On-call schedule for Neurology

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This page documents the processes for the On-call schedule for Neurology. See On-call schedule of other sections.

For now, Elaine Manipol is the best contact for this.

SOP Process for creating and publishing the schedule

PURPOSE

  • To ensure the Neurology 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 administrative assistant works to ensure accuracy of the HSC & SBGH Neurology call schedule, entering it into the proper databases and ensuring the proper distribution.
    • A: Position # 20 – Neurology Day (HSC)
    • B: Position # 20 – Neurology Night (HSC)
    • C: Position # 27 – Acute Stroke Day (HSC)
    • D: Position # 27 – Acute Stroke Night (HSC)
    • E: Position # 30 – EEG (HSC)
    • F: Position # 29 – Telestroke (HSC)
    • G: Position # 31 – Neurology EEG (SBGH)
    • H: Position # 28 – Hyper Acute Stroke (SBGH)
    • I: Position # 19 – Neurology Consult (SBGH)
    • J: DOCSS Fax-Back Schedule
    • K: DOCSS Monthly Report
    • L: DOCSS Schedule On-Demand
    • M: HSC Neurology Call Schedule Period 1 (example)
    • N: SBGH Neurology Call Schedule Period 1 (example)
    • O: HSC Section of Neurology 2020 Attending On Call Roster (V. 01/16/2020)
    • P: SBGH Section of Neurology 2020 Attending On Call Roster (V. 01/13/2020)

SCOPE

  • Monthly and intermittently on an urgent basis, the Neurology administrative assistant will enter the call schedule into various spreadsheets, the DOCSS Scheduler, and Period Schedule (sample attached on shared drive). 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; Neurology Attending Day - 20, Neurology Attending Night - 20, Acute Stroke Day - 27, Acute Stroke Night - 27, Telestroke - 29, EEG - 30, SBGH; Neurology Consult - 19, Hyper Acute Stroke - 28, Neurology EEG – 31, and appropriate period schedules.

SPECIFIC PROCEDURE

  • 4.1 The master call schedules of HSC Neurology and SBGH Neurology are kept and updated by the Neurology administrative assistant. (Examples attached, see appendix O, P on shared drive)
  • 4.1.1 The master schedule may be disseminated to all proper recipients at the discretion of the Neurology section head.
  • 4.2 The administrative assistant will need to be set up with the DOCSS database for each position. Can be confirmed with DOCSS administration at admin@docss.net.
  • &4.3 The Neurology call schedules should be entered monthly into DOCSS at least 10 days prior to the 1st of each month.
  • 4.3.1 Referring to the master schedule, the administrative assistant will identify any changes and transpose them onto the DOCSS scheduling sheet (attached, see appendix A - I on shared drive) with the assigned doctors name, billing code, and dates scheduled for each specific position.
  • 4.3.2 Using the DOCSS scheduling sheet, the positions are then called into the DOCSS scheduling system by following instructions on the scheduling sheet.
  • 4.3.3 The DOCSS system will then fax back a “Fax-Back Schedule” (appendix J on shared drive) with the information entered. The administrative assistant will check to ensure accuracy of the schedule using the master call schedule and DOCSS scheduling sheet.
  • 4.3.4 The administrative assistant will receive by fax a “Monthly Report” (appendix K on shared drive) from DOCSS by the 1st day of the next month.
  • 4.3.5 The administrative assistant will then check for accuracy of the “Monthly Report” – if there any discrepancies; the assistant will contact the Department of Internal Medicine administrative assistant responsible for WebExchange with full details of all changes ASAP. This includes: section, position, and position number, correct name of physician, physician code, and correct dates worked.
  • 4.3.6 The administrative assistant may request the “Schedule On-Demand” (appendix L on shared drive) from DOCSS at any time by following the prompts on the scheduling sheet.
  • 4.4 The Neurology administrative assistant will receive a blank period call schedule (examples attached, see appendix M, N on shared drive) from the Chief Resident who has already input the resident call schedule onto this document for both HSC and SBGH. The period call schedule must be completed and distributed at least ten days prior to the first day of the schedule.
  • 4.4.1 The administrative assistant will then enter the physicians onto this schedule for the following columns for HSC: Attending Physician 0800-1700 HRS, Attending Physician 1700-0800 HRS, EEG Neurologist, Telestroke Attending, and for SBGH: Attending Physician 0700-1800 HRS, Attending Physician 1800-0700, and EEG Neurologist.
  • 4.4.2 Once completed and deemed accurate, both period schedules will be distributed by email to their respective contact lists.
  • 4.4.3 The SBGH Neurology Period schedule will be faxed to SBGH Paging at 204-231-3492.
  • 4.4.4 If the administrative assistant requires assistance with the period schedules, the Neurology program administrator can assist.
  • 4.5 If there are changes received within 10 days of the current date, the administrative assistant will be required to update all documents pertaining to DOCSS and ensure this is entered correctly into their system. The respective period schedule will need to be updated and distributed. The assistant will as well need to contact the Department of Internal Medicine administrative assistant responsible for WebExchange, and paging. The master schedule will need to be updated.
  • 4.6 If there are changes received for the following month already entered into DOCSS and distributed period schedule, the administrative assistant will be required to update all documents pertaining to DOCSS and ensure this is entered correctly into their system. The respective period schedule will need to be updated and distributed. The master schedule will need to be updated.
  • 4.6.1 Any errors identified after DOCSS availability, the administrative assistant is to contact the Department of Internal Medicine administrative assistant responsible for WebExchange who will submit changes to WRHA and ensure proper stipends are submitted.
    • All appendixes and samples contain sensitive information; therefore, they are located on a shared drive

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