JOHN A. LOGAN COLLEGE C. Froemling SP 13. HIT 102 HEALTH RECORD SYSTEMS 3 cr. (3-0)

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1 JOHN A. LOGAN COLLEGE C. Froemling SP 13 HIT 102 HEALTH RECORD SYSTEMS 3 cr. (3-0) COURSE DESCRIPTION: Study of the content, format, evaluation, and completeness of the medical record; licensing, accrediting, and regulatory agencies; numbering systems; patient index; filing systems; and record retention, storage, and retrieval. PREREQUISITES: HIT 101 and acceptance into HIT program HIT 103 HEALTH RECORD SYSTEMS LAB 1 cr. (0-2) COURSE DESCRIPTION: This course provides the student the laboratory hands-on experience in evaluating content, format, and completeness of actual medical records. Also included in this lab is experience with numbering systems, patient indexes, filing systems and records retention, storage, and retrieval. Computer experience will be utilized as a teaching method. PREREQUISITES: HIT 101 and acceptance into HIT program Student Success Center. Tutors may be obtained through the Student Success Center. Contact the staff in C219 if this service is desired. John A. Logan College will make reasonable accommodations for students with documented disabilities under Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of Any student with a disability that may have some impact on work in this class, who feels she/he needs an accommodation, should make an appointment with the Coordinator of Services for Students with Disabilities on campus, Room C219B, Ext Before services can be provided, this advisor must determine eligibility and arrange appropriate academic adjustments. It is the student s responsibility to register in advance of a school term with this office and to turn in a schedule each term to ensure that there is every opportunity for success in this class. English Writing Center/Tutoring. For assistance with writing assignments in any college course, students are encouraged to visit The Write Place in Room C215. English instructors are available for one-on-one tutoring each semester during hours posted at the center. Financial Aid. Students who receive financial assistance and completely withdraw from classes prior to 60% of the semester being completed (approximately 2-3 weeks after midterm) could be responsible to return a portion of their Federal Pell Grant award. Prior to withdrawing from courses, students should contact the Financial Aid Office.

2 Course Withdrawal Information. It is expected that you will attend this class regularly. If you stop attending for any reason, you should contact your advisor and withdraw officially to avoid the posting of a failing grade (an E) to your transcript. It is also advisable to discuss the situation with your instructor before dropping. Administrative Withdrawal. A student may be withdrawn from a class for lack of attendance/participation as defined below. Logging into an online course is not sufficient to be considered participation. Participation for online courses is defined as an active process and may include posting/sending assignments to the drop box or instructor s , participating in online discussion boards, taking quizzes or exams, or otherwise communicating and/or participating in some manner that is approved by the instructor. A student who has been administratively withdrawn from class will receive an notification from the Admissions Office. This notification will outline the student s appeal options if the student wishes to re-enroll in the course. Face-to-Face Class (8 or 16 weeks) Online Class (8 week) Online Class (16 week) Student may be withdrawn from class if the student has missed four (4) consecutive class periods without prior notification to the instructor of the absences. Student may be withdrawn from class if the student has not participated (as indicated by activity reports) in the online class for the equivalent of one week. Student may be withdrawn from class if the student has not participated (as indicated by activity reports) in the online class for the equivalent of two weeks. Safety Review Request. Our safety at JALC is everyone s responsibility! Faculty, staff, and students are encouraged to use the Safety Review Request, link on the JALC home page or contact Campus Safety directly (Ext or Room E105) to report safety concerns or questions. This statement comes from the John A. Logan College Campus Violence Prevention Committee. John A. Logan College Telephone Numbers Carterville and Williamson County... (618) , (618) Carbondale and Jackson County... (618) , (618) Du Quoin... (618) West Frankfort... (618) Crab Orchard, Gorham, and Trico Areas John A. Logan College does not discriminate on the basis of race, religion, color, national origin, disability, age, sexual orientation, or gender orientation c SP 13

3 HEALTH RECORD SYSTEMS - LECTURE & LAB Health Information Technology Program Course Number: John A. Logan College HIT 102 & 103 Kaskaskia College HITC 102 & 103 Rend Lake College HIT 1202 & 1203 Shawnee Community College HIT 102 & 103 Hours of Lecture: 3 Hours of Lab: 2 Total Credits: 4 Semester/Year: Spring 2013 Prerequisite: Lecture Date/Time: Lab Date/Time: Location: Instructor: Texts: Introduction to Health Information Friday, 9:00 a.m. - 11:50 a.m. Friday, 12:30 p.m. 2:20 p.m. SICCM Building, HIT Lab Chris Froemling, RHIA, CCS cfroemling@siccm.com Phone: (618) Johns, Merida L., Health Information Management Technology: An Applied Approach, 3 nd Edition, American Health Information Management Association, 2011 ISBN Abdelhak, Mervat, Health Information: Management of a Strategic Resource, 4 th Edition, Elsevier, 2012 ISBN Course Descriptions: Health Record Systems - Study of content, format, evaluation and completeness of the medical record; licensing, accrediting and regulatory agencies; number systems; patient indexes, filing systems, and records retention, storage and retrieval. Health Record Systems Lab - This course allows the student the laboratory hands-on experience in evaluating content, format and completeness of actual medical records. Also, indicated in this lab is experience with numbering systems patient indexes, filing systems, and records retention, storage and retrieval. Computer experience will be utilized as a teaching method. Objectives: 1. List and discuss the functions of the admitting department in a health care institution and explain its relationship to the health information department. 2. Explain the steps required to fill out a UB-04 form. 3. Abstract health records for UB-04 completion and validation. 4. Explain the master patient index and its arrangement.

