MHIMA Uplink

Welcome to the March 2010 issue of our MHIMA member e-newsletter, Uplink, now a monthly publication.

We're always interested in articles that are of interest to our broad MHIMA membership. Your article should be no longer than 500 words, and you receive two (2) CEU credits for your work. Contact Executive Director.

Current and past issues of our e-newsletter are available under the UPLINK E-NEWSLETTERS button on our website.

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President's Message
Steph Luthi-Terry

Welcome to “almost Spring”. March is doing its typical “spring tease” luring us into thinking that Spring is here as the snow recedes from the lawn and roof, robins are starting to sing, trees are starting to bud (yes, really) and water is trickling out of the downspouts. I’m just waiting for that next snow storm before putting the snow-thrower away for the next 6 months.

This time of year not only represents change in our Minnesota weather but also pending changes to occur in MHIMA and to HIM professionals. In the next several weeks, you will be presented with a ballot of nominated candidates for elected positions to the MHIMA Board of Directors. Positions for President-Elect, Secretary, Delegate Directors (2) and Audit Committee are on the ballot this year. I’d like to thank each and every candidate who has stepped forward and agreed to have their name placed on the ballot. There is significant responsibility as a member of the Board. Collectively, we represent the MHIMA members who have entrusted us to set forth a strategic vision, be the “voice” for HIM professionals and organizations across the state in a variety of venues, exercise financial stewardship that allows the organization to continue with successful growth. While every name on the ballot will not be elected (there are only so many positions, after all), it is my hope that everyone on the ballot continues to volunteer. Our strength lies in the collective vision, voice, knowledge and ability to engage our peers. Good luck to everyone! Active members: don't forgot to VOTE when you receive the ballot. Every vote counts!

Change has also arrived in the form of Recovery Audit Contractors (RAC). Several organizations have started to receive small numbers of RAC letters in the form of DRG validation audits. We have all been preparing for this audit process over the last many months. While the initial numbers of requests are smaller than anticipated, it is realistic to understand that the RAC will be ramping up gradually as they understand their audit analysis and response capability. I would encourage each of you to read Rita Bowen’s message in the March, 2010 Journal of AHIMA on “Managing Audits Effectively”. Rita speaks to “showcasing” the HIM professional’s skills and the many opportunities that await us.

Our legislative team has been busy monitoring the Minnesota legislative activities. While GAMC has been “rescued” in some form for the very poorest and needy of our patient community, the impact to our healthcare organizations will be significant. This has been an appropriately focused priority of our legislators. Over the next several weeks of this legislative session, I would anticipate a significant amount of discussion in Minnesota around HITECH and workforce. Take some time and read the HITECH legislation introduced last week – there is significant impact to the HIM professional. Please make time to talk with the appropriate policy leaders in your organizations and be open to opportunities that may be present.

I’d like to give a word of appreciation again to our volunteers who have presented, or who will be presenting, webinars on behalf of MHIMA. We have had very positive response from our members on the accessibility, format, cost, length and format of the webinars. We have also been approached by another professional organization to consider developing content for their members! An excellent opportunity for MHIMA! If you have suggestions for future topics, please forward these to Myrna Wells-Ulland.

As I look forward to April, I am very excited about our annual meeting and program “Celebrate Our Past; Lead into the Future”. Congratulations to the Annual Meeting Committee and the outstanding program content and speakers. Our annual meeting program content is stellar, with forward looking information and industry leaders providing insight and shared lessons. I look forward to seeing you at the Northland Inn in Brooklyn Park, MN April 28-30.

2010 MHIMA Annual Meeting and 2010 LTC Spring Meeting

Our 75th Annual Meeting and Educational Conference is less than 2 months away. Come join us as we "Celebrate Our Past; Lead Into the Future" during this special diamond anniversary of our state association at the Northland Inn April 28-30, 2010.

To view or download the MHIMA Annual Meeting program of events, Click Here.

To register as a MHIMA Annual Meeting attendee, Click Here.

This year we welcome the AHIMA LTC Practice Council to its 2010 Spring Meeting, held in conjunction with our annual meeting at Northland Inn on April 28-29. This meeting is packed full of relevant information for anyone working in LTC and is open to AHIMA or MHIMA members and non-members.

