Health Information Technologies and Processes

Forms Management

  • 1.  Forms Management

    Posted 05-27-2015 16:36
    Hi all, can everyone weigh in on how forms are managed in your organization? What role does HIM take? Who manages the creation of the forms and prints whatever is needed for the entire organization? Your input would be greatly appreciated.
     
    Thank you,

    Karla


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  • 2.  RE: Forms Management

    Posted 05-27-2015 16:46

    That is a great question, and I am interested in hearing more about this topic as well.  It is difficult with a paper chart!  I am currently the only person in the HIM department at the hospital where I work, and I am in charge of managing form creation as well as making all of the copies of forms on the units.  This is very time-consuming for me, and I feel as though it takes away from alot of my other HIM duties.

    Thank you,

    ------------------------------
    Beth McLeod, RHIA 
    Director of Health Information Management
    ------------------------------




  • 3.  RE: Forms Management

    Posted 05-28-2015 08:33

    We went through this when we started scanning. Since the scanning module is mostly used by admissions and medical records, the admissions manager and myself were assigned this task. What was found is that there were multiple versions of the same form being used. Our goal was to make the forms more uniform and to make sure only the most current forms are used. Departments still update their own forms but then they are routed to me, I generally only have to make spacing adjustments. I will then archive the old ones and save the new ones on a server that everyone who needs has access to. Staff will print when needed, some areas have forms printed ahead.

    It is far from perfect, all are forms are still not uniform and occasionally we get out of date forms. Sometimes staff forget to email me the updated forms, but it is definately better than it was.

    It was a very time consuming job to get this process set up and recreating forms (lucky for me I love doing that stuff!) but it is not too bad now. We have found that it is definately better to have only a couple people in charge of this versus every department manager.

    ------------------------------
    Susan Baker
    Health Information Director, Privacy Officer
    Floyd County Memorial Hospital
    ------------------------------




  • 4.  RE: Forms Management

    Posted 05-28-2015 09:14
    Thank you for your input.

    Karla

    On 05/28/2015 at 8:32 AM, in message <0000014d9a827f55-83170a2e-b9d5-497a-a709-892cce4d44f6-000000@email.amazonses.com>, "Susan Baker via American Health Information Management Association" <Mail@ConnectedCommunity.org> wrote:
    American Health Information Management Association

    Health Information Technologies and Processes

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    Re: Forms Management
    Reply All Online Reply All Email
    Susan M. Baker, RHIT
    May 28, 2015 8:33 AM
    Susan M. Baker, RHIT

    We went through this when we started scanning. Since the scanning module is mostly used by admissions and medical records, the admissions manager and myself were assigned this task. What was found is that there were multiple versions of the same form being used. Our goal was to make the forms more uniform and to make sure only the most current forms are used. Departments still update their own forms but then they are routed to me, I generally only have to make spacing adjustments. I will then archive the old ones and save the new ones on a server that everyone who needs has access to. Staff will print when needed, some areas have forms printed ahead.

    It is far from perfect, all are forms are still not uniform and occasionally we get out of date forms. Sometimes staff forget to email me the updated forms, but it is definately better than it was.

    It was a very time consuming job to get this process set up and recreating forms (lucky for me I love doing that stuff!) but it is not too bad now. We have found that it is definately better to have only a couple people in charge of this versus every department manager.

    ------------------------------
    Susan Baker
    Health Information Director, Privacy Officer
    Floyd County Memorial Hospital
    ------------------------------

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    Original Message------

    We went through this when we started scanning. Since the scanning module is mostly used by admissions and medical records, the admissions manager and myself were assigned this task. What was found is that there were multiple versions of the same form being used. Our goal was to make the forms more uniform and to make sure only the most current forms are used. Departments still update their own forms but then they are routed to me, I generally only have to make spacing adjustments. I will then archive the old ones and save the new ones on a server that everyone who needs has access to. Staff will print when needed, some areas have forms printed ahead.

    It is far from perfect, all are forms are still not uniform and occasionally we get out of date forms. Sometimes staff forget to email me the updated forms, but it is definately better than it was.

    It was a very time consuming job to get this process set up and recreating forms (lucky for me I love doing that stuff!) but it is not too bad now. We have found that it is definately better to have only a couple people in charge of this versus every department manager.

    ------------------------------
    Susan Baker
    Health Information Director, Privacy Officer
    Floyd County Memorial Hospital
    ------------------------------


    Original Message:
    Sent: 05-27-2015 16:46
    From: Beth McLeod
    Subject: Forms Management

    That is a great question, and I am interested in hearing more about this topic as well.  It is difficult with a paper chart!  I am currently the only person in the HIM department at the hospital where I work, and I am in charge of managing form creation as well as making all of the copies of forms on the units.  This is very time-consuming for me, and I feel as though it takes away from alot of my other HIM duties.

    Thank you,

    ------------------------------
    Beth McLeod, RHIA 
    Director of Health Information Management
    ------------------------------



  • 5.  RE: Forms Management

    Posted 05-28-2015 10:56

    We have a Committee on Clinical Informatics who reviews all health record forms and templates. I am on the committee.   We also have a policy and procedure on the role and charge of the committee and also a policy on the forms and template management that I can share if you want to contact me directly at szweifel@uhs.wisc.edu.  Hope this helps.

    ------------------------------
    Sheila Zweifel
    HIM and Privacy Manager
    University Health Services
    ------------------------------




  • 6.  RE: Forms Management

    Posted 04-12-2019 09:14
    ​Sheila,

    I hope that you are still in this role and can help me out.  I just emailed you my request for copies.

    Respectfully,
    Jackie

    ------------------------------
    Jacqueline Bowser-Knight
    Director of Him
    ------------------------------



  • 7.  RE: Forms Management

    Posted 04-23-2019 11:29
    Hi Does anyone have a p/p or charter that you would please share? My email is ssmith7@childrensnational.org.

    Thanks much

    Stacie

    ------------------------------
    Stacie Smith
    Director, Revenue Integrity
    ------------------------------



  • 8.  RE: Forms Management

    Posted 06-17-2019 11:51
    Would anyone have a forms management policy/procedure that they would be willing to share.  Also, how are you incorporating images into your forms such as body diagrams, do you allow these images to be pulled from the internet?

    ------------------------------
    Ashley F.
    ------------------------------