Domain 1 HIMS Structure and Organization

0:11 Hello, welcome to Banner Health HIMS operations education team student presentation. During this presentation, we will explore Banner Health's locations, the Banner Health HIMS mission and vision, and how the HIMS teams support Banner Health through the various HIMS job functions. We will also take a look at the HIMS operations education team to include the team's education supports through committee participation training project support, and technical support. Banner spans over six states to

0:59 include Arizona, California, Colorado, Nebraska, Nevada, and Wyoming. There are currently 33 hospitals, the Banner Medical Group and Banner Urgent Cares, which make up Banner as an organization and are supported by the HIMS operation team. There are 19 hospitals in the Arizona region and 14 hospitals in the Western region. There are also several hundred locations that make up our Banner Medical Group, BMG, and Banner University Medical Group, BUMG, both of which include entities such as clinics, health centers, and urgent care orb locations.

1:47 The HIM's mission is to expertly manage the data integrity, privacy and access of enterprise clinical and financial health information. The Banner Health HIMYM's vision is we will ensure accurate enterprise health information and data through meaningful in innovation and information governance. We will provide operational excellence and be recognized for exceeding customer expectations. This is a visual representation of the structure of HIMS within banner health. HIMS is incorporated into multiple aspects of managing health information for ongoing

2:32 patient care and securing data integrity for the legal legal health record. Banner Health HIMS has two teams, coding and operations. The operations side of HIMS is split into corporate operations and facility operations. The facility operations are divided into four service centers. East Valley, Academic, West Valley, and Western region. Each service center has teams that cover the following functions. Frey or facility release of information handles the patient walk-in request for records as well as mail and routing

3:18 requests to CROY, our centralized release of information team as appropriate. The document imaging team is responsible for rounding through the acute facilities to collect documentation that needs to be scanned into the EHR. This team then scans and processes the documentation through the different document imaging systems. The ambulatory document imaging teams receive all documentation electronically then process it through the document imaging systems. The coding support team supports both the coding and profile teams with escalating high dollar accounts with incomplete documentation needed for co

4:04 billing and coding. The profile team or deficiency management team analyzes the medical records for document completion, runs reports to monitor deficiencies, places providers on suspension, and monitors suspended provider providers for removal from suspension. Corporate operations consists of two teams, EHR services and CROY. EHR services consists of the EMPI team who works through all the banner systems to ensure the patient has one medical record by combining the instances where the patient has more

4:50 than one. The medical identity theft team investigates and pursues potential medical identity theft claims. Report to web is a service banner offers to non-banner community providers. Report to web can provide documentation and alerts when their patients are seen in a banner location. The data integrity team reviews patient medical records for data component completion based on federal rules and regulations. They track and report missing or non-compliant data to Banner leadership. The education team works

5:36 with all Banner HIMS operations areas and the team supported by HIMS operations to ensure training materials and workflows are documented and trained according to banner policy. The forms and hierarchy team works with all banner departments to develop and build standardized forms for use bannerwide. They also develop form barcodes for use on scan forms that are to be included in the medical record. Transcription services are outsourced to nuance escription. Our HIMS team works with our transcription company to ensure the accuracy and timeliness of dictated

6:24 reports. Centralized release of information or CROY is responsible for handling all billable requests for all banner hospital locations. They also support majority of the BMG and BUMG locations and are working on acquiring the rest. Corey has been centralized to Banner Desert Medical Center with remote staff working across all Banner locations. The Croy education team provides training and support for all all facilities and clinics supported by CROY. The coding team analyzes patient medical

7:10 records to ensure the appropriate documentation is in the patient's medical record. This allows for proper billing, ensuring reimbursement is received. When the appropriate documentation is not available, the coding team works closely with providers and clinicians to obtain the required documentation. If necessary, they also re-educate the providers and clinicians or coders for future documentation requirements. Within the coding team, there is a separate team for acute care coding and ambulator ambulatory care coding. Each team has their own education and compliance team.

7:59 The HIMS ops education team consists of four individuals. Brandy Hunaker, the director of EHR services. Vanessa Gonzalez, the HIMS senior system specialist and project support. Shannon Berea, the Western Region HIMS educator. Christina Richardson, the Arizona region hymns educator. Randy has been with Banner for 28 years. She graduated from the Central Arizona College Health Information Technology Program in 2006 and went on to obtain her RHIT.

8:47 Brandy started her journey with Banner in a filing room when records were still maintained on paper and quickly became familiar with all areas of HIMS. Brandy assisted in the transition from paper records to the EHR and implementing the current document imaging processes. She currently manages education EMPI transcription clinical forms, and data integrity. Vanessa has been with Banner for 19 years, 18 and a half of that in HIMS. She started in the filing room when patient records were still maintained on paper. After a less than pleasant

9:32 experience with a provider, she made it her personal mission to learn and know every aspect of HEMS. Vanessa's worked release of information, document imaging, record completion, chart audits, and coding support before transitioning into the HIMS education role. She took a brief break from the HIMS education team and transferred to IT as part of the HIMS app support team. When that was absorbed into another team during an IT restructuring, Vanessa returned to the HIMS education role. Vanessa is currently our senior system specialist and focuses on managing various projects that impact

