This document outlines proposals for improving team morale and productivity in an EDI Billing department. It discusses implementing an employee of the month program, team building activities like outings and community service, creating training tools like cheat sheets, and setting up a buddy system between experienced and new employees. A survey was also administered that found staff would benefit from better understanding job requirements and goals, and that encouragement emails and incentives could motivate employees to exceed expectations. Overall the proposals aim to develop staff skills and encourage above-and-beyond work through mentorship, recognition, and an improved training process.

2. Leader/Presenter: Venice Gilmore
Research and info Contributor: Christie Whitaker
Research and info Contributor: Claire Caraveo
Research and info Contributor: Zenobia Payne
Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 2
Soaring Above and Beyond EDI Billing Implementations

3. i. Employee of the Month
ii. Encouraging/humorous emails
iii. Corporate community outreach events
iv. Beginning/end of the year events
Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 3
EDI Billing Implementation - Team Building

4. Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 4
EDI Billing
Implementations – Employee of the Month
Interoffice and WFH
i. EOM will be nominated by employees, including leads
ii. Each month, on the 1st, a survey will be emailed to the entire dept.
iii. Survey will consist of three key questions with three requirements below the questions
iv. Employees MUST meet all requirements before being considered
v. Everyone who wants to participate (excluding managers) should print and complete survey
vi. Surveys must be turned in to the managers on/before 10th of each month
vii. Manager (and/or selection committee) will review surveys make final selections, and announce EOM, via email
Prizes
i. Encouraging email with a meme/ gif/emoji
ii. Desk decorations
iii. Small gift basket (fruit, candy, movie)
iv. Opportunity to shadow with someone or get hands-on training in any area they may be lacking knowledge
v. Treat to breakfast/lunch from cafeteria once a week for a month (WFH: gift certificate or home delivery from
local restaurant)

5. Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 5
EDI Billing
Implementation – Employee of the Month
OR

6. Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 6
EDI Billing
Implementations – Employee of the Month
i. Encouraging emails
ii. Managers send encouraging/humorous emails (leads
already do this for birthdays)
i. Congratulate reaching specific goals
ii. Congratulate special events
iii. Encourage (“Keep it up…You can do it…I’m rooting for you!” )
iii. Use Meme generator
https://imgflip.com/memegenerator/9648214/good-
job
i. Use Gif generator
https://giphy.com/create/gifmaker
i. Use emoji generator
http://www.iemoji.com/emoji-cheat-sheet/all

7. Implementation of Efficient Processes
Encouragement emails when certain goals are met…or to encourage
Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 7
EDI Billing

8. Presented by: Claire Caraveo, Venice Gilmore, and Zenobia Payne 8
EDI Billing Implementations
Corporate community outreach events
i. Employees volunteer as large or small groups
ii. Employees can volunteer once-a-year or several times a year
iii. Employees can volunteer on Holidays only
iv. Employees can volunteer evenings/weekends only
v. Employees can volunteer on an ongoing basis
vi. Parallon can encourage employees to volunteer with small gifts, PTO, etc
vii. Volunteer work can also be done during work hours, without counting towards PTO
viii. Areas that employees can volunteer
Hospitals (neonatal, geriatric, etc.) (Parallon hats/tees)
Red Cross (Parallon hats/tees)
Homeless shelter throughout the holidays (Parallon hats/tees/aprons)
Martha O’Bryan (Parallon hats/tees)
Local police departments
Other volunteer available opportunities
Beginning/end of the year events
i. Periodic team outings
i. Mystery Theater
ii. Departmental picnic
i. Saturday or Sunday
ii. Employees family invited
iii. Shakespeare in the Park
iii. Departmental lock-in
i. Potluck dinner

10. Leader: Venice Gilmore
Presenter: Venice Gilmore
Research and info Contributor: Claire Caraveo
Research and info Contributor: Zenobia Payne
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 2
Soaring Above and Beyond EDI Billing Department Expectations

11. Besides meeting production requirements, do team membersin our department frequently go above and beyond
expected requirements? (4)
What are some incentives thatwould encourage team members to go above and beyond? (4)
Would a better understanding of job requirements and goals help improve the overall productivity requirements? (5)
Would team building activities (such as a once a quarter group outing) help team morale? (6)
Would creating a training tool (Cheat Sheets) help understand how to process claims/navigate websites quicker?(6)
What are some incentives that will encourage the work-from-home team? (7)
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 3
EDI Billing
Questions and objectives
Team building activities (8 & 9)
Buddy/Mentorship system (10)
Encouragement emails (11)
Additional Comments 1 (12)
Additional Comments 2 (13)
Implementation of Efficient Processes

12. Besides meeting production requirements, do team
members in each departmental section frequently
go above and beyond expected requirements?
Yes (47%)
No/Unsure (42%)
i. Not at the moment. I feel like if my co-
workers knew how to do their job, they
would go above and beyond
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 4
EDI Billing
Questions and objectives
What are some incentives that would encourage team
members to go above and beyond?
i. Create an overall environment that makes everyone
want to come to the office everyday and give more
than required. No micromanaging is necessary. And
having more opportunities to be rewarded will
encourage people to do more
ii. We do get Eagle Bucks when going above and Beyond
to use in monthly soaring. Maybe implement other
incentives 1. So many Eagle bucks earn PTO day 2. We
do bonus checks that also should motivate us to work
above and beyond, yearly pay raises that are all based
on going above and beyond

