News See Service, See Integration, See Blue

HOSPITAL INTEGRATED BUSINESS UNIT MAY 23, 2014

HIBLUe

THE STATE OF THE “UNIT” ADDRESS The First 100 Days…

As I look back over the past 100 days of business, I have to admit that I am amazed that it has only been 100 days… it seems like it has been at least a year. Wait a minute, what’s that you say? It has been a year! We started the Integrated Business Unit pilots in 12/2012 with Surgery and Research then started meeting and forming the HIBU, MIBU and Basic Science in May of 2013. We have come a long way since May. We hired subject matter experts in Travel, Purchasing, Human Resources, Kronos, Payroll, Reporting, Hospital Ordering, and Hospital Staffing, not to mention our amazing coders! We also hired 2 leaders who have embraced integration and truly “get” the business of hospital-based departments. I’m usually not one to brag, but the 23 HIBU staff: Rock Stars! The only IBU who does the full Travel process and Centralized Purchasing. Also, we have been and continue to be, the only IBU who provides full chart abstraction with certified coders for all of our providers. We set the standard for the other IBU’s and the COM. So as we look forward to the next 100 days, I’ll be excited to update you again. There are many things we are working on to make your departments run smoother and to stay on the cutting edge. Please feel free to call, email or text me if you have any questions or comments. Thanks so much, Rhonda (859-771-9101) HIBU Administrative Lead Emergency Medicine Department Administrator

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“HIBU’s 100 Days of Integration Celebration”

Thank you to everyone who came by to join us for our celebration on May 5th. Cheers to the Hospital IBU!

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HIBU HR/Payroll 100 Days of Business:

“We’re at your service!”

When positions were being filled for the HIBU HR/Payroll Service Team in

November 2013 it was very evident that top-notch customer service was a priority to

our Department Administrators and their staff. Change was hard on everyone and

getting off to a positive start was mandatory. We were very fortunate to have

assembled the HIBU staff with key employees from the departments of Emergency

Medicine, Radiology, and Radiation Medicine on the Finance Team along with an

employee of Clinical Lab for HR/PR. All had the skill sets needed to cross train and

share knowledge with each other as well as the HR and Payroll staff. Our

collaboration within our unit was the key factor in getting up to speed quickly and

“hitting the ground running” when the doors opened for business on December 12,

2013. Our proximity to our departments, HR in Scovell Hall and welcoming

environment has proved beneficial; employees of all our departments stop by

frequently to visit…..possibly to get chocolate that is always available in the HIBU.

Being our own daily couriers has been a tremendous asset as we “meet and greet” on

a daily basis at 2:30 PM and any time in between. This personal touch enables us to

meet the needs of each department and feel a part of their team. We are an extension

of their staff.

So, what is our customer service? How do you track it? Why does it matter?

You can’t put an exact value on customer service or track it in a simple “bucket”

pulled from a report BUT it matters!! In the HIBU we call all these intangibles our

Customer Service Transactions. In addition to OES, PM, onboarding, PARS,

Kronos, etc., they are ALL the time sensitive and value added tasks we do each day to

take care of our departments: Setting up interviews to select a STEPS employee, discussing FLMA with an employee,

reference review, requesting files, giving directions, helping new hiring managers, gathering

supplies for new employees, sending reports, gathering data, printing applications, delivering

applications, accepting calls, returning calls, department visits, delivering mail, attending

meetings with departments, IBU meetings, Functional Services meetings, talking with

Employee Relations for a department, screening applicants, resolving pay issues, assisting

employees at the clock to resolve Kronos scanning issues, setting up employees in Kronos,

taking employees to get their badge, meeting new employees in our office and taking them to

Scovell Hall, calling new employees to answer all questions and discuss parking, setting up

orientation for new employees, HIBU newsletter, enter schedule changes, retros, ensure

STEPS compliance, work with HR to advertise staffing needs, discuss UKHC attendance

policy with new employees, assembling department specific onboarding packets, answering

Plan B questions, double-checking requests and following up, Position Management follow-

up, job posting details, participating in selection interviews, communication of HR Policy

updates, and on and on and on…………….

