Health Information Technologies and Processes

Forms Approval Process

  • 1.  Forms Approval Process

    Posted 08-01-2019 13:03
    Hi,

    Does anyone have a forms approval process procedure that you are willing to share.  We are going to need to formalize something at our community mental health center soon; staff are creating forms and not telling anyone the purpose, where it should be filed, etc.  Additionally, they are using various font styles, font sizes, and not including information needed for a medical record form.

    Thank you,​

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    Kathryn Boyes
    Director, HIM
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  • 2.  RE: Forms Approval Process

    Posted 08-02-2019 15:30

    We have a Forms Policy and a Forms Committee that meets monthly.  All new, updated, or outdated forms are submitted to the Committee for review and approval.  We have a forms sub-committee that makes the forms and also tracks new, updated on outdated forms.



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    Cynthia Schreiner
    Director, Health Information Management Department
    Graham Hospital
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  • 3.  RE: Forms Approval Process

    Posted 08-03-2019 22:12
    Hello,

    We have a forms committee that meets regularly to review any new forms created by individual departments. We follow  specific guidelines created by the committee on formatting such as margin spacing, font size and naming conventions. Each department head is responsible for reviewing their forms/policies each year. We store forms and policies on our SharePoint site but are currently transitioning the most common used forms to a site called Forms Fast that allows for electronic completion via tablets.

    Hope this helps,


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    Glenda Rakes
    HIM Director
    Northern Montana Health Care
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  • 4.  RE: Forms Approval Process

    Posted 08-05-2019 09:59

    Glenda,

     

    Would you mind sharing your guidelines?  Thank you so much.

     

    Also, do you like Forms Fast?  Is it user friendly?

     

    Thanks again,

    Lynn

     

    Lynn Boyes, RHIT

    Health Information Management Director,

    HIPAA Privacy Officer

    7010 S. Yale Ave | Tulsa, OK 74136
    lboyes@crsok.org 918.236.4135 direct line

    918.499.1598 fax

    Website Facebook  Twitter LinkedIn | Instagram

     

    A close up of a logo  Description generated with very high confidence

     

     

     






  • 5.  RE: Forms Approval Process

    Posted 08-05-2019 10:19
    ​We have a multidisciplinary committee to review all new forms created in our facility.  We also have a set standard and template to be utilized with form tracking numbers and review dates.  Upon implementation of Policy Tech - a policy and procedure software we were able to automate this full process.  The document owner creates/uploads the form into the software allowing the committee to do all review and approvals electronically.   This allows for the form to be passed through the writing, review and approval stages on a more real time basis.  The software sends notifications on the annual review of the documents allowing our information to always be up-to-date.  We do this for all forms and policy and procedures.

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    Cheryl Craig
    Director
    Midland Memorial Hospital
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  • 6.  RE: Forms Approval Process

    Posted 08-05-2019 10:44

    Hi Cheryl,

    Thank you for the information.  We have just began implementation with Policy Tech.  Hopefully, we will soon have our policies and procedures in the program.  Thank you for sharing that you use the system for managing forms too.  Great idea!

    Thanks,

    Lynn

     

    Lynn Boyes, RHIT

    Health Information Management Director,

    HIPAA Privacy Officer

    7010 S. Yale Ave | Tulsa, OK 74136
    lboyes@crsok.org 918.236.4135 direct line

    918.499.1598 fax

    Website Facebook  Twitter LinkedIn | Instagram

     

    A close up of a logo  Description generated with very high confidence

     

     

     






  • 7.  RE: Forms Approval Process

    Posted 08-05-2019 11:47
      |   view attached
    Hello Kathryn, 

    Attached is our policy. We are in the process of revamping it but this will give you an idea of the structure we follow. As for Forms Fast, our IT department is handling the setup and transition but from what I've seen in demos and updates, it appears to be user friendly. Our original goal was to send them 175 of our most used forms and they build it in their system. It does integrate with our EHR so when a user logs into Forms Fast they see admitted patients, they are then able to select the patient they need a form for, then select the form they need and it auto populates with some information and also has free text to fill in physician's names as well. 

    I hope this helps, please feel free to contact me directly if you have further questions. 

    Glenda Rakes, MS, RHIA

     HIM Director

     Northern Montana Health Care

     Office: 406-262-1245

     Fax: 406-265-1639




    Attachment(s)



  • 8.  RE: Forms Approval Process

    Posted 08-05-2019 15:11
    Good afternoon,

    We also have a "DCMC" Document Change Management Committee (formerly known as the forms committee).   We meet every two weeks.  We are still finalizing our approval process.  Basically, we are consolidating our paper and electronic/ehr inventory.   We have members from IT, Business and HIM, that meet to approve any form changes that are consider moderate to complex.

    We also have authorized requestors, only those individuals from the various departments may submit the request, and they have to answer several questions in order to justify the need for the change.

    Luis

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    Luis Diaz
    Health Information Management Supervisor
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