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Embed code for: Organization Chart Processes and Maintenance AC 09282016
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September 13, 2016
Adventist information technologies
Explorys Organizational chart processes and maintenance
developing and maintaining the organizational chart
TABLE OF ContentS
DEVELOPING AN ORGANIZATIONAL CHART 1
INSERTING A PIVOT TABLE 4
ADDING UNATTRIBUTED PROVIDERS TO THE ORGANIZATIONAL CHART 7
UNASSIGNED PROVIDERS IN THE ORG CHART 8
RECORD KEEPING 9
SENDING THE ORG CHART TO IBM WATSON HEALTH / EXPLORYS 12
STORED ORGANIZATIONAL CHARTS 13
The purpose of the information contained within is to describe the current Organizational Chart update process that Adventist Information Technologies has in place. The document should supplement IBM Watson Health text titled “The Org Chart Introduction” which explains what is an Org Chart, why it is important to the application, and its purpose with the IBM Watson Health Explorys EPM Suite.
The goal is to provide a step-by-step process that will demonstrate the following:
Developing an organizational chart
Conducting a quality check
Submission of an organization chart
Maintenance of organizational chart
DEVELOPING AN ORGANIZATIONAL CHART
Prior to beginning the development of an org chart, an analyst will have to know the levels of hierarchy.
The following example will demonstrate an Org Chart that displays the hierarchy between the top level of the organization, it’s different practices and the providers. An example of this hierarchy could be arranged as follows:
Clinically Integrated Network (CIN)
Begin by opening a new Excel workbook.
Open Excel application and begin work in a new workbook.
Categorize each level column as “ORG_UNIT” at the top of each column where data is going to be stored. The ORG_UNIT columns will be displayed in the application.
Type “NPI” at column where the NPI numbers for the providers will be stored. The NPI will not be displayed in the application.
Entering the information is manual. If the sauce allows, data may be pulled from the source and exported into an Excel worksheet. This option is fine as long as the data is arranged to meet the criteria of the Organization Chart hierarchy structure approved by the CIN/ACO.
The following is an example of a different organization chart structure based on specialty:
Clinically Integrated Network or Accountable Care Organization (CIN/ACO)
An Organizational Chart can have multiple “ORG_UNIT” columns needed to demonstrate the organization’s hierarchy. Explorys does not have a limit to the levels in an Organizational Chart. However, they do caution not to add many lines as it can make the use of the application cumbersome for the end user. Also, the more levels exist in an Org Chart, the more difficult time report writers and analytics teams will have in running SQL queries against the database. More joins to SQL queries will be needed to capture data.
Insert a pivot chart to view how the organization chart will display once ingested by the IBM Watson Health application.
This will complete the development and quality check for the Organizational Chart hierarchy.
A quality check on the structure of the Organizational Chart is not the same as a quality check conducted on the data.
INSERTING A PIVOT TABLE
Pivot tables are very helpful in finalizing the hierarchy of an Organizational Chart. It is an excellent way to see how the Org Chart will display in the application. The following steps will walk an analyst through a step-by-step process for inserting a pivot table.
From the Insert tab, highlight the entire sheet.
Click on the Pivot Table Icon as shown below.
The “Create Pivot Table” will populate
The Pivot table will display.
Each item selected on the right of the worksheet will display on the left side of the page.
The Pivot table displayed above should match how the Organizational Chart shows in the IBM Watson Health application if selected in order. Other views are available. Remember, the provider NPI will not display in the application.
ADDING UNATTRIBUTED PROVIDERS TO THE ORGANIZATIONAL CHART
On the 10th day of each month, AIT’s Business Intelligence team provides the Population Health Support team the “Unattributed Providers” report. This report shows providers that do not belong to any of the Clinically Integrated Networks or Affordable Care Organizations associated with Adventist Information Technologies. The purpose of the report is to capture the population of patients that belong to providers that may potentially become a part of the CIN or ACO, but have visited an Adventist Facility for Care Management purposes.
The unattributed provider will provide the following information:
Column E – Provider ID
Column F – Provider’s full name
Column G – National Provider Identifier (Unique to provider)
Column H – Clinically Integrated Network or Affordable Care Organization
Column A – IBM’s patient ID
Column B – Patient’s Last name
Column C – Patient’s First name
Column D – Patient’s Date of Birth
The provider must be placed under the appropriate CIN/ACO as a “Non-CIN Provider” in order to capture the patient population.
There are only three pieces of information used when adding the provider to the Org Chart. They are the Provider’s name, his/her NPI number, and the CIN. When the provider is in more than one CIN’s, a pivot chart will help in determining which CIN the provider has the most encounters. To find the numerical value for the contacts, use the value box on the bottom right-hand corner of the spreadsheet. The provider’s NPI will populate for each encounter they have had with multiple patients or the same patient.
In the image above, Dr. Patel’s data is displaying 21 encounters in the East CIN and two encounters in the Central CIN. These encounters could have occurred with the same patient or different patients. However, the report shows which CIN the Dr. Patel had the most activity. For this example, Dr. Patel would be placed in the “Non-CIN Provider” level under the East CIN as this is where he had the most activity.