HIBU TASKS FOR

HOSPITAL PAYROLL

Request equity run for all salary

quotes

Do an experience form on all

salary quotes

Type, get signatures, and send

salary quotes to Hospital Payroll

and HR for approvals

Start screening for Hospital PES

and background checks

Do PAR for employees who are

hired, transfer, certification, FTE

changes, military service,

extended leaves, raises,

promotions and any other change

of status for Hospital Payroll.

Do End of Orientation Form and

process

Send to payroll – sick leave

conversion form, retirement

papers including conversion,

separation and terminal vacation

forms

Process all required paperwork

to put an employee on payroll.

Paperwork is sent to Hospital

Payroll such as signed

application, tax forms, I-9 forms

and direct deposit forms.

Edit and review all Kronos time

to ensure that employees are paid

properly. Put schedules into

Kronos. Submit time change

requests.

Department Name and FTE Faculty Staff Resident Fellow Trainee Total

Emergency Medicine 22 13 28 63

IBU-Service 23 23

Imaging Services (Hospital) 161 161

Laboratory Services (Hospital) 235 235

Pathology 32 13 1 46

Radiation Medicine 16 12 10 38

Radiation Medicine Services (Hospital) 24 24

Radiology 43 12 25 1 81

Grand Total 113 493 63 1 1 671

The Department Staff the HIBU Services

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Time is Money!

At your service!

FINANCE, PROCUREMENT and TRAVEL The first 100 business days:

The HIBU Finance, Travel, and Procurement Team opened for business on December 12, 2013 to manage the finances, travel arrangements,

and procurement needs of our departments: Emergency Medicine, Pathology, Clinical Lab, Radiology, and Radiation Medicine. During the

month of December, the HIBU staff developed a standard operated procedure manual to help maximize production and increased efficiencies

in the areas of purchasing, accounts payable, and travel related activities.

According to the chart below, the graph represents the finance and purchasing volume processed in the HIBU during the first 100 days

through April 2014. These activities include bill pays, check/cash transmittals, goods receipts, auditing, journal vouchers, purchasing, PRDs,

Procard edits, SAP requisitions, and cash disbursement. In addition to the finance activities, the HIBU has booked 131 different travel

arrangements. The HIBU is happy to boast that we haven’t left any traveler stranded!

Some of the early successes the HIBU enjoyed these past 100 days include being the first IBU, college-wide, to implement an electronic

central purchasing and travel system to help manage our department’s requests. The HIBU is the first to utilize the electronic RFP workflow

application which significantly improved the length of time to received payments and reimbursement checks from KMSF. The goal for next

100 days and beyond includes preparation for year-end activities, enhancing account reconciliation, cost center monitoring, and revisiting

purchasing practices for cost savings. On behalf the HIBU, we thank you for your support and look forward to meeting and exceeding your

department needs.

100 Days of HIBU Hospital Finance

The Finance Department of the Hospital IBU processes the Financial Transactions for the Departments of

Pathology, Radiology, Emergency Medicine and Radiation Medicine. The first 100 days have proven to be

a great success based on the sheer number of successful transactions; 421 orders were placed, 1295 procard

transactions were edited, 417 goods were received and over 489 Requests for Payment were created.

As we close in on the end of the fiscal year (June 30) the HIBU Finance Department looks forward to supporting our departments. Its

staff of Melissa York, Taryn Money and Kevin Downs look forward to hearing from you and assisting all of your financial needs.

Unusual but Legitimate Department Purchases

Pigs Feet Duct Tape Nesquik Bike Locks Condoms

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The HIBU will get you where you need to go and…....Oh, the Places You’ll Go!

Approximately 100 days ago, the Departments of Emergency Medicine, Pathology/Laboratory Medicine, Radiation Medicine, and Radiology entrusted the Hospital IBU with being their travel concierge. In that time we’ve assisted faculty and staff that have attended or will attend meetings in at least 33 cities in 21 states in 6 countries on 5 continents! Anyone need to go to South America or Antarctica?

