2. • Overview of the facility:
Fairview
What is the facility name, address, telephone number?
What type of healthcare delivery system is the facility?
Who is the Chief Executive Officer?
If the facility is a hospital or residential care facility, what is the daily
census? Number of beds (adult and children)?
Is the facility accredited by the Joint Commission or other accrediting
organizations?
3. What is the facility
name, address,
telephone number?
• Fairview Billing
(Hospitals and Clinics)
400 Stinson Blvd. NE
Minneapolis,
MN 55413
• Business office:
612-672-6724
888-702-4073 (toll free)
4. What type of healthcare delivery
system is Fairview?
Fairview Health Services is an award-winning nonprofit health care system based in Minneapolis
which provides exceptional, coordinated health care—from preventing illness and injury to caring for
the most complex medical conditions.
Fairview has a more than 100-year history of meeting community needs and achieving breakthrough
medical advances in care. We are committed to delivering great value for our patients—higher
quality, better experience and lower cost.
In partnership with the University of Minnesota, Fairview is an academic health system committed to
nation-leading research and educating tomorrow’s physicians and health care professionals. We
serve patients from across the state of Minnesota, the upper Midwest and beyond.
In addition to our employed physicians, we work closely with the academic physicians at University of
Minnesota Physicians and with Fairview Physician Associates, a network of independent, affiliated
physicians.
5. Who is the Chief
Executive
Officer? Rulon F. Stacey,
PhD, FACHE, president and
chief executive officer
As Fairview president and CEO, Rulon oversees the mission, vision and
operations of the entire Fairview system, which includes hundreds of
primary and specialty care clinics, five community hospitals and
University of Minnesota Medical Center. Fairview’s 21,000 employees
and 2,300 aligned physicians care for more than 625,000 people each
year.
Rulon’s entire professional life has been devoted to health care. He
began his career while serving on active duty in the United States Air
Force, where he was recognized for his achievements in the Medical
Service Corps. In 1996, he became CEO of Poudre Valley Hospital
System, where he worked for 16 years. Under his leadership, the
system was the only health care organization in the country in 2008 to
receive the prestigious Malcolm Baldrige National Quality Award, the
nation’s highest presidential recognition for performance excellence.
Most recently, Rulon was president of University of Colorado Health, a
system that combined academic and community medicine.
6. Fairview at a glance (2013 data)
If the facility is a hospital or residential care facility, what is the daily census?
Number of beds (adult and children)?
Fairview at a glance
(2013 data)
21,000+ employees
2,300 aligned
physicians
7 hospitals & medical
centers
2,530 licensed beds 1,475 staffed beds
40-plus primary care
clinics
55-plus specialty
clinics
53 senior housing
locations
30-plus retail
pharmacies
Volumes
5.87 million
outpatient
encounters
1.54 million clinic
visits
72,291 inpatient
admissions
74,905 surgeries 9,229 births
167,837 emergency
department visits
9,808 behavioral
inpatients served
285 blood and
marrow transplants
319 organ transplants
7. Affiliated physician
organizations :
@ Fairview
Behavioral Healthcare
Providers
Fairview Physician
Associates
University of Minnesota
Physicians
8. Is the Fairview, accredited by the
Joint Commission or other
accrediting organizations?
Yes, please find the link to the Joint Commission for your review of
Fairview’s Credentials,
http://www.qualitycheck.org/consumer/searchresults.aspx?nm=Fairview+
&ddstatelist=MN&st_nm=MN&st=MN
9. Frequently Asked Questions
Fairview System Credentialing Office
GENERAL QUESTIONS
What is credentialing?
Credentialing is a term that usually encompasses two separate
processes: credentialing and privileging.
Credentialing:
Primary source verification of a health care practitioner’s education, training,
work experience, license, etc. A variety of resources are used to verify the
information involving direct communication from the educational and
training institutions, past and current hospital affiliations and employers, peer
reference letters, certification boards, licensing agencies and other sources.
Privileging:
Granting approval for an individual to perform a specific procedure or
specific set of privileges based on documented competence in the
specialty in which privileges are requested.
10. Frequently Asked Questions
Fairview System Credentialing Office
Who is credentialed?
Each individual working in the hospital or clinic setting must be either: 1) credentialed through a Fairview
medical staff process; or 2) employed by Fairview through a Human Resources process. Therefore, an
individual must be credentialed, if not employed by Fairview.