To view or download the LTC program of events, Click Here.

To register as a LTC meeting attendee, Click Here.

Remember, the Early Discount registration deadline for both events is March 29, 2010. Registrations postmarked after March 29 will pay the "late registration fee." All registration payment must be received prior to attending the meeting.

Coders: we welcome James Kennedy, MD, CCS to lead our Coding Education session on Friday, April 30th. His presentation is titled "Compliant Physician Queries: Bridging the Gap Between Coders and Providers in Clarifying Illegible, Incomplete, Unclear, Imprecise and Conflicting Documentation." The target audience is coding professionals and managers, clinical documentation specialists, quality managers, compliance officers, case managers, physician advisors to HIM, and medical directors and officers. Dr. Kennedy will review literature-based disease definitions, ICD-9-CM coding rules, and pertinent Coding Clinic advice as it relates to many problematic disease entities, such as sepsis, acute renal injury, acute and chronic respiratory failure, altered mental states and their etiologies, heart failure, shock, pneumonia, anemias, pancytopenias, diabetes and many others, and then apply these to currenty available diagnosis-related group methodologies. Dr. Kennedy says, "learn how to talk to your doctors using their own literature. Invite your facility's medical director or physician advisor for this session; he or she will not regret it."

Lunch & Learn Webinars
MHIMA Audioconference/Webinar Education

MHIMA continues its audioconference/webinar series! Dial directly into these live presentations from your work environment. No travel required! Fit as many colleagues as you can into a room with a speaker phone and an internet connection. Your call is a toll-free number.

All sessions are from 12 noon to 1 pm and earn one (1) CEU for each attendee at each connection location. The registration fee of $49 for MHIMA/AHIMA members ($89 non-members) covers all the staff you can invite on one phone line/internet connection. Multiple phone lines require a separate registration for each line.

The next webinar topic and date:
"Get Ready...Get Sets...Code!, a webinar on ICD-10, on Thursday, March 25, 2010, at 12 noon. Presenter is Gina Sanvik, RHIA, Product Manager, HIM Solutions, for QuadraMed.

Registration Deadline: All registrations for the ICD-10 Coding Webinar must be received in our office by 5 pm on March 19, 2010.

To download the ICD-10 Coding webinar flyer, Click Here.

To register securely online for the ICD-10 webinar, Click Here.

Interested in viewing the ICD-10 Webinar but can't attend on March 25th? We will be recording this webinar for a limited time distribution (at the same $49 for a one-time connection) following the live presentation. Contact MHIMA Executive Director for details.

Great News! We've added an additional webinar to our Lunch & Learn series: "Clinical Decision Support: Another Great Opportunity Awaiting HIM Talent" on Friday, April 9, 2010, presented by Jeanne Solberg, MA, RHIA, Independent HIM Consultant for Solberg Solutions, Inc.

To download the CDS webinar flyer, Click Here

To register securely online for the CDS webinar, Click Here.

Registration deadline for the CDS webinar is April 2, 2010.

Four days prior to the webinar you register for, you'll receive an email containing instructions on how to download the presentation material for the conference, the codes to access the website and the conference call, and CEU information for everyone attending at your site.

Cancellation: Registration fees, less a $15 cancellation fee, are refundable if notice is received five (5) working days before the program date.

Key Health Alliance is MN/ND's Regional Extension Center for HIT

On February 16, HHS Secretary Kathleen Sebelius announced that Key Health Alliance, a MN based partnership of Stratis Health, the Rural Health Resource Center, and The College of St. Scholastica, was awarded a $19 million grant to serve as the new federally designated Regional Extension Assistance Center for Health Information Technology (REACH) for Minnesota and North Dakota. These efforts will assist the adoption of EHR in rural clinics and hospitals. To download and read the full announcement, Click Here.

There are great positions opening up within the REACH, and here's a link to them on Stratis Health's website. According to Shirley Eichenwald Maki, the timeline for hire is short, with interviews anticipated to begin as early as March 15th.

MHIMA Members in the News!


