Perspectives Online Official Publication of the New York Health Information Management Association

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1 19 Aviation Road Albany, NY (518) Fax (518) Perspectives Online Official Publication of the New York Health Information Management Association Volume XVI Issue 1 August 2013 FROM THE PRESIDENT After you ve done a thing the same way for two years, look it over carefully. After five years, look at it with suspicion. And after ten years, throw it away and start all over. Alfred Edward Perlmant Greetings NYHIMA members! I hope this message finds you well and that you have been able to get out and enjoy your summer. I am honored that you have chosen me to serve as your President/Chair for the Association year. I am very enthusiastic to approach the challenges facing our association and I will definitely be seeking your help to continue to build on what we have already achieved. Our first Board conference call for the year was held on July 17, where we discussed some of the expectations we have of the Board members for this year: Demonstrate commitment to the mission, vision and strategic plan of NYHIMA; Present a positive professional image; Be a team player/collaborator work well with the Board and teams, foster trust among Board members; Adjust behavior to establish relationships with the rest of the Board and local leaders respect diversity and ensure all voices are listened to; Submit a quarterly report two weeks in advance of each board meeting. On July 12-13, Chris Harrington and I attended the AHIMA Leadership Symposium held at the Westin Hotel in Chicago. We heard a great keynote presentation by Lauro Maurer, a psychologist who talked about stress and taught us that the underlying causes can often be attributed to fear of the unknown. We also heard a keynote from Mary Byers who spoke about association leadership and changes in the fundamental thinking that nonprofits need to embrace in order to stay competitive. NYHIMA is currently experiencing some challenging times, with many changes happening at once. But one thing that has continued to remain the same in our association is the way we operate we do the same thing and we deliver the same services. Even though attendance for our education programs has decreased, we continue to operate and communicate in the same way we always have. According to Mary Byers, keynote speaker for AHIMA s Leadership Symposium, The average percentage of members who attend their association s Annual Meeting is 10-12%, and Associations need to recognize and accept that fact that 80% of their value for members now comes from 20% of their services. Things are changing all around us. What was working smoothly before may no longer be as easy and applicable in today s environment. The advancements in technology and our members needs have changed. We must look at how we operate our association; how we look at our member market; how we structure and how we deliver our educational programs. The resignation of our incoming President/Chair; the retirement of the Central Office s Training and Education Coordinator, and the expected retirement of our Executive Director in June of 2014, has been a wake-up call for us as an association. The Board is addressing these challenges and strategizing on getting us organized. Per the NYHIMA Bylaws, I assumed the duties of President/Chair on July 1, and have started reviewing the responsibilities of the Board, committees, workgroups, task forces, and liaisons. My plan is to hold conference calls with each of them to review how they work, their role and responsibilities in the work of the association, and to obtain a report of their accomplishments. A special election was held in July to select a President/Chair- Elect. Sandy Macica, MS RHIA CCS was elected and has joined the Board.

