Importance of Auditing & Medical Coding Project Kick-Off Calls: How to Get the Entire Team on the Same Page

While the specifics of a kick-off call may vary based on the project’s nature and complexity, a structured approach can help ensure its effectiveness. At a minimum, the call should include the following elements. Download our kick-off call template here.

• Introduction and Welcome: Begin the call by introducing and welcoming all participants, briefly stating the project’s purpose, and outlining the objectives to be achieved during the meeting.
• Client Overview: If you’re an external vendor working with a hospital or provider, provide a brief description of the client’s organization, goals, mission, values, and challenges.
• Scope of Work and Expectations: Review the signed scope of work agreement to confirm it is accurate. Clearly define the roles and responsibilities of each stakeholder involved in the project. This clarifies expectations and ensures everyone understands their contributions and dependencies. Discuss a high-level overview of the project, including its expected outcomes, scope, and key deliverables. Emphasize the benefits and value the project aims to bring to the organization.
• Project Team Introductions: Introduce the key members of the team who will be working on the project. Discuss their areas of expertise, experience, and their roles in the project.
• Communication and Reporting: Outline the communication channels, frequency, and reporting mechanisms used throughout the project. Emphasize the importance of regular updates and encourage open communication.
• Workflow and Facility Policies: Review the current workflow, systems, applications, and tools utilized during the project. Outline any facility-specific requirements or protocols.
• Training and Knowledge Transfer: Identify additional training staff may need to complete the project. Set up knowledge transfer sessions to train staff and bring any materials or resources to pass along that knowledge.
• Q&A Session: Allocate time for participants to ask questions, seek clarifications, and address any concerns. Encourage an open dialogue to foster engagement and stakeholder involvement.
• Next Steps and Action Items: Share a summary of the key decisions and action items discussed during the call. Assign each action item to a stakeholder with expected deadlines. The next meeting or checkpoint should be scheduled before signing off.

The project manager typically takes on the responsibility of organizing and facilitating the kick-off call. As a certified project manager, I coordinate with stakeholders, prepare the agenda, and ensure the call’s objectives are met. The project manager should also collaborate with relevant teams to gather necessary information and resources for an effective kick-off call.

The success of a kick-off call hinges on involving the right stakeholders who possess the knowledge, expertise, and decision-making authority to contribute meaningfully to the project. The key participants in a kick-off call may vary depending on the project, but here are a few examples to include:

• Client: The organization or group that reached out for assistance meeting their goals or accomplishing their project.
• Project Manager: The person responsible for planning, executing, and controlling the project, ensuring it meets its objectives.
• C-Level Executives: Directors and other management-level executives who oversee the departments involved in the project.
• Subject Matter Experts (SMEs): Individuals who possess specialized knowledge relevant to the project and can provide valuable insights.
• Other Key Stakeholders: Representatives from departments or areas impacted by the project’s outcomes, such as IT, finance, operations, or HIPAA compliance.