Reflection 4Legal Aspects of Health InformationLegal and Regul.docx

Reflection 4
Legal Aspects of Health Information
Legal and Regulatory Terminology
Maintaining the Patient Record in the Normal Course of
Business
Confidentiality of Information and HIPAA Privacy and Security
Provisions
Legislation That Impacts Health Information Management
Release of Protected Health Information
Introduction to Coding and Reimbursement
Clinical Classification Systems
Third-Party Payers
Reimbursement Methodologies
Processing Insurance and Claims
BSBPMG522 Undertake project work Project Planning
Templates
1
Project Planning Templates
BSBPMG522 Undertake project work

Templates
2
Table of Contents
1.1 – Initiation and scope
...............................................................................................
....3
Project brief
...............................................................................................
................3
Project scope document
...........................................................................................4
Stakeholder analysis
...............................................................................................
..5
Communication plan (example)
...............................................................................6
Roles and responsibilities
.........................................................................................7

Project
snapshot................................................................................. .
......................8
1.2 – Planning
...............................................................................................
......................9
Project plan
................................................................................ ...............
.................9
Activities schedule
...............................................................................................
... 10
Budget
......................................................................................... ......
...................... 12
Risk assessment form
...........................................................................................
14
1.3 – Implementation
...............................................................................................
....... 15
Change requests
...............................................................................................
..... 16
1.4 – Monitoring
............................................................................................ ...
................ 16

Status update report
..............................................................................................
16
1.5 – Finalising and
review................................................................................... ..
......... 17
Budget variation report
.......................................................................................... 17
Post-project review meeting
.................................................................................. 18
Handover report
...............................................................................................
...... 19
Post-project review report
...................................................................................... 20
Templates
3
1.1 – Initiation and scope
Project brief
Project purpose and rationale

The justification and validity of the project needs to be
confirmed before the project proceeds. This
document is used to clarify the project purpose and justification
and to gain approval to proceed
to the next phase.
Project title
Working title.
Project purpose
Describe the purpose/need/rationale/feasibility for the project.
Background and strategic context
Explain the background to the project and how it relates to the
key strategic plans.
Priority
Note the importance and/or urgency of the project to the
organisation.
Related projects
Any other projects that have been undertaken in the past, are
currently underway, or planned for
the future that will or may be affected by, or simply connected
to, this project.
Project client/owner

The person who requires the project to be undertaken.
Project sponsor
The person who is providing the funds and has the ultimate
authority over the project.
Project manager
The person who has the responsibility to manage the project on
a day-to-day basis.
Project status
What has already been decided about the project? What
decisions have already been made? What
work has already been done in relation to the project? Any
assumptions or constraints?
Special provisions
Special regulations, ethical considerations, etc.
Project approvals
Add any signatures that are required for approval to proceed to
the next phase.
Project Manager Project Sponsor
Project Client/Owner Other

Project Title: Project Client: Date:
Version:
Project Sponsor: Project Manager:
File Name: Page x of y
Templates
4
Project scope document
This template is a tool that can be used with key stakeholders to
clearly define the logical
boundaries of the project. Ensure that you note any
requirements that are out of scope to achieve
absolute clarity about what is and is not covered by this project,
and to avoid the potential for
problems later on.
In Scope Out of scope
(exclusions)
Assumptions Constraints

Version:

Templates
5
Stakeholder analysis
Use this template to identify areas, groups or individuals who
may participate in, or are affected
by, the project. Include everyone who has a vested interest. A
useful question to ask is: ‘What will
make this project a success for you?’
Name Work area Stakeholder type
(client, end-user)
Impact on/by project,
requirements, success
criteria

Templates
6
Communication plan (example)
What Who Purpose When/frequency Type/methods
Initiation
meeting
All stakeholders. Gather information
for initiation plan.
FIRST
Before project start
date.
Meeting.
Distribute
project
initiation
plan
All stakeholders. Distribute plan to

alert stakeholders
of project scope
and to gain buy in.
Before kick-off
meeting.
Before project start
date.
Project snapshot
distributed via
hard copy or
electronically.
May be posted on
project website.
Project
kick-off
All stakeholders. Communicate plans
and stakeholder
roles/

responsibilities.
Encourage
communication
among
stakeholders.
At or near project
start date.
Meeting.
Status
reports
All stakeholders
and project office.
Update
stakeholders on
progress of the
project.
Regularly
scheduled.