2 In July, Frances Scott, RHIA, NYHIMA s Treasurer/Finance Director, and I met at the Central Office with the Executive Director and George Casey, CPA, NYHIMA s bookkeeper, to conduct budget planning and begin preparing the budget for the year. The Board is looking for an efficient and economical way to manage our association services for us to be successful in today s environment. We need to find ways to help each other thrive and succeed against today s challenges. It is essential that we look to each other and work to pull together as an HIM professional community. I firmly believe that for our association to change we must research and adopt different approaches and methods. We need to focus on how we operate our association, how we look at our member market, and how we structure and deliver our programs and services, even if it means overhauling the Central Office operations. The Board has had the opportunity to listen to two presentations: 1. Ann Nowlin, RHIT, an independent contractor who manages several CSAs in the Midwest. She provided examples of how she operates remotely compared to how NYHIMA operates with its fixed physical location setting. Chris and I met with Ann during the Leadership Symposium for a preliminary discussion of the virtual office model and she participated in a conference call with the full Board to share her thoughts with everyone; and 2. Capitol Hill Management Services, a firm specializing in association management and non-profit development. They have been providing services to associations similar to NYHIMA for over thirty years. I will continue to update you on the progress of the Board discussions where we are and where we will be regarding a virtual office. Moving forward, it is very important that you keep us updated on your contact information. Be sure to verify/update your current address to ensure you don t miss out on important meeting and activity information throughout the year. We are working to having an exciting year in store ahead, focusing on bringing value through highquality education program content. The Education Committee, headed by Kathy Barry, RHIT, NYHIMA Education/Programs Director, has begun meeting to plan this year s calendar of events, including a focus on ICD-10 preparedness and implementation. It s the Board s hope that our members will get the most value possible out of their NYHIMA membership and that we can become more attractive to new members. As your President/Chair, I am here to make sure that your needs are being met. If there is anything that I can do to improve, please me at: If you would like to be a part of the exciting changes we anticipate by participating on a committee or in elected position, kindly let me know or contact any of the leaders listed on the website. Be sure to mark your calendar for the AHIMA 85 th Annual Convention in Atlanta, GA (October 26-30, 2013) and NYHIMA s 79 th Annual Conference in Albany (June 1-4, 2014.) I look forward to a successful year ahead and the opportunity of serving you once again. Keep in touch! Renato L. Estrella, MSHA RHIA FAHIMA NYHIMA NEWS NOTES Call for Volunteers NYHIMA is seeking a member to serve as our Physician Office Practice Liaison. The volunteer in this position serves as a resource for physician practice and billing issues and plays a vital role in submitting articles to update the membership on topics that affect physician health information and/or reimbursement issues. If you re interested or would like more information, please contact Renato Estrella, MSHA RHIA FAHIMA at: Get Involved... NYHIMA needs you and your skills to help make it a better association for all of us. Being involved provides benefits to you and your profession: Access to educational and skill enhancement activities, Networking and collaboration opportunities with other HIM professionals, and Writing and speaking opportunities. Contact Renato Estrella at the address above if you d like to learn more. AHIMA s Branding Campaign = A New Look for NYHIMA! The new design and layout of this newsletter is just the beginning of some exciting changes coming to NYHIMA and the Central Office. Watch your for more information as we roll out new initiatives and activities this year.

3 LTC Section News Tuesday is traditionally Long Term Care day at the NYHIMA Annual Conference. In order to prepare for this day, the LTC section Board meets monthly via conference call to select speakers and topics of interest to the Section members. The Board meets in person and conducts the Section s annual business meeting/open forum discussion at the annual meeting. The Board was installed by Renato Estrella at the Section meeting in Niagara Falls on Tuesday, June 11. This year s Board members are: Cindy Mykins, Chair Cindy Keller, Chair-Elect Cindy Aikens, Past Chair Diane Cohen, Secretary Kathie McClary, Elected Director Barb Gorenflo, Newsletter Editor. Expression of thanks are due to Cindy Alsheimer for her service as the Chair-Elect, Chair, Past Chair; and Diana Adam- Podgornik for her continued involvement and support. The LTC afternoon education breakout sessions presented by Dan Yuricic of IPRO (How Effective Collaboration Can Lead to Effective QI) and Karen Donovan from IM Solutions, Inc. (Minimum Data Set [MDS]) were very informative and valuable to LTC section members and other interested attendees. Donna Bishop (HIMANNY) was the winner of the section gift basket raffle. The Board will continue conference calls in the upcoming months to coordinate LTC initiatives and projects, and prepare for the 2014 conference in Albany. Diane E. Cohen, RHIA Secretary, LTC Section Board Our Members On the Move Barbara Gorenflo, RHIA (HIMAWNY) has taken the position of Director of Blocher Homes, an assisted living facility in Williamsville, New York. Anne Miller, RHIA Lorraine Kane, ms rhia (CNYHIMA) is the new director of the Health Information Program at SUNYIT effective August 19. Donna Silsbee, Ph.D. RHIA CTR CCS AHIMA NEWS NOTES Dream Big and Believe It s now time to interact with the AHIMA 2013 ballot candidates. The AHIMA Community is your opportunity to see where the candidates stand on various issues. The site is open through Friday, August 30, at 5:00 pm Central time. Any member or candidate may initiate discussion in the established topics. Topic Sections include: 1. AHIMA Ballot Candidates All Candidates 2. AHIMA Ballot Candidates President/Chair-Elect 3. AHIMA Ballot Candidates Directors 4. AHIMA Ballot Candidates CCHIIM Commissioner The topics in the Community will be open for comment until Friday, August 30 at 5:00 pm Central time. Polls open for voting on Tuesday, September 3 at 12:00 am Central time through Monday, September 23 at 11:59 pm Central time. Remember to Exercise Your Right to Vote! AHIMA LEADERSHIP SYMPOSIUM From towering skyscrapers overlooking sandy beaches, to renowned museums and twilight concerts in Millennium Park, Chicago is also home to AHIMA. The 2013 Leadership Symposium was held at the Westin Hotel in Chicago, on July 12 and 13. Many AHIMA volunteers, Component State Association (CSA) leaders, and delegates from across the country participated. NYHIMA was represented by Renato Estrella, MSHA RHIA FAHIMA, President/Chair and Chris Harrington, Executive Director, who attended the two day workshop focusing on leadership and governance. Highlights of the symposium included interactive workshops presented by acclaimed speakers Robert Maurer, Ph.D., author of One Small Step Can Change Your Life ; and Mary Byers, CAE, author of Race for Relevance, and presentations on environmental scanning and the future of healthcare. The breakout sessions and networking opportunities offered attendees the chance to connect with peers and colleagues while sharing common challenges and opportunities. Breakout Sessions The objectives of the interactive breakout sessions were to strengthen attendees skills and knowledge in key areas. These breakout sessions included such topics as member communications; managing association finances; student recruitment; and how to lead a CSA in leadership roles like president, treasurer and delegate. The conference was exceptional with participation of HIM leaders from across the country in the grand ballroom informed and engaged.

