Coding and its technologies have significantly evolved with time. While these continuous advancements improve the healthcare system in several ways, they also create problems for coders, especially those just starting their careers. As a result, many new coders face productivity issues. This is a major concern because coding productivity is directly linked with billing efficiency.
Therefore, healthcare organizations should address these challenges faced by new medical coders to avoid revenue leakage, compliance issues, and other billing hurdles. Don’t know where to start from? Simply follow our tips inspired by AHIMA’s approach to maintaining productivity and hiring and retaining energetic coders for smoother operations.
Understanding Coding Productivity
We all know productivity is subjective, especially when different contexts and perspectives are involved. So, what does it mean for new coders? For that, we’ll have to understand coding efficiency. When we talk about coding productivity, we usually refer to the speed and efficiency of coders in accurately assigning standardized codes (e.g., ICD-10, CPT) to clinical procedures/services. In simple words, it measures how many charts or records a medical coder processes within a particular time frame.
Productivity is one of the most important metrics of health information management because it has a direct impact on revenue cycles, billing accuracy, and compliance. So, how do we measure coders’ productivity?
Measuring Productivity of Medical Coders
The coding efficiency of medical coders depends on the healthcare setting, situations, and complexity of coding systems. However, we can measure it with the following metrics.
Average Coding Time
One of the most common methods of measuring a medical coder’s productivity is to track the number of patient records he completes per hour. For a more detailed perspective, you can also measure the average time your coders spend on each record.
Accuracy Rates
Productivity is not only about speed but also about accuracy. Coding accuracy is crucial for efficient billing because it helps avoid claim denials. Frequent audits can help you assess how accurately your medical coders assign codes to the clinical data.
Case Mix Index (CMI)
You can also measure your coders’ productivity by assessing their Case Mix Index (CMI) – a metric that reflects the complexity and diversity of coding cases. A higher CMI indicates more complex cases, resulting in longer coding times.
Benchmark Studies
You can also measure your team’s productivity based on the set benchmarks. Several organizations, including AHIMA, offer valuable insights on coding productivity, such as average coding times for different settings.
To summarize, you can use these metrics to set realistic productivity goals for your team. However, keep in mind that new medical coders may not be able to achieve these goals due to complex coding structures, guidelines, and regulations, which is why you should pay special attention to the next section.
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AHIMA Tips for Maintaining Productivity of New Medical Coders
Are you struggling to motivate your new coding team? We might have the ideal solution for you! With an extensive history of setting industry standards, the American Health Information Management Association (AHIMA) is a leading organization for all types of health information. It is committed to improving the effectiveness and accuracy of coding teams by offering various certifications.
Its 2019 whitepaper on coding productivity is also one such example. This paper explored key productivity benchmarks following the transition from ICD-9 to ICD-10. It also provided valuable insights and best practices for new coders to adapt to the complex modern demands of healthcare data.
Want to improve your team’s efficiency? Follow our tips based on AHIMA’s findings to maintain productivity among new medical coders.
Adapt to Changes
You might have heard or read that adaptability is the key to survival. How can you expect your employees to be productive if you have not evolved with time? With the advancement of technology, medical coding has transformed from a primary manual, paper-based process to a highly digitized one.
Artificial Intelligence (AI) and Electronic Health Records (EHR) have increased coding accuracy. Healthcare organizations must be flexible and adopt a positive attitude toward change. In short, you should provide your new medical coders with the right environment, tools, and resources to encourage continuous improvement.
Set Realistic Productivity Goals
Another important thing is to establish achievable goals. We understand that setting productivity benchmarks can be difficult, as you have to consider several factors. However, you can always learn from your peers. According to DecisionHealth’s whitepaper on Coding Productivity Benchmarks, the efficiency of medical coders depends on their specialty. Orthopedic and pain management coders code more claims than others, 94 and 93, respectively.
However, you cannot expect the same results from new coders. AHIMA suggests gradually increasing expectations. The best practice is to review the average time your new coding employees take to complete their tasks, including chart reviews and assigning medical codes, and then set a realistic goal for improvement.
Provide Comprehensive Training
Training is the best way to keep up with the changing requirements. Continuous learning can not only improve your coders’ accuracy but can also enhance their productivity. New medical coders should understand and follow the latest U.S. Centers for Medicare & Medicaid Services (CMS) coding guidelines to avoid claim denials. They can only do that if they are well-versed with all the coding systems—ICD, HCPCS, and CPT—and can adapt to changes effectively.
It is your responsibility to train them. For that, you should have a proper onboarding process. Moreover, you must conduct frequent refreshers to update them on coding changes.
Automate Repetitive Tasks
Manual coding is not only time-consuming but also prone to human errors. Therefore, it is better to automate repetitive tasks. You can do that by allowing your new medical coders to use Computer Assisted Coding (CAC) tools, like 3M Health Information Systems, Alpha II, or ClinNext. Many successful healthcare practices, hospitals, and clinics are adopting this technology. So, why should you stay behind?
3M, an American multinational company, hired Xtelligent Healthcare Media to survey hospitals and health systems to understand CAC’s benefits. The report concluded that approximately 68% of CAC adopters saw an improvement in their productivity. This result confirms that CACs can significantly simplify the coding process for new employees. AHIMA also emphasizes using technology that assists with both coding speed and precision.
Offer Continuous Support
Coding is a complicated process, often requiring a deep understanding of complex medical terminology, different situations, and a large code set. Therefore, it is understandable that new medical coders might take more time to complete their tasks to avoid numerous mistakes. To improve their speed and accuracy, pair your new employees with experienced coders who can guide them, answer their questions, and provide real-time feedback.
Reduce Distractions
Distractions and interruptions can also impact your coders’ productivity. Did you know that, on average, it takes over 20 minutes for a medical coder to regain focus after being interrupted? Instant message notifications, emails, radio, TV, and other non-coding tasks can easily disrupt the workflow of your coding team. To create a productive environment, limit non-coding tasks and create a peaceful work environment for your team.
Implement Stress Management Practices
Don’t overwhelm new medical coders with your set productivity goals. Instead, establish stress management practices, such as mindful exercises and time management workshops, to improve your new team’s focus and prevent burnout.
These strategies are essential, as stressed coders are more likely to make coding errors, which can negatively impact both their productivity and the reimbursement process.
Hire More Coders
Did you know that many healthcare organizations are struggling with staff burnout due to an estimated 30% shortage of professional coders? Therefore, consider hiring a larger team instead of overwhelming new medical coders with extensive workloads.
AHIMA recommends two options for addressing staffing shortages: partnering with coding companies or looking for people enrolled in community college programs accredited by the Commission on Accreditation for Health Informatics and Information Management Education (CAHIIM).
Outsource Medical Coding to MediBill MD
Is the shortage of coding staff affecting your productivity? The best option is to follow AHIMA’s tips and partner with a coding professional like MediBill MD. We might be a new name in the industry, but our medical coding services are backed by years of expertise and experience. With an extensive team of certified coders, we address all your coding issues to improve your revenue cycle.
Our coding team proficiently covers all specialties and guarantees accuracy, compliance, and quick reimbursements. So, if you are struggling to find experienced medical coders for your team, you can partner with MediBill MD to meet your staffing needs.
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