|  | Vicky Wolf, Editor
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Happy Summer!
First things first, I am proud of you for responding to the “get out the vote” campaign. Thank you for voting! And, Congratulations Chrisann Lemery!
I hope you are enjoying our rather cool summer – but, wait – this is Wisconsin and our weather could change instantly. “Change” continues to be the hot topic in the world of HIM and the Link Team has been working hard to bring you this robust issue with the changes happening in the state and on the national level.
In this issue we give you a sneak peek on what the Fall Conference team is working on, Sally Hensel shares some WHIMA history, Chrisann Lemery gives us an update on what has been happening legislatively, Brandi Rogers delves into RAC, Sandy Stevens-Berens shares the latest from AHIMA team talks, I give you some tips to help recession proof your career, Michelle Magedanz encourages you to stay in the loop, and you get a chance to meet one of our scholarship winners! Wow – what an issue!
I look forward to seeing all of you in La Crosse.
Enjoy!
Vicky Wolf, RHIT, CPHQ
Editor
In This Issue:
 From the WHIMA President
Extending Lifelines for HIM Practice--2009 Fall Conference
Copy Fees
Let the Celebration Begin! Celebrates D
Fall Conference Registration Form Blooper
Webinars on Demand
Legal Resource Manual Update
Your Connection to WHIMA AHIMA Board
Linda Fremouw 2009 Scholarship Winner
Thank you from Chrisann Lemery
Is Your Job in Jeopardy?
The RACs Are Coming!
"Fast Facts"
President's Message
Sandy Stevens-Berens, RHIT
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| | Sandy Stevens-Berens
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“What’s Up you might ask?! The answer, as usual…. plenty!!
The not-so-distant future promises to be filled with many changes, challenges and exciting opportunities for our profession. RAC’s are preparing to begin their work in Wisconsin during August; ICD-10 educational preparations are well underway, challenges resulting from copy fee legislation will need to be addressed. EHR, ARRA, and HIPAA generate strong requirements for workforce development. And then there is the ever present “do more with less”. Need I say more? Well, as a matter of fact, yes I do….
On March 31, 2010, Linda Kloss, CEO of AHIMA since 1995 will step down from her position. The anticipation of this change brings a sense of loss and uncertainty, but it also opens the door for new possibilities. The acronyms, if you will, (RAC, EHR, ARRA, etc) appear foreboding on the surface but all present significant opportunities to bring HIM knowledge and skills to the forefront. And by the way, just to keep things interesting, the acronym LEHR (Legal Electronic Health Record) has been changed to RMES (Records Management and Evidentiary Support). ☺
At the same time that we have all of these wonderful opportunities, we are also faced with serious economic challenges. Employers are cutting back on education and travel, individual budgets are stressed, and yet the need for education and the ability to network with our peers is more imperative than ever. I think it is important to evaluate the situation in terms of longevity and investment in our futures. First and foremost, we need to attend to our basic needs but then perhaps determine if a portion of our disposable income could be set aside to shore up our careers for the future.
The environmental scan results showed the following concerns from the member perspective—
1) The biggest issue impacting membership with WHIMA and AHIMA is access to affordable continuing education and skill development.
2) HIM professional awareness needing to be expanded to other healthcare professions was seen as the biggest economic force shaping the HIM profession
3) Impending technological trends included EHR, informatics and new roles in technology.
4) Implementation of ICD-10 is weighing heavily as a concern.
5) The need for timely and informative information at state levels via electronic tools is needed to offset the affects of physical distances.
The board of directors for WHIMA is committed to partnering with the members to find cost effective means for delivering education. At present, we are evaluating technology to assist in the provision of distance education and meetings. It is our goal to continuously work at finding opportunities to minimize costs, improve the delivery of education and information, seek strong partnerships, and evaluate the need to start or stop doing activities as necessary in order to meet the needs of the membership and ensure the longevity of the organization.
We continue to look to you for input and suggestions and welcome hearing from you at any time. I can be reached at Sandy Stevens-Berens and would welcome anyone interested in attending one of our board meetings. Please give me advance notice so that we can ensure appropriate accommodations for those interested in attending.
