My facility has decided to outsource its transcription …

... what is next for me as a healthcare documentation specialist (HDS)?

Presented by Lynda Schneidewent, Mary Schmidt, Diane Wagner, Jodie Carrico, Julie Braun – September 2014

OUR STORIES

Allow time to process the news

•Denial

•Anger

•Bargaining

•Depression

•Acceptance

Change, change, change: Poised for success

•Acknowledge the change

•Take time to adjust

•Approach change as a learning process

•Read everything

•Get organized

Inventory my current skill set • Brush up on spelling, grammar and punctuation

• Inventory basic computer skills and technological savvy

• Assess research skills

• Dust off those medical terminology, pharmacology and anatomy books

• Hone editing skills

• Commit to good time management/goal setting

*** AT

TIT

UD

E ***

Let’s Do

This

TOGETHER!!

As the recruiter …

Formal orientation processIntroductionsBuddy systemMentors

Team LuncheonWelcome notesSpotlightGet personal

… I’m here to coach you from initial “welcome” phone call through scheduled phone time together to final job offer details to ensure a successful start to a long career together!

But I have never worked for an MTSO!

• How will I be compensated? How often will I get paid?

• Do they deduct pay for errors?

• What equipment is necessary, where will I obtain it and what software do I need? 

• Just how "techie" do I need to be and what happens if I have technical problems?

• What experience is required? 

• How flexible can I be with scheduling my work time? 

• I currently work in a hospital/clinic setting as an hourly employee.  How does the MTSO pay me for work volume fluctuations?

What will the MTSO expect of me? • Productivity success

• Ability to work out of my home, autonomously, and free of distractions  

• Eagerness to cross train and seek out new challenges 

• Employee status versus independent contracting  

• Career-mindedness; industry current 

• Passion for lifelong learning

• Quality oriented with proven high quality  

• Embrace technology  

• Supportive family and friends

• Poised to utilize speech understanding technology up to 90% of the day

Resources * CommunicationResources & Tools Provided Communication is Key!

• E-Mail• Instant Messaging• Central reference document location• 24/7 access to HR benefits, forms,

requests• 24/7 Help Desk• 24/7 Peer access

Corporate Wide• Company newsletter• Monthly Health Briefs

Transcription Division• Daily mentoring topics

▫ Time management▫ Multi-tasking family and career▫ New medical terms▫ Editing tips & quality/style tidbits

• Daily e-mail from team leader• Regularly scheduled paid in-services

▫ Productivity efficiencies▫ Speech editing▫ Transcription platform tips▫ Email communication

Supplying and Assisting with

Equipment Needs

PreparationPromotions

Reward * Recognition * Celebration

Corporate Wide• Longevity rewards for 5-, 10-, and 15-year work anniversaries• Employee of the Month Program• Monthly Birthday Recognition and Monthly Work Anniversary Recognition• New Employee Bios in company e-newsletter• "Shout-Outs" to celebrate project leader successes in company e-newsletter• Referral Bonus Program• All promotions come from within!• Employee "FUN-Ti-Tude" Virtual Activities (Combining Fun with Gratitude)

▫ Halloween Costume Contests▫ Holiday Coloring Card Contests▫ Tacky Tie Tuesdays▫ Secret Holiday Ornament Exchange▫ Ab Challenges/Walking Clubs

• Community Service Events▫ Virtual Food Drives

Transcription Division • Monthly Rising Stars For Quality Recognition• National MT Week Festivities & Gifts

Consider the Perks!!!!• Location:  Work from home

• Quality: A way of life!

• Benefits: Full menu includes health, dental, life, vision, 401k, PTO

• Leadership: All HIM and HDS professionals

• Platform: Leading edge productivity technology

• Support: Ace technical team

• Growth: Career Progression Program

• Fun: Plenty of work gets done but fun makes a regular appearance

• We'd love to include you!

As the trainer…

… I’m here to coach you from initial “welcome” phone call through training day and beyond to ensure a successful start to a long career together!

Welcome!

Support Team

Professional Networking

New Friendships

Work-Family Balance

Your New Work Family

How will training work?

• How long is training? Will there be a break? Do I have to travel somewhere?

• Are there multiple trainees with me?

• What can I expect before training?

• What can I expect during training?

• What can I expect after training?

Believe in yourself!• Get emotionally ready

• Create an action plan to accept change▫ Don’t expect it all to fall into place overnight▫ Build on your current strengths

• Embrace new technology▫ Seek out MT refresher training (editing) ▫ Get to know your keyboard commands ▫ Set proficiency goals▫ Maximize your computer and internet service provider (ISP) resources

• Set up ergonomic friendly home office

• Focus on high quality▫ AHDI Book of Style▫ Speech Recognition “new” style guidelines▫ Benchmark KB▫ Set quality goals

• Build your new knowledge base▫ Review, review, review▫ Organize

ENCOURAGE

REINFORCE

FOCUS EMBRACE

As your supervisor…

… I’m here to coach you from initial “welcome” phone call through your first days on your new team to ensure a successful start to our long HDS career together!

What will I miss working from home?

• The “water cooler”• Some recognition• Happy hours/ Parties/Donuts• Being interrupted every 2 minutes• Filing, pulling charts, answering phones,

looking up data in the EHR• Office gossip

What will I gain working at home?

• Optimal schedule – work when it works for me!

• Less interruptions/quiet environment

• Cost savings▫ No more commute/rush hour▫ No more dry-cleaning▫ Decreased car maintenance

• Work-Life balance

How can I stay connected and with whom?

Meet your support team!

Daily Communication

• E-mail• Instant Messenger• Phone

Communication is a two-way street

Tell me more about my account assignment?

What’s an account; what’s a client?

Will the account fit me?

Will I learn and grow?

What can I do to ease the transition?Seek out and get to know … Ask questions

• Immediate Supervisor

• Support Team

• Quality Team

• Mentoring Team

• Employee Handbook

• Account Instructions

• Policies and Procedures▫ Style guide▫ QA manual

• Editing platform

How can I step out of my comfort zone?

• Participate in company activities▫ MT Week▫ New accounts / different work types / cross training▫ Extra work opportunities▫ Message Board

• Volunteer▫ On-call or STAT coverage participation▫ Committees – peer mentoring, MT Week activities, AHDI

local chapter positions or board positions

• Become certified▫ Certified Healthcare Documentation Specialist (CHDS)▫ Registered Healthcare Documentation Specialist (RHDS)

Change is the law of life. And those who look only to the past or present are certain to miss the future. ~ JFK

Change