June 23, 2009

1. Academic Search Process • Academic OnBoarding Process • III. Orientation Process Draft Working Group: Anne Heinz, Sue Eaton, Dawn Rose, Lauren Hull, Derek Karcz, Stacy Watson Guidelines and Processes for Operations Managers In the Department of Surgery June 23, 2009

2. We provide here a summary of the faculty orientation process. We have included checklists and links that will help the operations managers organize the steps. In other documents, we have provided materials for the search and on-boarding processes that start the orientation process. You will want to collaborate closely with the Chief, other Operations Managers, and Department central administration: Academic Affairs, Finance, Administration, Research – all play important consultative roles. These guidelines apply to the following tracks: Undifferentiated, Research Scholar, Clinical Scholar, Academic Clinical, Clinical Academic, Clinical Associate, and Research Associate with parenthetical rank. Keys to success: * keep everyone updated * document your actions * ask questions along the way Background

3. Table of Contents I. Orientation Process – Department II. Introductions III. Orientation Process • Operations Manager • Financial Overview • Review Records/Compliance • Orient to web tools • Academic and Clinical Appointments • Mentoring • Academic policies and career development • Diversity and Harassment • Conflict of Interest • Intellectual Property • HIPAA • Others You Should Know (Contact Information) IV. List of Links V. Glossary of Terms and Abbreviations

4. Orientation Process – Department • Group orientation available for students, residents and faculty • Led by Academic Affairs/Human Resources staff • Duration: 1-2 hours • Frequency: Monthly • Chairman’s Welcome • Mission, Vision & Values • Organization Chart • Management Structure • Departmental Resources (Finance, Academic Affairs/Human Resources, Research Administration) • Organizational Resources (Divisional, UCMC, URA, IRB) • Key Policies (Harassment/HIPAA/Conflict of Interest/Intellectual Property/JCAHO Compliance) • Commitment to Career Planning & Development

5. Orientation Process – Chair & Vice Chair Introductions(double-click on photo to start video)

6. Orientation Process – Operations Manager • Recommend spending 3-4 hours on the first day – may be helpful to include assigned administrative support personnel at key points during this time, such as policy review, IT orientation, etc. • Visit to Human Resource office to complete new hire paperwork & get ID badge request • Visit to ID Station & Parking Office • Introductions to staff and faculty in the section (especially mentor) • Distribute keys, pager, lab coat, business cards, marketing materials and office supplies • Orient them to nearest restrooms, exits, elevators, eateries & other amenities • Provide itinerary of scheduled meetings and section calendar containing key meetings, conferences, etc. • Instructions on computer, email, and voice mail set up • Review organization chart for section faculty and staff • Provide financial overview including access to data reports policies (e.g. Professional Development items), productivity measures • Review key section procedures • Review Record Completion/HIM/H&P Suspension/Annual Compliance Policies • Orient to web tools, IT training schedule, and applications (Billing/Medical Records/EPIC/EMMI/ESA/New Innovations) • Provide date for next scheduled UCPG meeting • Arrange for Chief Resident or other clinician to provide tour and orientation to key clinical areas of the facility (ORs, floors, ICU, medical records, clinics)

7. Orientation Process – Financial Overview • It may vary by section; however, some key items that should be discussed are: • Department and Section Professional Development Policies and Procedures • UCPG reports • Overview of Section Budget and Faculty Specific Budget • Overview of financial statement and departmental accounting standards • Discuss Productivity Measures • RVUs • Cases • Clinic visits • Payor mix • Emphasize specific productivity measures set forth in contingent letter of offer

8. Orientation Process – Record Completion/HIM/H&P Suspension/ Annual Compliance Policies • Review Record Completion • Per JCAHO standards, all OR report dictations must be completed within 24 hours of the procedure. • Full compliance by individual physicians is expected. • Compliance is monitored on both individual and section-wide levels by Section Chief and Operations Manager. • Review HIM Suspension Policy • HIM tracks missing, incomplete, and delinquent OP reports, H&Ps, D/C summaries and 48-Hour Notes. • Providers are notified via email on a weekly basis of any delinquencies. • It is the provider’s responsibility to complete all medical records in a timely fashion. Failure to comply may result in suspension of clinical privileges and other sanctions. • Review Quality Measures • Review Annual Compliance Requirements • Billing Fraud & Awareness • Safety – Patient, Fire • Occupational Medicine • Trainings can be completed through Oracle or live sessions.

