see service, see integration, see blue 2014 hiblue newsletter.pdfcommunicate news, policies and...
TRANSCRIPT
News See Service, See Integration, See Blue
HOSPITAL INTEGRATED BUSINESS UNIT JUNE 26, 2014
HIBLUe
The HIBU wishes you and your family a safe and happy 4th of July!
“Bing, Bang, Boom! HIBU 6 Months in Review”
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Hospital IBU 6-Month Review
For the Departments of Radiation Medicine, Radiology, Emergency Medicine,
Pathology, and Clinical Lab
The Hospital Integrated Business Unit:
A 6 Month Success Story
We are a work in process and we are continually working to improve our processes! As a
team we were able to successfully transition from interdepartmental support to an external
department support system seamlessly. We have been able to help every customer that’s
requested us to do so. Processes have continued to evolve and improve without anything
falling in the cracks or any system failing, or more importantly, someone not getting paid.
We all experienced the PNC Bank issue and thank goodness this was not an IBU issue.
Plans began in May 2013 for the HIBU and all decision making was made over the course of 364 hours of meetings!!!!! According to Price Waterhouse Coopers, there wasn’t an-other Hospital Based IBU in existence. We have truly been in unchartered waters and this has made the challenges unique and rewards more exciting. In the beginning we asked you to embrace this opportunity to put aside your worries and focus our energy towards finding solutions and following processes that establish the HIBU as a successful unit. For the 650+ staff members of the departments of Radiology, Emergency Medicine, Radiation Medicine, Pathology and Clinical Lab, the HIBU has fully embraced integration.
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Staffing Metrics:
Fully staffed since March 10, 2014
Total of 9 FTE
1 Business Analyst/Finance Lead
2 Administrative Services Assistants for Finance and Travel
3 Administrative Support Associates for Finance and Procurement
1 Administrative Services Assistant Senior/HR Lead
2 Administrative Services Assistants for HR and Payroll
0% Turnover since opening on December 12, 2013
HIBU Reporting Structure
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HIBU Full Service Travel
OUR HIBU CODING TEAM Our coders are truly top-notch!
Staffing Metrics:
• Total of 14 FTE for initial staffing opening on December 12, 2013
3 Coder Principals
1 Coder Senior
10 Coding Associates
• Current Staffing Metrics
3 Coder Principals
12 Coder Senior
2 Coding Associates
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Department Name and FTE Faculty Staff Resident Fellow Trainee Total
Emergency Medicine 22 13 28 63
IBU-Service 26 26
*Imaging Services 161 161
*Laboratory Services 235 235
Pathology 32 13 22 1 68
Radiation Medicine 16 15 10 41
*Radiation Medicine Services 24 24
Radiology 43 12 25 1 81
Grand Total 113 499 85 1 1 677
* Hospital Department
What makes us unique? • We are UKHC College of Medicine and UKHC Hospital!!
-Two different processes for payroll
-Two different processes for onboarding
• We are our own runners to all our departments at 2:30 every day
and anytime in between (3 times daily year-end)
• You won’t ever hear us say, “That’s Not My Job!”
Hospital and College of Medicine Departments
“Top Notch Customer Service”
Onboarding of 61 new and transfer employees including visits to Scovell, UK Security, all new hire
paperwork, orientation scheduling and follow-up
• Department specific onboarding packets and checklists
• Launched monthly HIBLUe News, See Service, See Integration, See Blue to our departments to
communicate news, policies and upcoming events from the HR/Payroll Team and new procedures and
online processes from the Finance and Travel Team
• Conducted Kronos Time Manager Training Sessions for new managers
• Developed weekly Kronos Payroll Reports that are sent to time managers each week (as requested) to
assist with managing overtime, hours worked, and leave usage
8,650+ Kronos payroll actions including time approval, special reports, scanning, resolution of clock issues and set-up
1,900+ Customer Service Transactions representing all the time saving tasks we do: department visits, courier service,
requests to Employee Relations, Compensation, Career Employment, STEPS, handling employee questions
and follow up to calls and emails
We are the daily couriers to all departments; making additional stops at Peterson, Good
Samaritan, Sterlington, Scovell Hall and Leader Avenue Building whenever necessary
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Collaboration and Teamwork:
Developed the HIBU Job Request Form shared across all IBU’s and COM to simplify the process of requesting STEPS, On-Call, and Regular employees as well as details to initial a Reclass, Additional Assignment and all job postings.
Assisted other IBU’s in Kronos training and running customized reports.
