Planning. Supervisors and Coordinators

Transcription

1 Planning Supervisors and Coordinators

2 Review Homework Review Homework from Module 1 Problem Solving and Decision Making Break into teams and discuss individual problems and solutions Pick the best one and present to class

3 Planning a Trip

4 What is Planning? Management Planning is a process for accomplishing dayto-day and long-term goals: Setting performance expectations and goals for groups and individuals Coordinating resources Channels employees efforts toward achieving organizational objectives Measures whether expectations and goals are being met What are the consequences of bad planning?

5 Why do Managers tend to avoid or fail at Planning? Time/Priority Resistant to Change Me Only Syndrome Fear of Failure Commitment Independence Failure to Delegate Apathy/ Indifference Fail to make the transformation

6 Importance of the Planning Process Enables to Supervisors to understand: What they want to achieve. How they can achieve it When they can do it Enables to Supervisors to Forecast the Future: Bridge the gap Prepare for Contingencies

7 Basic Terms Goals Specific accomplishments What you want to achieve Strategies or Activities A plan of action(s) intended to accomplish a specific goal Objectives Specific actions that must be accomplished Milestones along the way toward the goals Resources and Budgets Include people, materials, technologies, money, etc Required to implement the strategies

8 Goals Should be SMART Specific increase revenue vs. increase copay collections Measurable increase copay collection by 60% Acceptable are you able to increase copay collection by 60% Realistic increase copay collection by 60% in 1 month vs. increase copay collection by 60% in 6 month Time Frame over a 6 month period Is this SMART? To increase copay collections for outpatient visits. To increase copay collection for outpatient visits from 25% to 85% over a 6 month period.

9 Step 1 Establish Realistic Goals Good Plan will: State the current situation Have a clear aim Use the resources available Detail the tasks to be carried out Plan for contingencies Effective Plan will be: Explicit Intelligible Flexible Controllable

10 Step 2 Identify Resources Involve the Right People in the Planning Process Get input from everyone who will be responsible to carry out parts of the plan and who will be affected by the plan Helps employees understand the goals What needs to be done Why it needs to be done How it should be done What effect does it have on employees when they are involved in the planning process? Other Resources: Copay Collection: Committee Money Management Technology Approval Trainers Training Time Rooms Time Other for Employees Departments to train Auditors

11 Step 3: Establish & Prioritize Tasks/ Objectives Prioritize goals Rank them in terms of importance or priority Priority = steps necessary in completing the task Each goal should have tasks associated with its achievement. Copay Collection: Submit for Management Approval Establish a committee Develop Training Obtain Training Resources Attend Training Schedule Training Obtain Results Are these prioritized?

12 Step 4 Create Assignments & Copay Collection: Timelines 1. Establish a committee by Often, people underestimate the amount of time needed to 2. Submit implement for Management projects Approval by They forget to take into account unexpected events or unscheduled priority work 3. Develop Training by They feel pressure to over perform 4. Obtain Accurate Training time estimation Resources is essential by to a good plan Drives deadlines and results 5. Schedule Training by Access s your reliability 6. Attend Consider Training the abilities by of staff members 7. Increase initial copay collection by 5% in 1 st month, then by 15% in 2 nd month

13 Step 5 - Write Down the Plan Information Ensures & Communicate it Widely Clarity: employees and you are on the same page Everyone understands what is required (no assumptions) Defines The goals The roles and responsibilities of participants Gives people the information they need to get started Make sure employees understand the goals the same way you do If it s not in writing, is it worth having a plan?

14 Step 6 Establish Evaluation Methods Build in Accountability Regularly review who s doing what and by when Associate responsibilities and time lines with each objective Have employees give updates Copay Collection: Attended Training Run bi-monthly report by Clinic Employee Name Number of Visits Total Number of Visits $ Collected Rank %

15 Step 7 - Evaluate Planning Process and the Plan Regularly collect feedback from participants What do they like or don t like? Could it be done a better way? Assess if goals are being achieved or not Are goals realistic? Are there enough available resources? Do goals need to be changed? Allow for Flexibility. What can happen if we don t frequently evaluate?

16 Keep Employees Informed Internet Newsletters s Reports Staff meetings Do what works best for your department!

17 Identify Alternative Courses of Action It s OK to deviate from the plan The plan is not a set of rules It s an overall guideline Just as important to follow the plan, it is equally important to review and re-adjust However, make sure to stay true to the original timeframes To increase copay collection for outpatient visits by 20% over a 6 month period and eliminate Medicaid Copayments in data.

18 Step 9 -Acknowledge and Celebrate the Results Critical but frequently missed step Focus too much on achieving the goals and moving on Ends up going in circles, with no end in sight Leads to frustration and skepticism from employees Reward employees Non-monetary recognition Awards & announcements Time-off or gift certificates When was the last time your group celebrated a success?

19 Class Exercise Break into small groups. Pick a team leader. The team leader will lead a group discussion surrounding the developing projects everyone has going on in their office. Decide, as a team, on one project to plan for together. Using this guide, please come up with a plan for implementing the project. Share results with class.

20 Homework When you get back to the workplace, schedule a meeting with your employees Together as a team, decide on three goals you would like to achieve Choose one to work on together as a team Using this guide, develop a plan to achieve the goal Write the plan down along with the results and bring them to your next training session.