monthly open forum - med.uky.edumed.uky.edu/sites/default/files/ibu open forum 8 21 13...

Integrated Business Unit (IBU)

College of Medicine 8/21/2013

DRAFT

Monthly Open Forum

Agenda

2

DRAFT

• Welcome and Introductions – Dr. Zwischenberger

• Updates on Overall COM IBU Implementation

• Overall updates – Roxie Allison • Sponsored Research Administration IBU – Christy Anderson/Dr.

Daugherty • Surgical IBU – Matt Hill • Hospital Based Department IBU – Rhonda Sewell • Medical IBU – Joe Allard • Dean’s Administrative Unit IBU – Brad Kidd • Basic Sciences/Centers IBU – Christy Anderson/Dr. Geddes

• Questions, Answers and Feedback

• Resources

3

DRAFT

Overall College of Medicine IBU: Update Since Last Open Forum

IBU Advisory Board

Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.

FUN

CTIO

NS/

Advi

sory

Com

mitt

ees

Dean, College of Medicine Frederick C. de Beer, M.D.

Human Resources/ Payroll

Finance/ Procurement

Billing/ Charge Capture/ Revenue Enhancement

Dean's Units Basic Sciences/ Centers

Clinical Departments

Surgical

Anesth ENT

Neurol Neuros OB/Gyn Ophthal Ortho PM&R

Surgery

Medical

Family & Community

Medicine

Internal Medicine

Pediatrics

Psychiatry

Service/ Hospital-

based

Pathology

Radiation Medicine

Radiology

Emergency Medicine

Aging Anatomy

Behav Sci/CDAR Biochemistry

CVRC GCNS

Markey M&I

Pharmacology Physiology

SCoBIRC Toxicology

AHEC Administration

GME OHRD OME RPLP

Telecare

Sponsored Research Administration

Pre-award

Post-award Clinical Research

UKHC IBU

Executive Steering Committee

UK College of Medicine – IBU Structure

FUN

CTIO

NS/

Advi

sory

Com

mitt

ees

Human Resources/ Payroll

Finance/ Procurement

Billing/ Charge Capture/ Revenue Enhancement

Dean's Units

Basic Sciences/ Centers

Clinical Departments

Sponsored Research Administration

Surgical Medical Service/Hospital based



Basic Sciences/Center

Basic Sciences/Center

Admin

Admin

Pre-award

Post-award Clinical Research

IBU Advisory Board

Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.

Dean, College of Medicine Frederick C. de Beer, M.D.

UKHC IBU

Executive Steering Committee

UK College of Medicine – IBU Structure

6

DRAFT Update - Overall COM IBU Implementation

• IBU Executive Steering Committee meeting –7/23/13 – Report out and discussion on each IBU initiative – Discussion on documentation requirements for finance & procurement

transactions. – Discussion on space for IBUs.

• IBU Executive Steering Committee meeting –8/14/13 – Report out and discussion on each IBU initiative – Hospital Based IBU structure reviewed and approved – Updates from 3 Functional Advisory Committees

• Continuing discussion on key topics – Integration with other committees and leads on campus (UK Admin;

Hospital Finance; KMSF) through the Functional Advisory Committees

7

DRAFT Update – Functional Advisory Committees

• 3 Functional Advisory Committees: Billing, Finance/Procurement and HR/Payroll – Leads: Kevin Caudill (Billing), Brad Kidd (Finance/Procurement) and

Catie Lasley (HR/Payroll)

• Roles include: – Work with IBU Executive Steering Committee (ESC) to maintain a broad

organizational perspective as it relates to structure, timeline execution and implementation process

– Drive best practice, develop standardized templates and processes, set consistent performance standards, and ensure consistencies across all organizations (including COM, Hospital, Ambulatory Practice, UKHC, UK Campus, and KMSF). Billing function/advisory committee will have dual reporting relationship to ICD10 Steering Committee

– Review business process improvement opportunities and oversee the executions of performance improvement initiatives related to IBU

Update – Sponsored Research Administration IBU

8

DRAFT

• Faculty sponsor – Dr. Alan Daugherty

• Administrative lead – Christy Anderson

• Steering Committee members: Dr. Alan Daugherty, Dr. Don Gash, Christy Anderson, Roxie Allison & Dr. Jim Geddes

• Liaison Committee members: Debbie Davis (Director, OSPA), Jennifer Miles (Accounting Director, SPA) & Brett Short (Chief Compliance Officer)

• Advisory Committee members:

