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"Fiscal planning is the process of meeting goals through the proper management of finances."
INTRODUCTION
Of all the forms of planning, fiscal planning is often perceived as the most difficult. Fiscal or
financial planning is a learned skill and improves with practices. Companies spend considerable time
and resources in financial planning. Historically, nursing management played a limited role in
determining resource allocation in health care institutions. Nurse-Managers were given budgets without
any rationale and were allowed limited input. During the last 20 years, healthcare organizations have
grown to recognize the importance of nursing input in fiscal planning and unit managers in the 21 st
century are expected to be well versed in financial planning. Because nursing budgets generally
account for the greatest share of the total expense in the health care institutions participation in fiscal
planning has become a fundamental and powerful tool for nursing.
DEFINITION
Fiscal Planning is the process of estimating the capital required and determining its competition. It
is the process of framing financial policies in relation to procurement, investment and administration of
funds of an enterprise.
GOALS OF FINANCIAL PLANNING PROCESS
This field deals with the largest markets of any kind in the world and call on the following skills:
KEY SKILL AREA
REQUIREMENT
Sales skills
Medium
Communication skills
High
Analytical skills
Medium
Ability to synthesize
High
Creative ability
Medium
Initiative
Medium
Work Hours
25-65 hrs/week
Operational Assumptions
Building upon empirical data, the hospital develops a broad set of assumptions about the future.
Operational assumptions include projections about clinical needs within the service area, the
ability to attract and retain physicians and nurses, as well as the impact of future clinical practices and
technologies on the organization.
Financial assumptions
The financial assumptions serve as the financial framework for the operating budget and capital plan.
At the project level, assumptions focus on the specific initiative. At the organizational level,
assumptions are based on both external factors, such as interest rates and medicare and Medicaid
reimbursements, as well as internal factors, such as bad debt, collections days-cash-on-hand and
working capital.
1.
An interactive process that examines whether selected opportunities support the organizations mission
and will provide the projected financial, quality or operational returns. It also examines whether the
organization has the capital to finance the opportunity.
2.
IMPLEMENTATION PHASE
Operational Plan
This includes staffing, facility planning. Process changes, technology planning and other nonfinancial activities necessary to implement the plan.
Financial plans
Financial and capital plans identify both sources and uses of funds. This includes directions for
capital allocation and spending, as well as the development of a time frame based on the needs of
the operational plan.
Implement the consolidated plan
The implementation process for strategic initiatives must be outlined to ensure follow through.
Key players must be aware of their roles and responsibilities. Executives must assign
accountability so plans are carried out effectively and set measurable goals to determine progress.
Ongoing Adjustments to plan evaluation
Results must be monitored continuously to ensure success. Key assumptions should be
periodically reviewed to make sure they are on target. New threats and opportunities may also
become apparent. The plan needs to be flexible to adapt to new opportunities.
Management Dashboard
Managers monitor the success of projects in real time by reviewing key statistics for each project
as well as overall organizational performance. Ongoing results for each project are provided to
accountable staff. Overall results are provided to top-line managers, senior staff and CEO, as
appropriate.
-Operational measures
-Quality indicators
-Financial ratios
These analytics also becomes the baselines for the following years planning process. (Results are
incorporated into Annual Planning Process)
BENEFITS OF FISCAL PLANNING
1. Identifies advance actions to be taken in various areas.
2. Seeks to develop a number of options in various areas that can be exercised under different
conditions
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BUDGET
INTRODUCTION
The budget defines the limits of financial support for the educational institution; it controls the scope
and quality of the institutions. It affects personal policies which determine the quality and size of faculty,
and thus the quality if instruction, it determines the amount and type of equipment, library and
laboratory resources, physical facilities and other resources that will be available for instruction and
research. The budget gives direction. It makes it possible for deans and department chairman to plan a
program for the ensuring fiscal year with a reasonable amount of assurance that each will be able to
carry out programs of his respective unit.
MEANING
It is a device for controlling and planning process in any organization.Literally the word budget means
a leather bag or sachet to carry official papers particularly the papers containing the financial proposals
for the year.