Our board meeting schedule for the year is as follows:
Sept 18, 2009 LaCrosse, following the Fall Conference
Nov. 13, 2009 TBD
Jan. 15, 2010 Conference Call
Mar. 19, 2010 TBD, Strategic Planning Session
May 8, 2010 Elkart Lake, following the Annual Conference
I would like to give a big THANK YOU to everyone that worked tirelessly in response to the copy fee legislation. It truly was a valiant effort!
I’d like to close by saying this is a wonderful profession that has served me well for many (many) years. I am thrilled to be able to have an opportunity to give back and look forward to serving you as your President. I sincerely look forward to hearing from you throughout the year.
Sandy Stevens-Berens, RHIT
WHIMA President
"Staying Afloat"
Early Bird Fees End August 31st!
Karen Yehle, Fall Conference Team Member
Now is the time to plan ahead for the upcoming 2009 Annual Fall Conference in La Crosse, Wisconsin, on September 17 and 18, 2009. La Crosse will serve as the appropriate backdrop for this year’s theme, “Staying Afloat.”
How will the Federal Stimulus package affect Health Information specialists when it pertains to government reimbursement will be presented by AHIMA Past-President Linda Kloss. How will healthcare reform affect Health Information Managers? What about the uncertain economic times and various challenges coming to light in a new Presidential administration, with possibly new rules and regulations? Help us explore some possible solutions to deal with the challenges ahead in the tough economy.
Other topics for this conference include “Team Buoyancy for Stressful Times,” “EMR-Security and Privacy from the Community’s Prospective,” “Data Capture and Sharing,” “Managing and Working as a Virtual Employee”. Coding Roundtables, coding updates, writing queries and a computer assisted coding demonstration will also be offered.
| | Sail on the Island Girl
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Plan your road trip to include the awesome Wisconsin scenery, taking in the fall colors as you make your way towards the bluffs of La Crosse. Our conference will take place at the Radisson Hotel in La Crosse, which is near the Mississippi River. The agenda includes a lighthearted luncheon, good food, games, and prizes. Join colleagues on the Island Girl, a luxury yacht, for refreshments and pizza on Thursday evening.
To get a preview of the upcoming conference go to...
2009 Fall Conference Program Guide
Kudos to the WHIMA Members from the Policy & Legislative Action Team!
Chrisann Lemery, RHIA
The Policy and Legislative Team appreciates your responses to
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| | Chrisann Lemery
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the WHIMA weekly emails in the month of June requesting your assistance in contacting your representatives and in the end the Governor’s office during the budget process. The process moved quickly requiring the team to prepare a response each week to Assembly, Senate, and Governor. WHIMA heard from the senators and assembly representatives as well as lobbyists that the calls WHIMA members specifically made surely helped in achieving the partial vetoes. YOU made an impact in the legislative process! Our voices were heard.
WHIMA coordinated activities with Wisconsin Hospital Association to impact the patient health care records legislation. The result of our impact includes copy fees of $15 processing fee, 35 cents per page, $5 certification fee, $1.25 per page for microfiche or microfilm copies, and $5.00 certification fee. If delivery of copies is requested within 7 or fewer days after making the request, a fee equal to 10 percent of the total fees may be added to the total fees. We impacted the removal of providing copies within 21 days after receiving a request for records and associated penalties. Also, the provision of free records in electronic format was eliminated.
A summary is available on the Wisconsin CoP in the Community Resources section at Copy Fee Summary of Changes for 2009. For clarification, “person authorized by the patient” is a very limited list of people specified in statute that generally refers to those persons who have authority to make health care decisions of the patient or who is the survivor of a deceased patient. Thus, a “person authorized by the patient,” would not mean “anyone with a patient informed consent.”
WHIMA’s journey with revisions to copy fees began in 1997, twelve years later we have fees in which WHIMA provided input. The fees may not cover today’s costs but an increase has been received from the existing fees. The existing fees were set in 2002, but not effective till 2007. A chronology of the copy fee legislation is available on the Wisconsin CoP at Chronology of Copy Fees in WI
The Team hopes all members continue to exercise your first amendment right of petitioning the government on issues impacting you—personally and professionally.