Christy Anderson, Dr. Alan Daugherty, Dr. Beth Garvy (Microbiology & Immunology), Dr. Linda Van Eldik (Center on Aging), Dr. Tom Curry (OB/GYN – Endocrinology), Dr. Nancy Schoenberg (Behavioral Science), Dr. Nancy Webb (Endocrinology & Molecular Medicine), Dr. Doug Andres (Molecular and Cellular Biochemistry), Dr. Christian Latterman (Orthopaedic Surgery), Dr. Vince Sorrell (Internal Medicine – Cardiology), Dr. Scott Roth (General Surgery)


9

DRAFT

• Updated name of IBU to Sponsored Research Administration IBU

• Anticipate opening Sponsored Research Administration IBU October, 2013

• IBU Functions – Proposal Development: Downloading packets, completing administrative

forms, preparing the budget, initiating eIAF, tracking progress of proposal and eIAF, understanding and interpreting sponsor /University Policy

– Account Management: Account troubleshooting and problem resolution, PADR review & compliance, PRD/PO approval, identify CAS items, request rebudgets as necessary, journal vouchers, account forecasting, FSR review, initiation subcontract form & account closeout review

– Account Reconciliation: Account reconciliation & document management

– Clinical Research Administration: Pre-award, post award, account management, compliance and contracting

Draft for Discussion

August 2013

Current Research Admin Organizational Relationships

UK

UKHC EVP & CEO VPR Provost

Compliance

Controller

OSPA

CCTS (CSC)

SPA

COM

Departments/ Centers

CGO Clinical Research Studies

Current clinical research activities


August 2013

Sponsored Research Administration IBU Structure Sponsored Research Administration Integrated Business Unit

Sponsored Research IBU Manager

Proposal Development

Account Management

Account Reconciliation

Pre/Post Award Management

Compliance & Contracting

Pre-Award Team Post-Award Team Clinical Research Administration Team **

** The Clinical Research Administration Team

1. Works with Clinical Coordinators, Nurse Managers, and PIs to develop, submit, and execute clinical research

2. Clinical research services will continue to be provided through the Markey Cancer Center Clinical Research Office

3. Current Markey clinical research will continue as an independent entity


August 2013

Recommendations – Team Responsibility

Clinical Research

Admin Team

OSPA

Clinical Research

Fiscal Compliance

Clinical Services

Core

Integrated Approach

Clinical Research Administration Team

Functions of New Team:

Clinical Research Budget/Contract • Budget development and negotiations

• Invoicing for clinical research

• Fiscal compliance - reconciliation, billing and receivables, and reporting

• Clinical research contract negotiations and support – physically located in IBU; reporting relationship to IBU

• Medicare Coverage Analysis

• Serve other colleges for these services

• Clinical Trial Mgt System Implementation

• Serve PI’s, clinical coordinators, and nurse managers to conduct clinical research administratively

Clinical Research Fiscal Compliance • Billing/audit compliance for Clinical Research

Integration Notes PI/Coordinators 1. Improvements to customer service to PI/Coordinators 2. PI support for protocol analysis, budget development, and negotiation of contracts/budgets in one

physical office 3. Costs absorbed by sponsors/subsidized from off-set of current funding to CSC Office Education 1. Work with CSC on educational aspects/needs of clinical research 2. Provide fiscal compliance, clinical research education and training for coordinators and PIs 3. Create and awareness of importance of quality, correctness, and collections for all services


13

DRAFT

• Update on hiring process

– Total of 17 FTE

• Manager 1 FTE

• Proposal Development 8 FTE

• Account Reconciliation 5 FTE

• Account Management 2 FTE

• Runner/Admin Support 1 FTE (STEPS Temporary)

– Jobs were posted on IBU website and on the Online Employment System

– Email sent to all COM staff regarding these opportunities


14

DRAFT

• Updates on selection process continually updated on IBU website at http://med.uky.edu/posting-updates

• Manager position - 1 FTE to be filled

– Current hiring status: Position filled – Laura Davis, CPA

– Laura will begin in this position 9/9/13

• Proposal Development positions – 8 FTE to be filled

– Current hiring status: screening completed/interviews in progress

– Anticipate interviews will be completed 8/30/13

http://med.uky.edu/posting-updates


15

DRAFT

• Account management positions - 2 FTEs to be filled

– Current hiring status: Reposting 1 position through 8/25/13


• Account reconciliation positions – 5 FTE to be filled



• Anticipate all offers will be extended by late August to mid September

Update – Surgical IBU

16

DRAFT

• Faculty sponsor – Dr. Zwischenberger

• Administrative lead – Rebecca Napier

• Manager – Matt Hill

• Finance & Procurement unit – opened 2/18/2013

• HR unit – opened 4/22/2013

• Billing unit – opened 6/3/2013

Current focus:

• Developing performance dashboards

• Finalizing Service Level Agreements (performance agreements between IBU and serviced departments)

• Refining standard operating procedures (SOPs)

• Open HR/Payroll position and Billing positions in process

Update – Hospital/Service Based IBU

17

DRAFT

• Faculty sponsor– Roger Humphries, MD • Administrative lead – Rhonda Sewell • Steering Committee members: Dr. Humphries, Dr. Jennings, Dr. Randall, Dr.

