HIM New Roles, New Futures

Candace J Gibson, PhD, CHIMAssistant Dean, BMSUE

HIM STANDARDS – A NEW DOMAIN OF PRACTICE

The Health Information Management Lifecycle

CHIMA – Domains of Practice

Data QualityPrivacye-HIM

HIM Standards

HIM Lifecycle

IM Planning

Data Collection,

Receipt, Capture

Organization

Access, Use, and

Disclosure

Maintenance & Protection (Security)

Disposition/Destruction

Evaluation

Health Information

Management Lifecycle

Stage 1: IM Planning

Information strategies IM governance and accountability frameworks Legislation and regulations governing health

information- Policies and procedures for the access and privacy

of information- Retention and destruction policies

Information classification systems Education framework; staff competencies and

training requirements Measurement/Evaluation

Stage 2: Data collection, receiptand capture

Data quality frameworks Data standards (coding and classification, acceptable

medical abbreviations) Clinical documentation standards Security procedures Authentication requirements Version controls Need to refer back to IM governance and

accountability frameworks (including local, provincial and national requirements for data collection); Multi-jurisdictional IM plans

Stage 3: Organization

Following the departmental IM plan Information models (the qualitative and quantitative

analysis of the record for completeness, accuracy, integrity and consistency)

Information classification system framework Information architecture Documentation standards Stewardship and ownership Security procedures Authentication requirements Version controls

Stage 4: Access, use, and disclosure

Provide right environment for easy access to timely, accurate, and available information within security and privacy guidelines and legislation

Includes uses for clinical diagnostic and therapeutic purposes; quality performance assessment; planning, managing, and deploying health services; business analysis; accreditation; research and education

Patient access and request for changes to information

Rules for access and disclosure

Stage 5: Maintenance & Protection

Retention plans (and local, provincial retention requirements)

Records disposal/destruction plan Security of information; referral to access and

privacy policy and procedures Transfer of records, if applicable Disaster recovery plan (including essential records) Information models Documentation standards

Stage 6: Disposition

When is a record / information deemed non-active? Implementing decisions on retention and disposition

of records- See policies on retention as outlined in Stage 5

Methods of destruction- Physical destruction- Digital destruction

Tracking of completed disposition actions Discontinuing records systems Recovery of destroyed records

Stage 7: Evaluation Purpose of Evaluation

- An ongoing part of the cycle - for continuous improvement. - How effective are our IM strategies and processes?- Incorporate changes in standards or legislation, or

information technology, or information sharing arrangements.

Process of Evaluation / Evaluation Frameworks Metrics used

- Performance should be compared against benchmarks established in Stage 1 and based on information gathered through re-abstraction studies or other data quality control procedures (e.g., turn-around times, record completion rates, outcomes of re-abstraction studies).

- Sharing best practices across organizations

HIM CAREER MATRIX

Building a Career Roadmap

Our Approach

• Background• Research approach• Analysis• Draft career matrix

New Roles – from work with AHS

Category Service Scope New Roles/TitlesData Capture The data capture service performs all tasks associated

with the capture of health data. This Includes data coded directly from clinical documentation or auto-coded using systems for that purpose, voice and speech recognition systems and scanning or creating a digital image of text based documents. This service will perform audits of the service functions to ensure that best practice and current standards are implemented.

Clinical Data Specialist Data Profiler Research Associate Concurrent Coding Specialist Code Mapping Specialist Data Mapping Specialist Clinical Data Analyst Central Intake Coordinator

Information Integrity

This service evaluates the integrity of health information holdings, identifies risks and implements risk mitigation strategies. This service will respond to inquiries into information integrity and complete an auditing role for both internal and external requests.

Health information Safety Officer (includes hybrid record)

Data Integrity Specialist Risk Management Analyst Forensic Investigation Officer

Identity Management

Managing the systems responsible for the unique identification of consumers, providers, organizations and services.

Data Quality Analyst Data Integrity Specialist Identity Management Coordinator

New Roles (cont’d)

Information Management Governance

Using best practices and information management principles, this service develops, maintains and monitors the accountability framework for information. It includes policies, processes, standards and metrics to ensure unified data and information, as well as efficient, effective and secure information assets.

Information Management Liaison

Standards Coordinator Policy Analyst Auditor

Content Compliance

Management of the clinical content to ensure meets information management best practices including performing quality assurance audits on the content. This is the bridge between the provider content for clinical need, and the information needs of the organization as well as internal and external stakeholders.

Content Management Expert Compliance Officer Process Improvement Engineer

Information/Knowledge Asset Management

Developing, auditing, evaluating, maintaining and mapping clinical information and knowledge assets.

