Establishing Productivity Benchmarks - AHIMA

1 Copyright 2006 American Health Information Management Association. All rights reserved. Establishing Productivity Benchmarks Practical Tools for Seminar Learning Disclaimer i The American Health Information Management Association makes no representation or guarantee with respect to the contents herein and specifically disclaims any implied guarantee of suitability for any specific purpose. AHIMA has no liability or responsibility to any person or entity with respect to any loss or damage caused by the use of this audio seminar, including but not limited to any loss of revenue, interruption of service, loss of business, or indirect damages resulting from the use of this program.

2 AHIMA makes no guarantee that the use of this program will prevent differences of opinion or disputes with Medicare or other third party payers as to the amount that will be paid to providers of service. How to earn one (1) CEU for participation To earn one (1) continuing education unit, each participant must do the following: Step 1: Listen to the seminar, via Webcast link, audio CD, or MP3. Step 2: Complete the assessment quiz contained in this resource book. Use the included answer key. Do not return the quiz to AHIMA . Save it for your records.

3 Step 3: Fax or mail us the completed sign-in form from this resource book. The fax number and address are located at the bottom of the form. Step 4: Print the certificate of attendance for each listener. The certificate must be retained by each participant as a record of their participation, along with a copy of their completed quiz. After listening to the seminar, please let us know what you think, by completing our online evaluation survey at Faculty ii Susan M. Hull, MPH, RHIA, CCS, CCS-P Susan M. Hull, MPH, RHIA, CCS, CCS-P is a professional practice resources manager for the American Health Information Management Association ( AHIMA ).

4 In her role as manager, Susan provides professional expertise to AHIMA members, the media, and outside organizations on coding practice issues, and develops written products aimed at furthering the art and science of coding. Susan has over 20 years experience in the HIM field. Before joining AHIMA in 2002, she served as Senior Executive Director for HMI Corporation where she oversaw coding reviews; chargemaster maintenance and development; and presented seminars in outpatient, inpatient, and physician documentation and coding. Prior to this, she worked in numerous HIM roles, including consultant, HIM department director, and HIM software developer and manager.

5 In addition to AHIMA , Susan is actively involved as a volunteer in the HIM profession. She has presented on timely HIM topics to the Health Information Management Associations of California, Tennessee, and Southern Illinois, as well as the Southern Illinois Healthcare Financial Management Association. Susan received a bachelor of arts degree and a master of public health in Health Services and Hospital Administration from the University of California, Los Angeles. Table of Contents Disclaimer ..i How to earn one (1) CEU for participation.

6 I Faculty ..ii Do you need Productivity standards? .. 1 Sources for 1-2 Criteria for benchmarking .. 2 MGMA 3 Job specific guidelines 4 Calculating staff levels .. 4 Steps to 5-6 Questions to ask .. 6 Issues that increase staffing needs .. 7 Solutions for low Productivity .. 8 AHIMA Audio Seminars .. 8 Thank you for attending (with link for evaluation survey) .. 9 Appendix ..10 Assessment Quiz Continuing Education Credit and Compliance Sign-in Form Certificate of Attendance and Quiz Completion Quiz Answer Key Establishing Productivity Benchmarks 1 Notes/CommentsDo you need Productivity standards?

7 Are staff keeping up with patient flow? Are staff keeping up with paper flow? Are claims going out timely? Are claims going out clean? Are you performing adequate follow-up of all rejected or reduced claims? Are you current with fulfilling requests for information?1 Sources for Benchmarks Medical Group Management Association (MGMA) ( ) Practice Support Resources (PSR) ( ) American Medical Association (AMA) ( ) American Medical Group Association (AMGA) ( )2 Establishing Productivity Benchmarks 2 Notes/CommentsSources for Benchmarks American Health Information Management Association ( AHIMA ) ( ) National Association of Healthcare Consultants ( ) University Health System Consortium ( ) Medical Economicsmagazine ( )(Continued)

8 3 Criteria for benchmarkingTwo basic criteria The number of support staff per full-time-equivalent (FTE) physician (3-5) The percentage of gross revenue spent on support staff salaries (25-27%)4 Establishing Productivity Benchmarks 3 Notes/CommentsMGMA guidelinesStaff per full-time physician administrative General administrative Business office Managed care administrative Housekeeping, maintenance, security Medical receptionists Medical secretaries, transcriptionists Medical records Other administrative support MGMA guidelinesStaff per full-time physician clinical RNs LPN/LVNs MAs, nurse aides Clinical laboratory Radiology and imaging Contracted support staff (Continued)

9 6 Establishing Productivity Benchmarks 4 Notes/CommentsJob specific guidelines examples Schedulers 180-200 appointments per day Check out personnel 70-90 patients per day 7 Calculating staff levels Add up all staff s weekly hours (including midlevel practitioners if non-revenue producing) Divide by 40 to get number of FTEs Divide by number of full-time physicians (including midlevel practitioners if revenue producing) to get staff per physician Compare to local (ideal, if available) or national standard benchmarks8 Establishing Productivity Benchmarks 5 Notes/CommentsSteps to benchmarking Understand the process Steps involved Source of needed information Problems encountered during the process Analyze the time involved and identify nonproductive time Physical observation Recording by performer9 Steps to benchmarking Develop recommendations Elimination of redundant steps in process Simplification of process Reassignment of work steps Reduction in number of individuals handling paper Reduction in number of individuals

10 Involved in process by combining tasks Reassignment of responsibility (Continued)10 Establishing Productivity Benchmarks 6 Notes/CommentsSteps to benchmarking Review recommendations with staff The most critical step Solicit recommendations for changes to plan Once modifications are made and buy-in from staff is obtained, assign the new standards Review again with staff Start the program Monitor results (Continued)11 Questions to ask Are the right people doing the right things? Each task should be performed by the least trained person able to perform it adequately and safely.