Your travel team, Kim Paske and Pete Rogers, working with AAA and Avant Travel, have made it our mission to ensure you have the best travel preparation experience possible. Of course, the best advice we can give is to ensure we are all working under the same guidelines. Part of our responsibility is to educate our customers on the policy and procedures that guide us, to wit, the University Business Procedures Manual (BPM) and KMSF’s Guidelines For Business Reimburse-ment. We may not know all the answers, but we do know where to find them. As we move forward, we are encouraging the prospective traveler to take a look at the new electronic travel submission form at https://academics.ukhc.uky.edu/medicine/hospitalIBU/default.aspx.

The form starts out with some kind of department approval (preferably an absence record http://www.uky.edu/eForms/forms/absence.pdf) and a little bit about yourself and where you want to go. We’ll do the cost estimate and forward to the approvers. Simple enough? Good!

As far as reimbursements are concerned, we are not running into many holdups thanks to the continuing communication between the HIBU, the Departments and you, the travelers.

We look forward to suggestions for improvement. Let us help you; it’s what we want to do!

Inconclusive Travel Plans for 2014 I have been in many places, but I've never been in Cahoots. Apparently, you can't go alone. You have to be in Cahoots with someone. I've also never been in Cognito. I hear no one recognizes you there. I have, however, been in Sane. They don't have an airport; you have to be driven there. I have made several trips there, thanks to my friends, family and work. I would like to go to Conclusions, but you have to jump, and I'm not too much on physical activity anymore. I have also been in Doubt. That is a sad place to go, and I try not to visit there too often. I've been in Flexible, but only when it was very important to stand firm. Sometimes I'm in Capable, and I go there more often as I'm getting older. One of my favorite places to be is in Suspense! It really gets the adrenalin flowing and pumps up the old heart! At my age I need all the stimuli I can get! I may have been in Continent, but I don't remember what country I was in. It's an age thing. They tell me it is very wet and damp there.

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COMPLIMENTS FOR OUR HIBU TRAVEL TEAM

My personal experience is that the HIBU transition

has been seemless. I regularly present at national

conferences and was initially concerned that there

would be logistically issues stemming from

interdepartmental communication in registration

and travel. I have found on more than one

occasion that this is not the case. Peter Rogers

has been extremely effective at coordinating travel

and registration for these meetings. Not only is he

efficient, knowledgeable but also personable

making trips to my office when registering online

was necessary. Thanks for all of your efforts.

__________________

C. Eric Wooten, MD Housestaff Physician, PGY-3 Radiation Medicine

With your help, preparing for the travel was easier.

Even better, the post-travel accounting was much

easier than in the past. Thanks.

Best wishes,

Charlie Charles T. Lutz, MD, PhD

“My interactions with the HIBU have been unequivocally

positive. It’s like having my own personal assistant. They respond quickly to travel requests, and even take

care of complications like schedule changes seamlessly. Ordering supplies for my laboratory has never been

easier. I have no qualms about working with HIBU.”

Craig Horbinski, M.D., Ph.D.

Associate Professor, Neuropathology Division Director of Molecular Anatomic Pathology

Director of Markey Biospecimen and Tissue Procure-ment Shared Resource Facility

Dr. Brian Adkins is a recipient of the 2014 Provost's Award for Outstanding

Teaching. Dr. Adkins received the award at a ceremony on May 1 at 1pm in

the Lexmark Room of the Main Administration Building. Please join us in

congratulating Dr. Adkins when you see him.

Kim and I worked together for weeks on the May SAEM Annual Meeting travel

arrangements for 12 faculty and residents, and 1 medical student. As always, Kim was

very helpful and responsive to all my travel-related questions. She is always willing to

meet with me when we need to discuss, review or update our information, to ensure

travel arrangements were made correctly and timely. Even after the travelers were “out

the door,” she was always available to them or me, if they had questions, make changes,

or ran into delays or problems. I appreciate all her help and the process that is in place.

Thanks,

Paula Keyes

Emergency Medicine

Residency Program Coordinator

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Coders Don’t get locked out!

For employees who frequently visit campus and need badge access (for obtaining access be-yond secured doors), badge replacement will take place at the Chandler and Good Samaritan security offices between May 27 and June 16. These are only suggested dates for obtaining your replacement badge. Employees are encouraged to obtain a replacement badge on a day when they are on campus for other business; a special trip is not necessary.