4 Core Service Achievement Awards The CSA Core Service Achievement recipients were announced during the symposium. The purpose of these awards is to recognize excellence in CSA efforts, as well as provide state associations with information and ideas to apply to their individual state efforts. This year, we were not able to submit nominations; however, we will try to participate for next year. AHIMA Coming Alive Online AHIMA s Community of Practice (CoP) is getting a new look and name: Engage Communities. According to AHIMA, Engage is leaner, more agile and collaboration friendly. The communities are arranged by HIM domains; provide an easy way to connect with peers; contains a public forum open to public; and integrates with LinkedIn so you can import information to your Engage user profile. The site will have private communities for volunteer committees and members-only communities. Beta testing is now being done; rollout is scheduled for September, with the new Body of Knowledge (BOK) launching in October. Environmental Scanning Patty Thierry Sheridan, MBA RHIA FAHIMA led the session on Environmental Scanning and Strategy for the CSA s. The scan process provides an insight to and information about market forces that currently affect or may affect the HIM field helps in identifying emerging opportunities, threats and concerns. Information collected through the scan can then be used to feed into the strategic planning process Ballot Candidates Announced This year s theme is Dream Big: And Believe. The Nominating Committee announced the 2013 Ballot as follows: o President-elect: Cassi Birnbaum, William Kelly McLendon, and Diann H. Brown-Smith; o Seven (7) directors; and o Two (2) CCHIIM-HIA Educator Commissioners for the Commission on Certification for Health Informatics and Information Management. Interaction with the ballot candidates on the AHIMA Community will be on August 19-30, Polls will be open Sept. 3, at 12:00 am Central time thru Sept. 23, at 11:59 pm Central time. Watch for the candidate s brief bio, position description and photo in the September Journal of AHIMA. Lessons Learned There were many things I learned from attending the Leadership Symposium this year: ideas on how to lead and manage the future; looking at the out-of-date practices in our association; and sizing the Board composition for effective decision making. Today s association is no longer as effective as it was before. There are so many challenges and opportunities for improvement, such as decreased volunteer time availability and a significant drop in webinar education programs participation. The rapid advances of technology and our members needs have changed. The one thing that never changes is we still practice and operate in an obsolete, traditional way. We do the same thing and deliver the same services over and over again. But the train has left the station. For our association to change we must adopt different approaches and methods, focus on how we operate our association, how we look at our member market, and how we structure and deliver programs and services even if it involves overhauling our governance and operations. Renato L. Estrella, MSHA RHIA FAHIMA CAHIIM PROGRAMS NEWS NOTES Long Island University, Post Long Island University, Post has a new HIM educational team. Program Director Lynda, MBA RHIA and Assistant Professor Rachel Cloward, MS MBA RHIT are dedicated to maintaining the quality of this long-running CAHIIM-accredited baccalaureate degree program. Long Island University, Post is also one of very few schools to offer the post-baccalaureate HIM certificate program. This certificate program will enable HIM professionals and other individuals that already hold a baccalaureate degree the opportunity to earn an RHIA credential without spending three to four years getting another degree. All HIM courses for both the certificate and the degree program are completely online, offering students greater flexibility if they are working or have other commitments that do not allow them to attend traditional classes. Lynda and Rachel are working to provide the most current online educational experience while maintaining a personal connection to each of their students. Personal time with instructors is just a phone call or an office visit away for any HIM student. Study groups and workshops are available even to distance students with Adobe Connect online meetings or Skype. Both Lynda and Rachel are dedicated to continuously updating and improving all the HIM online course offerings, making sure that all the

