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PT Admin > Lecture 1: Organization And Operation > Flashcards

Lecture 1: Organization And Operation Flashcards

1
Q

_______ is responsible for moving an organization along its strategic path

A

Management

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2
Q

What is the Peter Principle?

A

Rise of the level of incompetence

You keep moving up in organization because you’re competent. May not be competent in the next step

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3
Q

People in managerial roles are _____

A

Incompetent….or else they would be promoted to the next level

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4
Q

The movement of an organization along its strategic path is accomplished by _____ ______ and _________ and then working to achieve them

A

Setting goals and objectives

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5
Q

Management is responsible for the ______ of the organization

A

Success

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6
Q

Why Organize?:

When two or more people work together there is a need to ________ their efforts

A

Coordinate

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7
Q

Why Organize?:

Organizations are _______ or _______

A

Dynamic or extinct!

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8
Q

Organizational Restructuring:

Very common in _________

Each time the structure changes, ________ is affected as people become accustomed to new jobs, new relationships

Effective management is necessary to help people through the _______ and _______

A

Healthcare

PRODUCTIVITY

Transitions and changes

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9
Q

Organizational Success:

Success depends upon what?

A

The ability of management to maintain an EFFECTIVE work force

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10
Q

Organizational Success:

Work force is prepared to work effectively under constantly changing _______ ________

A

Performance expectations

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11
Q

Organizational Success: What is the one thing that has not change in healthcare?

A

The people involved! Still need personnel

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12
Q

Organizational Success: Tele-health is growing, but it will not replace _____ __________

A

Human brainpower

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13
Q

What are the THREE parts of an organization?

A

Operating core

Management

Support

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14
Q

Parts of an organization: The operating core does what?

A

Actually does the work of the organization

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15
Q

Parts of an organization: Management does what?

A

Coordinates activities

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16
Q

Parts of an organization: As organization grows, what else grows?

A

management

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17
Q

Parts of an organization: What does support do?

A

Supports activities of the operating core and management

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18
Q

Parts of an organization: Example of operating core?

A

PT, PTA, aides

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19
Q

Parts of an organization: Example of management

A

May be PTs, but could also be a director of the organization who could be an OT/SLP

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20
Q

Parts of an organization: Example of support?

A

Billing services, scheduling services, cleaning

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21
Q

Parts of an organization: Can support be off site?

A

Yes

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22
Q

Operating core: Regardless of TYPE of organization, there are the people who actually _____ ____ ____

A

DO THE WORK

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23
Q

Operating core:
Aides are not directly delivering services, but are _______ of the services the PT offers

SPT is not the direct responsible person, but are _______ the services

A

Extension

Delivering

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24
Q

Management Functions:

What are the two types of management functions?

A

Executive management

Middle management

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25
Q

Executive management: Has _____ decision making authority

Responsibility for what?

A

HIGH

Overall organizational performance

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26
Q

Middle management: Connects what two parts?

A

Executive management and the operating core

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27
Q

Middle management: _____ decision making authority, more responsibility for what?

A

Less

Day to day operations

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28
Q

Support functions include who?

A

The technical support staff

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29
Q

The technical support staff does what?

A

STANDARDIZING tasks and helping organization adapt to environmental changes

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30
Q

Support functions: Departments that support the work of the _____ ______ but are not directly related to the _______ of its work

A

Operating core

Performance

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31
Q

Examples of support functions?

A

PR, mail room, cleaning staff

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32
Q

Operating structure of an organization:
Organization according to _________

Balancing ____ _____ _________

  • _______ ____ _____ between employees
  • _________ of work between two or more employees to achieve a common goal.
A

Mintzberg (1979)

TWO OPPOSING REQUIREMENTS

  • Division of work
  • Coordination
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33
Q

Work coordination involves what 3 things?

A

Work standardization

Supervision

Mutual accommodation

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34
Q

Work standardization:

______ the need for direct supervision and mutual accommodation

A

Reduces

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35
Q

Work standardization: Standardize work through the use of _____ and _____

A

Policies and procedures

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36
Q

Work standardization: Use of ________ (_____) standards

A

Outcome (output)

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37
Q

Work standardization: Skill standardization, including what?

A

Graduate of PT program, licensed

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38
Q

Work standardization: Standardized treatment program including what?

A

Care paths

Treatment protocols

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39
Q

Supervision:

_____ and _______ of the work of another person

A

Control and direction

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40
Q

Supervision:

________ can control the work of a group, with the work of another group

A

Supervisor

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41
Q

Supervision: You have the ability to ______, still have responsibility, though

A

Delegate

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42
Q

Mutual accommodation: This is the ______ method of work coordination

A

Simplest

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43
Q

Mutual accommodation: Interaction between ________ that results in _________ ________ between individuals toward the achievement of their _______ ______

A

Individuals

Continuous adjustment

Shared goals

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44
Q

What are external factors influencing operating structure of the health care environment? (4)

A

Customers

Competitors

Demographic shifts

Economic climate

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45
Q

External factors influencing operating structure: Why should you look at the customers?

