights to privacy with respect to his or her individually identifiable health information, access and review of his or her own health information, receive easily understood notification as to how his or her health records will be used

The American College of Healthcare Executives recommends

limiting the use of protected health information as much as possible

phi

protected health information

how do facilities follow HIPAA

train staff about HIPAA regulations, altering the physical layout of nurses stations, office reception areas, or waiting rooms to assure protected patient information is not accidently seen or overheard

what is PHI

any information about a person’s health, in any form - written, spoken, or electronic - that includes the patient’s name or other individual identifiers, such as a birth date or medical record number

what does HIPAA require when it comes to disclosure of patient information

limit it to the minimum necessary for the immediate purpose and that you prevent any hospital visitors or others having access to this information

privacy rule states that

patients have to be notified of the institutions privacy policies, and you must obtain written acknowledgement

can coworkers use your ID and password to pull up a patient record

nope!

HIV and PHI

many states have laws that make revealing this a criminal offense

if a person may have come in contact with a patient with an infectous disease, a healthcare worker should

alert the local health department

if a caller phones the hospital unit asking for PHI and has not been given permission to receive it or doesnt know the password

staff should polietly explain that patient privacy laws prevent them from giving out information

exception to confidentiality requirement

signs of abuse

7 steps to sort and process mail

receiving the mail, sorting the mail, opening the mail, stamping the mail, recording the mail, distribution of mail, follow up

receiving the mail

that needs to be sorted and processed

sorting the mail

into various categories such as advertisements, urgent requests, inquiries

opening the mail

to verify the contents and determine which department to further send this mail to

stamping the mail

of the date and time of receipt, usually the stamp prepared contains a serial number, sometimes a reference stamp is included if the mail is for multiple departments

recording the mail

into a mail register or letters received books that contain the mail’s serial number, date of receipt, senders name and address, nature of contents, subject of the letter in brief, remarks and initials of teh officer with the date

distribution of mail

into the departments that are involved

follow up

depending on the nature of the mail, this step may not always be required

3 steps for emergencies in the office

check for safety hazards, call 911, mitigate deterioration of the victim

check for safety hazards

this means anything that may be a danger to you or someone else. for example, if there’s glass everywhere, it would not be a good idea to start running barefoot directly to the person in need of assistance

call 911

or get someone else to call emergency services

mitigate deterioration of the victim

depending on the situation, one may need to perform CPR or stop injuries from bleeding

medical spaces should be

immaculate and hygenic

how are medical spaces immaculate

everything should be in its proper place, tidy and organized, and all medical devices must be tested regularly to ensure they are working properly, there should be no wrappers or other types of waste lying around, waste binds with foot pedals must have a closed top and there should not be overflowing trash

how are medical spaces hygienic

in betwen clients, any materials used must be fresh, single use items should be properly disposed of, there should be a sharps box for any sharp medical waste, any shared items should be wiped down with alcoholic disinfectant of at least 70% between clients

asepsis

used to keep the area free of disease-producing microorganisms, maintain a state of cleanliness, preventing or eliminating contamination

medical aspesis

hand washing, personal protective barriers, routine cleaning

surgical asepsis

means to keep the areas in the operating room sterile

hand hygiene

waterless, alcohol based sanitizers, handwashing with soap and water

wearing gloves

especially as protective barriers between hands and client’s blood, body fluids, secretions, excretions, non intact skin, and mucous membranes provide essential infection control

PPE

personal protective equipment, acts as a barrier against infection, includes gloves, gowns, masks, and goggles

ICU

intensive care unit

IDDM

insulin dependent diabetes mellitus (type 1)

IUD

intrauterine device

Dx

diagnosis

autonomy

one must always respect a client or patient’s autonomy as longas they are mentally competent, to make their own decisions regarding this lifestyle, medical care, and any other services

4 healthcare ethics principles

autonomy, justice, nonmaleficence, beneficene

MSDS

material safety data sheet

4 main categories of MSDS

identification, hazards, prevention, response

nonverbal communication

without words, through body language, touch, silence

nonverbal communication is affected by

sender’s age, gender, and life experiences

active listening

paying attention to a client’s/patient’s verbal and nonverbal communication

paraphrasing

restating a client’s patients message in one’s own words to show that one is actively listening to them

empathetic listening

by being open minded and understanding of experiences and feelings

asking questions

both open and closed whenever needed to learn something more precise and understand more information

redirecting

conversations back to the original intended topic if the subject has wnaderd

when a payment on account is made

there is a debit int he accounts receivables and a credit in the revenue or fees earned account

accounts receivables

the payer still needs to send funds for a service that has already been performed

a balance sheet

states an organization’s assets, liabilities, and owner’s equity at a particular point in time, used to determine an organization’s financial position

assets

anything of value that is owned such as a buildings, vehicles, and equipment

liabilities

anything that is owed and has yet to be paid

the owner’s equity or capital

is the amount that the owner’s/shareholders get from the organization at hand

past due accounts

when an account has not been paid out past its due