Lecture 1: Organization And Operation Flashcards
_______ is responsible for moving an organization along its strategic path
Management
What is the Peter Principle?
Rise of the level of incompetence
You keep moving up in organization because you’re competent. May not be competent in the next step
People in managerial roles are _____
Incompetent….or else they would be promoted to the next level
The movement of an organization along its strategic path is accomplished by _____ ______ and _________ and then working to achieve them
Setting goals and objectives
Management is responsible for the ______ of the organization
Success
Why Organize?:
When two or more people work together there is a need to ________ their efforts
Coordinate
Why Organize?:
Organizations are _______ or _______
Dynamic or extinct!
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 _______
Healthcare
PRODUCTIVITY
Transitions and changes
Organizational Success:
Success depends upon what?
The ability of management to maintain an EFFECTIVE work force
Organizational Success:
Work force is prepared to work effectively under constantly changing _______ ________
Performance expectations
Organizational Success: What is the one thing that has not change in healthcare?
The people involved! Still need personnel
Organizational Success: Tele-health is growing, but it will not replace _____ __________
Human brainpower
What are the THREE parts of an organization?
Operating core
Management
Support
Parts of an organization: The operating core does what?
Actually does the work of the organization
Parts of an organization: Management does what?
Coordinates activities
Parts of an organization: As organization grows, what else grows?
management
Parts of an organization: What does support do?
Supports activities of the operating core and management
Parts of an organization: Example of operating core?
PT, PTA, aides
Parts of an organization: Example of management
May be PTs, but could also be a director of the organization who could be an OT/SLP
Parts of an organization: Example of support?
Billing services, scheduling services, cleaning
Parts of an organization: Can support be off site?
Yes
Operating core: Regardless of TYPE of organization, there are the people who actually _____ ____ ____
DO THE WORK
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
Extension
Delivering
Management Functions:
What are the two types of management functions?
Executive management
Middle management
Executive management: Has _____ decision making authority
Responsibility for what?
HIGH
Overall organizational performance
Middle management: Connects what two parts?
Executive management and the operating core
Middle management: _____ decision making authority, more responsibility for what?
Less
Day to day operations
Support functions include who?
The technical support staff
The technical support staff does what?
STANDARDIZING tasks and helping organization adapt to environmental changes
Support functions: Departments that support the work of the _____ ______ but are not directly related to the _______ of its work
Operating core
Performance
Examples of support functions?
PR, mail room, cleaning staff
Operating structure of an organization:
Organization according to _________
Balancing ____ _____ _________
- _______ ____ _____ between employees
- _________ of work between two or more employees to achieve a common goal.
Mintzberg (1979)
TWO OPPOSING REQUIREMENTS
- Division of work
- Coordination
Work coordination involves what 3 things?
Work standardization
Supervision
Mutual accommodation
Work standardization:
______ the need for direct supervision and mutual accommodation
Reduces
Work standardization: Standardize work through the use of _____ and _____
Policies and procedures
Work standardization: Use of ________ (_____) standards
Outcome (output)
Work standardization: Skill standardization, including what?
Graduate of PT program, licensed
Work standardization: Standardized treatment program including what?
Care paths
Treatment protocols
Supervision:
_____ and _______ of the work of another person
Control and direction
Supervision:
________ can control the work of a group, with the work of another group
Supervisor
Supervision: You have the ability to ______, still have responsibility, though
Delegate
Mutual accommodation: This is the ______ method of work coordination
Simplest
Mutual accommodation: Interaction between ________ that results in _________ ________ between individuals toward the achievement of their _______ ______
Individuals
Continuous adjustment
Shared goals
What are external factors influencing operating structure of the health care environment? (4)
Customers
Competitors
Demographic shifts
Economic climate
External factors influencing operating structure: Why should you look at the customers?
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
External factors influencing operating structure: Why should you look at competitors?
Who is out there doing the same thing?
Is there a need for additional services?
External factors influencing operating structure: Why should you look at demographic shifts?
Population that you treat may not be there anymore, may not be a problem anymore
What are the two subgroups of economic climate?
Government regulation
Technological innovation (telehealth)
What are internal factors influencing operating structure? (5)
Ownership
Production technology
Culture
Size
Age
What are the 3 types of ownership?
Private
Public
Government
What is private ownership?
Owner has the right to establish the business purpose
What is public ownership?
Stock representing an owner interested
traded to members of the public through stock exchange
Group of stockholders is diverse
What is gov’t ownership?
Directly owned by government
Indirectly owned by people living in the area
What are the 3 production technologies?
Unit production
Mass production
Process production
What is unit production?
Customer specific requirements
Health care is patient specific
What is mass production?
Production of a large volume of a product
Some therapy is mass produced
What is process production?
Production technology of large quantities of liquid or gas: things like electricity
Culture: The patterns of social interaction that occur ________ within the organization
Normally
Culture is _____ and ______ with others
LEARNED
SHARED
Size and age…
As organizations age…
_____ increases
______ __ ______ increases
Resulting in ______, more complex management structure, and differentiation of _________ _______
SIZE
Division of labor
Larger
Organizational subunits
What are the 5 stages of business development?
- Craft stage
- Entrepreneurial stage
- Bureaucratic stage
- Divisionalized stage
- Adhocracy/matrix
Stages of business development: What occurs in the craft stage?
Organization is SMALL
Little if any division of labor
All members equally competent in providing services
Stages of business development: What occurs in the entrepreneurial stage?
DIVISION of labor is necessary
Stages of business development: What occurs in the bureaucratic stage?