13. Would a better understanding of job requirements and goals help improve the overall productivity
requirements?
Yes (57%)
No/Unsure (31%)
i. Can’t do the job correctly or efficiently if you have no clue what is going on and it’s
time consuming searching for answers
ii. Everything gets dumped into our pools. However, many of the claims that are for
specific departments could work the claims with a better understanding. This would
help us as a department work as a team, rather than as individual units
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 5
EDI Billing
Questions and objectives

14. Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 6
EDI Billing
Questions and objectives
Would team building activities (such as a once a
quarter group outing) help team morale?
Yes (62%)
No/Unsure (21%)
i. Group outings will allow more interaction
among one another, which will build trust and
respect
Would creating a training tool (Cheat Sheets)
help understand how to process claims/navigate
websites quicker?
Yes (57%)
No answer (42%)
i. Creating an excel sheet on working a claim
and navigating the website can be very
helpful as a universal guideline and tool that
can be implemented by all workers.

15. Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 7
EDI Billing
Questions and objectives
What are some incentives that will encourage the work-from-home team (WFH)?
i. Lunch delivered, coffee stipend
ii. Eagle Bucks, movie tickets, gift cards
iii. WFH really needs a team lead, paid internet services, opportunities to work 1 or 2 days in the
office, and/or flexible schedule

16. Implementation of Efficient Processes
Team Building Activity
i. http://www.nashvilleteambuilding.net/team-building-nashville/all/
ii. Periodic team outings
iii. Departmental picnic
iv. Departmental community outreach programs
v. Departmental lock in and/or dinner
vi. Leadership (measurement) board
- Visual mission statement that represents prizes when
department reaches certain goals (pizza party, candy etc.)
- Visual mission statement that reflects where department
currently stands, how far department is from goals, and how
long it will take department to reach set goals
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 8
EDI Billing

17. Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 9
EDI Billing
Implementation of Efficient Processes - SAMPLES

18. Implementation of Efficient Processes
Buddy/Mentorship system/Continuing education and training
i. Partnering an experienced employee with someone who needs to be trained
for training and to ask questions
ii. After training mentor shadows mentee to measure skills and progresses
(without interfering with production)
iii. Ongoing training on systems (Artiva/eCW, etc.)
iv. Prepared “NOTES” to plug into system
v. Excel tools from employees who have created ways to process claims quickly
and more efficiently
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 10
EDI Billing

19. Implementation of Efficient Processes
Encouragement emails when certain goals are met…or to encourage
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 11
EDI Billing

20. i. Many employees have expressed frustration with being insecure with their jobs
-- specifically what are their assigned duties, and how to accomplish all of these
duties in a timely manner. They are also expressing frustration with not being
able to find an available team member to answer quick questions.
ii. Even though we get Eagle Bucks, there is no guarantee that we will win a prize
or get recognition. It really is the luck of the draw, and then we lose the Eagle
Bucks.
iii. We should have the connecting headphones so that our mentor/trainer can
listen when we are making our calls and so that we can also listen when they are
making calls when we are shadowing each other.
iv. We could utilize mentors to direct our questions. Mentors should be people that
know the job well, and possibly go through a special mentorship training
program to be certified. There could also be an increase in pay for completing
this special training.
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 12
EDI Billing
Additional Comments from individual team members 1

21. i. New employees need specific training on specific pools, one payer pool at a time. Once there is a
comfort level established, there should be cross training on all other pools.
ii. Auto/WC should have specific training and tips sheets with specific questions to ask when making
calls
i. Establish a place on the intranet for associates to recognize each other for going above and
beyond, put stand-out team members in the company newsletter, or create a newsletter
specifically for the EDI Billing department.
ii. Add surveys or “Please contact my manager to them know if you are pleased with my
performances” to the end of each call, or set up specific email for people to send messages.
iii. Employees are given a prize (pair of slippers or casual sticker), when management receives praise
or good review
iv. I think team members go above and beyond when they know they’ve met productivity
v. The way the system is here, we are expected to only work claims to a certain point, and pass it on
vi. Making learning the Action/Results codes a priority will help more than anything
vii. When training, speak to the person you are training as if they have never heard of/know anything
about the job they are being trained on. Also, start from the beginning, so that the end will make
more sense.
viii. Team morale may be low because of all of the turn over
Presented by: Bianca Springer, Claire Caraveo, Suzanne Ruhn, Venice Gilmore, and Zenobia Payne 13
EDI Billing
Additional Comments from individual team members 2

22. EMPLOYEE OF THE MONTH
In recognition of his/her “OUTSTANDING”workmanship and dedication to the success of the EDI Department
Manager Signature
Date
Date
Director Signature
CHRIS GREENE
Parallon EDI Billing

23. EMPLOYEE OF THE MONTH
In recognition of hes/her OUTSTANDING workmanship and dedication to the mission and success of Parallon, and
the EDI Department
Manager Signature
Date
Date
Director Signature
CHRIS GREENE
Parallon EDI Billing