Susan Koering

Shirley Eichenwald Maki

MHIMA extends its congratulations to the following active members:

Susan Koering, MEd, RHIA, CTR, Manager of the Oncology Registry at Park Nicollet Methodist Hospital/Frauenshuh Cancer Center - Minneapolis, will be installed as President of the National Cancer Registrars Associaton (NCRA) in Palm Springs, CA on April 23, 2010. Susan has served on the NCRA Board as Vice President, Professional Development Director, Advocacy and Technical Practice Director, and Treasurer. She's a graduate of The College of St. Scholastica.

Shirley Eichenwald Maki, MBA, RHIA, FAHIMA from The College of St. Scholastica has been named one of the "Top 10 in HIM" by ADVANCE for Health Information Professionals. According to the February 2010 issue of ADVANCE, this recognition honors the best of the profession, professionals who embody the dedication, commitment, work ethic and initiative so critical to the success of the industry. Shirley describes herself as an educator at heart, has been a leader in our profession since her graduation from CSS, and has won numerous awards and recognitions at both the state and national level. Currently, she's involved in several research efforts involving EHR implementations in rural health care facilities.

Congratulations to both Susan and Shirley from MHIMA!

Professional Practice Experiences (PPEs)
Carolyn Gaarder, RHIA, MLA

Professional Practice Experiences (PPEs): The Good, the Better, and the Ugly

Just the name change for clinical affiliation, directed practices, internships to PPEs denotes big changes in this whole segment of HIM education.

THE GOOD
The number of CEUs awarded to colleagues who have served as a PPE facility supervisor for a student has changed. The old award was 2 CEUs. In a message from Bonnie Petterson, chairperson of the Commission on Certification for Informatics and Information Management (CCHIIM), the new award is 5 CEUs for supervising a PPE student with a maximum of 10 per the supervisor’s recertification two year cycle. Also, others working with the student during PPE will be awarded 1 CEU for every 60 minutes of direct contact with a maximum of 10 CEUs per recertification two year cycle. Great news!

Next month the Uplink will publish the names of recent facility coordinators and they will be recognized at our 2010 Annual Meeting. It will be another way to say "thanks."

THE BETTER
More structure. There have not been solid guidelines or structure to the PPEs in the past. Even the amount of days varies from program to program. On my arrival at my new job as program director, I was greeted by a very angry student who had just finished her three week PPE as a file clerk at some hospital in CA. She was mad at the hospital, the program, our profession, and me just because she had no one else at hand to be mad at. Perhaps I shouldn’t tell war stories but a few years ago I asked a nameless transfer student about her first PPE completed while a student in a nameless program. She said her PPE was arranged at a hearing aide clinic. When she walked in the door for her first day, the hearing aide office person left on vacation.

AHIMA is now focusing more attention to the elements that make up a quality PPE. The days of quantity first are over. AHIMA also realizes that the very structure of HIM departments has changed. More and more employees are working from home, leaving less employees to work with students. Also, many departments are in the midst of major EHR conversion activities which adds to the shorthanded situation. AHIMA does realize that, in many cases, programs must be more creative and offer some hybrid PPE components, such as virtual assignments. However, in the Commission on Accreditation for Health Informatics and Information Management Education ( CAHIIM) View Winter 2010, there is a more clear definition of the expectations of the PPEs. While CAHIIM agrees that some aspects of PPEs can be hybrid and include elements of virtual aspects, the Interpretation of Accreditation Standard V.E. 1 states “ that no graduate of an accredited HIM program should enter the healthcare work place without having experienced health information management practice in some way at an actual work site." In fact, in 2011, programs will have to include evidence of on-site PPE components in their mandatory annual reports.

I agree. I would not want a surgeon who had only read about how to perform an appendectomy to remove my appendix, thank you. But still that report does lead to the ugly reality of the need to find enough quality PPE sites.

THE UGLY
I have also felt very lucky in finding colleagues who were willing to serve as facility coordinators, but so far this year it is not going well. My requests have been turned down numerous times and I respect those decisions when it involves a facility being short staffed or a major conversion is going on. It would not be a good time to have a student involved when the stress level is running high in the HIM department. My discouragement comes from not having my phone calls returned while I have students stressed out and clamoring because there are no plans developing. Please understand the dilemma of the HIM programs to provide PPEs so students can graduate. We are trying our best to produce top quality future professionals. Oh, dear, does anyone know of a hearing aide clinic who has an office person in need of a vacation?

