CV Secretarial Staff Meeting

June 23, 2009June 23, 2009

June 25, 2009June 25, 2009

10:00 – 11:00 a.m.10:00 – 11:00 a.m.

AGENDAAGENDAAGENDAAGENDA

• Outside Materials – Check-Out DeskOutside Materials – Check-Out Desk

• Holiday Time Off/HoursHoliday Time Off/Hours

• Centralized TranscriptionCentralized Transcription

• DVI Work Type ChangeDVI Work Type Change

• RN / NP Roster RemindersRN / NP Roster Reminders

• On-Call ScheduleOn-Call Schedule

• Confidentiality ReminderConfidentiality Reminder

• Outside Materials – Check-Out DeskOutside Materials – Check-Out Desk

• Holiday Time Off/HoursHoliday Time Off/Hours

• Centralized TranscriptionCentralized Transcription

• DVI Work Type ChangeDVI Work Type Change

• RN / NP Roster RemindersRN / NP Roster Reminders

• On-Call ScheduleOn-Call Schedule

• Confidentiality ReminderConfidentiality Reminder

Outside MaterialsOutside MaterialsOutside MaterialsOutside Materials• Check-Out Desk – being piloted in Check-Out Desk – being piloted in

Cardiovascular (Gonda 5, Corridor B)Cardiovascular (Gonda 5, Corridor B)

• Process update/change - discard Process update/change - discard faxed outside material instead of faxed outside material instead of returning it – please refer to the returning it – please refer to the minutes that were sent out from the minutes that were sent out from the recent institutional secretarial/desk recent institutional secretarial/desk monthly meetingmonthly meeting

• Coming soon - outside materials will Coming soon - outside materials will be entered in the MICS modulebe entered in the MICS module

• Check-Out Desk – being piloted in Check-Out Desk – being piloted in Cardiovascular (Gonda 5, Corridor B)Cardiovascular (Gonda 5, Corridor B)

• Process update/change - discard Process update/change - discard faxed outside material instead of faxed outside material instead of returning it – please refer to the returning it – please refer to the minutes that were sent out from the minutes that were sent out from the recent institutional secretarial/desk recent institutional secretarial/desk monthly meetingmonthly meeting

• Coming soon - outside materials will Coming soon - outside materials will be entered in the MICS modulebe entered in the MICS module

Holiday Time Off / HoursHoliday Time Off / HoursHoliday Time Off / HoursHoliday Time Off / Hours

• E-mail was forwarded to you E-mail was forwarded to you regarding the adjusted holiday regarding the adjusted holiday staffing for November 27, December staffing for November 27, December 24, 28, 29, 30, and 31 for the 24, 28, 29, 30, and 31 for the institution. Additional information institution. Additional information will be coming to guide us on how will be coming to guide us on how this will affect the CV Division. Note this will affect the CV Division. Note that it was stated at the end of the e-that it was stated at the end of the e-mail that if it is determined that you mail that if it is determined that you will need to be off any of these days, will need to be off any of these days, please make sure you have adequate please make sure you have adequate PTO in your account.PTO in your account.

• E-mail was forwarded to you E-mail was forwarded to you regarding the adjusted holiday regarding the adjusted holiday staffing for November 27, December staffing for November 27, December 24, 28, 29, 30, and 31 for the 24, 28, 29, 30, and 31 for the institution. Additional information institution. Additional information will be coming to guide us on how will be coming to guide us on how this will affect the CV Division. Note this will affect the CV Division. Note that it was stated at the end of the e-that it was stated at the end of the e-mail that if it is determined that you mail that if it is determined that you will need to be off any of these days, will need to be off any of these days, please make sure you have adequate please make sure you have adequate PTO in your account.PTO in your account.

TranscriptionTranscriptionTranscriptionTranscription

You have heard the words “centralized You have heard the words “centralized transcription” if you attended the Town transcription” if you attended the Town Hall meetings and a recent All Staff Hall meetings and a recent All Staff meeting. We were recently made aware meeting. We were recently made aware that changes are coming rapidly within that changes are coming rapidly within the institution and we should stay tuned.the institution and we should stay tuned.

