Home Work for July 8, 2009

Discussion Items (Page 200) 1: What is the importance to an administrative professional of managing the flow of records throughout the company? What effect have HIPAA rules had on records management? Efficient record keeping has been in use since before the Roman Empire emerged. Record keeping is a vital key to an organization, but an even more important aspect is the fluent flow of the records. Convince of file retrieval should be a top priority. Knowing exactly where a file is saves time, and time is money. Having and maintaining an efficient storage system is of the utmost importance. Manual Storage  Manual Alphabetic File  Manual Subject file  Three-Level Subject Index  Manual Graphic File  Manual Numeric File Manual Filing Procedures  Inspecting  Indexing  Coding Database Cycle HIPPA has had a tremendous impact on record keeping. The file must be kept very private with only authorized access to them. This means that the security level for accessing these files must be built up and maintained. The record keepers must continue further training in order to keep up with the demand of record privacy. 2: Explain what it means to have a systematic approach to records management. A systematic approach system is one that controls the record concept from conception to infinity. Having a record system for filing documents, for example, in a safe place, yet with quick access is a very productive and efficient method of handling and storing documents. 3: Compare the capacities of the different electronic external storage media and discuss their advantages and disadvantages. Paper Records Advantages  They require no power  Manual systems are small  Key operated safety device  Infrared photoelectric beam  Badge swipe identification Disadvantages  Crank Operated Electronic Records  Provide electronic storage and retrieval  Serve as an access device for scanned and electronically generated documents.  Maintain records inventories.  Retrieve documents stored electronically.  Stored records retention and destruction data. 4: What is the future of paper records and what impact, if any, will this have on the responsibilities of an administrative professionals? Even though electronic systems can and does save money, I feel that paper will be part of the record process for some time. Although the amount of paper that was used has been decreased, the need for hard copies (paper) still exists. Most doctor offices have a paper file on their patients. Many organizations follow this lead. For storing records, paper cannot compete especially when we are talking space. As new innovations and electronic creations continue to appear, the paper records will dwindle down quite dramatically. 5: List and explain the steps for effective decision making as it applies to the records management function.  Making the right decision: This requires a little brain storming and imagination. You need to ask yourself many questions about how important the document is to help access the order and style of filing it. Imagine if the document was yours and someone else was filing it; how would you want it filed?  Paper & Electronic: In some instances you will need to have a paper and an electronic file of certain documents. You should set up certain criteria’s for these certain occasions. In many types of businesses and organizations, the working file may be only paper, but sometimes will include electronic files. For years doctor offices and dentist offices have relied on a paper filing system for the patient’s files. However, over the years these offices are evolving towards the electronic filing systems.  Think ahead: Change is a constant. Try to imagine issues that5 may arise in filing records and come up with thoughts and possible solutions. When you do this, it is much easier to handle a problem and you are able to do it with less stress.  How will the document be asked for again: Many documents are asked to be sent electronically. However there are occasions where a paper file will be needed. You need to evaluate the many different types of files and react to them accordingly. In most cases you can and will be able to develop your own system.  How often will the document be required: Depending on the frequency the document will be asked for will help you in determining how to exactly file the document. A document that is needed on a daily basis will be better off filed electronically for ease of use.  What will be the time frame for accessing it from the files: Files that need to be pulled on a moment’s notice will need to be accessible very easily. Strategies that I will employ Leadership: 1st: Lead by example. How can you expect someone to follow you if you will not do what you ask them to do? This, in my opinion is one of, if not the moist powerful leadership trait there is. 2nd: Confidence. This trait can become a doubled edge sword if you let it. Meaning, it takes confidence to lead, but becoming over confident can lead to arrogance, and eventually failure. 3rd: Enthusiasm. To motivate it helps to be motivated. Asking your employees to do a hard task and then saying, “I know you will fail”, will most likely cause them to fail. So always use encouragement and inspire those who work for you. Teams: When leading a team, one may get the impression that they are being a parent. A team may have a few spit and sputters, and the way the team leader handles the bump will help direct the team in a certain direction. As a leader, I will try and always lead with honesty and integrity. I will be fair and support all of the team members equally. There are five stages to team building, which are listed below.  Forming This is where the team is selected and put together.  Storming This is where a power struggle for leadership may occur.  Norming Things are starting to shape up and task are being handed out.  Performing The team is actually functioning, and hopefully progress is being made.  Adjourning The team has completed their assigned task and are debrief and the team is dissolving. Rewards and Recognition: Money and awards do stimulate employees, but I believe in a reward program that delivers true and honest respect. Rewarding a person with material and monetary things will inspire them, but I feel that a person’s heart will not be totally on board. Meaning, a person should already be trying their best, and an appreciation should be given, I just do not believe that a person should be bribed to do the work that they were hired to. They should be encouraged to accomplish the objectives. Workplace Culture: A: Training B: A monthly report from each department, explain the corporate culture;  Good  Bad  Improving  We need to change the corporate culture environment C. Brainstorming parties which include everyone-Lunch “Pizza”, etc…