Practitioners who are independently responsible for patient care by virtue of their license and hospital
authority must be credentialed even if they are employed by Fairview. Licensed independent practitioners
who must be credentialed regardless of whether they are Fairview employees or not are physicians, dentists,
certified nurse midwives, podiatrists, nurse practitioners, physician assistants and psychologists.
Why does Fairview credential?
Fairview, like other health care organizations, is legally responsible for knowing that individuals providing
patient care are qualified and competent to do so. Over the past 30 years there have been multiple legal
cases where hospitals were held accountable because they had not done adequate credentialing.
The Joint Commission, The Centers for Medicare and Medicaid Services (CMS), National Committee on Quality
Assurance (NCQA), Minnesota Department of Health and Human Services and other oversight organizations
require that members of the medical and allied health staff be credentialed and privileged before working in
the facility.
11. Questions about the HIM professional:
What is your job description? What work experience or education have
you had to prepare you for this job?
What are your department’s hours of operation?
How are weekends and holidays staffed?
What provisions are there for credentialed employees to obtain continuing
education yours and what is the facility’s philosophy on involvement in
HIM professional association events?
12. What is your job description? What work experience or education have you
had to prepare you for this job?
I was assigned to the Robyn Socha Hanson, as she reports directly to the HIM
System Director Pat Gastonguay. Robyn discussed with me her education and
background in private. Robyn, works in a wide variety of dual roles, as on of her
roles she serves as a Registered Healht Information Administrator.
HIM System Director
Pat Gastonguay
FMG HIM
Optimization Staff
Lisa Garrity
HIM Compliance
Coordinator
Robyn Socha Hanson
13. Health Information Hierarchy
First level:
• HIM System Director:
Pat Gastonguay
• HIM Compliance Coordinator
Robyn Socha Hanson
• FMG HIM Optimization Staff
Lisa Garrity
14. What are your department’s hours of operation?
In meeting with Robyn we discussed both the schedule and the expectations.
The First exception was the completion of the internship orientations as they
were provided in the format of an on-line presentations via the Fairview’s
Intranet site.
As the on-line presentations were both video as well as interactive.
Discussed the Fairview Mission and Goals process.
Safety As well as Patient Safety
. Business hours Monday through Friday 8-5pm.
15. What are your department’s hours of
operation
Robyn also provided the HIM Departmental Chart,
Chain of Command. As well Robyn also discussed
with me the expectations regarding the coding
testing project and the various protocols involved
in the process.
She orientated me a to the on-line log-in process
regarding this particular testing and as well the
various on-tools and resources that were to be
utilized in this process, specifically the 3m
Decoder,
as well as the Patient Record and documentation
along with the reference point the Excel Spread
Sheet and where these resources were located
within the Fast Apps log-in.
Robyn also trained me in the use of the 3M
Electronic encoder within Fairview’s EMR/Epic.
16. How are weekends and holidays staffed?
As for staffing of the weekends this information was provided in the
Hierarchy chart of the Health Information Management Structure,
Evening/Night/ and Weekend Supervisor, UMMC East Bank,
Ragu Karmacharya.
17. Admissions, Registration, Health Record
Storage/Retrieval/Retention and Health
Information Systems:
Description of the confidentiality, ethics, and accuracy mandates.
1PM – 1:30PM – Meet with Lois Dahl, Director of Information Privacy.
In meeting with Lois Dahl we both shared our professional backgrounds such as education and
working experience’s. In our conversation we also shared some personal experiences. As Mrs.
Dahl did provide a real time examples of past experience regarding Data Breaches what
necessary steps that she had to take in at dealing with the issue such as the action plan, as well
she also discussed with me some of Fairview’s Policies and protocols along with HIPPA Guidelines
in taking action on matters of Data Breeches. Mrs. Dahl discussed the organizational chart with me
within Fairview’s Health Information Systems.
18. Admissions, Registration, Health Record
Storage/Retrieval/Retention and Health Information
Systems:
What is the mission, philosophy, objectives of the facility?
At Fairview Health Services, we care for our patients and their families in ways
that honor our mission, vision and values. Each of us at Fairview follows a
high ethical standard of conduct. Together, we are dedicated to fulfilling
our role as a responsible corporate citizen. As we strive each day to fulfill our
mission, achieve our vision and live our values, we are supported by our
Corporate Compliance Program.
The Code of Conduct is based on our mission, vision and values and provides
information about our standards of behavior. The code also lets employees and
others who interact with Fairview.