The word budget derived from the old English word budgettee means a sack or pouch which the
chancellor of the exchequer used to take out his papers for laying before the parliament, the government,
financial scheme for the ensuring year. Now the term budget refers to the financial papers.
5
DEFINITION
Budget is defined as a plan that has numerical data and predicts the activities of an organization, over a
set period of time. (Marnner Tomey)
PURPOSES OF BUDGETING
1. Budget supplies the mechanism for translating fiscal objective into projected monthly spending
pattern
2. Budget enhances fiscal planning and decision making.
3. Budget clearly recognizes controllable and uncontrollable cost areas.
4. Budget offers a useful format for communicating fiscal objectives.
5. Budget allows feedback of utilization of budget.
6. Budget helps to identify problem areas and facilitates effective solution.
7. Budget provides means for measuring and recording financial success with the objectives of the
organization.
FEATURES OF BUDGET
1. It should be flexible.
2. It should be synthesis of past, present and future.
3. It should be product of joint venture and cooperation of executives / department heads at different
levels of management.
4. It should be in the form of statistical standard laid down in specific numerical terms.
5. It should have support of top management throughout the period of its planning and supplementation.
IMPORTANCE OF BUDGET
1. Budget is needed for planning for future course of action, and to have control over all activities in the
organization.
2.Budget facilities coordinating operation of various departments and sections for realizing
organizational objectives.
3. Budget serves as a guide for action in the organization.
4. Budget helps one to weigh the values and to make decision when necessary on whether one is of a
greater value in the programme than the other.
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PRINCIPLES OF BUDGET
1. Budget should provide sound financial management by focusing on requirement of the organization.
2. Budget should focus on objectives and policies of the organization. It must flow from objectives and
give realistic expression to the way of realizing such objectives.
3. Budget should ensure the most effective use of scarce financial and non-financial resources.
4. Budget requires that programme activities planned in advance.
5. Budgetary process requires consistent delegation for which fixed duties and responsibilities are
required to be allocated to managers at different level for farming and executing budget.
6. Budgeting should includes coordinating efforts of various departments establishing a frame of
reference of managerial decisions, and providing a criterion for evaluating managerial performance
7. Setting budget target, requires an adequate cheeks and balance against the adoption of too high or too
low estimate. Utmost care is a must for fixing targets.
8. Budget period must be appropriate to the nature of business or service and to the type of budget.
9. Budget is prepared under the direction and supervision of the administrator or financial officer.
10. Budget is to be prepared and interpreted consistently throughout the organization in the
communication of planning process.
11. Budget necessitates a review of the performance of the previous year and an evaluation of its
adequacy both in quantity and quality.
12. While developing a budget, the provision should be made for its flexibility.
CLASSIFICATION OF BUDGET
Budget consists mainly three sections.
1. Man power budget: The Manpower budget include wages and other benefits provided for regular
and temporary workers.
2. Capital expenditure budget: The Capital expenditure budget includes purchase of land, buildings
and major equipments of considerable expense and long life.
3. Operating budget: The Operating budget include the cost supplies, minor equipment repairs and
overhead expenses.
There are several types of budget as follows
1. Incremental budget is one based on estimated changes in present operation, plus a percentage
increase for inflation, all of which is added to previous year budget.
2. Open ended budget is a financial plan in which each operating manager presents a single cost
estimate for what is considered optimal activity level for each programme in the unit, without
indicating how budget should be scaled down if less funding is available.
3. Fixed- ceiling budget is a financial plan in which the upper most spending limit is set by the top
executive before the unit and divisional managers develop budget proposals for their areas
responsibility.
4. Flexible budget consist of several financial plans, each for a different level of programme activity. It
is based on the fact, that operating conditions rarely conform to expectations.
5. Roll over budget is one that forecasts programme, revenues and expenses for a period greater than a
year, to accommodate programme that are larger than annual budget cycle.
6. Performance budget is based on functions, which allocate functions, not divisions. Example: In
service education, Quality improvement, Nursing research.
