A B C D E F G H Commented [G3]: W N H Metropolis Hospital Operating Budget Fiscal Period December 1 through November 30, 2012 Operating Expenses: General Supplies 1. This is the suggested format. Refer to the project instructions for Medical Record Forms Rate Used Quantity Used/Year Price Per Unit* Cost Per Year Rounded Total Notes more details and data. All calculations must be shown in Excel formula. 9 10 11 Total 12 13 General Office Supplies Rate Used Quantity Used/Year Price Per Unit* Cost Per Year Rounded Total Notes 14 15 16 17 18 19 Total 20 21 General Supplies Total 22 23 Services 24 25 Service/License Fees Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total Notes 26 27 28 29 Total 30 31 Services TotalHIM 481 Project 2 Suggested Format in Excel Spreadsheet A B C D E F G H Commented [G1]: 1 Metropolis Hospital 1. Your spreadsheet should have 5 sheets containing calculations/data for: Overall Summary, Revenue Budget, Operating 2 Overall Summary Budget Fiscal Period December 1 through November 30, 2012 Budget, Capital Budget, and Personnel Budget. (Please refer to the bottom portion of this screen shot. W 2. The Overall Summary should be in the format as shown in this 4 General Supplies screen shot. 6 Services 7 8 Other Expenses 9 10 Capital Equipment 11 12 Wages and Salaries 13 14 Fringe Benefits 15 16 Expense Subtotal 17 18 Revenue Estimate 19 20 Net Budget Request 21 22 23 24 14 4 Overall Summary Revenue Budget Operating Budget Capital Budget Personnel Budget S Ready33 Other Expenses 34 35 Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total Notes 36 37 38 Total 39 Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total Notes 40 Professional Development 41 42 43 44 Total 45 46 Resources Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total 47 48 49 50 CPT 51 Total 52 53 Trauma Registry Program Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total 54 55 56 Total 57 Quarterly In-Service Educational Program Rate Used Quantity Used/Year Price Per Unit Cost Per Year Rounded Total 58 59 60 Total 61 62 Other Expenses Total 63 64 Operating Expenses Total 65 14 4 Overall Summary Revenue Budget Operating Budget Capital Budget Personnel Budget Sheet1A B C D E F G H Commented [G5]: Metropolis Hospital |Personnel Budget: N Personnel Budget Fiscal Period December 1 through November 30, 2012 1. This is the suggested format. Refer to the project instructions for 3 more details and data. All calculations must be shown in Excel formula Salary/Wages 4% with 4% Salary with Rounded 4 Employee Salary/Wages Increase Increase Benefit rate* Benefits Benefits Total 7 8 9 10 11 12 Tota Rounded 13 Total 14 15 16 17 18 19 20 21 22 14 4 ) |Overall Summary Revenue Budget Operating Budget Capital Budget Personnel Budget Sheet ReadyMetropolis Hospital Commented [G4]: 2 Capital Budget Fiscal Period December 1 through November 30, 2012 Capital Budget: 3 1. This is the suggested format. Refer to the project instructions for 4 Cost Per Unit # Needed Total Cost New or Replacement more details and data. All calculations must be shown in Excel formula. 5 6 7 Total 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 14 4 > Overall Summary Revenue Budget Operating Budget Capital Budget Personnel Budget ReadyCommented [G2]: A B C D E F G H Revenue Budget: 1 Metropolis Hospital 1. This is the suggested format. Refer to the project instructions for N Revenue Budget Fiscal Period December 1 through November 30, 2012 more details and data. All calculations must be shown in Excel formula. 3 Number Source of Per Unit Volume of Total Price Estimate* Discharges Records Revenue Notes Revenue A Released 5 6 7 Totals 8 9 10 11 12 14 4 Overall Summary Revenue Budget Operating Budget Capital Budget Personnel B ReadyEXHIBIT B-3 BASE STATISTICS-BIRTHS Last Completed Fiscal Year Projected for 2010-2011 Next Year 2011-12 Month December 55 60 January 2 63 February 59 69 March 69 73 April 61 71 May 78 66 June 88 74 July 68 70 August 69 73 September 65 62 October 62 59 November 61 60 Total 797 800Current Staff Employee Date of Hire Full or Part Base Salary Brown 9/9/99 Full 26,480 Dawson 12/8/2004 Full 28,850 Patel 10/10/2001 Full 27,000 Glass 5/1/2011 Full 18,940 Hanson 7/15/2006 1/2 Time 8.50 / hour Davis 11/1/2011 1/2 Time 10.00 / hour Note: 1/2 time employee hours are estimated at 1040 hours per year.STATISTICS FOR BUDGETING PURPOSES Introduction There are two classifications of hospital statistics in the budget process: . Base statistics o Department statistics Base statistics are developed by administration and project patient volume in the budget year. Department statistics are department-developed unit of service projections of department productivity. The base statistics are patient days, nursery days, admissions. births, discharges, and outpatient visits. See exhibit A for the base statistic and the department-specific statistic you must work with in your budgeting process. See exhibit B for the base statisticsactual for last completed fiscal year and projected for next fiscal year. Use the projected base statistics in the budgeting process. EXHIBIT A DEPARTMENT BASE