Module 14 Test 1: Organization and Management (RHIA version) Flashcards
The director of a Health Information Department has received the quarterly variance budget report. The report indicates the “overtime” category is unfavorable. The director is required to justify this overtime expense. Which of the following would be considered an acceptable explanation for this expenditure? Overtime is unfavorable this quarter due to
a chronic backlog in transcription.
a decrease in admissions this quarter.
a lack of supervision in the file area.
the annual purging of inactive files.
the annual purging of inactive files.
The department director is responsible for budget costs that are controllable. Which of the following costs would be out of the director’s control?
equipment purchases
overtime authorizations
supply requisitions
fringe benefit cost per employee
fringe benefit cost per employee
Which of the following tasks is the most appropriate for the Health Information Services director to delegate to the supervisor of Record Processing and Statistics?
completing a performance rating on the assistant director of the department
reviewing monthly statistical reports to verify accuracy
interviewing applicants for the position of Tumor Registrar
formulating a record retention policy for the entire facility
reviewing monthly statistical reports to verify accuracy
Mike is an information specialist in the Department of Information Technology and he reports to the director of HIM. He has been assigned to a Joint Commission survey process project team. Mike receives assignments from the HIM director in order to continue his day-to-day operations within the HIM department as well as complete tasks assigned to him by the Joint Commission project manager. This refers to what type of authority relationship?
divisional organization
functional organization
matrix organization
projectized organization
matrix organization
The director of a Health Information Department has asked the department supervisors to review and revise all job descriptions. The supervisor over coding and analysis has determined that the job description for the senior coders must be revised. The decision to revise the job description is probably due to a change in the
results of a recent performance appraisal conducted on one particular coder.
competitor facility’s job description for its coders.
number of coders.
scope of coding responsibilities.
scope of coding responsibilities.
Which of the following is usually the largest expense for a health care facility?
travel fees
release of information fees
paper supply
staffing expenses
staffing expenses
Which of the following terms describes the management theory where motivation of employees is influenced by first satisfying low-order needs, then higher order needs can be used as motivators?
change agent
Maslow’s hierarchy of needs
emotional intelligence
85/15
Maslow’s hierarchy of needs
There are several methods used to evaluate jobs. Which of the following is the simplest but the least precise?
job ranking
factor comparison
point system
job grading
job ranking
A national HIM publication routinely requests that practitioners submit performance measures from their facility regarding department functions. These are then summarized and published to provide a tool for which of the following activities to take place?
benchmarking
continuous quality improvement
measurement of actual performance
employee self-logging
benchmarking
The project manager is responsible for all of the following functions EXCEPT
creation of project plan.
approval of the budget for the project.
recommending plan revisions.
recruitment of project team.
approval of the budget for the project
Which of the following is a tool used to generate the best strategic thinking within a team or workgroup?
critical issues
storytelling
innovations
driving force
storytelling
You manage a claims review unit for an insurance company. Your staff keys a high volume of data into the system daily. You have scheduled a staff physical therapist to do the annual ergonomics presentation in an effort to prevent which of the following administrative issues?
absenteeism and workman’s compensation usage caused by work-related injury
ineffective work production due to inappropriate workflow
low patient satisfaction scores due to poor staffing practices
inappropriate aesthetics that are impacting productivity levels of the staff
absenteeism and workman’s compensation usage caused by work-related injury
Which of the following methods of performance appraisal requires the supervisor to document exceptional behavior by the employee?
graphic rating scales
critical incident method
behaviorally anchored rating
goal Setting
critical incident method
Based on the budget illustrated above, what is the monthly budget variance percentage for supplies?
26.6%
13.6%
11.9%
36%
36%
In deciding to purchase or lease a new dictation system, the director of Health Information Services calculated the payback period and rate of return on the investment. The hospital’s required payback period is 3 years with a required rate of return of 20%. If the equipment costs $32,000 and generates $8,000 per year in savings, what would the payback period for this equipment be?