7. Program budget is one where costs are computed for a total programme. Ic; group total costs for
each service programme and MCH, FP, VIP
8. Zero base budget requires the nurse manager to examine, justify each cost of every programme
both old and new, in every annual budget preparation.
9. Sunset budget is designed to self destruct within a prescribed time period to ensure the cessation
of spend in by a predetermined date.
10. Sales budget is the starting point in a budgetary programme, since sales are basic activities which
give shape to all other activities. Sale budgets are compiled in terms of quantity as well as of value.
11. Production budget is the budget that aims at securing the economical manufacture of products and
maximizing the utilization of production facilities.
12. Revenue and expense budget is expressed in financial terms and takes the nature of a pro forma
income statement for the future. It may be abstract statement showing the items of profit and loss under
classified headings.
13. Capital expenditure budget is prepared for assuring planned timely capital investment in the
business so ensure the availability of capital at the right time over a longer period.
14. Cash budget is prepared by way of projecting the possible cash receipts and payments over the
budget period.
ESSENTIAL REQUISITES FOR NURSING EDUCATIONAL INSTITUTIONS
Fore casting : Sound forecasting may be related to making decisions on purchases, expansion,
advertising, services, working capital needs etc.
Accounting: Well conceived accounting system must be needed to compare the budget information
with actual accomplishment. The cost information tells as to how much it will cost to produce or give
service.
Lines of authority: Budget preparation operation and supervision need / require clearly defined lines
of authority.
Budget committee: Budget needs budget committee in an organization.
(i) To receive and approve all forecasts, departmental budgets, periodic reports showing comparison of
actual and budgeted income and expenditure.
(ii)To request for special studies of deviations from the budget and consider revision of budget to meet
changed conditions.
Business Policies: clearly defined business policies serve as basis for budget preparations.
Statistical Information: In the form of figures re estimates regarding the budget terms are essential
for budget.
Top level management: Support is essential to ensure successful installation of the budget programme.
Period of budget: Length of the budget period should be specified.
Income
Expenditure
Actual last
9
Current year
No.
Budget
Actual
year
Proposed Approved
FINANCIAL AUDITING
INTRODUCTION
Auditing in health care organization provides managers with a means of applying the control
process to determine the quality of services rendered. It has provided assurance that public funds
received and spent are in compliance with appropriations and other relevant laws and that the
reported use of funds is a fair and accurate representation of the financial position of the
government. The main objective of the financial audit is to know the correct profit or loss of the
business during a particular year and to determine the accuracy of the balance sheet as at the end
of that year. Thus audit serves as a control mechanism over the completed transactions of the
enterprise. It detects the errors and frauds committed in the books of accounts of the enterprise.
DEFINITION
Financial Audit is an independent appraisal activity within an organization for the review of
accounting, financial and other operations as a basis of services to the management.
Financial Audit is an independent and systematic examination of the data, statement records,
operations and performances of an enterprise for a stated purpose (Institute of Chartered
Accountants of India-ICAI)
OBJECTIVES
1. Checking of Arithmetical accuracy
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involving more than one clinical profession. Financial audit in the clinical area also involves an
internal audit which is an inbuilt provision in the organization for regulating financial
irregularities and frauds. The internal financial audit makes provision for checking of cash
book and physical cash and other books of accounts, reviewing of bank reconciliation
statement, checking of all payment vouchers, reviewing purchasing and inventory, accounting
of assets against defalcation or other irregularities, ascertaining the reliability of statistical data,
reviewing the performance of each centre, ensuring proper utilization of the resources of
hospitals and reviewing of the policies and procedures of hospitals related to finance.
Thus the financial manager or advisor in a clinical setting focuses on the following areas so
that they are prepared for audit at any time. They are as follows.
1. Cash receipts and payments: In almost all the hospitals, transactions related to cash
occupy a place of significance because it is a sensitive point where is lot of misappropriation
and frauds. The point where collection need due attention, there is a need to verify the bank
reconciliation statement carefully. The verification of cash has to be thus done minutely.
