Virtual Tour of an HIM Department The Making of Our DVD

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Virtual Tour of an HIM DepartmentThe Making of
Our DVD
Virtual Tour of an HIM DepartmentThe Making of
Our DVD
Karen Motley, MBA, RHIA Mary Dudash-White, MA,
RHIA, CCS Sinclair Community College Dayton, Ohio
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Our Program

• Health Information Management (HIM) is a two year
  degree program at Sinclair Community College
  (SCC) in Dayton, Ohio.
• HIM is a rapidly expanding healthcare profession
  that is responsible for the collection and
  analysis of healthcare data, the dissemination of
  health information, and the management of
  healthcare systems.

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Historical Perspective

• During the HIM students first year in the
  program, tours of area HIM Departments are
  scheduled to introduce the students to the HIM
  environment.
• This is necessary, but time consuming for the
  students, facilities and the faculty.

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Challenges

• Disruption at the hospitals as the students tour
• Scheduling 20 students to be at the same place at
  the same time
• Privacy and security issues at the hospitals

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Searching for a Solution

• Brainstorming sessions
• Solution Virtual Tour
• Goal Provide exposure to a real world HIM
  department

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Funding the Project

• In 2006, we applied for a Sinclair Foundation
  Innovative Projects grant in order to develop a
  virtual tour of area HIM Departments.
• This was subsequently funded for 6,000.
• Filming, lighting, editing, etc.
• Accomplished by Learning Technology Support at
  Sinclair Community College.
• All participants in the project were unpaid
  volunteers.

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The Process

• We met as a faculty group to frame this
  project.
• We initially thought we would use voiceover with
  background filming.
• We met with Learning Technology Support who
  steered us in a different direction.
• Lets have a live tour guide instead.

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Obtaining Permission

• Needed support from local hospitals.
• Called upon HIM Advisory Committee members (HIM
  Directors) and explained the project. They were
  thrilled to be involved!

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Script Writing

• Visit the hospitals and write a script as if we
  were on a tour.
• Writing was a challenge.
• Didnt want to get too detailed for first year
  students.
• Hard to imagine how you demonstrate the flow of
  a record on a video.
• Re-writing, re-writing, re-writing!

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Identifying Cast Members

• Recruited past Sinclair graduates/current
  students
• Included HIM Advisory Committee members
• Included faculty members
• Community members
• Needed a tour guide

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Getting Ready

• Secured signed Talent Release forms from each
  cast member.
• Make up and clothing guidelines were issued.
• Scripts were provided to cast members.

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Filming

• Dry run with a still camera
• Filming in non-business hours
• Weekends and Evenings
• Many Hours -55 hours total

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Filming

• Ready to film 2 HIM dept. tours
• Issues/Concerns
• Lighting Issues
• Scheduling the cast and crew
• Overhead paging
• Cue cards
• Retakes

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Editing

• Learning Technology Support performed the
  editing.
• WOW!

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Educational Uses

• Introductory HIM courses - HIM 110 and 111
• Distance Learning applications
• Portions are used in subsequent HIM classes
• Management ergonomics
• Medicolegal the ROI process
• Nationwide sharing via The American Health
  Information Management Association our
  professional association WOW!!!

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End Product

• Virtual Tour of 2 HIM departments
• Lets watch one now!
• Hospital 1 (30 minutes) mms//wms.sinclair.edu/23
  378Windows.wmv
• Hospital 2 (12 minutes)
• mms//wms.sinclair.edu/23380Windows.wmv

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Sample Assignment

• Student Name ______________________________ Date
  _________
• HIM Tours Video 1
• Instructions While you are viewing the HIM Tour,
  answer the following questions. You can view the
  tour as long as necessary to complete the
  assignment.
• According to the video
• How often must a confidentiality statement be
  signed by the employees at this facility?
• 2. How do employees get in the medical record
  department after closing hours?
• 3. What other function does the photocopier
  perform at this facility?
• 4. For what is the shredder box used?
• 5. Describe auto-faxing and how it is used
  at this facility.

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Thank You

• Any questions?
• karen.motley_at_sinclair.edu
• mary.dudashwhite_at_sinclair.edu