Oates, Dr. Kudrimoti, Lisa Disponett, Denise Quandt, Susan Durachta, Sandi Jaros, Rhonda Sewell

• Implementation Committee members: Rhonda Sewell, Sandi Jaros, Denise Quandt, Susan Durachta, Lisa Disponett, Les Karenbauer, Ella Muhovic & Jeanne Hurak and other Subject Matter Experts on an as-needed basis

Updates: • Presented recommendation to Executive Steering Committee 8/14/2013 • Finalizing JAQs • Anticipate posting positions 9/2013 • Anticipate opening Hospital/Service Based IBU: 12/2013

KRONOS SOPs Retro Actions

Funding Screens Remuneration review

Clearing Accts

Leave Reporting Labor Distributions

Payroll Actions / Other General Services

Human Resources for Faculty COM & Hospital Staff

3_FTE

PAR prep; SAP screens; FMLA coordination

Overloads/OT reports FTE Changes/Updates

Faculty & Staff Compensation

Staff & Fac Separation

Recruitment Partner JAQ’s

Salary Recs On/Off Boarding

TB screening, PEs, certification updates,

Manager Self Serve updates Personnel Files (JACHO)

Administrative Lead HIBU Cost Avoidance of “Manager”.

Administrative Lead has greater expertise and authority in all

3 IBU areas

Travel Arrangements/ Reimbursement/

Reporting

Arrangements for faculty, residents,

fellows, professional and technical staff

Travel voucher/ Reimbursements, service mileage

PD reports; Admin time reports; other reporting

for all services

Travel, mileage reimbursement and

reporting

Finance/Procurement/ Ordering/Accounting

6 FTE

Procards; RFPs; PRDs; Requisitions, JVs, specialty invoicing

Cash/Check transmittal; Account Reconciliation

Filing & Document Management

Reverse POs for central receiving back

to cost center

Non-regular Standing Orders and

Blanket PO’s

Central ordering to be further defined using

an electronic work flow

HIBU Billing & Coding (certified coders in

place in each specialty) 14 FTE

Specialty experienced certified coders

specialty range 7-9

P & LM: 2 FTEs Radiology: 6 FTEs Rad Med: 1 FTE

Emer Med: 5 FTE

Currently preparing for ICD-10 in all 4

disciplines

Hospital based dept. roll out CAC for other

clin depts.

4 unique electronic platforms in each

discipline. Lean processes reviewed at least annually

Service/Hospital-Based IBU

*On or about 12/1/13 target for Hospital & COM combined for all four depts. Time needed to review and plan for hospital portions of P & LM and Emer Med. Phase II: Subject matter experts for non-regular tasks: CVs, Digital Measures; Milestone reporting for GME; facilities activities, academic IT, OME, GME and CE education, technical billing review, consolidated support functions, etc.

HR/Payroll/Other General Actions

Travel/Reimbursement/Reports/Finance Procurement/Ordering/Accounting

Billing & Coding

Legend

Service/Hospital-Based IBU

8/7/2013 19

Service/Hospital-based IBU Steering Committee

HIBU Administrative

Lead

Emergency Medicine Coder Principal

Coder Senior Coder Associates (3)

Pathology

Coder Principal Coder Associate

Radiation Medicine

Coder Senior

Radiology

Coder Associates (6)

All Departments Finance/AP (6)

All Departments HR/Payroll (3)

Finance/AP/ HR/Payroll

Billing

Update – Medical IBU

20

DRAFT

• Faculty sponsor – Dr. Wallace • Administrative lead – Joe Allard • Steering Committee members: Dr. Hays, Dr. Moliterno, Dr. Wallace, Dr. Pearce • Implementation Committee members: Joe Allard, Roxie Allison, Jenny Dusso,

Rania Burke, Marti Sale, Matt Horn, Teri Walters, Jenell Johnson

Finance/AP/Payroll/HR and Billing Task Force update: - Targeting go live mid-December - Developing options for physical locations - Goal is to post Billing positions early September

- HR/Finance positions to follow - Will host Medical departments open session for staff prior to posting

Update – Dean’s Administrative Unit IBU

21

DRAFT

• Faculty sponsor – Dr. Means • Administrative lead – Brad Kidd • Implementation Committee: Brad Kidd, Trish Polly, Sharon Stringer, Debbie