Highly specialized jobs
Hierarchy of authority
Standardization
Stages of business development: what occurs in the divisionalized stage?
Manifested as VERTICAL INTERGRATION
Stages of business development: What happens in adhocracy/matrix?
Specialists are arranged by speciality and service
What is the advantage of an adhocracy/matrix?
Integrating the service and admin of the service
Organizational structure defined by operations:
How the organization actually _____ and _____ is related to the way in which it ______ ____ ________
Evolves and works
Manages it operations
Operations Management:
Good management will make ______ ___________
Management is:
Leadership is:
Good organization
Doing the right things
Doing things right
What are the 3 management activities?
Planning
Direction
Evaluation
Can you do planning without evaluation?
No. You cannot do planning, direction or evaluation without the other.
PT is a _____ intensive field
LABOR
Consider the costs associated with providing the PT service: (4)
Overhead expenses
Equipment
Supplies
LABOR
What is the most costly part of any organizational structure?
LABOR
Business plan: This is a must have!
Forces you to put on paper exactly what you are going to do with your (4 things):
CASH
TIME
EFFORTS
Location to the most exacting detail
Your business plan is a ____, ______, an opportunity for ______
Map
Compass
Direction
The organizational chart is what?
A graphic representation of the organizational structure
The organizational chart is the relationship between who?
Owners
Management
Support functions
Operating core
The organizational chart will indicate the lines of _____ and _____
Communication and control
Design of the Organizational Chart:
Structures are typically _______
Who is at the top?
The chart describes the ______ and ________ of positions within the organization
PYRAMIDS
Most senior management at the top
Authority and Responsibilities
Generally, just the ______ goes into the chart… not the ____
Title
Name
The job description: The outcome of the _____ _____ _____ for a particular position in an institution
Work design process
The job description must contain what?
It needs to describe what?
Certain elements
FUNCTION of the job, not the individual characteristics of a person
What are 8 job description elements?
- Organizational relationships of the position
- Listing of job duties with details yet latitude
- Description of decision making ability (authority) of job
- Applicable work standards
- Description of minimal qualifications
- Performance expectations
- Responsibility for the work of others
- Methods by which work will be coordinated with the work of others
Performance standards and eval:
Job description sets forth the job ______ and related employee _______
Duties
Capabilities
Performance standards and eval:
Performance duties determine how these duties are to be __________
Performed
Performance standards and eval:
Employee performance is measured against these _____ ______
Performance standards
Performance management is what?
Managing how employees perform is a key role of any manager
Performance management: Is performance _____ _____/ _____ ____ expected?
Better than
Less than
Performance management: The manager can provide support to _______ performance by..
Make good performance ______
Make poor performance ______
Change
Better
Acceptable
Policies and procedure:
The statements that guide the _____ of the organization and the ______ in the organization
Action
Employees
What is a policy?
A written statement that defines an action that is to be taken in an organization
What is a procedure?
A description of how the action is to be accomplished
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
Guarantee
Fairly
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
Licensing
Memory
Details
Risk
Federal and state
The policy and procedure manual:
Is only valuable if it is ____
Used
The policy and procedure manual:
It must be _______
Online and searchable
Accessible
The policy and procedure manual:
Current and ______
Relevant
The policy and procedure manual:
Consistent in ________
Format..
Should have DOs
Not do nots
The policy and procedure manual:
Emphasize ______ rather than what is not acceptable
Expectations
The policy and procedure manual:
Include history of ______ to the document
Changes
What are some types of policies and procedures?
Hospital organization General departmental HR policies Staff development and training Operational Treatment Specific protocols for treatment Interdepartmental Safety and infection control
When writing a policy, it needs to be _____
Enduring
A policy address what 4 things?
Who what when where
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
Variation
Intent and outcome
Organization
Policy procedure layout should include what 6 things?
Title and tracking number Effective date Review/revision date Policy Procedure Approval Signature
Policy procedure layout: What is involved in the subcategory of policy?
Purpose Persons affected Scope Background Definitions
What policy procedure category includes responsibilities?
Procedure
What are examples of interdepartmental policies? (6)
Materials management
Communications
Medical records
Payroll
Cafeteria
Maintenance
Interdepartmental Policies:
Materials management includes?
Purchase order policies
Interdepartmental Policies:
Communications includes?
Spokesperson of the institution
Interdepartmental Policies:
Medical records includes?
Retention of records
Interdepartmental Policies:
payroll includes?
Pay period deadlines
Interdepartmental Policies:
Cafeteria includes?
Access to employee privileges
Interdepartmental Policies:
Maintenance includes?
Cleaning responsibilities
What are the 5 policy types?
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)
Purpose of policies and procedure: Internal or external?
Communicate performance
Internal
Purpose of policies and procedure: Internal or external?
Set standards to measure performance
Internal
Purpose of policies and procedure: Internal or external? Meet state licensure requirement
External
Purpose of policies and procedure: Internal or external?
Manage/control work flow
Internal
Purpose of policies and procedure: Internal or external? Meet state and federal certification
Ext
Purpose of policies and procedure: Internal or external?
Educate manages/staff
Establish/clarify responsiblity
Internal
Purpose of policies and procedure: Internal or external? Meet requirements for accreditation
External
Purpose of policies and procedure: Internal or external? Limit insurance premiums by limiting risk
Ext
Purpose of policies and procedure: Internal or external? Control employee interaction with the community?
External
Purpose of policies and procedure: Internal or external?
Limit organizational liability
Standardize output
Internal
Purpose of policies and procedure: Internal or external?
Protect rights
Internal
