ANDERSON HILLS

PEDIATRICS-
PRACTICUM
P R E PA R E D B Y : K A L E N E G E T Z
GOAL STATEMENT

The goal of the project is to learn about the operational behavior of the Health Information
Management Department at Anderson Hills Pediatrics. This will be achieved by overseeing the
daily operations of the HIM team. This is a learning experience of what the operations and
workload is like first hand.
SCOPE
The scope of the project revolves around the daily operations along with the role and
responsibilities of the Health Information Management Professional at Anderson Hills
Pediatrics. The job duties in a HIM department can include:

Register Newborns
Register Transferred patients into the system
Add prior medical history, immunizations, medication, and allergies into a patients
chart.
Scrub Medical claims to validate correct payment.
Scan old medical records from paper to electronic patient records.
Release of medical records per HIPAA Guidelines
DELIVERABLES

The Deliverables in this project are:

Monitoring new patient registration
Reviewing new patient registration
Medical Claims Scrubbing
Release of Medical Information
Bill collections
RESOURCES

List of Resources that I have used during this project:

Centricity CPS 12
Scanner
Printer
Billing Department
Health Information Specialist
Coding Manuals
RISKS

The risks of the project are:

Staying in compliance with HIPAA guidelines.
HIPAA Guidelines for the Release of Health Information Authorization.
Passwords and Logins on EHR System.
Locking/shutting down computers when not using them.
Paper Health Records are kept in filing boxes in offices.
Should have limits on user access, especially to students when creating new patient charts.
SUMMARY OF RESULTS

Sorted and Scanned old patient records.

Gathered immunization, face sheets, growth charts, and any newborn records.
Created charts from old paper records into the EHR System
Learned the process of scrubbing medical claims.
Learned new born patient pre-registration method.
New patient registration process
30 days to receive immunization records before scheduling first appointment.
Process of releasing Medical information to patients, or other healthcare organizations.
TIMELINE
The timeline of the
project is as follows:
October 9th- October
13th-
This week was my first two
days of practicum hours. I
completed 16 hours on
Tuesday and Wednesday.
During this time, I was able
to sit in with a Billing
department associate to
learn about the scrubbing
of Medical claims. Going
through and cleaning up the
coding that was put in by
the system before it has
been sent to the insurance
companies. The following
say I was going through the
old paper records and
creating new patient charts
if they were not already in
the system.
October 23rd- October registration, no show/
27th-
patient registration, and
Completed 8 hours. The
activities for this week
consisted of sorting
through the old patient
records and pulling out the
immunization, factsheets,
growth charts, and any
newborn records. After this
is done they were put into
the EHR system as a new
patient record. Once the
charts were made then I
scanned in the and put
them into the patients
charts
October 30th-
November 3rd-
Completed 8 hours. The
activities for this week
included shadowing the site
director on her daily duties
such as, newborn pre- Additional dates:
cancelled appointments, new
Release of Medical Records.
November 6-November
10th
Completed 8 hours. This
weeks activities consisted
of going through the old
paper records that were
being kept and putting
them in chronological
order by year. I also sat in
on more of the site
directors duties such as,
newborn pre-registration,
no show/ cancelled
appointments, new patient
registration, and Release of
Medical Records.
November 13-
November 27th-
This time frame I worked
on my project, and put
together the presentation.
November 30th-
Present to Professor and
classmates via WebEx.
December4th-
December 8th-
Present presentation
project to practicum site
director at Anderson Hills
Pediatrics.
TASK OUTLINE
Planning Phase-
August 25th- October 1st
Practicum Site-
October 2nd-October 9th
Practicum Hours Completed-
October 10th- November 7th
Worked on Final Project-
November 8th- November 30th
Waiting on my practicum site
verification.
Anderson Hills Pediatrics was selected
as my practicum site. Met with site
supervisor to discuss project plan and
availability for hours.
During this time I completed my 40
hours at the Anderson Hills Pediatrics
office. I worked on sorting old paper
records and adding them into the EHR
system. New patient registration
process, newborn pre-registration,
medical claims scrubbing, and scanning
information.
During this time I gathered the
information that I had to put together
my final project.
PRE-REGISTRATION PROCESS

Questions asked:
Is this your first child or do you have other
children that come here?
If other children come here, what physician do
they see?
What health insurance will this child have?
What hospital was babys name born at?
Are there any concerns with baby or did he/she
spend any time in the special care nursery?
When does the hospital pediatrician want the baby
seen? Is mom breastfeeding?
Would you like to be seen primarily at Anderson
or Amelia?
NEWBORN REGISTRATION
PATIENT REGISTRATION PROCESS