Weekly is
recommended for
small-medium
projects.
Distribute status
report electronically
and post via
website.
Team
meetings
Entire project team.
Individual meetings
for sub-teams as
appropriate.
To review detailed
plans (tasks,
assignments, and
action items).

Regularly
scheduled.
Weekly is
recommended for
entire team. Weekly
or bi-weekly for
sub-teams as
needed.
Meeting: detailed
plan.
Sponsor
meetings
Sponsor/s and
Project Manager.
Update sponsor/s
on status and
discuss critical
issues.

Seek approval for
changes to project
plan.
Regularly
scheduled.
Recommended
bi-weekly or
monthly and also as
needed when
issues cannot be
resolved or changes
need to be made to
project plan.
Meeting.
Version:

Templates
7
Roles and responsibilities
It is important to identify who the major players are on the
project. List the major project roles,
responsibilities and the actual people involved. Add in any
additional roles as required.
Role Name/s Responsibilities Signature/s
(if required)
Project client/owner
The person who requires the
project to be undertaken.
Project sponsor/project
director/project board
Senior management of the
project. Accountable for the

success of the project. Has the
authority to commit resources.
Project manager
Person responsible for running
the project on a day-to-day
basis within defined authorities
for cost and schedule as
agreed with the project
sponsor/board.
Manager of the project
manager
The operational/line manager
who the project manager
reports to on a day-to-day
basis.
Project team members

Staff who will be working on
the project.
Steering committee/
working party
To provide advice and
recommendations.
Version:
Templates

8
Project snapshot
The project snapshot summarises the purpose, deliverables,
stakeholders, resources, risks,
interdependencies and success criteria of the project.
Project snapshot
Name of project:
Project purpose:
What are the goals/objectives of this project? Why are we
undertaking it? What is the
problem/opportunity?
Deliverables with timeframes
What, when, etc.
Stakeholders
Who is the sponsor, project manager,
customers, and other key groups who can

impact, or be impacted by, this project.
Resources
Cash flow, people, equipment, facilities,
software, etc.
Risks
Resource limitations, deadlines, budget,
technology, other constraints, etc.
Interdependencies
With other projects, groups, system
interfaces, etc.
Success criteria
How we know we are successful.

Version:
Templates
9
1.2 – Planning
Project plan
The project plan is the basis for monitoring and controlling the
project. All project
information is consolidated to date, forming the basis for
monitoring and controlling once
implementation of the project commences.
• Project title:

• Project purpose
From project proposal – update if required.
Background and strategic context
• Other related projects
• Project objective
• Scope including key deliverables
• In scope.
Out of scope.
• Assumptions
• Constraints
• Deliverables
• Governance
From project proposal – update if required. Attach a project
organisation chart and

additional information on responsibilities if required.
• Project client/owner
• From project proposal.
• Project sponsor
• Project Manager
Templates
10
Manager of the project manager
Project team members
Key stakeholders
From project proposal – update if required. Include a more
detailed stakeholder analysis in the

Appendices, if required.
Schedule
Using the information you generated in the work breakdown
structure, update the schedule.
Include a Gantt chart or additional planning information in the
Appendices.
Item Milestone date Responsibility
Resource and cost plan
Resource planning is where you determine what resources
(people, equipment and materials) and
what quantities of each should be used to perform activities.
Once the resources have been
determined, estimate the project costs. Include a more detailed
resource and cost plan in the
appendices if required.
Deliverable/milestone/phase Resource Cost

Templates
11
Project risk assessment
From project proposal – update if required. Include a more
detailed risk management plan in the
appendices.
Risk Level
(high/medium/low)
Management strategy
Quality management plan
Include a high level quality management plan here. Include a
more detailed quality management

plan in the appendices if required.
Item from WBS Agreed quality standard Recovery procedure
Communications and reporting
Include a high level communications plan here. Include a more
detailed communications
management plan in the appendices if required.
Stakeholder Information required When required Format
Templates
12
Controls
Outline how you are going to track, monitor and report on the
project. For example:

● status reports
● exception reports
● issues/risk log
● variance requests.
Appendices
List the appendices that are attached to your project plan, for
example:
● stakeholder needs analysis
● work breakdown structure
● Gantt chart
● activities schedule
● budget/cash flow
● human resource planning schedule
● roles and responsibilities
● procurement schedule
● combined resources and cost schedule
● risk management plan
● quality management plan
● communications management plan.