4 5. Explain the regulatory requirements of a cancer registry. Describe the process involved in data abstraction and reporting and its importance. 6. Understand and explain the billing process of a hospital. 7. Define and explain the purpose of quantitative, qualitative, and statistical health information analysis. 8. Analyze a health record for quantitative information. 9. Relate recent journal articles, regarding the profession and regulations, published in various health magazines (i.e., Journal of AHIMA, For the Record) to student peers. 10. Understand the job duties performed of an RHIT via an interview. 11. Explain regulatory requirements of The Joint Commission in relation to the health information department and other ancillary departments. 12. Describe the process of health record abstracting. 13. Abstract health information from the health record for research studies, reimbursement, indices, and compilation of registries. 14. Collect data on the quality of documentation in the health record. 15. Understand and generate various health record abstracting reports. 16. Understand the job duties performed of an ROI position via an interview. 17. Understand the principles of electronic health records. 18. Distinguish between data and information. 19. Demonstrate an understanding of health record form design, analysis and control. 20. Discuss factors and regulations affecting retention of health records. 21. Understand various filing systems including unit, serial-unit, serial, family numbering and social security numbering. Also, state the advantages and disadvantages of each and how to convert a filing system. 22. List types of filing equipment and discuss their appropriate use. 23. Determine and evaluate equipment needs for a health information department. 24. Demonstrate an understanding of filing systems, including terminal digit, and straight numerical. 25. List various methods for storing and retrieving health records. 26. Explain the record control process including requisitions, charge-out system, outguides, automated chart location, color coding, filing rules, and procedures and transportation. 27. Understand the process of microfilming health records. 28. Analyze various microfilming techniques for advantages and disadvantages. 29. Abstract health records for tumor registries. 30. Define and describe the following indexes: number, disease, procedure, and physicians. 31. Define and explain the concept of record linkage. 32. Explain computer operating systems, software applications, and computer hardware/peripherals and how these are used in health information departments. 33. Discuss steps to ensure healthcare data integrity. 34. Discuss the types of computer systems/networks found in health care facilities. 35. Discuss and apply health record computer applications. 36. Discuss healthcare safeguards to data security. 37. Describe the functions of tumor registries and other specialized health information registries. 38. Discuss health record products with vendors and evaluate the service and product.

5 Course Grading Scale: Percentages Points (500 possible) A A B B C C D D E E Please note--there will be one grade assigned based on the above course grading scale. Your lab and lecture grade will be the same. Progression in the HIT program requires that the student earn a grade of C or better in this course. Grades of D or E are considered failing. If a student fails this course, it must be repeated with a passing grade of A, B, or C in order to continue in the HIT program. HIT courses are only offered once a year, so the student will have to wait to take the course until the following spring. All courses must be taken in sequence as specified by course pre-requisites unless permission is granted by the program director. Exams: There will be 3 unit examinations and a comprehensive final examination at the end of the semester. Each exam is worth 100 points for a total of 400 points. Tests results will be reviewed in class but the students will not be allowed to keep the tests. If a student misses an exam he/she may make it up with the exam grade automatically dropped one letter grade. However, if prior notification is given, the exam may be taken early with no penalty. Absenteeism Policy: Each student is expected to attend all class meetings. The student is expected to be on time and ready to begin class with the proper materials at the beginning of each class period. Arrivals after class has begun will be counted as present, but tardy. Three occurrences of tardiness will be counted as one absence. Students that have three absences will have their course grade dropped by one letter grade. Five absences will result in the student being dropped from the course. Student Support Services: Student support services are available at every college represented within the SICCM HIT program. Services are available for students with a disability for a wide variety of needs (i.e. tutors, note takers, interpreters, untimed testing) and are described in the college catalogs and student handbooks. Information and referral may also be obtained from the HIT Program Director. Cell Phones: Cell phones are prohibited during classroom instruction. If a student has a special circumstance that requires a cell phone to be on during class, the instructor must be notified and give prior approval. Students have breaks between classes to use their cell phones Academic Integrity: This class is subject to the college s Academic Integrity policy. All submitted work must be your own. Cheating and plagiarism will not be tolerated. Any student found in violation of this policy will be subject to SICCM disciplinary action (see student handbook) and disciplinary action as outlined in the campus Academic Integrity policy. Equal Educational Opportunity: The Colleges are committed to providing equal educational opportunities for all persons without regard to race, color, religion, sex, age, national origin, or disability.