Student Corner

Are you an HIM student interested in gaining knowledge, building a broader peer network, getting some "real world" experience, building your confidence as you approach entering this profession? Following are ideas from HIM educators and working professionals to channel that interest:

The word "volunteer" jumps out at interviews and experience is experience, whether it is paid or unpaid. So, consider volunteering! Contact a medical facility's volunteer office and let them know of your interest. Any experience in a medical facility is good as it always gives you an opportunity to see the big picture of what goes on behind the scenes. Typically, volunteer activities are very structured and may involve some training (such as confidentiality, safety, etc.). Hours are usually documented and on file for future reference. Ask to volunteer in the HIM Department!

Get involved! Become a student member of AHIMA, which then brings you to MHIMA if you choose Minnesota as your affiliated state. Participate in various committees, for example, the Annual Meeting planning team.

Join AHIMA's Student CoP and explore mentorship opportunities within AHIMA.

Get involved at a regional level. Attend your region's meetings.

Attend the MHIMA Annual Meeting. You'll discover many networking and educational opportunities.

Establish or become a part of the student HIM organization at your school.

Set up informational interviews with various HIM professionals, over the phone or in person.

Don't limit yourself! Apply for a job that sparks your interest even if you don't have much experience.

Don't forget social networking! AHIMA is on Facebook and Twitter. Use these formats to make connections and learn what's happening in the field. Ask questions! Just be mindful that what's on your site may be discoverable by future employers.

Talk with your HIM instructors about creating opportunities within the facilities in your area, such as "Projects for Practicum." This would be projects submitted from HIM Directors to your school and perhaps assigned on a first-come, first-served basis or determination of a good fit. The projects may involve filing, scanning, or anything that would provide hands-on experience for the student!

Thanks to Carolyn Gaarder, Cindy Glewwe, Diana Warner and Megan O'Neill for these tips!

Upcoming Regional Meetings

Region F (Southeast/Rochester area) will hold its Spring Meeting on Wednesday, April 21, 2010 from 8 am to 3:30 pm at Rivers Edge Hospital and Clinic, 1900 North Sunrise Drive, St. Peter, MN 56082. Watch the MHIMA website calendar for information on the agenda and registration.

Region A (Northwest) will hold its Spring Meeting on Thursday, May 13, 2010, from 8 am to 4 pm at North Country Regional Hospital in Bemidji. Contact Tracy Ware or call 218.333.5531.

MyPHR Workshop at MHIMA Annual Meeting

AHIMA has a new PHR campaign. If you have not seen it, check it out at MyPHR. They have done an excellent job on this website and campaign.

Currently, we are looking for people who might be interested in becoming a PHR presenter in local communities. Organizations who welcome presentations include public health, senior citizen organizations, community education programs, etc.

We will be holding a training session on Friday morning (8-11 am) at our Annual Meeting on April 30th to "train the trainers." If you've previously been trained on presenting the PHR information, you should attend this session. Never been trained? This is your opportunity! All of the materials have been updated and there is no additional fee to attend this session beyond your MHIMA Annual Meeting registration fee. Space is limited, so indicate your interest on your 2010 MHIMA Annual Meeting registration form. Already sent in your registration form and would like to come to the training? Contact MHIMA Executive Director.

If you would like more information about the new PHR campaign, please contact Carolyn Gaarder.

Sample Notice of Privacy Practices

Last month, we published a sample Notice of Privacy Practices for use in Minnesota that was missing just a bit of information. Here's the link to the updated form Click Here to Download. This sample applies to both inpatient and outpatient settings.

If anyone has developed a NPP that includes both MN and WI applicable state laws, we'd love to see it, and share it, if possible. Questions? Contact Chris Bushaw

MHIMA 2010 Silent Auction

The MHIMA Silent Auction will once again be held during our Annual Meeting and we need auction items!

This is a great opportunity to gift items to our Silent Auction event, as well as bid enthusiastically for these items when the auction opens on Thursday morning at our meeting. For your convenience, we included a 2010 Silent Auction form in your Annual Meeting program mailer. You can also download it from this link: Silent Auction Gift Form.