2. Purchases and stores: There are a number of expensive materials used for diagnosis and
treatment of patients. The purchases of drugs, bio-medical equipment and apparatus,
expensive machines constitute 40% of the total budget. The purchasing processes, the
payment methods, the inventories, the uses and misuses of hospital materials are some of the
points where there is a need of rigid control. There is a need to make a scrutiny of purchases
in the face of quotations and specifications mentioned therein, stock on hand, outstanding
orders etc. A periodical review of inventories are important. There is also a need for proper
documentation for the materials/ items ordered and accepted and the rates.
3. Free of charge and subsided services: In almost all the hospitals and healthcare
organizations, usually there are some provisions where the poor or needy segment is offered
free of charge and concessional or subsidized services. Hence continuous checking to
ascertain the free of charge or subsidized services are offered to the needy or deserving
persons. Since this provision is related to finance due weightage to be given especially
during internal checking. The deprived sections need the concessional or free of charge
services on priority basis so that the provisions are not misused.
4. Care on the missing charges: There are possibilities of missing charges because it is
possible that the nursing staff fail to make the required notations with respect to charges or
forget to send the charge slips for investigations which may result into huge financial losses.
5. Maintenance and repair of machinery and equipment: There is a scope for bio-medical
equipment and apparatus malfunctioning in the hospitals. Hence a log book with the record
of all equipments and apparatus, their damage and repaired information are maintained. The
equipment, machines are maintained and repaired as per the defined norms so that the rate
of depreciation is minimized and the uses of equipment and machines are made rational.
Wherever there is a large scale use of equipment and apparatus, it is made sure that the
misuse of the said assets of hospitals re regulated.
6. Maintenance of vehicles: The vehicles of hospital and health care organizations have been
found misused by the hospital staff. This increases the maintenance and operation bill which
further adds to the financial pressure on the hospitals. In this context, there is a need to
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maintain a logbook for all vehicle use of hospitals. The private use of hospital has to be
checked.
7. Misuse of infrastructure: In almost all the hospitals, the infrastructural facilities like
power, water, transportation, communications and other facilities are misused by the
hospital staff. The increasing bill on infrastructure has to be checked and requires a control.
8. Boxes and crates: There are lot of boxes and crates supplied by the distributors or
manufacturers. Since the empty cartons, boxes, crates are found in a very large number,
auction selling of these items on a monthly interval basis can be done. On one hand,
problem related to the management of hospital waste.
9. Gift items: The private hospitals receive a number of gift items offered by charitable trusts
or even individuals and corporations. Proper inventories has to be made for maintaining
such funds including the amount of fund donated and its usage.
PERFORMING THE FINANCIAL AUDIT IN A HOSPITAL
(Using an example: use of pacemaker in a cardiology hospital)
For an analysis of charges and payments, a personal computer is used to establish data bases
from the documents. The documents thus audited are as follows:
-Accounts payable files by manufacturer
-Medical records and billing files by patient
-The hospitals pacemaker and lead charges, found in its billing files are compared to its
pacemaker purchases, listed by manufacturer or serial number.
-Pacemaker code assigned are checked because incorrect coding can lead to incorrect
payment (Basic pacemaker procedures have certain codes).
-The profit or loss record is then examined (Bills are separated into charges versus payments
received and recorded as either profit or loss per patient)
-Verify whether charges are consistent from patient to patient.
-Other areas of audit in relation with pacemaker includes:
Manufacturers are asked whether physicians are receiving any form of commission or
rebate for using a particular brand of pacemaker (This is done to avoid Medicare fraud and
abuse issues). While a manufacturer is unlikely to reveal when inquiring about it can help
clear a hospital of liability in the event of fraud or abuse charges.
Pacemaker credits: A thorough audit also includes reviewing an institutions handling of
credits for defective pacemakers. A hospital that replaces a defective pacemaker receives
the credit even if it did not implant the original device.
Audit also assess manufacturers warranty which should accompany a patients file from
implant to replacement if performed at the same institution. (Pacemaker warranties
traditionally cover battery defaults, manufacturer defaults or malfunctions and patient
inconvenience. The original full purchase price usually is included in a refund)
Audit is done on documentation, especially for refund cases.
