Building Bridges, Breaking Barriers: Remote Collaboration Tips for Health Information Management (HIM) Teams

In this guest post, Nikki Trowbridge of YES HIM Consulting provides tips on facilitating remote collaboration for Health Information Management (HIM) teams. Beyond just project coordination, collaboration fosters genuine connections and cultivates relationships, ensuring that remote HIM teams not only work together but truly bond and thrive as a united front.

Health information management (HIM) professionals have found themselves at the forefront of the work-from-home movement for more than a decade. As more departments within the HIM industry continue to shift to remote work, it has brought both opportunities and challenges, requiring innovative strategies to maintain effective teamwork, streamline communication, and foster a sense of belonging. Here are some tried-and-true insights into how remote teams can successfully collaborate while overcoming the barriers virtual scenarios may present.

Embracing the Benefits of Remote Collaboration for Health Information Management Teams: Strategies to Promote Teamwork & Cohesion

1. Establish a Network of Support

Remote collaboration within health information management teams can offer a sense of unity if you have established the right network of support. In other words, it’s about having a system of people around you that will guide you in the right direction when you have questions or need to modify processes.

The ability to bounce ideas, brainstorm, and share insights remains essential, and remote collaboration platforms facilitate this interaction. Create a question queue or Slack channel where your team feels comfortable to ask questions and offer advice or support.

2. Use the Power of Instant Messaging

Effective communication lies at the heart of remote collaboration. Utilizing tools like Microsoft Teams or similar instant messaging systems is essential in promoting efficient communication. These platforms offer an informal channel for team members to reach out for quick queries or engage in casual conversations.

The use of emojis, GIFs, and animations can even lighten the mood, promoting a sense of camaraderie. Of course, email, phone, and video messaging are also useful methods of communication that shouldn’t be ignored. While these methods might be more formal, they promote effective communication among team members and can foster connections.

3. Formulate Communication Protocols and Policies

In the absence of physical proximity, clear guidelines for communication become vital to ensure everyone is on the same page. These protocols outline the preferred channels of communication, response times, and the appropriate use of tools, such as instant messaging and video conferencing.

By establishing these protocols, remote team members can reach out confidently, knowing when and how to connect with colleagues. Moreover, communication policies set expectations for professionalism, courtesy, and clarity in all interactions. This can help prevent misunderstandings and misinterpretations that can arise in virtual environments.

4. Build Unity with Ongoing Meetings and Icebreakers

To foster unity and shared purpose, emphasize the value of regularly scheduled meetings with icebreakers and team-building activities. Meeting formats should vary from one-on-one, intra-team, and mixed teams within the company. These initiatives encourage team members to interact beyond work-related topics. Sharing stories, breaking down barriers, and getting to know each other can build a strong sense of camaraderie.

Remote collaboration for health information management teams includes celebrating events like Back to School, Holidays, Appreciation Days, and other special events. Events like these reinforce a sense of unity. Trivia contests bring out the competitive spirit and foster the team environment of working together to reach a common goal.

5. Address Isolation and Foster Belonging

Remote work can sometimes lead to feelings of isolation. Speaking from personal experience garnered from other companies that felt siloed, we highlight the importance of maintaining an open and approachable atmosphere at YES. We encourage managers to reach out to team members, making them feel valued and part of the team. Taking the time to inquire about their well-being and using first names helps establish a personal connection.

Managers should take the time to have fun with their team so that their members know they can reach out to them when they need to without harboring any feelings of guilt. Keep that “virtual” door open just as you would in an office environment. Treating team members like they are just a number and not asking how their day is going is a disservice to them and the company.

This extends to the team members at the corporate headquarters. Employees want to know that their colleagues know who they are, especially when reaching out to someone they work with. A majority of our lives are spent at work and if team members don’t feel valued, they might ask, “Why bother?” Ensure all employees feel heard and seen.

6. Provide Constructive Conflict Resolution

Conflict resolution within remote teams can be nuanced due to the absence of face-to-face interaction. Use this thoughtful approach – when a message seems offensive, pause and reevaluate your mood and circumstances. Oftentimes, if the reader of the intended message is having a bad day, lacking sleep, experiencing a headache, or is hungry, that attitude will be projected onto the message, and it will be read with the same tone. The written word lacks tone, so context matters. If you still find a message offensive, consider rereading it later or meeting over video to clear up any misunderstandings.

Final Lessons for Successful Remote Collaboration for Health Information Management Teams

Our insights gleaned from years of overseeing remote collaboration for Health Information Management Teams offer valuable lessons for all work-from-home professionals. The key takeaway is the power of connection. When team members are connected to each other, they feel supported, motivated, and willing to invest more effort. Remote collaboration thrives on a sense of belonging, where every individual is valued and appreciated.

When employees have that connection to their coworkers, they care more about what is happening with the company and will give a little more. If an employee is disconnected, there’s no drive to go the extra mile because they feel that “if no one cares about me, why am I going to go out of the way to care about them.” It begins with the leadership. The management team needs to build the structure for how to treat the company’s team members.

Building bridges and breaking barriers through remote collaboration on Health Information Management Teams is not just about the work – it’s about the relationships that shape success. These expert insights can help ensure that health information management professionals remain united, engaged, and aligned with a common purpose.

Author Bio

Nikki Trowbridge is the Director, Human Resources and Employee Services for YES HIM Consulting. She has almost 30 years of experience in administrative support positions while working for both medium and large healthcare consulting firms that conduct business nationwide. She uses her analytical skills to complete complex tasks and solve problems while “thinking outside the box.” While working in the Health Information Management (HIM) industry, she has received training in Health Insurance Portability and Accountability Act (HIPAA) policies and understands the importance of privacy and confidentiality, and was an AHIMA-approved ICD-10-CM/PCS Trainer. Nikki is a great asset to the YES HIM Consulting team and is a regular contributor to the YES Blog, as well as an active member of AHIMA and SHRM (Society of Human Resources Management).