Collaborated with the HR/Payroll Functional Services Committee to develop performance metrics that will be used to measure productivity, efficiency and accuracy across all IBU’s
Participation with the HR/Payroll Functional Services Committee to develop tools to assist department managers navigate the hiring/position change process, including: -Position Posting Process Maps -Quick Guide for Hiring and Position Changes
Established excellent working relationships with COM HR Business Partners and Payroll Team as well as Hospital Payroll
Partnered with UK HR Career Employment, STEPS Team, Employee Relations and Compensation to meet the staffing
HOSPITAL IBU - HR/PAYROLL “We’re at Your Service”
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HIBU Looks to the Future
Our HIBU Goals
100% compliant at all times!
Continuous training to serve you
better
Service with a smile
A winning attitude
Do what is right the first time
Listen to what departments need
from us
Our Challenges?
Making everyone happy
Change is not always welcome
Educating departments on our
processes
Getting everyone accustomed to
new forms
Hospital Integrated Business Unit
HR/Payroll News
Hip, Hip, Hooray!!!
Performance review deadline extended to end of July The deadline for completion of the performance
reviews has been extended to July 31. This should give everyone
more time to complete evaluations and have a meaningful
discussion with each staff member.
Performance evaluation training For information about performance evaluation training, login through myUK. Click on Employee Self-Service/Training/HR Training and Development/Performance Evaluation
If you want to get paid……………………..
Biweekly Pay Period #14
Due to the July 4 holiday, the final payroll process for biweekly #14 will begin at noon on June 30.
The pay date for biweekly #14 will be Thursday, July 3. All departments with checks/stubs to pick up will be notified Wednesday, July 2.
All checks/stubs must be picked up by 8:30 a.m.
Do you have a CoM Policy, Process, or Procedure Question? Check out http://go.uky.edu/COMAPIP Need the CoM Finance SharePoint? Go to http://go.uky.edu/COMFinance
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Separation Sheets Separation Sheets must be processed as soon as possible after an employee has left university employment. There are vari-ous negative consequences if documents are processed late. Individuals may be overpaid. COBRA Benefits must be offered to separated employees
within 30 days of their separation. Fines and penalties can be levied against the university if this does not hap-pen.
Individuals cannot access their Retirement accounts until the separation is entered in SAP.
The Separation Sheet is very important, especially when the individual has been part of a Reduction in Force or the position has been eliminated.
Year End Payroll Cost Distribution
As 2014 fiscal year end approaches please review all accounts of your area of responsibility to ensure accurate payroll cost distribution postings. Biweekly #14: Processing begins June 26th (will post to old year with a June 28th date) Any necessary corrections found after the June month-
ly and biweekly payrolls have completed must be made by journal voucher (JV) at the individual em-ployee level. Park the JV in SAP and forward a signed copy with proper supporting documentation to General Accounting or Sponsored Projects Accounting by end of day Wednesday July 2nd. The personnel number of the individual must be included in the assignment field of the parked JV. Cost distribution corrections for FY 2014 handled through the JV process should not be corrected in the payroll system as this would result in an incorrect distribution in the new fiscal year.
NOTE: No FY 2014 JV corrections for payroll charges
will be allowed after financial posting period 12 is closed.
If an employee does not receive their pay during payroll Monthly #06 or Biweekly #14 and a petty cash PRD is re-ceived and approved by noon on Wednesday July 2nd, an accrual will be created for significant monetary amounts by the Payroll Department. Departments must include the cost center and/or grant and GL in the “Internal Note” section of the petty cash PRD document, as this infor-mation is necessary to record the year end accrual. The department must make the appropriate entries in SAP HR/Payroll prior to the PRD request to ensure PRD approval and pay- ment inclusion on the employee’s next monthly or biweekly pay check.
Faculty Payment Forms Due
Faculty Payment Forms are due in the Dean’s Office by close of business on the following days for 2014: July 10, 2014 August 7, 2014 September 4, 2014 October 15, 2014 November 10, 2014
The guidelines for requesting a Petty Cash Advance are:
The employee must be missing at least 50% of their pay. The missing pay will create a legitimate financial hardship for the employee. The missed pay was caused by a system malfunction.
All requests that do not meet this criteria will be denied by COM payroll staff.
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Completing this new 7 page form provides all the information our staff needs to get the
ball rolling in Position Management. Simply complete online and send it to us along with
the JAQ and we’ll take care of the rest. Missing data will cause a delay so we want to
stress the importance of gathering everything for the request. Position numbers, cost
centers and JAQ’s are essential! The first 2 pages seen here are an example of what we
will need. Please familiarize yourself with this form to expedite all future requests. It is
important to remember that if an employee is transferring to another department we must
have the cost center and position number they will be transferring to. The HIBU staff
welcomes your questions and is available to assist you each step of the way; it is a
partnership with HR Employment, Compensation and your HIBU staff!
