As a manager of Health Information Services, you must be able to organize your time in a fashion that reflects priorities, deadlines, and reasonable expectations. To-do lists, calendars, and delegation can help you organize time appropriately and effectively.
Upon completion of this activity, you should demonstrate skill in
Director Jones’ Monday Morning
Time Management Case Study
For purposes of this case study, assume that you are J. R. Jones, the Director of the Health Information Department at University Hospital. The items that you face Monday morning must be prioritized (#1 – the task should be handled immediately; #2 – the task should be delegated or #3 – the task can be resolved/scheduled for a later date). After prioritizing, you should decide how each task should be handled.
In a Word document, indicate the following:
You are the Director of the Health Information Department at University Hospital. You have been in this position for approximately six months. This is your first director position. You report to Carol Johnson, chief financial officer.
You have 42 employees in your department:
As Director, you serve on the Health Information Committee and record minutes of their meetings. You coordinate committee meetings by sending out meeting notices, arranging refreshments, providing the records for review, and developing the agenda in conjunction with the committee chairman.
As Director, you also serve on the Quality Improvement Committee for the hospital, as does the quality management coordinator, Jim Black. It is Mr. Black’s responsibility to record minutes at this meeting, prepare records for review and make meeting arrangements.
Finally, you are a member of the hospital’s Computerization Task Force.
Your other professional commitments are as follows:
On this particular Monday, the Quality Improvement Committee meets at noon. Lunch will be served during the meeting. You also have an HIA Program Advisory Committee Meeting scheduled at 5:00 p.m. at the University. You have not yet prepared a presentation that you will make to the Advisory Committee on a report from the subcommittee on curriculum, of which you are Chair. This is also the first day of management affiliation for a student from out of state who will be spending six weeks in your department.
You will be out of the office for the next two days at a JCAHO seminar in another city. Your flight leaves this evening at 8:30 p.m.
What happens Monday morning
On the way to work this Monday morning, you stop at the local printer’s office to pick up the draft of the regional association’s newsletter, which must go out tomorrow. It must be proofread and returned to the printer for any corrections and copying some time today.
Upon leaving the printer’s office, you discover that your car is no longer where you parked it. You had apparently parked in an illegal parking spot, and your car has been towed away. When you call the local Police Department to find out where your car is, you are told that you can retrieve it from the auto storage facility for $50.00. You call your administrative assistant, and then you call a taxi to retrieve your car. You arrive at work at 9:45 am, rather than your usual starting time of 8:00 am.
You begin to go through the notes and phone messages on your desk. In addition, while you are trying to do your work, people come in an interrupt you. Following is the list of 10 action items—both from messages and from people coming into your office. You need to find the time to take care of all 10 items. According to the instructions above, identify the priority, the action, and the rationale for each item.
Time for Ten?