9. Orientation Process – Orient to Web Tools • Orient to web tools and IT applications as applicable: • Surgery and UCMC intranet sites • Billing • Medical Records (Scribe, EMDAT, HIM systems) • EPIC • EMMI • ESA • Oracle • New Innovations • Access to these systems should be requested by Operations Manager prior to arrival of new provider. • Operations Manager will either explain how to make training arrangements or schedule the training for the new faculty member for systems requiring training. • Orient to IRBWise, if physician will be doing research. • Orient to Employee Self Service: http://hr.uchicago.edu (requires CNet ID). • To retrieve username / password for UCMC applications, please dial 2-3456. • To schedule live training, please dial 3-0850. • To obtain CNet ID, go to: https://cnet.uchicago.edu/claimacct/index.jsp

10. Orientation Process – Orient to Web Tools • Orient the new faculty member to the various applications available through the Surgery Intranet: • Surgery Reports • Phone listing and paging system • WebApps access

11. Orientation Process -- Academic and Clinical Appointments • With an appointment, the academician is now a member of the University Chicago academic community. His/Her academic career is reviewed by the University (Department/Dean/Provost). • As a separate matter, if he/she is a clinician, the person is also a member of the University of Chicago Medical Staff Organization (MSO), which reviews and approves clinical credentials to provide care at the University of Chicago Medical Center. • At the same time, he/she is credentialed by UCPG, to be enrolled for billing to third-party payors.

12. Orientation Process – Mentoring New faculty will greatly benefit from mentoring. Mentoring will provide the opportunity to discuss professional issues and interact with senior faculty; to receive timely informal feedback on career progress; to have clear information on promotion and tenure; and to have access and guidance to resources for career development. With proper mentorship, one is made to feel they are an integral part of the work group, they gain more confidence, and as a result, become productive more quickly. This also helps to confirm they have made the right choice in choosing the University of Chicago. Things to Complete: • Chief to assign a mentor. • Arrange for a “meet and greet” between the mentor and new faculty. • Schedule regular meetings with the mentor. • The mentor should be available, as time permits, for questions, conversation, acclimation, socialization, etc… • Further discuss the culture of the University and Medical Center, the Department and the Section, “how to”, and who to contact. Who to Involve: • Section Chief • Assigned mentor • Operations Manager, as needed, noodges chief, mentor and new faculty.

13. Orientation Process – Academic Policies and Career Development • The University has established policies to regulate academic life. These are located in the Faculty Handbook (http://facultyhandbook.uchicago.edu) • The Division of Biological Sciences has an excellent website for career development issues (reappointments, promotions, etc.) (http://pondside.uchicago.edu/%7Efeder/eforms.htm)

14. Orientation Process - Academic Policies: Diversity and Harassment • The University of Chicago is committed to maintaining an academic environment in which its members can freely work together, both in and out of the classroom, to further education and research. The University cannot thrive unless each member is accepted as an autonomous individual and is treated civilly, without regard to his or her sex or, for that matter, any other factor irrelevant to participation in the life of the University. • For more on University Policy, see http://www.uchicago.edu/diversity/ • http://wwwold.uchicago.edu/docs/policies/provostoffice/unlawdiscrimharass2006.pdf

15. Orientation Process - Academic Policies: Conflict of Interest: • University policy addresses situations with potential financial or personal conflict between a certain outside interest of a faculty member and the obligations that the faculty member owes to the University, such that a faculty member’s profit or advantage may come, or appear to come, at the expense of the well-being of the University. • This may come up in: • Personal investments in industry-related companies • Clinical trials • Clinical treatments where you might gain by using equipment in which you have a financial interest • Conflicts of interest per se are inevitable, and do not necessarily represent any impropriety by faculty members if disclosed in advance. • What should you do? • Familiarize yourself with the policy, Faculty Handbook • Review and sign conflict of interest form annually • Conflict of Interest Policy, forms, submission system, and instructions may be accessed at http://researchadmin.uchicago.edu/regulations/coi.shtml • Form must be submitted by each new faculty member and updated annually.