WHIMA Celebrates Diamond Jubilee in 2010
by Sally Hensel, RHIT
In 1935 WHIMA was organized, only seven years after AHIMA. The Diamond Anniversary of WHIMA is in 2010 so let the planning begin!
The mission, core values, and lack of understanding of the profession remain intact through the years. An article from the WHIMA archives states, “The need for trained medical records librarians and the value of medical records to the physicians and the individual has prompted Governor Vernon Thompson to declare the week of October 26-31 (1958) as Medical Records week in Wisconsin. Here in the state some 80 odd members make up the virtually unknown group called the Wisconsin Association of Medical Records Librarians.”
Recruitment of medical record librarians and the growth of theprofession were identified as problems in 1958, sounding very similar to the concerns raised in the industry today. “An indication of the multitude of work involved in compiling and filing medical records, at Divine Savior hospital some 165,000 individual case histories are on file, a responsibility of Sister M. Materna, RRR, the records librarian, and her assistant, Miss Louise Sauer.”
A predecessor to the Link, “The Medical Record Special” had its initial publication on July 23, 1946. Malcolm T. MacEachern, M.D. an
Associate Director of the American College of Surgeons wrote a letter for the kick-off publication. His eloquence and vision speak as clearly then as now.
“Sister Amia has asked me to ‘write a little paragraph or two’ for this new publication for the medical record librarians of the Wisconsin Conference of the Catholic Hospital Association. I am happy indeed to comply. My enthusiastic willingness to do so will be readily understood by the hundreds of medical record librarians who know how deeply I feel that a hospital without good medical records is like an illiterate man, pitifully out of place in our progressive, scientific society.
Any instrument that is an influence for better medical records in hospitals is directly contributing to the improved care of the patient. You publication will be such an influence. I know this from the earnestness of the tone of Sister Amia’s letter, and from her expression of the thought behind the name ‘The Medical Record Special’ as visualized in a ‘plane speeding through space, for progress, and high ideals of service.’
I like that symbolism. I should like to add to it the idea that the onward and upward progress of medical science as a whole can be impeded or speeded by the nature of the flight of the ‘Special.’ If it soars successfully, arousing zeal for better medical records in Wisconsin, it will kindle in other places desires to emulate the achievement. As medical record librarians everywhere are inspired by the united will to advance their profession, hospitals will become more ‘literate’ – more research conscious, more analytical of their clinical work, more scientific. As they do so, the patient will directly benefit.
I commend you upon the spirit which prompted the initiation of this publication. You have my most heartfelt wishes for its far-reaching success.”
Let us continue to soar as old and new challenges face our profession.
Layoffs Hit Health Care Arena
by Vicki Wolf, RHIT
Health care has been making the news lately and not just related to health care reform. It is not as immune to the recession as once thought. Aurora Health Care, Milwaukee, reported a recent layoff of 90 workers and reportedly plans to leave 220 positions vacant as they continue their efforts to respond to the challenges of this economy. Aurora is not the first to cut staff, Wheaton Franciscan Healthcare, Glendale, laid off about 250 workers this past fall and Columbia St. Mary’s, Milwaukee, eliminated 74 positions this past November.
In some instances they are referring to it as “system-wide restructuring” as hospitals and other health care facilities grapple with the effects of the economic downturn due to increases in bad debt, charity care along with all the red tape involved with changes in government/insurance spending.
How will you survive? Here are a few tips for you on how to recession proof your job. First step is to not just think of your job as a “job”, but as a career! Thinking of it as a “career” opens up a whole new world for you. It gives you a change in mind-set so to speak. We will all hold different positions as we continue in our career as HIM professionals.
Speaking of “mind-set”, attitude plays a huge role in keeping your job, especially a positive one. Who wants to work in an environment where everyone is down in the dumps all day? Too, much negativity in the break room, by the coffee machine, in the hall/department/ cubby can spread like wild fire and may leap right to the boss’s ear. If you were the boss which employee would you slice off the pay roll? Yep…the negative one will usually be the first one to go.
