Boston Medical Center Provider Onboarding Overview

1. Boston Medical Center Provider Onboarding Overview Bob DeMayo Director, Medical Staff Affairs & Credentialing Provider Credentialing Symposium April 27, 2016

2. Summary • Organizations • Reporting Structure • Benefits of Onboarding Program • Overview of Onboarding Role • Process and Role of Onboarder for New Provider • Onboarding Timelines/Expectations of Departments

3. Organizations Boston Medical Center • Principal teaching affiliate of BU School of Medicine • Largest safety net hospital in New England • 482 beds • 75% of patient population relies on government payors • Credential/privilege ~1700 LIPs (~800 members of FPF) Faculty Practice Foundation (FPF) • Nonprofit Physician Organization • Corporate partnership between BMC and BUSM • Consists of 19 individual Departments/Practice Plans • Board of Directors

4. Reporting Structure BMC (CMO, Director) FPF (CEO, CAO, Director) Hospital Privileging Payer Enrollment Onboarding Enrollment Manager 1. Sr. Enrollment Coord. 2. Enrollment Coord. 3. Enrollment Coord. 4. Enrollment Coord. 5. Enrollment Coord. 6. Enrollment Coord. Credentialing Team Lead 1. Credentialing Coord. 2. Credentialing Coord. 3. Credentialing Coord. 4. Credentialing Coord. 1. Onboarding Specialist 2. Onboarding Specialist

5. Benefits of Onboarding Program Objective Onboarder Role Revenue Capture • Establish standard processes to ensure critical tasks are completed timely • Verify added to directories/marketing • Establish source of truth for FPF providers for billing/contracting • Central repository for provider offers, contracts and resignations Data Integrity & Retention • Single point of contact for new/terminating FPF providers. • Streamline data collection • Provide “welcome” & general guidelines for what to expect on first day Service to Provider Security & Risk Mgmt. • Verify added to/removed from BMC IT and clinical Systems • Verify added to/removed from from BU payroll Operations Improvement & Efficiency • Provide active management/guidance to verify License, MCSR, DEA are obtained timely • Verify faculty appointment packet is complete within timeframe

6. Overview of Onboarding Role Department Upon offer acceptance Department notifies Onboarder Sends copy of signed offer, salary letter and agreement Onboarder Facilitates Data Gathering Onboarder Monitors Privileging and Payer Enrollment Progress Onboarder Assists with License, MCSR, DEA Onboarder Maintains Documentation: Offers, Salary Letters & Agreements New Hire Completes Privileging/Enrollment Applications to include all info needed by organization stakeholders Department Completes New Hire Data Form to include all info needed by organization stakeholders Onboarder Onboarder packages / disseminates information to key stakeholders Financial Info Systems Legal BMC ITS Scheduling Billing Medical Records BMC Captive Ins. Co. Marketing Network Development BU Human Resources Contracting Onboarder Monitors / tracks timely completion to new hire’s clinical start date *Several tasks remain with the Department to coordinate (e.g.., recruitment, BU faculty appointment execution, training/orientation scheduling, lab coats, furniture, phone, pager, business cards, letterhead, research/lab onboarding, other equipment)

7. Process and Role of Onboarder for New Provider Offer Letter • Informed of offer sent by Dept and tracks acceptance (due within 2 weeks) Accepted Offer • Notified by Department to begin process • Sends “Welcome” notice to applicant and offers assistance with obtaining MA license / Controlled Substance / DEA (if needed) • Works with Legal to verify FPF agreement & salary letter are executed • Facilitates data gathering from provider and Dept on forms expanded to include all information needed by organizational stakeholders • Stores offer letter and FPF agreement & salary letter with ability for necessary parties to access scanned copy (secure access)

8. Process and Role of Onboarder for New Provider Privileges & Enrollment • Tracks privileging/enrollment processes and provides assistance as needed with obtaining missing items. • Coordinates to ensure provider is ready to start on time • Notifies Dept if delay anticipated Onboarding • Makes collected data available to stakeholders • Tracks that action steps are completed by stakeholders • Verifies faculty appointment submitted through collaboration with Dean’s Office. • Sends “First Day” email to provider. Includes standard documentation/schedule for steps and information needed upon arrival at BMC (i.e. what ID is needed, go to BU HR for I-9, orientation, BMC ID office for badge) • Serves as point of contact for questions • Provides additional guidance as necessary

9. Onboarding Timelines/Expectations of Departments • Providers withMass. licensure: 4 months required • 90 Day avg (3 months) for privileging process • 30 Days (1 month) for payers to enroll new provider • Providers without Mass. licensure: 6 months required • 24 weeks required from Mass. License application submission date Assumptions: # Weeks* License approval 12 MCSR approval 6 DEA approval 2 Payor Applications (30 days) 4 TOTAL 24 • For critical business needs outside policy timelines, exception request can be filed • Hold providers accountable to timelines and expectations • Follow up with new hire based on missing items communicated by onboarding/privileging/enrollment