AND UNITS OF SERVICE BY DIVISION DivisionIDepartment Name Fiscal Services Division HIM (medical records) All accounting departments All business service departments All administrative services depts. Human Resources Division Personnel Safety Hospitallhealth education Medical library Professional Services Lab departments and blood bank Lab departments and blood bank Diagnostic radiation Diagnostic radiation Radiation and imaging Radiation and imaging Oncology radiation Clinical chaplaincy Purchasingr'storeroom Copy center Pharmacy ECG and EEG Pulmonary function Physical therapy Speech and occupational therapy Nursing Service Division Sniffles and sneezes OB, Peds, Psych, 4W, 5W, 6W. 7W, 8W, ICU, CCU, PCCU Ambulatory OR Labor and delivery Base Stat Patient days Patient days Patient days Patient days Patient days Patient days Patient days Patient days Discharges Outpatient visits Outpatient visits Discharges Outpatient visits Discharges Patient days Discharges Discharges Outpatient visits Discharges Discharges Outpatient visits Discharges Outpatient visits Discharges Outpatient visits Discharges Patient days Patient days Outpatient visits Births Department Stat Discharges Discharges Discharges Discharges Discharges Discharges Discharges Discharges Inpatient tests Outpatient tests Outpatient exams Inpatient exams Outpatient exams Outpatient exams Discharges Contacts Items ordered Items received Items issued Copies Prescriptions Doses Inpatient procedures Outpatient procedures Inpatient procedures Outpatient procedures Inpatient treatments Outpatient treatments Inpatient treatments Discharges Floor patient days Cases Newbom days METROPOLIS HOSPITAL HEALTH INFORMATION SERVICES Planning Considerations for the FY Budgeting Process Objectives: 1. To establish a quarterly in-service educational program for the health information services department employees by January 1, at a cost not to exceed $400 per program/session. 2. To establish a trauma registry program by March 1, at a cost not to exceed $70,000 this rst budget year. Regarding Objective 1: It is NOT anticipated that any additional personnel or equipment will be necessary to accomplish this objective. In-service will be done using rented video presentations, presentations by hospital personnel, or presentations by outside speakers, here by invitation. Presentations by outside speakers will be mded at the level of $100i11our as an honorarium and a $.35fmile travel reimbursement per hospital policy. Regarding Objective 2: This will necessitate the hiring of a ill-time position to mction as registrar. He or she will need to be hired three months before the program goes into effect to allow for preliminary program development. It will be necessary to purchase a desk, two chairs, a telephone set, a microcomputer, and software to equip this new employee's work area. 0 Projected salary: $40,000 0 Benets: 22% if hourly; 30% if salaried o Desk cost: $350 0 Chair cost: $110 a PC workstation: $1,500 a Software:$3,000 Other considerations: One of the PC workstations in the transcription area of the department is six years old and requires replacement. You plan to replace it during this budget period. You are to project the following expenses for the next budget year based on an analysis of your last year's usage and on your expected changes during the year. t A subscription to Medical Records Brieng: $185fyear (due 111) o A subscription to Topics in Health Information Management: $951year (due 4H) t CPT (for new year): two copies available January 1, $80 each COMPONENTS OF THE BUDGET Departmental budgets at Metropolis Hospital include 5 sheets: Overall Summary, Revenue Budget, Operating Budget, Capital Budget, and Personnel Budget. Overall Summary. List out the categories which have been compiled in each of the supporting budgets. Total them to come up with your final budget request Include: General Supplies, Services, Other Expenses, Capital Equipment, Wages, Salaries, Fringe Benefits, SubTotal of Expenses, Revenue Estimate, Net Budget Request Revenue Budget. Provide an estimate of revenues expected by source. The purpose of the revenue budget is to forecast revenue from non-patient activity. The budget should reflect any price or fee changes and volume change expected. Include: Source of Revenue, Per Unit Price, Volume Estimate, Total Revenue Operating Budget. The purpose of the operating budget is to forecast all expenditures for office operations exclusive of personnel and major equipment needs. This budget should include supplies, services, and other operating expenses. Much of this budget will be based on last year's historical costs but should be adjusted to reflect anticipated changes. Include: Actual or Estimated Cost, Volume, Total Cost Capital Budget. The purpose of the capital budget is to forecast all expenditures for major equipment. For our budget purpose, a "capital item" is defined as any one item for equipment that exceeds $500 in cost and has a minimum life expectancy of three years. Include: Estimated Cost per Unit, Total Cost, New or Replacement, Description of why item is needed. Personnel