Duff and Sandi Jaros

• Goal is to create efficiencies in the administrative services for the Dean’s units • Drafting the final proposal to present to the Executive Steering Committee

meeting on 8/28/2013

Update – Basic Science and Centers IBU

22

DRAFT

• Faculty sponsor – Dr. Jim Geddes

• Administrative lead – Christy Anderson

• Steering Committee members: Dr. Linda Van Eldik, Dr. Don Gash, Dr. Carl Leukefeld, Dr. Doug Andres, Dr. Alan Daugherty, Dr. Shuxia Wang, Dr. Mark Evers, Dr. Beth Garvy, Dr. Lisa Cassis, Dr. Francisco Andrade, Dr. Jim Geddes, Dr. Mary Vore

• Implementation Committee members: Mary Fern Waechter, Julie Poole, Tammy Minor, Tonya Simon, Darin Cecil, Karen Dodridge, Beth Yost, Carl Reason, Kelley Secrest, Zel Frye

• Participation in cross-functional committees


23

DRAFT

Anticipate opening in October 2013

IBU Functions

• Human Resources: Position management, online employment system, assistance with JAQs, salary recommendation forms, liaison to STEPS, liaison to International Affairs, manage the annual performance evaluation process, appointment, promotion and tenure dossiers, and digital measures updates

• Payroll: Payroll actions, PARs, FMLA, overloads, separations, terminal vacation leave payout, funding screens, review remuneration statements, oversee clearing accounts, time keeping.

• Procurement/Travel: Payment Request Documents (PRD), purchase requisitions, procard editing, wire transfers, student payment vouchers, cash/check transmittals, and preparation of travel vouchers.

• Account Reconciliation: Account reconciliation and document management


25

DRAFT

• Update on structure/positions

– Total of 13 FTE

• Manager 1 FTE

• HR 3 FTE

• Payroll 1 FTE

• Travel 2 FTE

• Procurement 5 FTE

• Account Reconciliation 1 FTE

– Jobs were posted on IBU website and on the Online Employment System

– Email sent to all COM staff regarding these opportunities


26

DRAFT

• Updates on selection process continually updated on IBU website at http://med.uky.edu/posting-updates

• Manager position - 1 FTE to be filled

– Current hiring status: Filled – Mary Burr

– Mary started 8/5/13

• Account Reconciliation position - 1 FTE to be filled



http://med.uky.edu/posting-updates


27

DRAFT

• HR & Payroll positions – 4 FTE to be filled



• Procurement positions - 5 FTE to be filled

– Current hiring status: interviews completed/selection in progress

– Offers extended by 8/30/13

• Travel positions – 2 FTE to be filled

– Current hiring status: interviews completed/selection in progress

– Offers extended by 8/30/13

• Anticipate all offers will be extended by late August/early September

28

DRAFT Questions and Answers from Website/IBU email

• Top 6 questions/comments from [email protected] and anonymous suggestion box are:

1. Requests to add information and details to IBU website

2. What will it be like to work in an IBU (flexible schedules, “plan B” employees, etc.)?

3. If you interview for a position and are offered the position and turn it down, are you still able to qualify for unemployment if later impacted by a position elimination? Especially if the position is a lower pay grade then you are at now.

4. Is the toll and stress of the process on employees being considered in decision making? Considering loss of productivity as well?

5. New or transfer hire six month application hold questions

6. What is the notification process for employees affected by IBU related position eliminations? Will employees affected by other position eliminations receive the same 90 day notification process and career development support?

Other Questions from the Open Forum Attendees?

mailto:[email protected]

Resources to Stay Informed

29

DRAFT

IBU project website http://medicine.mc.uky.edu/ibu/

Monthly Open Forums: 3rd Wednesday each month at 10am Questions or Feedback about the IBU, please email [email protected] or contact:

Jay Zwischenberger - Faculty Sponsor [email protected] Roxie Allison – Executive Steering Committee Lead [email protected] Christy Anderson – Research Admin & Basic Science/Ctr Lead [email protected] Alan Daugherty - Research Admin & Basic Science/Ctr Sponsor [email protected] Rebecca Napier – Surgical IBU Administrative Lead [email protected] Kevin Caudill – Surgical IBU Billing Lead [email protected] Matthew W. Hill – Surgical IBU Manager [email protected] Joe Allard – Medical IBU Administrative Lead [email protected] Rhonda Sewell – Hospital Based IBU Lead [email protected] Brad Kidd – Dean’s Units IBU Lead [email protected] Catie Lasley – CoM/Ambulatory HR Administrator [email protected] Your department administrator