Remember, all proceeds from our Silent Auction benefit our MHIMA Scholarship Fund, which provides financial support to deserving students completing their HIM education.

AHIMA 2010 Ballot is Announced

Jeanne Solberg, MA, RHIA: is on the 2010 AHIMA ballot for a Director for the AHIMA Board of Directors! Jeanne is an independent HIM consultant with Solberg Solutions, Inc. She serves as an adjunct faculty member with The College of St. Scholastica's master's program in HIM and teaches Decision Support Systems. She's been very active in MHIMA and is one of our past presidents. The AHIMA Candidate CoP will be open May 24-June 4th and polls will be open June 7-June 25. Watch the June "Journal of AHIMA" for information about Jeanne, and all of the nominees. Mark your calendars to vote in the AHIMA election!

Congratulations, Jeanne!

Health Information Privacy & Security Week April 11-17
AHIMA's Health Information Privacy & Security Week will be celebrated April 11-17, 2010. This year's theme: "United in Mission to Protect Health Information." For information about a free planning kit, Click Here.

2009 MHIMA Legal Resource Manual

The 2009 Legal Resource Manual is now available for purchase! The Manual is a complete update of the 2007 version and includes the laws and rules that address the majority of issues that may arise with respect to health information practice. There are many new updates in every chapter. As one member states, "This is truly a valuable resource for anyone that works with health care." It's a compilation of best practices and experience of HIM professionals and the facilities they represent in Minnesota and has had legal review.

There will not be an update to the Legal Manual in 2010. The next full update is planned for the Spring of 2011. In the interim, significant changes in topics in the Manual will be posted on our website under the Legislative Updates button.

All HIM Departments should have this Manual. It's available on CD only and can be purchased from the MHIMA website's main page. Order your manual today!

MHIMA Job Bank

Are you seeking a job? Are you an employer looking for a potential employee? Is your facility looking for someone with a skill set of MHIMA members? Be sure to check out the MHIMA Job Bank Network on our website. Here, you'll find information about registering as a "Job Seeker" or as an "Employer". New positions are posted frequently, so check us out often!

Job Seekers: There is no fee to register.

Employers: Job posting fees are very reasonable and reach all of our MHIMA membership. E-blasts of job announcements are also available.

Click Here to visit the MHIMA Job Bank.

MHIMA Coding & Data Quality Coding Roundtable Tool Kits

The MHIMA Coding & Data Quality Committee has created several toolkits for use by MHIMA members to support coding education and discussion in your facilities and at your regional meetings. There is a general "Do It Yourself" PowerPoint tool kit giving you the guidelines to set up a coding roundtable.

Additional tool kits on specific topics that have been developed to-date include Interventional Radiology, E&M, Heart Failure, newly updated Present on Admission (POA) and Aftercare vs Follow Up.

All are available on the Coding and Data Quality button on the MHIMA website. Watch for additional toolkits as they are developed!

And a reminder about your general coding questions: You are encouraged to use AHIMA's Coding CoPs for coding related questions. There is a general coding CoP community for coders as well as several for specific coding areas. These CoPs are a great resource for submitting coding questions and participating in the discussion threads surrounding the questions of others. To participate in these CoPs, Click Here.

Coding Audioseminar CDs Available

Looking for CEU opportunities at low cost? Consider the MHIMA coding audioseminar rental library. We have several CDs available and each is worth 2 CEUs. Here are some of the comments from folks who have rented the CDs:

Coding Interventional Radiology Services: "excellent preentation"

Coding for Cardiovascular Procedures: "excellent discussion with pertinent, helpful Q&A"

Coding Kidney Disease & Treatment: "helpful; well presented"

Coding for Diabetes: "excellent presentation with great examples"; "great information"

Present on Admission Reporting: "presentation is well done; good use of examples"

For more information, visit our MHIMA Store on our website and scroll down to the ordering information on our audio CDs.

AHA Has Moved

The American Hospital Association (AHA) is moving on March 11th. Their new address wil be 155 North Wacker Drive, 4th Floor, Chicago IL 60606-1725. Phone numbers will not change.

The fax number for requesting coding advice remains at (312) 422-4583.