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Medical Secretary Guidelines Meeting Summary

This document outlines the agenda of a secretarial staff meeting held on September 25th and 27th, 2012 at Gonda 5-104 Leighton Lecture Hall. Topics discussed include teleworking, CV Division Medical Secretary Guidelines, attendance expectations, PTO policy, and more. The guidelines emphasize professionalism, training, and efficient communication practices for medical secretaries.

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Medical Secretary Guidelines Meeting Summary

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  1. September 25 & 27, 2012 CV Secretarial Staff Meeting Gonda 5-104 Leighton Lecture Hall (Broadcast to SMH MB 4-510) 10:00 – 11:00 a.m.

  2. AGENDA • Introduction of secretarial trainees • Teleworking • CV Division Med Sec Guidelines • Note Items

  3. Introductions • Laura Larson • Katrinna Greentree

  4. Teleworking • New opportunity • 60-day pilot

  5. Medical Secretary Guidelines • Consistent guidelines across three work units • Access document on CV web page • Work in progress

  6. Medical Secretary Guidelines • Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. • Third working day absent, call Employee Health Services @ 284-3211 • Rest/meal breaks—take breaks away from work station • Conduct personal business during lunch or rest breaks

  7. Medical Secretary Guidelines • Expectation to attend a minimum of one Mayo-sponsored class/year • All staff to assist with training of new employees/trainees • Internet use for personal reasons to be limited to rest/lunch breaks (ideally away from work space)

  8. Medical Secretary Guidelines • Cell phones should be on “silent” or off and put away • Limit texting to rest/meal breaks • Telephone Service Essentials • CV Division greeting • NP/PA address guideline • Outlook E-Mail Essentials

  9. Medical Secretary Guidelines • PTO policy combines vacation, holiday, sick, and personal time into single balance • Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLT • Example—new employee: 12 days + 11 = 23 days or 7.08 p/pay period • Employees expected to use PTO for holidays and/or sick days

  10. Medical Secretary Guidelines • Impact of unpaid holidays to coworkers • Work units may establish maximum number of paid or unpaid absences, including holidays, for a given year

  11. Note Items • February 13 is our go-live date for e-prescribing, phase I. Review online tutorial prior to this date and print off quick reference guide http://mayoweb.mayo.edu/mics-eop/education.html • Reminder to reassign, to yourself, the MICS InBox for the providers you support when provider away

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