Attitude also is reflected in the statement; “It is not my job”. Be a winner not a whiner!! Volunteer to be part of the next project team, do it and do it well. Perform, perform, and perform! This helps to keep you plugged in to what is going on. Those that are plugged in are more visible and indispensable. They are part of the team.
Speaking of visibility…this is no time to hide. Also, it is not the time to be breezing in late or sneaking out early. Be vocal (and I don’t mean shouting), visible and assertive. Constantly communicate about your unique skill set and be willing to help others. At times like this, it is important to work collaboratively, demonstrate a positive attitude, be optimistic and an encourager. Be aware of other department agendas and not just yours. If you disagree with another team member idea, approach it in terms of improving the plan. Take a look at it again and try to find a “win-win” approach. This is your time to prove that you are a contributor no matter what level you are operating at.
Hone your skills. Knowledge is action. Devour professional journals, magazines and books which help you stay fresh in your thinking and on top of your game. Attend conferences and/or webinars with a group if the budget is tight. Remember….this is your career. As budgets are tapered back, you may need to toss in your own dime to stay in the game.
Attend not only with the expectation of enriching your knowledge but also to build your social net worth. Network, network, and network! Meet new people. The more people you know the luckier you are, especially if you are in the market for a new position. Yes, we can network via Facebook and Linkedin, but we, as people, need the human connection to feel connected and uplifted. We are all in this together.
If I can steal a phrase from Rick Olson, “Get out of the bleachers and unleash your greatness”. Volunteer, volunteer, and volunteer! Volunteering can cultivate your self-esteem and boost your self confidence. It gives you a different perspective on things. Helping will make you feel like you are making a difference and guess what? YOU are making a difference. I can tell you from my personal experience. Volunteering has enriched my life and secondly, my career.
Seeking another position? Click here...To get a preview of the upcoming conference go to...
Job Spot
"Fast Facts"
From the Annual Conference
by Vicki Scheel,RHIA
The 74th Annual Conference, held in Stevens Point, was attended
by 199 members. Friday tutorials were attended by 119 members. Evaluations from attendees indicated that the Annual Conference Team 'hit the mark' with the right topics and there was fun too with the show band "Spin" providing entertainment. The Scholarship Team and the Annual Conference Team sends out a “Thank You” to all who attended and participated in the Not-So-Silent Auction. It was a great success with $3180 raised for scholarships.
Plan to attend the 75th 'Diamond Jubilee" Annual Conference at the Osthoff Resort on May 5-7, 2010.
This e-mail was sent to you by www.whima.org. WHIMA respects its members' Internet privacy. Update your Membership Profile or E-mail Address. If you prefer not to receive informational e-mails regarding WHIMA and the Link newsletter, send an e-mail with the subject line Remove to Sandy Bissen and include your full name and member ID number (if applicable) in the text. Please allow a few days for processing of your request.
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The registration form printed and mailed with the Fall
Conference brochure was printed with the incorrect fees for the group rate.
If you are registering a group of 3 of more from the same facility, use the form on the web site at 2009 Fall Conference Fees and Registration Form
For Webinars on Demand, just click here ..."Webinars on Demand
to order the "Never Events" session or "Demystify Infusion" or "Pressure Ulcer Coding" session.
Just released. Take this opportunity to update your Legal Resource Manual now. The Legal Resource Manual Team, led by Debbie Case, RHIT, have completed the 2009 Update to the Legal Resource Manual. Revisions were made to the Mental Health (51.30, Long Term Car Records, Redisclosure of Proteted Health Information and several other chapters. New chapters for 2009 include Documentation Requirements for Acute Care and the Physician Office.