A

If you are doing peds, for example, you want to make sure that you are not opening up your clinic in a senior living area

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46
Q

External factors influencing operating structure: Why should you look at competitors?

A

Who is out there doing the same thing?

Is there a need for additional services?

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47
Q

External factors influencing operating structure: Why should you look at demographic shifts?

A

Population that you treat may not be there anymore, may not be a problem anymore

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48
Q

What are the two subgroups of economic climate?

A

Government regulation

Technological innovation (telehealth)

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49
Q

What are internal factors influencing operating structure? (5)

A

Ownership

Production technology

Culture

Size

Age

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50
Q

What are the 3 types of ownership?

A

Private

Public

Government

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51
Q

What is private ownership?

A

Owner has the right to establish the business purpose

52
Q

What is public ownership?

A

Stock representing an owner interested
traded to members of the public through stock exchange

Group of stockholders is diverse

53
Q

What is gov’t ownership?

A

Directly owned by government

Indirectly owned by people living in the area

54
Q

What are the 3 production technologies?

A

Unit production

Mass production

Process production

55
Q

What is unit production?

A

Customer specific requirements

Health care is patient specific

56
Q

What is mass production?

A

Production of a large volume of a product

Some therapy is mass produced

57
Q

What is process production?

A

Production technology of large quantities of liquid or gas: things like electricity

58
Q

Culture: The patterns of social interaction that occur ________ within the organization

A

Normally

59
Q

Culture is _____ and ______ with others

A

LEARNED

SHARED

60
Q

Size and age…

As organizations age…

_____ increases

______ __ ______ increases

Resulting in ______, more complex management structure, and differentiation of _________ _______

A

SIZE

Division of labor

Larger

Organizational subunits

61
Q

What are the 5 stages of business development?

A
  1. Craft stage
  2. Entrepreneurial stage
  3. Bureaucratic stage
  4. Divisionalized stage
  5. Adhocracy/matrix
62
Q

Stages of business development: What occurs in the craft stage?

A

Organization is SMALL

Little if any division of labor

All members equally competent in providing services

63
Q

Stages of business development: What occurs in the entrepreneurial stage?

A

DIVISION of labor is necessary

64
Q

Stages of business development: What occurs in the bureaucratic stage?

A

Highly specialized jobs

Hierarchy of authority

Standardization

65
Q

Stages of business development: what occurs in the divisionalized stage?

A

Manifested as VERTICAL INTERGRATION

66
Q

Stages of business development: What happens in adhocracy/matrix?

A

Specialists are arranged by speciality and service

67
Q

What is the advantage of an adhocracy/matrix?

A

Integrating the service and admin of the service

68
Q

Organizational structure defined by operations:

How the organization actually _____ and _____ is related to the way in which it ______ ____ ________

A

Evolves and works

Manages it operations

69
Q

Operations Management:

Good management will make ______ ___________

Management is:

Leadership is:

A

Good organization

Doing the right things

Doing things right

70
Q

What are the 3 management activities?

A

Planning

Direction

Evaluation

71
Q

Can you do planning without evaluation?

A

No. You cannot do planning, direction or evaluation without the other.

72
Q

PT is a _____ intensive field

A

LABOR

73
Q

Consider the costs associated with providing the PT service: (4)

A

Overhead expenses

Equipment

Supplies

LABOR

74
Q

What is the most costly part of any organizational structure?

A

LABOR

75
Q

Business plan: This is a must have!

Forces you to put on paper exactly what you are going to do with your (4 things):

A

CASH

TIME

EFFORTS

Location to the most exacting detail

76
Q

Your business plan is a ____, ______, an opportunity for ______

A

Map

Compass

Direction

77
Q

The organizational chart is what?

A

A graphic representation of the organizational structure

78
Q

The organizational chart is the relationship between who?

A

Owners
Management
Support functions
Operating core

79
Q

The organizational chart will indicate the lines of _____ and _____

A

Communication and control

80
Q

Design of the Organizational Chart:

Structures are typically _______

Who is at the top?

The chart describes the ______ and ________ of positions within the organization

A

PYRAMIDS

Most senior management at the top

Authority and Responsibilities

81
Q

Generally, just the ______ goes into the chart… not the ____

A

Title

Name

82
Q

The job description: The outcome of the _____ _____ _____ for a particular position in an institution

A

Work design process

83
Q

The job description must contain what?

It needs to describe what?

A

Certain elements

FUNCTION of the job, not the individual characteristics of a person

84
Q

What are 8 job description elements?

A
  1. Organizational relationships of the position
  2. Listing of job duties with details yet latitude
  3. Description of decision making ability (authority) of job
  4. Applicable work standards
  5. Description of minimal qualifications
  6. Performance expectations
  7. Responsibility for the work of others
  8. Methods by which work will be coordinated with the work of others
85
Q

Performance standards and eval:

Job description sets forth the job ______ and related employee _______

A

Duties

Capabilities

86
Q

Performance standards and eval:

Performance duties determine how these duties are to be __________

A

Performed

87
Q

Performance standards and eval:

Employee performance is measured against these _____ ______

A

Performance standards

88
Q

Performance management is what?

