Quick Reference Guide: Strategies for Managing an Efficient Coding Queue

Quick Reference Guide: Strategies for Managing an Efficient Coding Queue

Effectively managing a coding queue is vital for ensuring timely revenue flow and compliance. Organizations can face multiple challenges in keeping their coding process efficient – staffing fluctuations, documentation bottlenecks, and training gaps, to name a few.

We will guide you through best practices for managing a coding queue, key tools for tracking and prioritizing tasks, and signs that indicate when a team may be over- or understaffed. We’ll also outline what an efficient coding process looks like. Let’s get ready to go over some actionable insights.

Key Challenges in Managing the Coding Queue

Staffing Issues

Maintaining adequate staffing levels is a common hurdle in managing a coding queue. Leaves of absence, unexpected illnesses, vacations, and retirements can strain resources and create coding backlogs. High turnover can sometimes disrupt productivity and challenge consistency within coding teams. Effective planning is essential to ensure continuous workflow coverage.

Signs of understaffing include:

• Persistently high DNFB (Discharged Not Final Billed) rates
• Consistent overtime use,
• Growing backlog of charts requiring coding

Signs of overstaffing include:

• Consistently low volume of charts for coders
• Unused overtime due to limited workload
• Frequent idle time, with coders waiting on available charts

Accurately assessing staffing needs helps maintain efficiency and avoid either understaffing or overstaffing in the coding department. Analyze past and current data to identify trends, such as peak times, that may affect staffing needs. Look at productivity metrics, past volumes, and patterns.

Establish and maintain production benchmarks for the coding team. Regularly review these standards to ensure coders meet expectations and adjust them as necessary. Account for any upcoming leave or PTO when planning. Adjusting staffing levels in advance helps maintain a steady workflow.

Finally, comparing your staffing levels to similar departments at other facilities can offer helpful insights into whether your team is over- or understaffed.

Fluctuations in Coding Volume

Coding demand often varies with patient volumes, and unanticipated increases in admissions can quickly create bottlenecks. Conversely, sudden drops in volume might result in coders being underutilized. To counter these fluctuations, managers should closely monitor admission trends and prepare contingency plans to handle surges or shifts in patient volume.

Miscommunication Between Departments

The coding department and HIM teams should maintain strong communication to ensure documentation is completed promptly for timely coding . Additionally, consistent communication between coding staff and management helps clarify expectations, set priorities, and foster a smoother workflow. Miscommunication in these areas can lead to coding delays, revenue delays , and potential compliance issues.

Lack of Training and Inadequate Skill Levels

A proficient team is essential for maintaining an efficient coding queue. Coders must be well-versed in the specific modalities they handle. When coders are inadequately trained, errors increase, causing rework and impacting productivity. Regular training programs, regular audits, regular continuing education, and a clear understanding of competency expectations can help avoid such pitfalls.

How to Effectively Prioritize Coding Tasks

Prioritization by Financial Impact

It’s beneficial to categorize and prioritize “high dollar” charts to maintain a steady revenue stream. Coding these high-priority charts first can ensure that critical cases receive immediate attention and ultimately lower the DNFB.

Setting Daily Productivity Goals

Establishing productivity goals keeps coders focused and helps managers track daily progress. For instance, setting a goal to code charts by their discharge date or assigning daily productivity standards ensures that coders are aligned with the team’s overarching objectives.

Leveraging EHR System Tools

Many electronic health records (EHR) systems, such as Epic and Cerner, include tools that facilitate coding workflow automation. EHRs can not only manage patient documentation but can also aid in tracking and managing the coding queue. These systems help identify pending charts, monitor productivity metrics, and track coder performance. By utilizing these built-in features, coding departments can streamline their processes and automate parts of the workflow, which helps manage workloads more efficiently.

Other recommended tools and systems include:

• Data Analytics: Tools that generate data insights are invaluable for identifying workflow patterns and potential bottlenecks. Data analysis can reveal trends, such as busy seasons helping teams proactively adjust to meet changing demands.
• Communication Tools: Slack or MS Teams can streamline communication, allowing coding staff and management to share updates, documentation issues, and daily objectives. This real-time connectivity fosters quick problem-solving and promotes a transparent work environment.

Typical Workflow Example for Managing a Coding Queue

An efficient coding workflow incorporates clear, systematic steps. Here’s an example of what a typical workflow looks like:

1. Documentation Readiness: Coding efficiency depends on having complete documentation available when needed. This includes all items needed for proper coding: path reports, operative reports, orders, queries, etc.
2. Assigning Coders by Expertise: Coders should be aligned with the modalities in which they are most skilled. This specialization reduces errors and supports higher-quality coding.
3. Strategic Planning for Coverage: Schedule coverage for coders taking time off well in advance to avoid productivity disruptions. Utilize overtime or, if necessary, contract external resources to cover any productivity gaps. Additionally, monitor the volume of charts against the available team members to identify staffing needs
4. Setting Daily Goals and Standards: By establishing specific productivity standards and assigning daily goals, managers help coders track their progress and stay on target. Clear expectations of goals also foster a sense of accountability.
5. Ensuring Access to Support: Coders should have access to current policies, guidelines, and support systems to handle any coding questions or unusual cases.

Best Practices for Streamlining the Coding Process

An effective coding process should be streamlined from beginning to end. In addition to following the workflow example above, here are some more best practices for streamlining your organization’s coding process:

• Cross-Training: Equip team members with cross-training to handle different modalities or chart types. This provides flexibility to cover absences or fluctuations in workload.
• Robust Communication Channels: Communicate effectively with the HIM department to ensure charts are complete for timely coding. . Additionally, consistent communication within the coding team keeps everyone informed on goals and priorities.
• Regular Quality Reviews: Consistent quality audits help ensure accuracy, prevent denials, and improve coder skill levels. Quality checks are essential to maintain the integrity of the coding process.
• Continuous Education: Allocate time for coding education and regular updates with Coding Clinic, CPT Assistant, and new guidelines. Ongoing training keeps coders proficient and reduces errors.
• Process Improvement Initiatives: Schedule regular assessments of workflows to identify areas for improvement. Conduct daily and/or weekly management collaboration sessions to assess current workflows and current/upcoming needs. Technology upgrades or process tweaks can often lead to increased efficiency.
• Expert External Coding Consultants: Access to contract coding partners helps facilities manage fluctuations in coding volume, meet demand without overstaffing, and maintain flexibility in resource allocation.

Partnering with YES HIM Consulting for Coding Queue Success

Garnered from decades of HIM experience, our team understands the complexities of coding queue management. Our qualified consultants offer coding support, education, and workflow optimization solutions to help your facility manage its coding queue effectively.

Whether you’re facing high volumes or aiming to enhance productivity, we provide tailored solutions to meet your needs. Contact our team today to learn how our experts can streamline your coding operations and support your goals.