You may continue to obtain replacement badges after June 16, however your old badges will stop working June 16th!

Coder Corner

Your one stop shop for all your coder news and announcements!

Coders were Kickin’ It in the HIBU!

Lana Adams and Shana Mahaffey knew where to go to get assistance

with new badge forms. Lana made her first visit to the HIBU

recently. Due to an accident she was wheeled in by fellow coder,

Shana. Lana’s spirits are high and her foot is too!

welcome

A big welcome to Candy Surrett. She will be joining us as a new HIBU Senior Coder for the Department of Pathology. Her first day with us will be June 2.

The HIBU would like to give a warm

welcome to Lindsey Roberts and LaKeisha McAllister. Lindsey will be

joining the Radiation Medicine Department, and Lakeisha will be joining the

Radiology Department!

On behalf of the HIBU we are very excited to have you as a part of our team!

WELCOME TO THE HIBU!

Spread the Word…

The HIBU is looking for a Senior Coder in the

Emergency Medicine Department! The position

is now open, SP550910. If you know someone

who may be interested please direct them to the

job posting or have them contact the HIBU for

assistance.

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Have you heard...The HIBU is moving!

The HIBU will be moving to their new location on June 30!

Please come see us in our newly renovated office space in

Emergency Medicine H-41.

Our contact information and top notch customer service will

remain the same, we’re only changing location!

Look for more details in the HIBU June newsletter.

IT’S TIME TO TOOT YOUR OWN HORN

Highlights of the Getting Started Online PE System class.

(Thanks to Pete Rogers for taking good notes!)

This is the link to access refresher training and get answers: http://www.uky.edu/pe/

Things to think about:

When you open up your evaluation, the section you are interested in is the lower right of each Job Responsibility

called the “Rating by _____” and under that “Subject Comments:”

If you are not going to do a self-evaluation, all you have to do is click [Send to Supervisor]

If you have more than just a few comments, do your work in Word, then cut and paste back into the evaluation

Do this for each job responsibility

This section is what you are being rated on.

[Legal Scan] – This little tab searches your entered text for possibly derogatory words and brings them to your

attention. It only picks out set words as it cannot distinguish the contexts of how it was used.

The example used was “My boss is an old idiot.”

Legal Scan flagged “old” but “idiot” is not a problem.

Legal Scan does not change your words, it only make you aware of them.

The next section is Behavior Expectations:

Same concept as above, but this is a non-rated portion.

Included in this section is [writing assistant]. This gives you a definition of what a rating of 1, 2 or 3 is so that

you can rate yourself appropriately.

Last section is Professional Development/Other Goals:

This section is for you to list items that you do outside of your job responsibilities, but contribute to how you

perform your job.

Such items are attending classes or being involved in committees

To add these, simply [Add New Goal]

Now you’re set. You can:

[Save and Close] = come back to this later

[Close without Saving] = start over from fresh screen

[Send to Manager] = send to manager, DUH!

[Get Feedback] = allows you to send your self-evaluation to someone else

Not sure why this button was implemented, but most likely will never be used. Once sent to manager, your comments become locked in and the illustrious leaders can enter their ratings and comments.

Remember, your self-evaluation has no grading weight on your evaluation. You may think you’re the Welch’s

Jam of the toast, but you actually might only be the generic “spread.”

Your self-evaluation gives you a chance to make sure you get credit for everything you do.

Now the 1 on 1:

You and your supervisor will review the supervisor comments and the rating that you will receive.

After your 1 on 1, the supervisor will finalize the evaluation and send it to you for your “signature”

At this time you will have one last chance to add any more comments.

IMPORTANT: Your signature only acknowledges that the one-on-one conversation has taken place and

that the PE has been reviewed. Your signature does not necessarily mean you agree with the content.

If you don’t agree with your scores, then you have to go through the regular HR procedures to dispute.