ADVANATGES OF FINANCIAL AUDIT
1. An effective financial audit leads to improved accountability, ethical and professional
practices.
2. It can improve the quality of output, support, decision making and performance tracking.
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3.
taking crucial decisions like pricing of products, introduction of a new product in the market,
make or buy decisions, replacement of machinery, shutdown decisions, wages compensation
plan, etc.
2. Advantages to employees
An efficient costing system reduces cost and increases profits of a concern thus ensuring
greater security of service and increased wages to the employees. Cost accounting also helps
in introducing incentive wage schemes and bonus plans which bring more reward to
efficient employees.
3. Advantages to the creditors, investors and bankers
Creditors, investors and bankers and others who lend money to the business are also
benefitted by the introduction of cost accounting in a concern. It enables the creditors,
bankers and investors to judge the financial position and solvency of a concern by
providing reliable cost data. Cost accounting thus helps bankers and others in evaluating the
performance of a customer. The various cost reports can be analyzed before lending money
to a concern. A concern having a good costing system can attract more investors than a
concern without an efficient system of costing.
4. Advantage to the government and the society
Cost accounting increases the efficiency of a concern, reduces costs and increases its profits.
Thus, it promotes the overall economic development of the country. Better and cheaper
goods are made available to the public. With the reduction in wastages and increase in
profits the revenue of the Government in form of taxes is increased. The techniques of
costing are also useful in preparing national plans.
LIMITATIONS OF COST ACCOUNTING
1. It is not an independent system of accounts.
2. It is based largely on estimates like absorption of indirect expenses or appointment of
expenses on estimate basis.
3. There is a scope for subjectivity on items of expenses and incomes. E.g: Items of purely
financial nature such as interest, finance charges, discount and loss on shares and
debentures etc.
CRITICAL PATHWAYS
DEFINITION
Critical pathways were first developed and applied to health care in the 1980s, when payment
systems focused greater interest on potential methods to improve hospital efficiency.
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Critical pathways are one method of planning, assessing, implementing and evaluating the cost
effectiveness of patient care. For example, a critical pathway of a specific diagnosis might suggest
an average length of stay at hospital and that the patient should have certain interventions
completed by certain points on pathway.
GOALS OF CRITICAL PATHWAYS
1. Selecting a best practice when practice styles vary necessarily.
2. Defining standards for the expected duration of hospital stay and for the use of tests and
treatments.
3. Examining the inter relations among the different steps in the care process to find ways to
co-ordinate.
4. Giving all hospital staff a common game plan from which to view and understand their
various roles in the overall care process.
5. Providing a framework for collecting data on the care process do that providers can learn
how often and why patients do not follow an expected course during their hospitalization.
6. Decreasing nursing and physician documentation burdens.
7. Improving patient satisfaction with care by educating patients and their families about the
plan of care and involving them more fully in its implementation.
COMPONENTS OF CRITICAL PATHWAYS
1.
2.
3.
4.
5.
6.
7.
8.
Consultants
Tests
Treatments
Medications
Activities/Safety/Self care
Nutrition
Discharge planning/teaching
Variants
2. Team Composition
The group that is organized to develop a critical pathway should be multidisciplinary.
Although many institutions have appointed nurses as the leaders of critical pathway teams,
Physician-expert lead each team, lends credibility to the pathways and builds a foundation
support among all clinicians. Each pathway team should also have a group facilitator from
the hospital administration, a house-staff physician, a member of the quality management
department who has expertise critical pathways methods and a community-based primary
care physician, whose perspectives on inpatient is likely to differ from that of hospitalbased physician.
3. Evaluate the current process of care
In this step, data rather than anecdotal reports are key to understanding current
variation. For example electronic medical records may be automated and a careful view of
medical records is necessary to identify the critical intermediate outcomes, rate-limiting
steps.
4. Evaluate medical evidence and external practices
After key rate-limiting steps have been identified, the critical pathway team must
evaluate to identify evidence of best practices. For most rate-limiting steps, there are few
data available to optimal processes of care. The critical pathway development team will
often lack answers to specific questions such as appropriate observation period or length of
stay. In the absence of evidence, comparison with other institutions or bench marking is
the most reasonable method to use.