Future related projects
Project approvals
Add any signatures that are required for approval to proceed to
the next phase.
Project Manager Project Sponsor
Project Client/Owner Other
Version:
Templates
13

Budget
The project budget is a prediction of the costs associated with a
particular project. These costs
include labour, materials, and other resources required to
complete the project.
Project Name:
Income Inc. GST Ex. GST
Total income
Expense Inc. GST Ex. GST
Subtotal
Contingency (+10%)
TOTAL

Version:
Templates
14
Risk
Likelihood
(H/M/L)
Impact
(H/M/L)
Risk response
(contingency
strategies)
Responsible

Version:
Templates
15
1.3 – Implementation
Change requests

This form is used to assist with recording and management of
changes in scope, time, quality or
budget. The change management procedure must be negotiated
with the key stakeholders prior to
the sign-off of the project plan.
Change request – Project
Issued by
Item affected
Nature of change
requested
Reason for change
Impact on scope
Impact on budget
Impact on schedule

Change authorised: Yes/No Adj. completion date: Adj. final
budget: $
Signed:
Project Manager
Signed
Sponsor
Signed
Client
Signed
Date Date Date Date
Version:
Templates
16

1.4 – Monitoring
Status update report
This is one example of a status report. The preferred format
should be negotiated with the project
sponsor.
Status report – Project
Item Work
completed
to-date
Milestone
date
Revised/
actual date
Budgeted
cost
Revised/
actual cost
Responsible

Version:
Templates
17
1.5 – Finalising and review
Budget variation report
The project budget is a prediction of the costs associated with a

particular project. These costs
include labour, materials, and other resources required to
complete the project.
Project name:
Income Budget Actual % Variation
Total income
Expense Budget Actual % Variation
Subtotal
TOTAL
Version:

Templates
18
Post-project review meeting
This template provides a proposed post-project review meeting
agenda, detailing items to be
discussed when reviewing the overall project.
Post-Project Review Meeting – Agenda
Topic Speaker Time
Brief overview of project:
Purpose of project, major accomplishments, comments.
Project
Manager
5 mins
Review by team:
Goals, objectives, deliverables, schedule, budget, and success

criteria (Were they met, partially met, or missed?).
All 10 mins
What worked/what could have gone better?
Some areas to consider:
● project planning
● project management
● project scheduling and tracking
● project estimating
● communication (with team, other groups/stakeholders,
sponsor)
● risk management
● vendor management
● issues management
● stakeholder management
● resourcing
● users
● development approach:
○ methodology
○ analysis and design

○ development
○ testing
○ implementation
● training, documentation
● technology
● overall approach to project (i.e. vendor package, staged
implementation, etc.)
● production and operation support.
All 20 mins
Lessons learned All 10 mins
Next steps All 5 mins
Version:
Templates

19
Handover report
This template summarises the project as delivered and any
agreed changes to baseline scope,
quality, costs and schedule.
Handover report
Initial overall objectives
Agreed changes to objectives
Final agreed deliverables
Item Budgeted cost Final
cost
Schedule
date
Final date
Total
Issues summary
Item Strategy Date logged Date

resolved
Documents attached
No. Title
____________________
Project Manager
_____________________
Project Sponsor
_____________________
Project Client
Version:
Project Sponsor: Project

Manager:
Templates
20
Post-project review report
This template can be used to guide you through the process of
conducting a post-project review.
This template can be used to document the key learning in terms
of what worked well and what
could have been improved.
Post-Project Review Report
Name of project:
Date and location of meeting:
Names of attendees:
1. Overview by Project Manager:

Brief summary of highlights and achievements, etc.
2. Review by team of goals, objectives/deliverables and
schedule as outlined in project plan
Cut and paste from project plan.
Met Missed Partially
met
Comments
Project goal/s
Objectives/deliverables
Success criteria
Schedule
Budget

Templates
21
3. What worked well; what could have gone better?
Worked well Could have gone better
4. Lessons learned
5. Next steps / improvement plans
Version:

Assessment Cover page Page 1 of 2
Version 1.0 05/18
ASSESSMENT COVER PAGE
STUDENT DETAILS / DECLARATION:
Course Name:
Unit / Subject Name: BSBPMG522 undertake the project work
Trainer’s Name: Assessment No: Task 1, Task 2
I declare that:
o I fully understand the context and purpose of this assessment.
o I am fully aware of the competency standard/criteria against
which I will be assessed.
o I have been given fair notice of the date, time and venue for
the assessment.
o I am aware of the resources I need and how the assessment
will be conducted.
o I have had the appeals process and confidentiality explained
to me.
o I agree that I am ready to be assessed and that all written
work is my own.
o This assessment is my: o First submission o Re-submission
(Attempt ___ )
Student Name: Student ID:

Student’s Signature: Submission Date: / /
ASSESSOR USE ONLY: (ACADEMIC DEPARTMENT)
Result:
Assessment task 1: o Satisfactory o Not Satisfactory
Assessment task 2: o Satisfactory o Not Satisfactory
Final Assessment Result for this unit C / NYC
Feedback: Feedback is given to the student on each
Assessment task & final outcome of the unit Yes / No
Assessor’s
Feedback:
Assessor’s
Signature:
Date: / /
ASSESSMENT FIRST SUBMISSION/RE-SUBMISSION
RECEIPT:
It is student’s responsibility to keep the assessment submission
receipt as a proof of submission of assessment tasks.
Student Name: Student ID:

Unit / Subject Code: Assessment No:
Trainer Name &
Signature:
Date: / /
Assessment Cover page Page 2 of 2
Version 1.0 05/18
This page left blank intentionally
BSBPMG522 Assessment
Version 1.1 10/19 Page 1 of 7
Assessment/evidence gathering conditions
Each assessment component is recorded as either Satisfactory
(S) or Not Yet Satisfactory (NYS). A student can only achieve
competence when all assessment components listed under
procedures and specifications of the assessment section are

Satisfactory.
Your trainer will give you feedback after the completion of each
assessment. A student who is assessed as NYS is eligible for re-
assessment. Should the student fail to submit the assessment, a
result outcome of Did Not Submit (DNS) will be recorded.
Student should be provided with an appropriate time frame in
which to resubmit their work, according to the RTO’s re-
assessment
policy and procedure.
Plagiarism, cheating and collusion.
Where a trainer/assessor believes there has been an incident of
academic misconduct involving plagiarism, cheating, and/or
collusion, they should report this along with reasons for the
allegation. Assessors should refer to their RTO’s policy and
procedures
regarding training and assessment for further information.”
When all unit’s assessment tasks have been submitted and
assessed (including resubmissions), print out a copy of this
unit’s Final
Results Record, included as the last page of this document.
Record the result for each task and the final result for the unit
as C
(Competent) or NYC (Not Yet Competent). There is also space
to give the student some written feedback for the overall unit.

Sign and date the middle section, and give the sheet to the
student. After discussing their results with them, the student
must fill out
and sign the final section of the Record, where they
acknowledge the result that you have given them.
When the student has filled out the final section of the Final
Results Record, make a copy for them and retain the original
with the
student’s records.
Resources required for this Assessment
• All documents must be created using Microsoft Office suites
i.e., MS Word, Excel, PowerPoint
• Upon completion, submit the assessment printed copy to your
trainer along with assessment coversheet.
• Refer the notes on eLearning to answer the tasks
• Any additional material will be provided by Trainer
Instructions for Students
Please read the following instructions carefully
• This assessment is to be completed according to the
instructions given by your assessor.
• Students are allowed to take this assessment home.
• Feedback on each task will be provided to enable you to
determine how your work could be improved. You will be

provided with
feedback on your work within 2 weeks of the assessment due
date.
• Should you not answer the questions correctly, you will be
given feedback on the results and your gaps in knowledge. You
will
be given another opportunity to demonstrate your knowledge
and skills to be deemed competent for this unit of competency.
• If you are not sure about any aspect of this assessment, please
ask for clarification from your assessor.
• Please refer to the College re-assessment and re-enrolment
policy for more information.
• Please provide required references of the sources, if you use
any information from any sources (such as: learner book, power
point and online resources) to answer the assessment questions
and make the required changes to justify that it is your own
work.