6 Assignments/Projects: Read assigned chapters in texts and handouts. The following is a list of projects that will be assigned in the class. These are worth a total of 100 points. Please note that one point will be deducted for each typo, misspelling, or grammatical error submitted on written reports. Oral reports 3 reports at 3 points each + 1 point for doing all 3 10 points No make ups. Recommend using Journal of AHIMA, For the Record, ADVANCE for Health Information Professionals, or other relevant healthcare magazine. Several magazines are available in the classroom closet. You may elect to use a relevant online article. *If you choose an online article, come prepared with two articles in the event that another student has selected the same article. Online links: ADVANCE ( For the Record ( Journal of AHIMA ( Interview an RHIT 2 page typed double spaced paper 10 points (1 inch margins, Times New Roman Font Size 12) Interview an ROI clerk 2 page typed double spaced paper 10 points (1 inch margins, Times New Roman Font Size 12) Conversion of filing system project 10 points Retention/Retrieval project 10 points Copy machine project 5 points File room floor plans 5 points UB-04 project 5 points Deficiency analysis 5 points Cancer Registry abstracts 10 points The Joint Commission paper 20 points Total points 100 points The schedule and procedures in this course may be subject to change in the event of extenuating circumstances.

7 HEALTH RECORD SYSTEMS - LECTURE & LAB Spring 2013 DATE: January 11, 2013 LECTURE TOPICS AND ASSIGNMENTS Introduction to course & mentoring program ASSIGN: Conversion of filing system project ASSIGN: Retention/retrieval project ASSIGN: Copy Machine project ASSIGN: File room floor plan project ASSIGN: The Joint Commission project FILM: Virtual department tours, 30 & 12 min January 18, 2013 LECTURE: Unit 1 Johns pgs Handouts from Abdelhak 3 rd edition & Huffman January 25, 2013 LECTURE: Continue Unit 1 DUE: Journal Reports February 1, 2013 FIELD TRIP: Data Lock in Mt. Vernon at 10:00 EXAM: TEST 1 RLC Campus Room Academic 106 February 8, 2013 REVIEW: Test 1 LECTURE: Unit 2 - Abdelhak pgs (indexes and registries), (forms), (data quality management) Johns pgs , , (indexes and registries), , (forms), (data quality management) Handouts, DUE: Conversion of filing system DUE: Retention/retrieval project DUE: Copy machine project DUE: File room floor plan ASSIGN: Cancer Registry abstracts LAB: Lab Plate Review February 15, 2013 REVIEW: Assignments from 2/10 LECTURE: Continue Unit 2 DUE: RHIT interview paper SPEAKER: Judy McClure, CTR, RHIT (12:30 2:30) Marion VA Medical Center Cancer Registry February 22, 2013 LECTURE: Continue Unit 2 DUE: Cancer Registry abstracts DUE: Journal Reports REVIEW: RHIT paper LAB: Consolidation of Duplicate Accounts Demo

8 March 1, 2013 EXAM: TEST 2 REVIEW: Cancer Registry abstracts SPEAKER: Donna Young, RHIA, CCS (12:30 2:30) March 8, 2013 REVIEW: Test 2 DUE: ROI interview paper SPEAKER: Nickie Fuhrhop, RHIT, CHP SIH Chart Maxx system (9:00-11:00) LAB: VA CPRS system March 15, 2013 No class Spring Break March 22, 2013 LECTURE: Unit 3 Handouts on UB-04, ABN, RFI & RFP, Huffman, & Abdelhak 3 rd edition Abdelhak pgs , , Chapters 7 & 8 (& chapter 5 for reference) Johns pgs , , ASSIGN: UB-04 project REVIEW: ROI Interview paper March 29, 2013 No class Holiday April 5, 2013 LECTURE: Continue Unit 3 ASSIGN: Deficiency analysis project FILM: It s Everybody s Job, 14 min. LAB: McKesson Deficiency Analysis software April 12, 2013 LECTURE: Continue Unit 3 DUE: Journal Reports DUE: UB-04 project April 19, 2013 LECTURE: Continue Unit 3 DUE: Deficiency analysis project REVIEW: UB-04 project FILM: Keeping it Confidential, 17 min. April 26, 2013 EXAM: TEST 3 DUE: The Joint Commission project & Extra Credit REVIEW: Deficiency analysis project May 3, 2013 LECTURE: Personal Health Record, Abdelhak pgs , & Johns pgs , REVIEW: Test 3 & Semester tests for Final Exam LAB: HealthPort Release of Information software May 10, 2013 TEST: COMPREHENSIVE FINAL Review: The Joint Commission project