Budget. The purpose of the personnel budget is to forecast all expenditures for personnel compensation (wages, salaries, and fringe benefits). In calculating personnel compensation, a cost- of-living increase will be given to all employees effective December 1. This will amount to a 4 percent increase in base wage/salary. DO NOT budget for any other types of wage/salary increases for existing employees at this time. Fringe benefits will be calculated at 22 percent of gross wages for hourly (clerical/technical) employees and 30 percent of gross salary for monthly (professional) employees.Submission Instructions: Submit your Excel spreadsheet in the appropriate field in Blackboard. . Submit only one Excel spreadsheet file for the entire project which contain sub-sheets for Overall Summary, Revenue Budget, Operating Budget, Capital Budget, and Personnel Budget. The purpose of this project is to accomplish the course objective: Create a department budget plan for one fiscal period using basic accounting principles and identify the significant budget variances. (Domain VI.G. Financial Management). AHIMA Entry-Level Competencies for Health Information Management (HIM) at the Baccalaureate Level relevant to this course are listed below (AHIMA Council for Excellence in Education, 2014). You are the HIM Director of Metropolis Hospital. You are being asked to budget for all general operating expenses, capital expenditures, and personnel expenses anticipated for the fiscal period of December 1 through November 30. You have been given supporting documents including base statistics for the hospital and a document covering the specific needs of the HIM department. Below are the instructions for how your budget should be presented. ADDITIONAL INSTRUCTIONS All figures entered into the budget forms should be rounded to the nearest whole dollar amount. You MUST use Excel formula to calculate your budget. Your instructor should be able to adjust the value in one cell and correctly see the changes in the other values. All "estimates" must include a supporting note describing the assumptions. Here is an example of a note included with estimated Annual Gas Expense: (1 week * 1 tank) * 10 Gallon Tank * 4$ per gallon = 40$ per week * 52 weeks/ year = $2080 . You will be graded on presentation. Your budget document should be clear and organized.Quantity Used Medical Record Forms Per Year Price/Unit Discharge summary 1/discharge $20.00/500 History/physical 1/discharge $20.00/500 Operative reports .5/discharge $20.00/500 Consultation reports .3/discharge $20.00/500 General Office Supplies "Pens, pencils, tape, clips, etc.) $1000.00/yr Letterhead and envelopes 5,000 each Letterhead $15.00/500 Envelopes $10.00/500 Computer paper 40 boxes $20.00/box Computer disks 10 boxes $25.00/box Service/License Fees On Mobile file shelving service contract $500/yr (payable January 1) Encoder software license $1500.00/yr (payable July 1) Reproduction/printing 30 pgs x 60% of Medicare $.06/copy discharges & 20 pgs x 20% of non-Medicare discharges Telephone Service Telephone service $10.00/month/employee Long-distance/fax charges $800.00/yr Professional Development State association annual mtg. Registration $350.00 (1 person) Travel 300 miles @ .32/miles = $96.00 Lodging $90.00ight x 2 = $180.00 National seminar/ workshop Registration $250.00 Topic: TBD Travel $525.00 (Airfare- San Francisco) (1 person) Lodging $120.00ight x 2 = $240.00 Coding seminar Registration $110.00/each (2 coders) Travel 300 miles @ .32/miles = 96.00 Lodging $60.00/each Revenue The only revenue the department generates is in the release of information area. Historical data indicate revenue can be projected at an average of $10.00 per record. The volume is estimated at 50% Medicare discharges and 20% non-Medicare discharges.EXHIBIT B-1 BASE STATISTICS-DISCHARGES Last Completed Fiscal Year 2010-11 Projected for Next Year 2011-12 Budget Medicare Other Total Month Medicare Other Projection December 185 562 747 197 508 705 January 168 515 683 194 492 686 February 215 531 746 198 514 712 March 185 518 703 196 481 April 677 189 538 727 191 468 659 May 206 576 782 177 483 660 June 203 528 731 178 466 644 July 200 470 670 August 175 215 512 687 445 660 167 461 628 September 182 446 628 182 507 689 October 152 429 581 162 480 642 November 145 435 580 153 2.245 458 611 Total 5,993 8,238 2.170 5,830 8,000 EXHIBIT B-2 BASE STATISTICS-PATIENT DAYS Last Completed Fiscal Year 2010-11 Projected for Next Year 2011-12 Budget Medicare Other Total Medicare Month Other Projection December 1,568 2,612 4,180 1,523 2,381 3,904 January 1, 117 2,483 3,600 1,360 2, 177 3,537 February 1,519 2,250 3,769 1,379 2,236 3,615 March 1,334 2,710 4,044 2,430 3,652 April 1,222 1,441 2,506 3,947 1,278 2,098 3,376 May 1,401 2,526 3,927 1, 100 2,336 3,436 June 1,670 2,277 3,947 July 1,337 2,225 1,431 2,241 3,562 2,204 3,672 1,344 3,548 August 1,428 2,278 3,706 1, 191 3,328 September 2,323 2, 137 1,343 3,666 1, 183 2,353 3,536 October 1,060 2, 185 3,245 1,092 2,424 3,516 November 1,291 1,793 3,084 1,230 2, 150 3,380 Total 16,509 28,168 44.677 15,333 27.167 42,500