New: Position Management
** New! We must have supervisor/manager position number and their cost center for all PM requests**
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NEW Online Employment System (IES)
There has been some confusion from users unable to access the new IES site. Many of these problems have resulted from confusion between the
login screen for Guest Users versus regular system users. Currently the link defaults to the Guest User login as seen here:
Entering your login information (which is your standard link blue ID and password) will create an error. Unless specifically entering as a guest
user with that specially created login information, you should follow the link listed just above the login box. That link will take you to the fol-
lowing screen where you can access IES using your link blue login. It is through this login site that you will do the majority of your work within
the new IES. This page can be saved as a favorite so that you can come directly to the correct login screen in the future.
New UK Jobs Employment System (IES) The new UK Jobs launched Wednesday, June 18. This update is the first complete redesign of the University's online job posting system in over 10 years, and it offers many benefits for applicants and supervisors/hiring officials alike. How This Change Will Affect Your UK Jobs Profile/Application Information: Because current UK Jobs profile information did not transfer to the new system, you will need to create a new application when applying for positions after June 18. If you applied for a UK Jobs posting prior to June 18, no further action is needed on your part: Your application will remain under consideration for that job opportunity. New applications will only be necessary to apply for jobs posted on or after June 18. For more applicant highlights, visit this page. How This Change Will Affect Hiring Officials/Supervisors: Current system users, supervisors and budget officers have received previous communications related to implementation of the new system. As a reminder, current system users (who have not done so already) are strongly encouraged to complete the required training to obtain system access. Visit the Integrated Employment System resource page to learn more. Have questions about this transition? Please contact Daniel Hacker at (859) 257-9643 or [email protected]. 13
Can I see your ID?
Badge replacement continues for employees who are frequent campus visitors For employees who frequently visit campus and need badge access (for obtaining access beyond secured doors),
badge replacement is currently taking place at the Chandler and Good Samaritan security offices. Employees are
encouraged to obtain a replacement badge on a day when on campus for other business; a special trip is not necessary. Access controllers will stop working with the old badge beginning on a rolling basis by building (hospital areas Pav A, H, CC, WH will not be
affected until later in June).
For employees working offsite who do not need badge access on the main health care campus, no action is required at this time. An offsite
badge replacement schedule will be available soon. Finally, if you are updating or changing your badge information, be sure to take a completed Badge ID request form signed by your supervisor to
the Security office.
If you have issues with the new ID badges, immediately contact the IT Help Desk at 859-323-8586; or Security at 859-257-8573, mobile
#UKPD (#8573). For more information about the rollout of new badges, contact Shawn Crouch in Administration at 859-257-2279. Click here for more information, samples of the new badges and a map to the Chandler Hospital Pavilion A Security
office.
Portal for patients to access their medical records is well received
UK HealthCare began offering all adult patients the opportunity to set up an online portal account to receive key parts of their med-
ical records on June 2.
Watch this three-minute video for a preview of what the portal looks like to our patients. Details of how we are collecting email
addresses, inviting patients, etc., are available on these slides.
Some information will flow to the portal for every patient with an account. This chart details the type of information that will flow from paper-based clinics, AEHR clinics and hospital systems. The patient portal will benefit UK HealthCare staff by:
Improving outcomes because patients have access to health education, medication lists, follow up instructions.
Giving patients the ability to make, cancel or reschedule appointments may decrease the number of “no shows.”
Reducing phone calls/messages. Requests from the portal create tasks in the AEHR managed by the patient care team.
Allowing patients to share information with other providers.
Improving patient satisfaction
Two signed copies of ZPAR’s AND SEPARATION SHEETS are required by Compensation.
Faculty does not “accrue” holiday time or TDL. They are eligible for both; however, the usage of these leaves is not
recorded in SAP.
Professional leave should not be entered in SAP for Post Retirees. These entries kick out and cause the system to
stop processing payroll.
Direct Deposit, W-4. K-4 data can all be entered from the Employee Self Service portal. This method
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Things I’ve learned since our last newsletter:
The real definition of ‘reasonable” time. (taken out of context of course)
The Merriam-Webster on-line dictionary state “reasonable” to be not extreme or excessive; to be
moderate, fair; possessing sound judgment. The IRS state that 1 year is reasonable where UK
Accounts Payable (AP) says that reasonable is 60-calendar days. So when you need to clean the gutters, do I
Merriam-Webster’s reasonable. Need to start on your New Year’s resolution, that’s definitely under the IRS
definition. Want to get your reimbursement for travel? Stick to the AP definition and get those receipts in!
The Dodo bird is the national bird of Mauritius. This island was the only home of the Dodo bird which
became extinct fewer than eighty years after its discovery. Speaking of foreign soil, reimbursement
for a visit abroad requires the exchange rate(s) in effect at the time of travel. www.OANDA.com is
the recommended resource to obtain that historical foreign exchange rate.