10:19 HIMS and HIMS workflows. Shannon has been with Banner for 21 years with 15 years in HIMS. She started in the behavioral health unit then transitioned into a unit secretary role in the McKe emergency department. Needing a change, Shannon took a position in HIMS. She has worked release of information, document imaging, and record completion functions before taking the HIMS education role. Shannon is currently our western region educator. Christina has been with Banner

11:05 for 7 years. Prior to joining Banner, she served in the Army for eight years as a patient administration specialist, handling patient medical records and admissions and discharges. After coming off active duty, Christina completed the health information technology program at Central Arizona College, graduating in 2018, later obtaining her RHIT. Christina's journey with Banner started in the summer of 2018 as a student for her practicum rotation. She was hired on as a HIMSTE shortly after graduating. As both a HIMSTE and senior HIMSTECH, she has worked the document imaging and release of information processes. Currently, Christina is the

11:51 Arizona region HIMS educator. The HIMS ops education team supports teams throughout the entire Banner Health organization. Both acute and ambulatory HIMS teams are supported through new employee orientation trainings, competencies upon request, one-on-one education for document imaging, deficiency management, or other as needed education sessions and technical support for application access, functional workflow, and navigation within applications.

12:36 As needed, the education team provides training and technical support for the Banner urgent care locations. Due to the high turnover within the Buck locations, most of the training is done by super users within their own teams. The education team supports the Banner Medical Group and Banner University Medical Group clinics document imaging processes. This includes supporting the network fax folders, monthly trainings for new hires and refreshers, and one-on-one support as needed. Support for Golive is provided either on-site or virtually based on the needs of the project. This includes the

13:23 development of workflows, making sure that team members have appropriate access, testing of applications and workflows, and training team members. The education team also supports projects related to HIMS and HIMS workflows. This can vary from acting as project lead to supporting other team members depending on the scope of the project. The education team leads and participates in multiple committees throughout the organization. The HIM super user team is led by the education team. This group meets monthly to review and discuss workflows, changes, and

14:10 issues with the HIMS processes. The HIMYM super user team is composed of HIMS leaders and their design that help support and train other HIMS team members. The system forms and hierarchy team meets bi-weekly to discuss changes to existing forms and barcodes as well as proposed new forms and barcodes. The education team attends these meetings as they are able to gather and disseminate information to the teams they support. The EHIMS teams is composed of HIMS leaders and educators. This team meets monthly to review and discuss

14:57 workflows, changes, and issues with the HIMS processes. Topics are discussed here then taken to the super user committee for feedback and dissemination to all of HIMPs. Education also attends and participates in various system committees such as HIPPA privacy and security policy and procedures and system or facility project meetings. The education team provides monthly training sessions that are available on workday for enrollment. These sessions are held virtually via

15:42 teams. There are four HIMS staff specific trainings. HIMS NEO, acute document imaging, ambulatory document imaging and HIMS power chart. HIMYM's NEO or HIM's new employee orientation provides an overview of Banner's organization structure and how the different HIM's job functions support it as well as the HIM share points. Both acute and ambulatory document imaging provide an overview of the applications and process of getting paper documentation into the patients EHR. HIMYM's Power Chart is catered to HIM staff and how they use the Power Chart

16:29 application. The education team also provides two trainings for the Banner Medical Group and Banner University Medical Group staff. These sessions are split between front office and back office based on functions within the clinics. Both sessions cover paper and fax document management, HIM sendbacks, electronic printing and faxing, and clinic release of information. Along with the monthly trainings, the HIMS education team provides ad hoc and go live support sessions. This includes one-on-one sessions and group sessions depending on the need identified by the individual

17:16 manager or team. These may be virtual, via teams or on-site. The content of these sessions varies based on the request of the team or the project go live. They are tied to the education team attends organization and facility project meetings to provide recommendation and support for development of HIMS related workflows. Also project also part of project support. The education team will evaluate, test and pilot new processes, software and hardware. When project goes

18:03 live, the education team works with the HIMS operations leaders and organization leaders to ensure a successful go live. The education team provides technical support for HIM staff as well as the areas that HIM supports. There are three service hub tickets that the education team supports. For general issues, access requests or education needs, there is the HIMS ops education general request ticket. For requests related to network fax folder changes, support issues or access. There is the fax folder support document imaging

18:50 ticket for issues related to the hymns document imaging process, Kofax, WQM, network folders, etc. There is the HIMS document imaging general reporting ticket as point of contact for the docu for the BMG BUMG staff for document imaging workflows. The education team provides troubleshooting and support for the network fax folders, HIMS applications and workflows. Along with supporting the BMG BUMG document imaging workflows, the education team helps troubleshoot and answer questions for all HIMS users as they arise.

19:38 The education team also performs user acceptance testing for any new applications or updates to existing applications before they are rolled out. As time permits, the education team also creates webcasts on HIM's processes and workflows, creates and updates tip sheets, workflows, and other education materials, and manages the HIMYM super user SharePoint. Thank you for attending the HIMS operations education team presentation.