This process may create duplications in the Org Chart. As we move along in the document, there will be a section on how to check for duplications and remove them for a clean submission to IBM Watson Health.
UNASSIGNED PROVIDERS IN THE ORG CHART
The “Unassigned” rows in the org chart must be submitted with each Org Chart submission to IBM Watson Health for the Florida CIN’s ONLY. The purpose of the “Unassigned” is to capture the patients from the HealthFirst Claims data set that are not assigned to a provider. Explorys assigns a National Provider Identifier number to these rows when the Org Chart is submitted to them.
Disclosure: Unassigned provider rows are specific to the Florida Clinically Integrated Network program. This may not apply to other regions or programs.
The “Unassigned” process may not be required for all Org Charts. This design is specific to the Population Health Service Organization and is focused on capturing patients from HealthFirst Insurance.
A Clinically Integrated Network (CIN) or Affordable Care Organization (ACO) may find this is not necessary to capture a specific patient population. This will be determined as the program is developed.
Keeping record of any organizational chart is critical. We store the Org Charts on AIT’s Internal ARC site:
The link will take you the following page:
If the analyst does not have access to this site. Please request access by contacting Bruce Wacker or Cathy Cosby for approval. The approval can be forwarded to Samantha McClure, the Arc Site Administrator, and access can be granted to the user.
Adding historical data to the Org Chart:
The Org Chart for 2016 is maintained in one workbook. There are 3 tabs for each month the Org Chart was submitted.
Naming conventions are used to maintain standardization when naming documents. In this case, the following naming conventions are to be used to record each tab.
Org Chart submitted by Organization - “Month, Year and Name of Person who provided the copy “
Ex. Sept. 2016 Sent by Melissa
This tab contains a genuine copy of the organizational chart sent to us by the client. This affords the support team a tool to reference in case any data is lost when the work is being or submitted to IBM Watson Health.
Org Chart worked by AIT Support Analyst - “Month, Year, IN PROGRESS/COMPLETED, Analyst name”
Ex. Sept. 2016 IN PROGRESS Ana
This tab contains a copy that the analyst is working on. Notes from the client should be standardized to follow the format described in a few moments. This will also be the copy that will contain the “unattributed providers” added by AIT Support Analyst. Explorys may find that some providers may not load. Make note of that information in this copy. This will be the copy sent back to the client once the new org chart has been implemented in production.
Org Chart sent to Explorys for load - “Month, Year, Loaded”
Ex. Sept. 2016 Loaded
This tab contains a genuine copy of what was loaded by Explorys in production.
There are 2 historical record columns. The Added/Removed column provides a status for notes documented in the “Notes” column. This column indicates which of the following is being recorded:
Add – Information was added to the row
Remove – Information will be removed from the row
Update – Update to the row
Checked for Dup – Any notes that develop from checking for duplicates during a quality check
The “Notes” column should contain a record of any providers removed, added, updated, or checked for duplicates. The naming convention for such notes should shadow the following format:
“Date: (Analyst name) – Notes”
Keeping a standard format makes it easy for those reviewing the document to understand what has occurred.
SENDING THE ORG CHART TO IBM WATSON HEALTH / EXPLORYS
Explorys requires the Org Chart in CSV format. Follow these steps to change the format of the document:
When the Excel document is open, go to “File”.
Select “Save As”.
Select the file where the document will be saved.
Click on the “Save as type” field drop down.
Select the Comma Delimited (CSV) document type.
Before sending the CSV document to IBM Watson Health, ensure all notes and comments are removed from the document. Only send the update for the month. IBM Watson / Explorys does not require the entire workbook.
The Org Chart is to be sent to IBM Watson Health – Explorys Clinical Services Operations Manager. The file will be uploaded to a test environment in production. The format below should be used when saving and sending the file to Explorys’s Clinical Services Operations Manager a.
STORED ORGANIZATIONAL CHARTS
The Org charts are stored in the Health Data Integration / Population Health Team Arc site. Samantha McClure is the administrator for the ARC site. Please send the org chart (with all historical data) to Adventist Information Technologies Clinical Documentation Specialist. The format below should be used when saving and sending the document to our Clinical Documentation Specialist.
http://corparc.ahss.org/is/HDI/workspace/Shared%20Documents/Org%20Chart%20Master%20For%20Florida%20CINs_RDG_09152016_updated.xlsxOrg Chart Master For Florida CINs_RDG_09152016_updated”
“Org chart master” “CIN or ACO” “Initials of person who completed the Org Chart” “Date of completion”
Send a copy of the updated org chart to the following analysts within Adventist Information Technologies
Security team members can be notified at
Business Intelligence Analysts to the following analysts
Mariel Aseron – Data Warehouse Analyst
Todd Carlson – Data Warehouse Enterprise Director
Ankush Bhagat – Data Business Analytics and Data Mining Director
Padmini Ambalam – Applications Programmer Analyst
Indira Gopisetti – Data Warehouse Analyst
Include the Data Quality Team and Population Health Support team as “CC” recipients by emailing
14 | Pagethe organizational chart sent to us by the client. This affords the support team a tool to reference in case any data is lost when the work is being or submitted to IBM Watson Health.
Ankush Bhagat – Data Busin