Save the date! UK HealthCare Employee & Student Appreciation Picnic, Aug. 21
Every year, the planning committee works hard to make sure
everyone is included and feels appreciated. Lunch will be served
outside at Chandler Hospital, Kentucky Clinic, Good Samaritan
Hospital, Alumni Park Plaza, Fountain Court, and local and regional
clinics. Back by popular demand – a free T-shirt for everyone!
June / July Dates of Interest (or not)
June 26 Forgiveness Day
June 27 Sunglasses Day
June 28 Insurance Awareness Day
June 29 Hug Holiday
June 30 Waffle Iron Day
July 1 National Creative Ice Cream Flavor Day
July 4 Independence Day
July 6 International Kissing Day/Fried Chicken Day
July 9 National Sugar Cookie Day
July 11 Slurpee Day
July 13 National French Fries Day
July 14 National Nude Day (we don’t recommend this one)
July 14 Bastille Day
July 23-National Hot Dog Day
July 26 National Talk in the Elevator Day
July 27 National Dance Day
July 29 National Lasagna Day
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As previously announced, the HIBU Office will be moving from its current location in A-117 of the Kentucky Clinic to a
new renovated area inside Emergency Medicine, H43. The original date of June 30th has changed to August 8th. We’ll keep
you posted in the July newsletter.
Staff Shared Leave Pool
The University’s annual Staff Shared Leave Pool donation period is now underway and will continue for a limited time (details below). As you may know, this program enables UK employees to help fellow staff members who have exhausted paid leave because of serious health issues affecting themselves or their family members. Making a Difference is Now Easier Than Ever with Online Donation Form For beneficiaries of the Shared Leave Pool, UK employees’ generosity has made an incredible impact. Since the program’s inception in 2007, UK employees have donated nearly 30,000 hours of accrued vacation leave. You may support the program by completing a simple online donation form. With your help, the program can help more UK families than ever before. Please note: You may donate in half-day and/or full-day increments. Click here to learn more or donate now. Campus employees: Please consider donating before June 30, 2014, when your unused vacation time may be subject to loss. UK HealthCare employees: Please consider donating before September 30, 2014, when your unused vacation time may be subject to loss. Please note: The annual donation period closes on September 30.
Thank you to all those who have donated or intend to
donate to this important program. If you are a supervisor,
please communicate this information to all of our staff.
UpToDate mobile app assistance available The mobile app for UpToDate is now available. The free
UpToDate mobile app for iOS, Android or Windows 8 devices
offers off-campus access to UpToDate from any Internet
browser and earns CME/CE/CPD credits when you research
clinical questions. Click here for installation and access
instructions. For further assistance, stop by the Medical Center
Library or contact Susan M. Foster-Harper, 859-257-0752.
For Managers & Supervisors:
Tools you need to present survey scores to staff To help facilitate the rollout of your 2014 employee engagement
scores with staff, a template has been developed to guide the
discussion and to enter unit-specific scores. Talking points are
also available to walk you through each slide and how to present
the enterprise score and how we benchmark against the national
University HealthSystem Consortium (UHC) average. Please
rollout to staff before mid August. More information regarding
action planning will be forthcoming. If you have questions,
contact Amberlee Nickell.
Also available is a presentation from Press Ganey, including our
2014 enterprise scores. As you will see, we are making great
progress in employee engagement.
Recording Time for Employee Service Awards The note below was distributed to all employees on the list of honorees for the service award events this year.
This additional paid time off should be scheduled by the employee with their department, utilizing policies/procedures established by the department for requesting vacation/leave time. The employee has from now until December 31, 2014 to take advantage of this time off. You should code this time in KRONOS as “Miscellaneous Leave” and add a punch comment using the “Add Comment” drop box and selecting “Service Award Leave”.
For your information, I have attached the final list of honorees. Please note that at this point no chang-es/additions can be made to the list of honorees.
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Name Role Email Phone Rhonda Sewell HIBU Lead [email protected] 257-7135
Sheila Giles HR Lead [email protected] 218-5262
Janice Goldenberg HR/PR [email protected] 218-5270
Annete Muniz HR/PR [email protected] 218-5264
Da Norm FI Lead [email protected] 218-5263
Kim Paske FI/Travel [email protected] 218-5265
Pete Rogers FI/Travel [email protected] 218-5269
Kevin Downs FI/Proc [email protected] 218-5267
Taryn Money FI/Proc [email protected] 218-5268
Missie York FI/Proc [email protected] 218-5266
Not Sure Who to Contact?
Email the HR/PR Team: [email protected]
Email the FI/Proc Team: [email protected]
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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