19. What guides us….Fairview
Mission
To improve the health of the
communities we serve. We commit our
skills and resources to the benefit of the
whole person by providing
the finest in health care, while
addressing the physical, emotional and
spiritual needs of individuals and their
families. We further pledge
to support the research and education
efforts of our partner, the
University of Minnesota, and its tradition
of excellence.
Vision
To be the best health
care delivery system
for America, in
partnership with the
University of Minnesota
Values
Dignity: I value the uniqueness of each person.
I respect each individual’s culture, values and
beliefs. I honor each person’s unique talents
and contributions.
Integrity: I say what I mean and do what I say.
Service: I work to make a difference in
people’s lives and in our communities.
Compassion: I create a caring environment,
conducive to healing, growth and well-being
for all, including myself.
20. Admissions, Registration, Health Record
Storage/Retrieval/Retention and Health Information
Systems
What is the admission or registration process of a new client/patient?
Pre-registration for Hospital Services
Convenience
Our convenient online pre-registration tool saves you time
prior to admittance. Online pre-registration requires at least
24 hrs notice before arrival. You may pre-register for:
•childbirth
•any inpatient procedure or service
•any outpatient procedure or service.
.
Access
To access online pre-registation, please select the facility from the list below:
•Fairview Maple Grove Medical Center
•Fairview Northland Medical Center
•Fairview Ridges Hospital
•Fairview Southdale Hospital
•University of Minnesota Amplatz Children's Hospital
•University of Minnesota Medical Center, Fairview
•Fairview Lakes Medical Center
22. Admissions, Registration, Health
Record Storage/Retrieval/Retention
and Health Information Systems
Describe the computer applications that are used for this position
(hardware and software).
Hardware- was pretty much the standard computer hard drives and monitors
as in this case they use dual monitors.
Software- Epic, Scanners, Microsoft word, excel, outlook and 3M Encoder. As
well as current coding books.
23. Admissions, Registration, Health
Record Storage/Retrieval/Retention
and Health Information Systems
What are the facility’s
policies and procedures
about release of
information?
Purpose:
The purpose of this policy is to provide
a mechanism to assure that in
accordance with federal and state
laws, only those individuals with a
legitimate business need are allowed
access to Fairview information systems
that contain confidential information,
including Protected Health Information
(PHI).
24. Admissions, Registration, Health
Record Storage/Retrieval/Retention
and Health Information Systems
Policy: Fairview will strictly monitor and
control access into systems that
contain confidential information and
will be able to demonstrate that users
are not accessing confidential
information inappropriately.
Internal Users: An authorized internal user is any
person who has been authorized to access, create,
read, update, and /or delete information created or
held by Fairview Health Services. Internal users would
generally be defined as members of the Fairview
workforce, including employees, credentialed
medical staff, students, and volunteers.
External Users: Authorized external users include
organizational entities and third parties distinct from
Fairview with contractual permissions for information
exchange with Fairview such as Business Associates
who are performing a service on behalf of Fairview.
Authorized external users, Business Associates, and
their designated agents are required to comply with
Fairview’s policies and procedures governing the
privacy of patient information.
25. Admissions, Registration, Health
Record Storage/Retrieval/Retention
and Health Information Systems
User Identification and Passwords: The designated / authorized
application security administrator is responsible for setting up and
distributing user identification codes and passwords that allow access into
Fairview’s information systems that contain protected health information
or confidential information (e.g., Epic, Imagecast, etc.).
26. Admissions, Registration, Health
Record Storage/Retrieval/Retention
and Health Information Systems
What type of filing system is used?
Terminal digit.
What type of numbering system is in use?
Serial
Is off-site storage used? Yes,
Hospital/clinic owned and commercial.
What type of medium is used for
storage? Both Paper and Electronic and
there was discussion on this as to what
they will do with the paper files.
How long are records retained and when
are they purged?, Records are kept in
accordance with compliance guidelines
27. Statistics, Coding, and Quality
Management:
What type of data, information, and statistics are produced by this HIM
professional or his/her department
The HIM professional is an important connection between doctors,
patients, insurance providers, and other movers and shakers in the
healthcare field. By maintaining, collecting, and analyzing health
information, the HIM professional makes an important contribution to the
delivery of quality care. Besides working with cutting-edge technology,
the job is an ongoing challenge.
28. Statistics, Coding, and Quality
Management:
What type clinical vocabulary or classification system does this facility use for billing and
reimbursement?