DVI Work Type ChangeDVI Work Type ChangeDVI Work Type ChangeDVI Work Type Change

• We will be re-instituting work type 18 We will be re-instituting work type 18 for the CV Fellows’ initial consult and for the CV Fellows’ initial consult and these will be typed by OSS with a these will be typed by OSS with a potential start date of Monday, July potential start date of Monday, July 13, 2009.13, 2009.

• We will be re-instituting work type 18 We will be re-instituting work type 18 for the CV Fellows’ initial consult and for the CV Fellows’ initial consult and these will be typed by OSS with a these will be typed by OSS with a potential start date of Monday, July potential start date of Monday, July 13, 2009.13, 2009.

RN/NP Roster RemindersRN/NP Roster RemindersRN/NP Roster RemindersRN/NP Roster Reminders

• There is a shorthand template There is a shorthand template available to use when sending an available to use when sending an InBox message to the individual InBox message to the individual covering roster calls as they have covering roster calls as they have been missing information (i.e. been missing information (i.e. secretary’s phone number, name of secretary’s phone number, name of the pharmacy, etc.).the pharmacy, etc.).

• There is a shorthand template There is a shorthand template available to use when sending an available to use when sending an InBox message to the individual InBox message to the individual covering roster calls as they have covering roster calls as they have been missing information (i.e. been missing information (i.e. secretary’s phone number, name of secretary’s phone number, name of the pharmacy, etc.).the pharmacy, etc.).

On-Call ScheduleOn-Call ScheduleOn-Call ScheduleOn-Call Schedule

• http://mfprod.mayo.edu/TODWeb/MainController• http://mfprod.mayo.edu/TODWeb/MainController

ConfidentialityConfidentialityConfidentialityConfidentiality

• We were again reminded at the All We were again reminded at the All Supervisor Meeting of the importance Supervisor Meeting of the importance of patient confidentiality (a number of of patient confidentiality (a number of individuals no longer are employed individuals no longer are employed by Mayo due to a breach in this by Mayo due to a breach in this policy)policy)

http://mayoweb.mayo.edu/compliance-integrity/education06.html

• We were again reminded at the All We were again reminded at the All Supervisor Meeting of the importance Supervisor Meeting of the importance of patient confidentiality (a number of of patient confidentiality (a number of individuals no longer are employed individuals no longer are employed by Mayo due to a breach in this by Mayo due to a breach in this policy)policy)

http://mayoweb.mayo.edu/compliance-integrity/education06.html

Note ItemsNote ItemsNote ItemsNote Items

• Updated PoliciesUpdated Policies• Billing Reports (only 6 months Billing Reports (only 6 months

back) back) • Letter Turn Around Time (8 hours)Letter Turn Around Time (8 hours)

• Clinical Notes – “consult” and “SV” Clinical Notes – “consult” and “SV” types (if patient returns within 30 types (if patient returns within 30 days of initial visit, it should be days of initial visit, it should be coded as a subsequent visit; if coded as a subsequent visit; if patient returns after 30 days of initial patient returns after 30 days of initial visit, it should be coded as consult)visit, it should be coded as consult)

• Updated PoliciesUpdated Policies• Billing Reports (only 6 months Billing Reports (only 6 months

back) back) • Letter Turn Around Time (8 hours)Letter Turn Around Time (8 hours)

• Clinical Notes – “consult” and “SV” Clinical Notes – “consult” and “SV” types (if patient returns within 30 types (if patient returns within 30 days of initial visit, it should be days of initial visit, it should be coded as a subsequent visit; if coded as a subsequent visit; if patient returns after 30 days of initial patient returns after 30 days of initial visit, it should be coded as consult)visit, it should be coded as consult)

Note Items (con’t)Note Items (con’t)Note Items (con’t)Note Items (con’t)

• Dr. Hayes is sending personal thank Dr. Hayes is sending personal thank you notes to the referring providers. you notes to the referring providers. Some of these providers are calling Some of these providers are calling to state that they have not received a to state that they have not received a timely summary letter from us and timely summary letter from us and are calling to ask that we please send are calling to ask that we please send the patient’s records.the patient’s records.

• Dr. Hayes is sending personal thank Dr. Hayes is sending personal thank you notes to the referring providers. you notes to the referring providers. Some of these providers are calling Some of these providers are calling to state that they have not received a to state that they have not received a timely summary letter from us and timely summary letter from us and are calling to ask that we please send are calling to ask that we please send the patient’s records.the patient’s records.