After this initial evaluation, your next year’s progress report will be available for you to start keeping track of

your activities so that you will have something to talk about at your semi-annual review. 8

Dates to Remember …

Terminal Vacation Pay

Revision date: October 11, 2013

Purpose: Any regular staff employee with a full-time equivalent (FTE) of 0.5 or greater, and separating from the University, shall be eligible to receive compensation for accrued vacation leave which is unused at the date of separation, as defined in this policy. Policy: The employee must have successfully completed the new hire orientation period to be eligible for terminal vacation pay.

The employee must separate in “good standing” to receive terminal vacation pay. Note: “Good standing” is defined as (a) the employee voluntarily separating from employment and having given and fulfilled the proper notice period for resignation or (b) the employee involuntarily separating from employment other than for reasons of misconduct or performance issues (see HRP&P 12.0 Separation from Employment).

Terminal vacation pay will be paid in the event of the death of a staff employee.

The employee will receive terminal vacation pay in the amount equal to the current balance of vacation as of the date of separation. This amount shall not exceed one year of the employee’s annual leave allowance.

Policy # 81.0:

May 26-Memorial Day

May 31-WBT’s due

May 31-World No Tobacco Day

June 1-Kentucky Statehood Day

June 1-Cancer Survivor’s Day

June 5-World Environment Day

June 5-UK Appreciation Day

June 14-Flag Day

June 15-Father’s Day

June 30-Performance Evaluations Due

June 30-HIBU moves to Chandler Hospital

August 21-Employee Appreciation Picnic

HIBU Heart Walk Team..HIBU Steppers

Kuddos to Janice Goldenberg and Pete Rogers for

participating in the record-breaking Heart Walk on Saturday,

May 10th. They survived a rain soaked event and raised

$200 for Team HIBU! They were joined by a special friend

Zoey Rogers, who said she could have finished her mile in

less time but she did not want to leave her owner behind!

New UK Employment System UK will transition to a new employment system on June 18. The new Integrated Employment System (IES) will offer a more streamlined approach to nearly all aspects of the hiring process, from position crea-tion and job postings to salary approvals. All users of the system will receive training and weekly updates between now and the June 18 go-live. Be sure to reg-ister for classes. For more Information, please contact Daniel Hacker at 859-257-9643.

SCM will be down 4 hours on June 1 There will be a downtime for Sunrise Clinical Manager (SCM) and all Internet/remote access 2-6 a.m. on June 1. Standard downtime procedures will be utilized during those hours. SCM is being upgraded to the most current platform and replacing the UK HealthCare VPN connector and network firewalls. The following will be inaccessible during the downtime:

SCM – Sunrise Clinical Manager

All VPN connectivity including remote clinic access

Remote access using MedConnect

All Internet access including Web access/links

Outlook email access

SAP

PICIS Inventory Management (OR)

Texting from ASCOM phones

Phone applications running on workstations

Overhead paging

Lync

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Name Role Email Phone Rhonda Sewell HIBU Lead Rhonda.Sewell@uky.edu 257-7135

Sheila Giles HR Lead Sheila.Giles@uky.edu 218-5262

Janice Goldenberg HR/PR Janice.Goldenberg@uky.edu 218-5270

Annete Muniz HR/PR Annete.Muniz@uky.edu 218-5264

Da Norm FI Lead Da.Norm@uky.edu 218-5263

Kim Paske FI/Travel Kim.Paske@uky.edu 218-5265

Pete Rogers FI/Travel Peter.Rogers@uky.edu 218-5269

Kevin Downs FI/Proc Kevin.Downs@uky.edu 218-5267

Taryn Money FI/Proc Tbdish1@uky.edu 218-5268

Missie York FI/Proc Melissa.York@uky.edu 218-5266

Not Sure Who to Contact?

Email the HR/PR Team: HIBUHR@uky.edu

Email the FI/Proc Team: HIBUFinance@uky.edu

HIBU Fax: 257-5303

HIBU Location & Hours 740 South Limestone

A117 KY Clinic, Wing C Lexington, KY 40536-0284 Mon - Fri 8:00am - 4:30pm

The HIBU staff goes on a daily round to all the departments at 2:30pm every afternoon, picking up any documents left in the “HIBU Out” boxes and answering any questions that may arise but we are happy to come by for any additional needs at your convenience so please don’t hesitate to ask.

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