Re-submission opportunities
Please read the following instructions carefully
• Students will be provided feedback on their performance by
their Assessor. The feedback will indicate if you have
satisfactorily
addressed the requirements of each part of this task.
• If any parts of the task are not satisfactorily completed your
assessor will explain why and provide you written feedback
along
with guidance on what you must undertake to demonstrate
satisfactory performance. Re-assessment attempt/ s will be
arranged at a later time and date.
• Students have the right to appeal the outcome of assessment
decisions if they feel they have been dealt with unfairly or have
other appropriate grounds for an appeal.
• Students are encouraged to consult with their assessor prior to
attempting this task if they do not understand any part of this
task or if they have any learning issues or needs that may hinder
them when attempting any part of the assessment.
• Please see Student Assessment, Reassessment and Repeating
Unit of Competency Guidelines v1.1 for more detail.

Assessment Task 1
Task summary
• For this task you are required to answer a wide range of
questions with which to assess your
underpinning knowledge for undertaking project work.
• Read all written questions provided carefully.
• Conduct necessary research. Your lecture notes, online
resources and workbook may also assist
you to complete this assessment.
• Provide written responses to all questions.
• Submit your assessment to your assessor by the due week.
Required

• Access to textbooks/other learning materials
• Computer and Microsoft Office
• Access to the internet
Questions
Write a report detailing the marketing communications industry
and how it impacts on current business
activities. This should include the following:
1. What types of documents and information you need to clarify
the scope of your project?
2. Risk assessment of your project/s is a necessary part of a
project. How you identify the risk for
your project?
3. How will you set below process and procedures to manage
your project?
4. Lines of authority and approvals
a) Quality assurance
b) Human Resources
c) Budgets and finance
d) Record keeping and reporting

5. What are the legislative and regulatory expectations in
respect of your project in Australia?
6. What is ‘project scope’?
7. Who are ‘project stakeholders’?
8. Why it is important to consult with stakeholders when
preparing a project plan. Provide at least
four areas for consultation.
9. Why do you need their clarification and confirmation of
project scope elements?
10. If it is necessary for you as project manager to define and
affirm your line of reporting and
responsibilities, who should confirm this?
11. What are three questions you can ask when identifying
interrelated projects within an
organisation?
12. There are many types of resources required when proceeding

with a project. List three common
resources.
13. How do you develop plan in line with project parameters?
14. What are the appropriate project management tools? List
four of them and explain each.
15. Why considering risk in your project is important and why it
is relevant to Work, Health Safety
requirements in Australia?
16. How do you develop a project budget?
17. Who do you consult with in developing and confirming your
project plans?
18. How do you finalise the completed plan? Who should
approve it?
19. How do you allocate activities to the team members?
20. After allocating the roles and responsibilities to team
members, how do you support them to
achieve their activities?
21. What monitoring plans you put in action?
22. How you conduct financial recordkeeping associated with
project and check for accuracy?
23. Upon achieving project deliverables, what activities you
carry out to finalise the project? What

about the team members?
24. What project documentations must be delivered and signed
off upon project completion?
25. List the legislative and regulatory requirements of the
organisation in relation to project work.
26. At the last stage of the project, it is important to finalise the
project including documentation, sign-
offs and reporting review and document the project outcome.
a) What is the process involved in finalising a report?
b) List the individuals and/ or groups who may need to provide
final sign-off on a project OR
what information do you generally need to have signed off?
Explain.
c) What are the main advantages of involving the project team
in the final review process?
d) Explain the benefits of conducting and project review and
document outcomes.
e) Report to the organisation the lesson you have learnt from
this project.

Assessment Task 2
Develop project plan: Choose any company of your interest and
develop a sample project plan.
Show the below items in your project;
A. Project Scope
B. List of activities,
C. Allocated time for finishing them
D. Set up budget,
E. Identify risks in planning, execution and delivery,
F. Record keeping and reporting
See the attached Project Plan Template as a guideline.

Assessment Task 1 & Task 2 Checklist
Student’s name:
Did the student provide a sufficient and
clear answer that addresses the
suggested answer for:
Completed
successfully Comments
Yes No
Task 1
Question 1
Question 2
Question 3
Question 4
Question 4a
Question 4b
Question 4c

Question 4d
Question 5
Question 6
Question 7
Question 8
Question 9
Question 10
Question 11
Question 12
Question 13
Question 14
Question 15
Question 16
Question 17
Question 18
Question 19
Question 20

Question 21
Question 22
Question 23
Question 24
Question 25
Question 26
Question 26a
Question 26b
Question 26c
Question 26d
Question 26e
Task 2
Develop project plan
A
B

C
D
E
F
Assessor signature
Assessor name
Date

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