4 years
2 years
3 years
5 years
4 years
During the month of May, there were 800 discharge abstracts processed at a cost of $0.90 per abstract for a total of $720.00. In June, 732 discharge abstracts were processed for a total cost of $658.80. This type of cost is known as
semifixed costs.
adjustable rate costs.
fixed costs.
variable costs.
semifixed costs
The Occupational Safety and Health Act the Americans with Disabilities Act and the Vocational Rehabilitation Act are all federal legislation designed to
keep the workplace safe and accessible to all employees and customers.
prevent sexual harassment.
ensure equal pay for equal work.
protect child labor.
keep the workplace safe and accessible to all employees and customers
You are attending budget training for new supervisors. The representative from Finance explains that _____ costs will vary in direct proportion to changes in the volume of care provided.
semifixed
periodic
variable
fixed
variable
The most realistic approach that could encourage increased productivity in the tedious prepping area is to
arrange for all the preppers to have flex time.
have all the preppers work on a part-time basis.
vary and rotate the work assigned to each prepper.
shorten the workday by 1 hour.
vary and rotate the work assigned to each prepper
South Beach Medical Systems is preparing to open a new 250-bed acute care hospital. This facility is located in a growing area of the city and is projected to have 85% occupancy within 3 years. To determine the number of employees needed in the HIM department, the director must first
identify the departmental functions to be performed.
determine employee salary ranges.
collect data from hospitals that are of comparable size.
develop a departmental organizational chart.
identify the departmental functions to be performed
Misty is the director of the Health Information Services Department, and Dominique is the assistant director. Misty notices one of Dominique’s subordinates leaving the department for an unscheduled break. When the employee returns, Misty immediately asks the employee to step into her office and begins discussing the unauthorized break. Which organizational principle is this director violating?
organizational function
span of control
unity of command
grievance procedure
unity of command
Which of the following is often characterized as a manager’s version of a pilot’s cockpit as it contains all the critical information for leading the organization?
groupthink
balanced scorecard
revenge effect
executive dashboard
executive dashboard
As the director of Health Information Services, you manage the department with the assistance of four supervisors. One day you observe a coder coding charts from the face sheet without reviewing the record for additional documentation. The most appropriate course of action would be to
discuss the matter directly with the coder and instruct him to review the entire record for correct assignment of codes.
discuss your concerns with the Supervisor of Coding and direct her to address this issue immediately.
do nothing because the coding area is extremely productive.
discuss the problem with the CFO.
discuss your concerns with the Supervisor of Coding and direct her to address this issue immediately.
The HIM department of a local hospital will experience a 20% increase in the number of discharges processed per day as the result of a merger with a smaller facility. This 20% increase is projected as 120 additional records per day. The standard time for coding a record is 15 minutes. Compute the number of FTEs required to process this increased volume in coding based on an 8-hour day.
3
5.25
4
6.5
4
The supervisor of a Health Information Management department has aspirations of becoming the HIM director. She works very long hours so that she can address all department issues herself rather than relying on her staff to assist her. Which type of management skills is she in need of improving in order to attain her goal of department director?
delegating skills
political skills
leadership skills
motivating skills
delegating skills
The Health Information Services Department director is developing a plan to convert their existing filing system to an electronic document management system (EDMS). The tool that is most useful to the director in displaying the steps and completion schedule for each phase of the conversion is a
procedure flowchart.
flow process chart.
work distribution chart.
Gantt chart.
Gantt chart
The formalized road map that describes how your institution executes the chosen strategy defines
operational mission.
operations improvement.
strategic planning.
strategic thinking.
strategic planning
The following statement is characteristic of which theory of management? “Managers should treat their employees in a more enlightened manner. Employees want to be listened to and offered the opportunity to participate in the design of their work.”
Contemporary Management
Administrative Management
Humanistic Management
Scientific Management
Humanistic Management
Review the above organizational chart and determine which of the following statements is FALSE about the relationships of the employees displayed on the chart:
The director has subordinates.
The tumor registrar has authority over the assistant director.
The assistant director and the supervisor have a lateral relationship.
The director has authority over others in the department.
The director has subordinates
A basic concept of office layout and workflow is that the
paper and employee move to a predetermined location.
office layout and workflow should be revised frequently.
employee moves to the paper.
paper moves to the employee.
paper moves to the employee
Which of the following emphasizes the work climate in which harmony and cohesion promote good work?
tenure
scalar chain
chain of command
esprit de corps
esprit de corps
The release of information supervisor has requested a meeting with her director of Health Information Services. She begins the meeting by describing how overwhelmed she is feeling. She is extremely behind in her work and she does not know what she can do to change the situation. In advising the supervisor, the director suggests that perhaps she should begin addressing her problem by attending a management workshop. Which of the following workshop topics is more likely to help the supervisor with her problem?