5 information on each topic is backed with the most current articles, white papers and videos, as well as using the most up-to-date online educational tools to present the material. With the full support of the LIU Post administration, the HIM offerings and the online learning experience are expected to remain on the cutting edge. Program Director Lynda Smith has been working hard to increase interest on Health Information Management among incoming freshmen and adult learners that already hold a baccalaureate degree. The HIM educational team has attended annual meetings of LIHIMA, HIMANYC, SENYHIMA, NYHIMA and NJHIMA as exhibitors to promote HIM programs. Lynda also attended the 2013 AHIMA Assembly on Education Symposium/Faculty Development Institute and has been active in developing and promoting Long Island University s academic programs to increase the skill set and expertise of health information professionals. For more information about LIU Post s online HIM program, please visit: Lynda Smith, MBA RHIA SUNY Institute of Technology Lorraine Kane, MS RHIA is the new director of the Health Information Management program at SUNY IT effective August 19. Lorraine replaces Dr. Donna Silsbee, Ph.D. RHIA CTR CCS who will remain a member of the program s full-time faculty. Lorraine has 31 years of teaching experience in the program. She recently attended the AHIMA Assembly of Education Annual Summer Symposium in Baltimore, MD. The SUNYIT program is currently one of only two CAHIIM-accredited programs in New York State for baccalaureate-level HIM education. The program is open to freshmen and transfer students. Professional courses are offered in an online format. New students are admitted for both the Fall and the Spring semesters. For additional information, visit him/. NYHIMA CODING ROUNDTABLE NEWS NOTES Donna Silsbee, Ph.D. RHIA CTR CCS What are Coding Roundtables? O Purpose: To promote discussion among coders and clinical documentation specialists. This includes hospital inpatient and outpatient, physician offices, clinics, nursing homes, and all the ancillary services that utilize any coding classification system. O Goal: To assist each other in finding answers and staying compliant and to broaden our coding knowledge. How Do We Get the Discussion Started at Your Local Association? As the Coding Roundtable Coordinator for NYHIMA, I would like to work with each of the local education coordinators and Coding and Data Quality Chairperson to begin coding discussions at the local level. These events can be formal education programs; informal coffee chats on a Saturday morning or after work; discussions on LinkedIn, etc. I will be reaching out to each of the locals in the next several months to begin these conversations. Coding News CMS released the FY2014 Inpatient and SNF Payment Rules final rule on August 4, The following are some of the highlights from the final rule: O Readmissions Reduction Program: The maximum payment reduction will be increased to 2% as required by law depending on hospital s performance on key readmission measures. Hip and knee surgery and COPD will be added to the list of conditions used to determine the reduction effective in FY2015. O Admission and Medical Review Criteria for Inpatient Services: The final rule modifies CMS s policy on how Medicare Contractors review inpatient hospital admissions for payment purposes. A physician can admit to as an inpatient (Medicare Part A service) if: 1. the physician expects the patient to require a stay that crosses at least 2 midnights, and 2. he/she admits the patient to the hospital based upon that expectation. The final rule specifies that the timeframe used in determining the expectation of a stay surpassing 2 midnights begins when the patient starts receiving care /services at the hospital to include the ER and observations services. The inpatient stay, however,

6 does not begin until the admit to inpatient status is documented. The time in the outpatient units may be used to determine if it is reasonable and generally appropriate to expect the patient to stay at least 2 midnights. O Part B Inpatient Billing in Hospitals: For claims discharged on or after October 1, 2013, and are denied Medicare Part A as medically not necessary, the final rule allows payment to the hospitals for additional inpatient services under Medicare Part B. The rule also allows payment for inpatient services under Medicare Part B if the hospital performs a postdischarge self-audit (utilization review) and determines that the patient should not have been an inpatient admission. Leslie C. Slater MS RHIA Sources: MLN Connects Provider enews and CMS Fact Sheet CMS Finalizes FY2014 Policy and Payment Changes for Inpatient Stays in Acute-Care and Long- Term Care Hospitals (August 2, 2013) available on the CMS Website. Copy and paste the following URL into your web browser to access: /MediaReleaseDatabase/Fact- Sheets/2013-Fact-Sheets- Items/ html

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