16. Orientation Process – Academic Policies: Intellectual Property • Issues to consider: • Development of new information technologies and intellectual property is highly encouraged as an integral part of the University’s missions. • Faculty may enjoy royalties, but the University owns the intellectual property created under its auspices or utilizing its resources. • Intellectual property includes, but may not be limited to: • Early disclosure to the Chair/Chief of any activity that may result in personal rights or gains is an important obligation of an individual academician who contributes to any form of intellectual property at the University.

17. Orientation Process – HIPAA • HIPAA training is required for all employees within the Biological Sciences Division (BSD) and Medical Center (UCMC) and has to be completed within the first month of employment. Surgery HR will provide an email with a link to complete the training online. • Review the following additional considerations: • All Protected Health Information (PHI) must be properly disposed of in HIPAA bins – orient the new provider to bin locations in the section • Check printers and copiers for documents containing PHI • Medical Chart transportation regulations • Shield PHI when documents are visible on desktops, in patient rooms, and other common areas • Return patient charts to secured areas as soon as possible • Refrain from discussing patient matters in common areas such as hallways, elevators, bathrooms, and eateries

18. Orientation Process – Other People to Meet With • Section Chief • Expectations for performance & productivity • Expectations for education of medical students & residents • Expectations for attendance at faculty meetings & conferences • Meetings twice yearly to discuss career planning & development • Mentor (initiated by Chief; meet at mutual convenience (frequently especially at the beginning)) • Vice Chair for Research (only for faculty conducting sustained research) • Commitment to Surgical Research • Space planning & shared resources (e.g. ARC, core facilities) • Funding requirements • Collaborative opportunities • Career development on the research tracks • Vice Chair for Academic Affairs • Program Director • Other Faculty • OR Specialty Manager • Key Section Staff (anyone that the new faculty member will collaborate with frequently, i.e. Nurse Manager, Head Scheduler, Residents, and their Own Staff)

19. Important Contacts • Chair, Dr. Jeffrey B. Matthews: jmatthews@surgery.bsd.uchicago.edu; Ext. 2-0881; Office Administrator: Jan Spicer • Deputy Directors • Director, Animal Resource Center, Dr. George Langan: glangan@uchicago.edu; Ext. 4-4375 • Executive Director, Virginia Roberts: vroberts@surgery.bsd.uchicago.edu; Ext. 2-7508 • Executive Vice Chair/Vice Chair of Academic Affairs, Dr. John Alverdy: jalverdy@surgery.bsd.uchicago.edu; Ext. 2-4876 • Finance Director, Andrew Swiatek: aswiatek@surgery.bsd.uchicago.edu; Ext. 2-6335 • Medical Staff Office: Ext. 2-3559 • Surgery HR/Academic Affairs • Dawn M. Rose: drose@surgery.bsd.uchicago.edu; Ext. 2-6647 • Gerry Robinson: grobinso@surgery.bsd.uchicago.edu; Ext. 2-1558 • Stacy Watson: swatson1@surgery.bsd.uchicago.edu; Ext. 4-5180 • Mireille Lampkins: mlampkin@surgery.bsd.uchicago.edu; Ext. 4-2230 • Vice Chair of Research, Dr. Karl Matlin: kmatlin@surgery.bsd.uchicago.edu; Ext. 4-8044Administrative Assistant: Ruth Crawford

20. Glossary of Terms & Abbreviations: Explain common abbreviations used: • Chicago Biomedicine (includes both BSD and UCMC) • BSD: Biological Sciences Division • UCMC: University of Chicago Medical Center • Comer: Comer Children’s Hospital • DCAM: Duchossois (“Duckyswabs”) Center for Advanced Medicine (UCMC Outpatient Building) • GOR: General Operating Rooms • HIM: Health Information Management • HIPAA: Health Insurance Portability & Accountability Act • MSO: Medical Staff Organization • NSUHS: NorthShore University Health System (Educational affiliate, located north of Chicago) • OCR: Office of Clinical Research • PCG: Physician Care Group • PDP: Physician Directed Practice • RVU: Relative Value Unit • UCPG: University of Chicago Physicians’ Group • UHRM: University Human Resource Management • URA: University Research Administration