“Leadership Styles for Women Managers and Supervisors”
“Understanding Your Employee”
“Writing Skills for the Release of Information Supervisor”
“The Nature of Delegation”
“The Nature of Delegation”
E-learning refers to training courses that are delivered electronically. One of the drawbacks of electronic training is
the flexibility of class time and place.
learner issues with motivation or distraction.
consistency of delivery.
the ability to reuse and easily maintain content.
learner issues with motivation or distraction.
You have just assumed the responsibility as the new HIM supervisor of the imaging area. In order to become familiar and analyze the existing steps within the imaging process, you should use which of the following tools?
flowchart
histogram
fishbone diagram
force field analysis
flowchart
Departments that provide support services to the organization, such as human resources, finances, and information systems, are referred to as
staff departments.
integrated delivery systems.
line managers.
matrix organization.
staff departments
The project definition justifies the need for the new project. What would you expect to see in the project justification?
project scope, resources needed, and developing the solution
amount of time required, alternative analysis, and implementation review
resources needed, amount of time required, and preparing supporting documentation for the system chosen
project scope, resources needed, and amount of time required
project scope, resources needed, and amount of time required to complete
Which of the following helps the organization prioritize investment opportunities?
profitability index
return on investment
net present value
internal rate of return
profitability index
The organizing process determines how the work in a particular department will be divided and accomplished. In order to be in the best position to organize the work effectively, the manager must first engage in which management function?
organizing
planning
leading
directing
planning
You are the new director of health information at a large multispecialty clinic. Your initial assessment of the department’s functioning is that there is considerable duplication of effort. To collect information on the systems used in the current functions and to analyze and improve the process, you chose to use a
decision tree.
flowchart.
Pareto chart.
systems diagram.
flowchart
The director of Health Information has been selected to participate in a strategic planning retreat for her health system. In preparation, she refreshes her understanding of strategic planning. Which of the following will likely be included in the retreat?
Review of existing registration processes with the hopes of enhancing customer and patient satisfaction.
Focus on the organization’s fit with the external environment related to MACRA requirements.
Discuss how to improve turnaround time within transcription.
Opportunities to review internal structures and systems to improve existing coding processes.
Focus on the organization’s fit with the external environment related to MACRA requirements.
When interviewing a prospective employee, which question would be inappropriate to ask?
“Do you own a home?”
“Can you type?”
“Where may we contact you?”
“What language other than English can you speak or write?”
“Do you own a home?”
Written documents that assist an organization in achieving its objectives and carrying out its mission statement are known as
tactical plans.
operational plans.
strategic plans.
game plans.
strategic plans.
Which of the following actions illustrates the use of employee empowerment by upper management?
discussing suggested approaches of improving productivity and performance with employees
micromanaging all aspects and functions performed in the department
basing decisions on information found in the manual of operations
providing supervision only when requested by employees
discussing suggested approaches of improving productivity and performance with employees
Which of the following would NOT be a scientific method of establishing standards?
stopwatch studies
work sampling
personal experience
time-log studies
personal experience
In project management, the series of activities that make up the longest duration toward project completion is referred to as
risk analysis.
project network.
project definition.
critical path.
critical path
An HIM employee is consistently late for work. Their supervisor has given them an oral warning. According to the definition of progressive discipline, what would the next step be?
written warning and reprimand
termination
meeting with the supervisor of her supervisor
suspension
written warning and reprimand
A supervisor determined that the rate of absenteeism with three of his employees was 15%. This was unacceptable and he researched two possible solutions to the problem. He evaluated these alternatives and thought the best thing to do was to suspend all three employees for 2 days. Once he implemented this solution, he analyzed the consequences. How would you label this process?
decision-making
planning
communicating
crisis management
decision-making
Which of the following is FALSE in regard to budget variances?
Temporary budget variances are expected to continue in subsequent months.
A variance analysis identifies whether the variance is favorable or unfavorable.
Permanent budget variances do not resolve during the current fiscal year.
Variances are often calculated on the monthly budget report.
Temporary budget variances are expected to continue in subsequent months
The Information Technology supervisor is planning a luncheon for the team members and stakeholders on the CPOE implementation taskforce in order to celebrate reaching a major milestone. Which of the following is true?
celebrations are only appropriate at the close of a project
budgets rarely permit these extra expenses
professionals are self-motivated, making celebrations unnecessary
acknowledging accomplishments and milestones motivates teams
acknowledging accomplishments and milestones motivates teams
If the budgeted payroll expense was $24,300 and the actual payroll expense was $25,800, what is the percentage of cost variance?
6.17%
6.0%
0.58%
6.7%
6.17%