Data Modeler Health Information Semantics

Content Expert Clinical Terminology Standards

Specialist

New Roles (cont’d)

Access, Disclosure and Retention

Protect and promote data and information privacy for consumers, providers, users, and the organization. Manage the access, disclosure, retention, archiving and destruction of Personal Health Information from organizational systems.

Release of Information Analyst Access and Disclosure Specialist Request Coordinator Privacy Officer

Consumer Support

Promotes excellent public relations by fostering and maintaining positive communication with customers in the areas of the Personal Health Record (PHR) and Registration Systems (registration, booking, registries, self-registration)

Information Broker Registry Agent Portal Agent Customer Service Agent

Information Analysis and Business Intelligence

Information needs are identified and data is collected and analyzed. Utilization management and quality improvement practices are supported and enhanced via the services offered. Data analytics, clinical trials ,and research studies are areas of focus.

Health Information and Performance Analyst

Decision Support Analyst Process Improvement Specialist Consultant, Clinical Performance Health Analyst

LevelsLevel Definition

Masters 10+ yrs higher level HIM experienceProven senior leadership & executive level experience Masters degree requiredPhD for academic rolesCHIM certificationAdditional certifications as required (e.g., accounting, PMP)

Advanced 7+ yrs higher level HIM experienceProven leadership experienceMasters degree an asset; minimum Bachelor’s degreeCHIM certificationAdditional certifications as required

Intermediate 3 – 7 yrs HIM experienceBachelor's degree or diplomaCHIM certificationAdditional certifications may be required

Entry 0 – 3 years experienceCHIM certificationBachelor’s degree or diploma

Bringing it all togetherHealth Information Analytics & Research

Information Governance

Business Intelligence & Sustainability

Information Management

HIM Standards

Privacy & Security

HIM Education

The use of health data to strengthen clinical programs of care, health system mgmt & pop., public health, and research. (CIHI definition, 2013)

Develops, maintains & monitors the accountability framework for information.

The sharing of lessons learned, integration and continuous improvement and sustainability of the organization.

Capture and use of health data for improved performance, competitive advantage, innovation, planning & performance.Includes records management, data quality, monitoring & auditing.

Standards supporting health information management. For example, terminology asset management, Standards development specific to HIM.

Privacy, security, & confidentiality of information.

HIM curriculum development, teaching, & research.

Privacy and SecurityLevel Access, Disclosure, and Retention

Master Chief Privacy Officer (Enterprise)

Exp = 10 years; Proven senior leadership & executive level experience Ed = Masters, CHIM, Privacy Certification

AdvancedAccess & Privacy Manager (HIM)

Exp = 7+yrs; Proven leadership experienceEd = Bachelor or Masters, CHIM, Privacy Certification

Intermediate Access & Disclosure Specialist Exp = 5 yrs Ed = Diploma or Bachelor’s, CHIM, Privacy Certification

Entry Request Coordinator

Exp = 2 yrs Ed = Diploma or Bachelor’s, CHIM

Health Information Analytics

Level Data Analytics and Research

Master VP, Analytics and Informatics

Exp = 10 yrs +; Proven senior leadership & executive level experience ED = MSc or PhD

Advanced

Director, Health Analytics Exp = 7 yrs; Proven Leadership experience Ed = MSc

Statistical Information Supervisor; Biostatistician Exp = 7 yrs; proven leadership experience Ed = MSc; 2 yr CGA or CMA

Intermediate

Research Associate Exp = 3 – 5 yrs

Ed = Bachelor or MastersDecision Support Analyst

Exp = 3 – 5 yrs Ed = Bachelors or Masters, CHIM

Entry

Data Analyst - Health Information & Performance Exp = 1-3 yrs Ed = Bachelor, diploma, CHIM

Research Assistant Exp = 1-3 yrs Ed = Bachelor, diploma, CHIM

Business Intelligence & Sustainability

Level Business Intelligence

Master

Vice President, Business Intelligence Exp = 10 yrs, Proven Senior Leadership & Executive

level experience Ed = MBA, CHIM

AdvancedDirector of Knowledge Translation

Exp = Proven Leadership level experience Ed = Masters, CHIM

Inter-mediate

Business Intelligence Analyst Exp = 5 yrsEd = Masters an asset, CHIM, additional business courses

Entry

Junior Business Analyst Exp = 2 yrs Ed = CHIM

HIM Career Matrix

HIM Transition Roadmap

AHIMA Career Matrixhttp://hicareers.com/careermap/

Example: Privacy

Example: Data Analytics