5. Determine the critical pathway format
The format of the pathway may vary widely. Important features include a task-time
matrix in which specific tasks are specified along a timeline. There is a spectrum of
pathways that range from a form that takes the place of the medical record to a simple
checklist. However, if the pathway format is too difficult to follow, it will not be used.
Critical pathways have become widely available in electronic format, where electronic
charting and pathway compliance are obtained simultaneously. One disadvantage to this
method is the absence of a standard medical record. This may result in duplication of efforts
in the pathway.
6. Document and Analyze variance
Variances are patient outcomes or staff actions that do not meet the expectation of the
pathway. In general, variance in clinical pathways is a result of the omission of an action or
the performance of an action in an inappropriate time period.
ADVANTAGES OF CRITICAL PATHWAYS
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1.
2.
3.
4.
5.
The critical pathways do provide some means for standardizing the medical care for
the patients with similar diagnoses.
It fixes the cost of care and thus provide in advance means for patients to manage the
medical care.
Helps to reduce the average length of stay in the hospital.
Provides a mechanism by which control is ensured.
Helpful in cost effectiveness.
Ideal patient
The first issue is that critical pathways address processes in the ideal patient
and in some do not address issues in the majority of patients who enter the path.
2.
3.
4.
Malpractice risk
Another frequently voiced concern is that physicians may be more vulnerable
to malpractice if they do not comply with a critical pathway and a patient has a
complication. Practice guidelines have been used more often to implicate than to
exonerate defendant physicians and institutions may incur greater ability when they
authorize the use of a critical pathway.
5.
6.
BIBLIOGRAPHY
BOOKS
1. Chandra P. Financial management.5thed.New Delhi: Tata MC Graw Hill Publishing Company
limited;2001
2. Sakharkaar BM. of Hospital Administration and Planning.2nd ed. New Delhi.Jaypee;2004
3. Gallahar HA. Educational Administration in Nursing Newyork, Mac Millan Co,1965.Pp.97122
4. Jha SM. Hospital Management.1st ed. Himalaya publishing home: Delhi; 2001
5. Chabra TN. Principles and practice of management. 9 th ed. Delhi: Dhanpat Rai and company
private limited;2007
6. Tabish SA. Clinical Audit. Hospital Study. 8 (4); 2001: 270-274
7. Marquis BL, Huston CJ. Leadership roles and management functions in nursing: Theory and
application.5th ed. Philadelphia: Lippincott Williams and wilkins;2006
8. Gupta KS, Sharma KR. Management accounting.4th ed. Ludhiana. Kalyani publisher; 2004
9. Keenan JM, Huston BJ. Nursing leadership and management skills.1st ed.St.Louis:
Mosby;1995
10. Wise Yoder SP. Leading and managing in nuring. 1st ed.St. Louis: Mosby;1995
11. Huston CJ, Marquis BL. Leadership roles and management functions in Nursing theory and
applications.5th ed. California.
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12. Goel SL, Kumar R. Nursing Service Management and administration.1st ed.New Delhi: Deep
and Deep publications; 2004
WEBSITE
1.
2.
3.
4.
5.
http://www.hhnmag.com/hhnmag_app/hospitalconnect/search/article.jsp?dcrpath=HHN
http://en.wikipedia.org/wiki/financial_planning_(business)
http://www.careers_in_finance.com/fpskill.htm
http://faa.gov/archive/v1198/pguide/98.30c14htm.background and history
http://en.wikipedia.org/w/index.php.title.cost accounting and action.edit
JOURNALS
1. www.fiscalplanningjournal.com/content/41111
2. jhl.sagepub.com/cgibudgeting/content/short/193654
3. www.publish.csiro.au/nid/226/paper/NB05017.htm
4. www.ispub.com/journal/cost-accounting
RESEARCH STUDY
Healthcare Policy and Research, which was brought about by the Omnibus Budget
Reconciliation Act of 1989. This agency seems to believe that practice patterns offer the
greatest hope of reducing excessive hospital lengths of stay and concomitant costs.
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