Project Management Process

Figure1. Project Management Phases

eSoft Philippines has a careful and detailed project management process. Anchored on the traditional model of project management, eSoftData Solutions Philippines underscores five significant phases as core guide on their medical records review project administration

Phase1. Initiation – Assessment of Clients Needs

To introduce the company’s best valued service(s), eSoft Philippines initiates a meeting with prospective client(s) or sends them with marketing and advertising materials. Then eSoft assesses the clients needs and requirements, analyzes the project specifications, determines the expectation and scope of the project, such as deadline, expected output or deliverables, etc., and presents options and proposals to client(s).

After both parties have signed the agreement or project contract, the client sends the project files to eSoft Philippines thru the Project Operations Manager for project execution. The Project Operations Manager is the only authorized entity of the company to receive the project files so as to maintain centralization of documents and for proper control of project files and contracts, and to preserve security or confidentiality of each file or project contract as a whole.

Phase2. Planning and Design

Once the files have been received from the client, the Operations Manager drafts a strategic plan to properly execute the project. This includes scheduling, identifying deliverables and creating the work breakdown structure, estimating the resource requirements for the activities, estimating time and cost for activities, and selecting the team or the specific Medical Record Reviewer to perform the records review tasks. The main purpose of this phase is to plan time, cost and resources adequately, to estimate the work needed, and to effectively manage risk during project execution.

Phase3. Project Execution

Here are the steps in executing the assignment properly, and in achieving standards in the whole process of project execution and management.

Step1. Receiving of File and Initial Scrutiny of Data
The Medical Records Review Associate receives the file from the Projects Operation Manager. Upon receipt of the soft data, he/she is required to check the completeness of the said data or record. If he/she has found that the record is incomplete, he/she is obliged to inform the Project Operations Manager. The concerned manager then coordinates with the client, relay the issue and wait for the client’s advice or course of action. If the record is already complete, the Medical Records Review Associate can proceed with the next step.
Step2. Record Sorting and Classification
The Medical Records Review Associate then sorts the record and indexes it according to classification.
Step3. Chronological Arranging
After classifying the contents of the record, he/she then arranges the record chronologically under each classification.
Step4. Rechecking the Arranged File
After sorting, indexing and chronological arranging of record, he/she then re-checks if the arranged file is all complete, and if not, he/she looks for the missing content of the record from the original file. Otherwise, he/she then proceeds to the next step.
Step5. Record Review and Summarizing
The Medical Records Review Associate then identifies the records that need to be reviewed. He/she then reviews and summarizes the records according to the client’s specified requirements and needs.

Phase4. Monitoring and Control

Monitoring is observing and checking the progress of the project, to ensure compliance with project scope, timelines, deliverables and schedules. From time to time, the Project Operations Manager communicates with the Medical Records Review Associates and Quality Assurance Auditors to ask them for updates regarding the work plan and compel if not encourage them to submit their work output on time.

Project control is likewise measuring such progress by comparing and contrasting actual progress with project plans and schedules and taking corrective action as required. It also includes quality assurance and control check for the work output.

Step6. Quality Assurance Procedure
After the Medical Reviewer has finished the whole records review process, he/she is obliged to undergo a preliminary quality assurance procedure by counter checking the accuracy, reliability and consistency of the data or files which he/she had reviewed from the medical records. If he/she has found some errors from his work output, he/she is expected to amend or rectify his working file before submitting it to the concerned person. He/she is required to maintain company’s quality standards by creating work outputs or submitting files that are extraordinarily organized and free from errors. After discerning that his/her work output follows the rigid process of quality assurance, the Medical Reviewer submits the final output or file to the QC Auditor for Final Quality Control Procedure.
Step7. Quality Control Procedure
The Auditor will then review and recheck the work output and correct errors or any inconsistencies found in the output file. When the deliverable passes to quality standards, the QC Auditor then submits the final work output to the Projects Manager for acceptance.

Phase5. Completion

The Project Operations Manager receives and acknowledges the work output from the QC Auditor, and then he submits the file to the client for acceptance and approval. If the client requires revision of the work output, the Project Operations Manager discusses with the client about the said adjustment or output modification. Then the same procedures apply to reach completion stage and send the deliverable(s) to the client without any further glitch.

Avani Residences Davao is fortunate to bring you a diverse assortment of housing options and lifestyle choices, giving you the flexibility of planning your family needs.