Neither a clinical terminology nor a classification can, by itself, serve all of the purposes
for which health information is currently used or will be used in the future. Terminologies
and classifications are designed for distinctly different purposes and satisfy diverse user
data requirements.
Classification systems such as ICD-9-CM, ICD-10-CM, and ICD-10-PCS group together
similar diseases and procedures and organize related entities for easy retrieval. They
are typically used for external reporting requirements or other uses where data
aggregation is advantageous, such as measuring the quality of care, monitoring
resource utilization, or processing claims for reimbursement. Classification systems are
considered “output” rather than “input” systems and are not intended or designed for
the primary documentation of clinical care. They are inadequate in a reference
terminology role because they lack granularity and fail to define individual clinical
concepts and their relationships. Yet they are the most common source of clinical data
today, readily available as a byproduct of the healthcare reimbursement process.
29. Statistics, Coding, and Quality
Management:
What procedures are in place for monitoring quality?
Ensuring that data collected through national health information systems are of
sufficient quality for meaningful interpretation is a challenge in many resource-
limited countries. Does this facility have a continuous improvement plan?
Are there performance standards and/or measurements of productivity?
Which records are analyzed for completeness?
30. Statistics, Coding, and Quality
Management:What procedures are
in place for
monitoring quality?
31. HIM Supervision:
What methods and styles do you want people to use when they communicate with you?
What do you like to see most in an employee?
What do like to see the least in an employee?
What weaknesses do you observe in the ways people communicate at work?
What is the primary management and leadership style? (Student only: From the information
that has been gathered – Is it effective?)
What kinds of problems have he or she faced and how have the problems been solved?
Is there employee training? What type? How effective is it?
What changes has he or she seen or have heard of in the workforce during the past 5-10
years?
What is his or her speculation on how their work will change in the next ten years?
What is the facility’s dress code?
32. What kinds of internal and external networking do they engage in? How
would they describe their organization’s grapevine? Do they have their
own approach to using the workplace grapevine? How has informal
communication helped them, and how has it hurt them?
Copy of the Healht Information Management At Fairview provided in Scan Documents
Hierarchy Chart provided in scanned materials.
Provided the following PDF for your review Fairview Code of Conduct
Fulfilling our mission, achieving our vision, living our values
http://www.fairview.org/fv/groups/public/documents/web_content/s_097480.pdf
Provided the following PDF for your review Fairview Code of Conduct
Fulfilling our mission, achieving our vision, living our values
http://www.fairview.org/fv/groups/public/documents/web_content/s_097480.pdf
http://drmichaelstearns.com/data-integrity-fundamentals/
http://www.fairview.org/MedicalRecords/ElectronicHealthRecord/index.htm
http://www.fairview.org/MedicalRecords/index.htm
Fairview Connect is the name given to our electronic health record system. Through Fairview Connect, if you are treated at any Fairview hospital or clinic or one of our partner clinics, members of your care team will use the same electronic system to record and manage your care. Fairview hospitals and clinics use this system in addition to these providers: • Burnsville Family Physicians, P.A. • Richfield Medical Group • University of Minnesota Physicians This list is updated as new providers are added. How it works When seeking care at a facility that uses our electronic health record system, you will be asked to sign a consent form specifically for use of the system in support of your care. By signing the consent, you agree to allow your information to be available to all of the health care providers who use the system and to only have one patient record in the system. Your care team can access this record wherever you seek care. There are many benefits to you. Having your information in one record in our system means your medical care and history are all kept in one place. It follows you when you go to different clinics or hospitals that use our system. This saves you from filling out forms and answering the same questions over and over at each visit. Having a single record also gives your care team quick access to your information. This helps caregivers avoid duplicating services. It also decreases the risk of errors, like allergies to medicines. The team can also better keep an eye on any ongoing health issues you have and know when you may need regular tests and treatments. Your consent applies to any current, past and future health care records in our system. If you have more than one patient record, we will combine them into one record to make sure all your information is in one place. If you choose not to consent, you can still get care at our hospitals and clinics. We will never turn you away. Your privacy matters Your privacy and the security of your personal information is important to us. Any facility that uses our electronic health record is subject to state and federal privacy laws. This includes the Health Insurance Portability and Accountability Act (HIPAA). Everyone who has access to the system is trained to only use the information as allowed by law. Fairview takes the privacy of our patients’ health and personal information very seriously. We monitor the use of our system to ensure it is being used appropriately.
