Outline

Welcome & Introductions

Secretarial Management Guide

Privacy Update

EPR Education Index

Secretarial Management Guide

By: Nick Kokkoros, Resource Planning Specialist, City-Wide Medical Affairs

Liz Hodge, Consultant, Human Resources

Employment Relationship

LHSC = employer Physician secretary = employee Physician = supervisor or direct report

Note: In most situations your physician supervisor is not in an employment relationship with LHSC. Therefore for some issues, such as pay increases, Medical Affairs plays the role of your supervisor.

If I am a Hospital Employee, What Are the Physician’s Rights and Responsibilities?

Managing my performance– This includes a three-month probationary review

and ongoing performance review Ensuring appropriate orientation and training Signing a “Secretarial Services Purchase

Agreement”– A copy should be sent to Medical Affairs

Approving vacation times and requests for discretionary time off

If I am a Hospital Employee, What are the Physician’s Rights and Responsibilities?

Working in partnership with the department, Medical Affairs and Human Resources in matters of:– Hiring– Terminations– Changes in status– Performance development

Physician’s Responsibilities for Shared Secretaries

Shared secretaries are the responsibility of all physicians involved.

Terms of Employment

General policy information for non-union employees can be found on the Intranet:

http://appserver.lhsc.on.ca/policy/search_res.php?polid=HRM001&live=1

Unionized employees should refer to their Collective Agreement

Secretarial Coverage

Replacement secretaries can be contracted through a temporary agency

Replacement secretaries are not paid through the Hospital payroll

Vacation

For non-union employees, information can be found on the Hospital Intranet: http://appserver.lhsc.on.ca/policy/search_res.php?polid

=HRM026&live=1 Union members should refer to their Collective

Agreement It is the physician’s responsibility to ensure that you do not carry forward

vacation in excess of that described in the vacation policyVacation entitlement earned in a vacation year is to be taken in the

same calendar year

You should keep written records of your vacation and present it to your employer monthly to ensure that exception has been coded

Vacation

HR runs annual vacation reports for Medical Secretaries whose time is managed by HR. At any time, more specific reports can be run and shared with Physicians at their request. For Secretaries whose time is not managed by HR, their individual timekeepers can run these reports. The most detailed report is the TIMECODE by TEAM report which can be run for a specific individual or by team. The report details by day all of the timekeeping for a specific range of dates.

Employee Benefit Plans and Policies

The link for employee benefit plans is http://www.lhsc.on.ca/priv/hr/benefits/claim.htm

The link for leave policies and various other policies is

http://www.lhsc.on.ca/priv/policy/HRM.htm Unionized employees should refer to their

Collective Agreement

Sick Time

Entitlement to sick time varies depending on your employment status

During an absence due to disability, you retain your status as an employee with the right to return to your position when you are medically cleared by the Hospital’s Occupation Health and Safety Services department

For non-union members refer to the policy for sick time, or your collective agreement

Performance Development (PD)

Is an ongoing, cooperative process, the success of which depends largely on communication

Forms related to performance development and job evaluation can be found on the Intranet: http://www.lhsc.on.ca/priv/hr/perfdev/home.htm – One of the hospital’s strategic goal is to ensure every

employee has a PD plan done at least every two years. MedAffairs will work with HR to send out notifications/reminders moving forward.

Standard Probationary Period

New employees are required to complete a standard probationary period and annual performance reviews thereafter

Medical Affairs will send the physician a three-month performance review form– Your employer should discuss this review with you– A signed copy needs to be sent to Medical Affairs

and to Human Resources– Your employer should keep a copy of of the review

for his/her files

Termination: The Physician(s) I work for is/are Leaving the Hospital

If you are a Hospital employee, the physician must ensure that Medical Affairs and Human Resources are made aware of the final date that he/she will require your secretarial services

Every effort will be made to secure alternate employment for you prior to the physician’s departure. If that is not possible, the layoff language for non-union employees or from the Collective Agreement will apply

Termination: You are Leaving the Hospital

If you are a Hospital employee you should provide a minimum of two weeks notice in the event that you resign. Three months notice in the event you retire.

More information can be found on the Intranet: http://appserver.lhsc.on.ca/policy/search_res.php?polid

=HRM010&live=1

Thank you!