On-call schedule for Endocrinology / Metabolism

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  • This internal SOP is to be used in tandem with training by Endocrinology personnel for day-to-day tasks and to provide coverage when schedule staff is absent.
  • This framework cannot be used in isolation or is it expected of a Endocrinology staff person to know the details. This basic framework will supplement the training documentation provided by the Endocrinology administrative staff.
  • Drive can be added at a later date. Until it does, leave in place questions where this documentation is incomplete.

This page documents the processes for the On-call schedule for Endocrinology / Metabolism. See On-call schedule of other sections.

SOP Endocrinology Call Schedule

Purpose

  • To ensure the Endocrinology call schedule is received by the appropriate staff and systems within the Department of Internal Medicine. To assist administrative personnel when handling the call schedule and providing guidelines when co-workers provide vacation and sick relief.

Introduction

  • These procedures will ensure the call schedule arrives at the intended destinations. The Secretary II & III (Endocrinology / Metabolism Admin Support) work to ensure accuracy of the HSC & SBGH Endocrinology call schedule, entering it into the proper databases and ensuring the proper distribution. (templates are located on the shared drive due to sensitive information).
  • This internal SOP is to be used as a guideline for the administrative personnel for day-to-day tasks and to provide coverage when schedule staff is absent. This SOP is relevant to the call schedule referring to the following: HSC; Endocrinology (attached is D) Endocrinology Consult
Discuss.gif This mentions an attachment; where would someone covering this task find that?

Specific Procedure

  1. The Secretary III emails the section members requesting their availability six (6) months in advance. Ie) In January availability requests are solicited for the July – December call schedule.
  2. The Secretary III creates a draft of the July – December call schedule by the end of January.
Discuss.gif * Which shard drive, and which directory on the drive? What is the file called, presumably not Appendix K. Anyone covering this task would not know this, and would need to know this.
  1. The Secretary III will create the final schedule by the third week of February. Any changes after the section meeting in February, are made amongst the section members with it being their responsibility to notify Endocrinology Secretary II & III(Endocrinology / Metabolism Admin Support), Program Administrator - Endocrinology / Metabolism and SBGH administrative secretary.
  2. The master call schedules of HSC Endocrinology and SBGH Endocrinology are kept and updated by the Secretary III.
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  • Where is the master schedule located?
  1. The final schedule is emailed to all attending physicians, all administrative support staff, Program Administrator - Endocrinology / Metabolism and the SBGH administrative secretary responsible for Endocrinology scheduling.
    1. The master schedule may be disseminated to all proper recipients at the discretion of the Endocrinology section head.
Discuss.gif Is someone was covering this task, they would need an actual email list to distribute this. Where can that list be found. If we don't want to share the list itself on the wiki, where would the person covering find it?
  1. The administrative assistant will need to be set up with the DOCSS database for each position. Can be confirmed with DOCSS administration.
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  • That needs to be part of the person's role. Does this mean every Endocrinology / Metabolism Admin Support person needs access to DOCSS? If so, let's add it there instead of here so it can be part of regular onboarding for new people in that role.
  1. The Endocrinology call schedules should be entered monthly into DOCSS no later than 10 days prior to the 1st of each month.
    1. Referring to the master schedule, the Secretary II will identify any changes and transpose them onto the DOCSS scheduling sheet (attached, see appendix F) with the assigned doctors name, billing code, and dates scheduled for each specific position.
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  • What does "Appendix F" mean, and where would someone following these instructions find it?
    1. Using the DOCSS scheduling sheet, the positions are then called into the DOCSS scheduling system by the Secretary II following instructions on the scheduling sheet.
    2. The DOCSS system will then fax back a “Fax-Back Schedule” (appendix A) with the information entered. The Secretary II will check to ensure accuracy of the schedule using the master call schedule and DOCSS scheduling sheet.
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  • What does "Appendix A" mean, and where would someone following these instructions find it?
    1. The Secretary II may request the “Schedule On-Demand” (appendix C) from DOCSS at any time by following the prompts on the scheduling sheet.
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  • What does "Appendix C" mean, and where would someone following these instructions find it?
    1. The Secretary II will receive by fax a “Monthly Report” (appendix B) from DOCSS by the 1st day of the next month. A hard copy of the schedule is kept in a binder located in GF335.
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  • someone covering this would likely need a little more info about where and how to find that binder.
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  • What does "Appendix B" mean, and where would someone following these instructions find it?
    1. The Secretary II will then check for accuracy of the "Monthly Report" – if there any discrepancies; the Secretary II will contact the On-call Scheduler with full details of all changes ASAP. This includes: section, position, and position number, correct name of physician, physician code, and correct dates worked.
  1. The Endocrinology Secretary III ensures the final HSC Endo Consult Schedule is provided to the Program Administrator - Endocrinology / Metabolism (appendix D), SBGH Endo Consult Schedule to SBGH administrative secretary (appendix E) and notifies either when relevant staff changes arise. The roles of the PA and SBGH administrative secretary is to create and distribute the period call schedules at least 10 days prior to the first day of the schedule. NB: Changes are frequently made by the Program Administrator - Endocrinology / Metabolism to align with the education scheduling needs.
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  • What does "Appendix D" and "Appendix E" mean, and where would someone following these instructions find it?
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  • Who is the "SBGH administrative secretary"? Is this someone or some role on our wiki that we could link this to?
    1. The Program Administrator - Endocrinology / Metabolism prepares the HSC staff and trainee period call schedule (appendix G) Columns indicate weekday and weekend call for attending physician 0800-0800 HRS, resident and/or medical student day and night call.
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  • What does "Appendix G" mean, and where would someone following these instructions find it?
    1. The SBGH administrative secretary prepares the SBGH staff and trainee period call schedule (appendix H). Columns indicate attending physician 0800-0800 HRS, medical student day call and resident day and/or night call.
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  • What does "Appendix H" mean, and where would someone following these instructions find it?
    1. Once completed and deemed accurate, both period schedules will be distributed by email to their respective contact lists.
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  • Someone covering this role would need to know the actual contact list. Where would they find it?
  1. If there are changes received within 10 days of the current date, the Secretary II will be required to update all documents pertaining to DOCSS and ensure this is entered correctly into their system.
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  • What does "the current date" mean here?

The respective period schedule will need to be updated and distributed. The Secretary II will as well need to contact the On-call Scheduler, and paging.

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The master schedule will need to be updated by the Secretary III.

    1. Any errors identified after DOCSS availability, the Secretary II is to contact the On-call Scheduler who will submit changes to WRHA and ensure proper stipends are submitted.

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