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DESIGN an effective HIM department

HIM Connection, January 31, 2012

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Elizabeth Layman, PhD, RHIA, CCS, FAHIMA, professor in the Department of Health Services and Information Management at East Carolina University in Greenville, NC uses the mnemonic device "DESIGN" to describe her approach to the HIM department and job restructuring. Consider following the same approach in your own facility:

• Detect, monitor, and collect data related to indicators that have the potential to affect your department. If your department needs to undergo changes, indicators will exist, Layman said.
• Enlist superiors, HR staff members, and employees regarding the potential for redesign. At this point, you'll need to do some prework, Layman said. You need approval from your superior(s), and you need to talk to HR. "When you start to redesign people's jobs, HR is involved. Certain types of tasks need to be by licensed or credentialed people, so talk to HR and risk management," she said.
• Secure additional data and decide on the extent of the possible redesign. Then initiate your redesign plans. You may want to obtain feedback from employees, department supervisors and managers, directors and administrators, or external consultants.
• Identify potential barriers to redesign and develop solutions and contingency plans. Take into consideration hard factors such as organizational structure and features of bureaucracies (such as specialization and departmentalization), as well as soft factors such as job structure, motivational actions, and organizational context (e.g., organizational culture).
• Get feedback from superiors, HR, and your employees. If the feedback is positive, implement the realignment.
• Note the effect the redesign had and recognize and publicly celebrate those who contributed to its success.

Editor’s note: This tip has been adapted from an article which originally appeared in the January issue of Medical Records Briefing.

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