A

Managing how employees perform is a key role of any manager

89
Q

Performance management: Is performance _____ _____/ _____ ____ expected?

A

Better than

Less than

90
Q

Performance management: The manager can provide support to _______ performance by..

Make good performance ______
Make poor performance ______

A

Change

Better
Acceptable

91
Q

Policies and procedure:

The statements that guide the _____ of the organization and the ______ in the organization

A

Action

Employees

92
Q

What is a policy?

A

A written statement that defines an action that is to be taken in an organization

93
Q

What is a procedure?

A

A description of how the action is to be accomplished

94
Q

Necessity for Policies and Procedures:

To _________ that activities are done

To make sure that actions of the organization are ______ applied to all consumers and all employees

A

Guarantee

Fairly

95
Q

Some concrete reasons for developing and implementing policies and procedures:

Meet _______ or other agencies requirements

Not have to rely on _____ over time

Demonstrate thoughtful attention to the _____ of the business to stakeholders over time

_____ management

Compliance with ____ and _____ law

A

Licensing

Memory

Details

Risk

Federal and state

96
Q

The policy and procedure manual:

Is only valuable if it is ____

A

Used

97
Q

The policy and procedure manual:

It must be _______
Online and searchable

A

Accessible

98
Q

The policy and procedure manual:

Current and ______

A

Relevant

99
Q

The policy and procedure manual:

Consistent in ________

A

Format..

Should have DOs

Not do nots

100
Q

The policy and procedure manual:

Emphasize ______ rather than what is not acceptable

A

Expectations

101
Q

The policy and procedure manual:

Include history of ______ to the document

A

Changes

102
Q

What are some types of policies and procedures?

A 
Hospital organization
General departmental
HR policies
Staff development and training
Operational
Treatment
Specific protocols for treatment
Interdepartmental
Safety and infection control
103
Q

When writing a policy, it needs to be _____

A

Enduring

104
Q

A policy address what 4 things?

A

Who what when where

105
Q

When writing a procedure:

The wording tends to allow some _______

As long as the ___ and _____ of the procedure is reached

The procedure will change as the _______ changes

A

Variation

Intent and outcome

Organization

106
Q

Policy procedure layout should include what 6 things?

A 
Title and tracking number
Effective date
Review/revision date
Policy
Procedure
Approval Signature
107
Q

Policy procedure layout: What is involved in the subcategory of policy?

A 
Purpose
Persons affected
Scope
Background
Definitions
108
Q

What policy procedure category includes responsibilities?

A

Procedure

109
Q

What are examples of interdepartmental policies? (6)

A

Materials management
Communications
Medical records

Payroll
Cafeteria
Maintenance

110
Q

Interdepartmental Policies:

Materials management includes?

A

Purchase order policies

111
Q

Interdepartmental Policies:

Communications includes?

A

Spokesperson of the institution

112
Q

Interdepartmental Policies:

Medical records includes?

A

Retention of records

113
Q

Interdepartmental Policies:

payroll includes?

A

Pay period deadlines

114
Q

Interdepartmental Policies:

Cafeteria includes?

A

Access to employee privileges

115
Q

Interdepartmental Policies:

Maintenance includes?

A

Cleaning responsibilities

116
Q

What are the 5 policy types?

A 
Hospital organization
(Organizational committee structure)

Departmental
(Continuing Ed request)

Human Resources
(Snow policy)

Treatment
(Use of whirlpool)

Safety and inflection control
(Filing of incident reports)

117
Q

Purpose of policies and procedure: Internal or external?

Communicate performance

A

Internal

118
Q

Purpose of policies and procedure: Internal or external?

Set standards to measure performance

A

Internal

119
Q

Purpose of policies and procedure: Internal or external? Meet state licensure requirement

A

External

120
Q

Purpose of policies and procedure: Internal or external?

Manage/control work flow

A

Internal

121
Q

Purpose of policies and procedure: Internal or external? Meet state and federal certification

A

Ext

122
Q

Purpose of policies and procedure: Internal or external?

Educate manages/staff

Establish/clarify responsiblity

A

Internal

123
Q

Purpose of policies and procedure: Internal or external? Meet requirements for accreditation

A

External

124
Q

Purpose of policies and procedure: Internal or external? Limit insurance premiums by limiting risk

A

Ext

125
Q

Purpose of policies and procedure: Internal or external? Control employee interaction with the community?

A

External

126
Q

Purpose of policies and procedure: Internal or external?

Limit organizational liability

Standardize output

A

Internal

127
Q

Purpose of policies and procedure: Internal or external?

Protect rights

A

Internal

PT Admin (12 decks)

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