Using Change Management to Create New Document Creation Roles – Part 2

October 9th, 2012 / By Jill Devrick

In my previous post, I went over how your transcription organization can use the change management process to implement new document creation roles. Here are some additional thoughts on getting the ball rolling with this process.

1.  Start small.  Allocate one transcriptionist to work with one provider for consultations, training, or coaching and branch out from there into a pilot group.  Don’t try too much too soon so that new ventures are manageable along with existing responsibilities.  As you or others find success in new roles, it is likely that word will get out and demand for your services will increase.  You should create a list of expectations, goals, and processes for all temporary or recurring roles, and these will evolve over time, maybe even into a full-blown job description (or two or three) someday.

2. Communicate.  While projects are in process, stay in the loop, stay flexible, and be ready to assist.  Share what you have learned and accomplished more broadly to your clients or stakeholders so they can learn from your experiences and benefit from your expertise, too.

3. Gather data and keep good records.  Keep good notes about what you are going through, so that you can use that information to plan for future projects and roles.  Hold on to notes, data, and other records associated with your project, including:
– Goals of the new role/project
– Costs
– Supplies/equipment
– Project plan
– Process maps
– Resource and time requirements
– Configuration notes
– Test plans
– Training tools
– Glossary of codes and system terminology
– Satisfaction survey templates
– Future wish list

4. OWN IT.  Medical transcriptionists are healthcare documentation specialists and can have a huge impact on document creation quality for the organizations they serve.  So, be assertive, especially if you get the feeling that your organization is moving forward with new documentation methodologies without really understanding the impact of their decisions.  It’s better to speak now and potentially ruffle a few feathers than to wait for that, “If you would have asked me a long time ago,” opportunity when they come seeking your advice later.  Anyone who is looking to improve documentation quality and efficiency in a healthcare delivery organization, regardless of department or specialty, should include a place at the table for medical transcription.

Taking on new roles is a leap of faith, but it can and should be small, incremental leaps, not a big jump off a cliff.  Today’s evolving climate presents exciting opportunities for those that would like to step away from the keyboard on occasion, or even permanently.  However, those who embrace these new opportunities will still have an impact upon documentation efficiency and quality in health care.

It might feel risky to be out of your comfort zone, but don’t let anxiety about the unknown hold you back.  The roles you attempt are new for everyone, so as a pioneer, you have a lot of freedom to plan, implement, evaluate, and regroup until you come up with the best practices for your organization.

Jill Devrick is a Product Solutions Advisor with 3M Health Information Systems.