Order your copy of the 2009 Update now. For an order form, just go to 2009 Publications Order Form
Calling all WHIMA members! We are in need of all members to update their contact information, especially their email
| | Calling All WHIMA Members
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addresses. Currently, about 1/3 of all email communications that WHIMA sends out bounces back, with the email address not being valid. WHIMA sends out numerous email communications that are vital to WHIMA members, including changes in legislation, notices of conferences, regulation changes, the LINK newsletter and other important information. Many times these invalid emails are due to members changing jobs or our student members who have graduated from school. The only way we can reach our members without valid email addresses is via the U.S. Postal Service. Our goal is to have all of our members receive the important WHIMA information in a consistent, timely manner via email. Please take a couple minutes today to update your contact information, especially your email address. Thank you!
Linda Fremouw is this year’s WHIMA Undergraduate scholarship winner. As the mother of five, as well as fourteen horses, while working twenty hours per week, she is the embodiment of the old adage, “if you want something done, give it to a busy person”.
Linda will graduate from CVTC in December. At this time she is leaning towards coding following graduation. It is easy to get caught up in her enthusiasm and “can do” spirit which may account for also getting an AHIMA scholarship as well as one from CVTC.
When asked about her secret to success in attaining scholarships she said she keeps a file with pertinent details for filling out applications. Most of the data can be reused. The essays take some thoughtful consideration but thought it took her about one and half hours per scholarship application which is a pretty good hourly rate of return. Just like applying for jobs, not every application turns into a scholarship, but her persistence has clearly paid off.
Her advice to other students considering applying for scholarships:
• Distinguish yourself in the classroom so that your teachers can write a personalized letter of recommendation.
• Have some volunteer experiences.
• Do not stop yourself believing there are so many applicants you don’t have a chance.
• You may not get every scholarship you apply for, but you have no chance without filling out the application.
This next semester she would like to assist other students in applying for scholarships. She is active in the HIM club, but would like to go beyond that in helping others get ahead. The Spirit Team, amongst others, would do well to tap into the infectious spirit of this upcoming grad!
Because of your votes and your prompting of each other to vote, I’ve been elected to serve as a Board Director of AHIMA for three years. Your response resulted in Wisconsin having the highest percentage of members voting—31%—Wisconsin shined! I'm honored and grateful to be given the opportunity to lead AHIMA in this exciting time! Thank YOU!
Okay, so the picture of this deer to get your attention was my husband’s idea, but it worked didn’t it? We all have heard the buzz about Medicare’s Recovery Audit Contractor (RAC) program coming our way. This article provides a brief overview of the RAC demonstration program, the common mistakes providers make in their claims (as shown by the “Demonstration Program” results), and steps providers can take to prepare for Medicare’s recovery audits. Health Information Management professionals can provide the direction required to initiate and assist in preparing and organizing a RAC plan of action that will guide the facility through the RAC audit process.
As of March 1, 2009, the four national RACs have commenced information requests in approximately two-thirds of the states. Provider types targeted by the RAC program include Inpatient rehab facilities, hospitals, physicians, skilled nursing facilities, durable medical equipment suppliers, laboratories, ambulance, home health agencies, and hospices. The RAC program is administered by The Centers for Medicare and Medicaid to identify claims processing errors, both underpayments and overpayments. The RAC Demonstration Program was found to be highly effective in identifying payment errors. Part of the RAC program’s success in the Demonstration Program is attributed to the contingency fees paid out to the RACs for the overpayments that they identify. Thus, the RAC program is now considered permanent and will be expanded to all 50 states by no later than 2010.
The Demonstration Program showed that improper payments generally occur in four different situations including; payments that are made for services that were not medically necessary, payments that were made for services that are incorrectly coded, providers failed to submit appropriate documentation to support the service provided, and other errors defined as claim submitted twice or paid twice.
As an organization, Aurora has taken the approach to develop a RAC System Steering Committee and System Coordinating Council to begin discussions on how to streamline processes surrounding the RAC audits. The Aurora System-wide RAC Coordinator, as well as many other top leaders from throughout the organization represent the Steering Committee. The System Coordinating Council is comprised of the site RAC Coordinators designated at each facility.
To read more about the steps that Aurora Sheboygan Memorial Medical Center took to get ready for RAC implementation read more...
RACs Are Coming
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| Come to La Crosse
Fall Conference, September 17-18, 2009
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