On-call schedule for Neurology

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  • This internal SOP is to be used in tandem with training by Neurology department staff 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 Neurology staff person to know the details. This basic framework will supplement the training documentation provided by the Neurology administrative staff.
  • This SOP is relevant to the call schedule referring to the following:
  • This page documents the processes for the On-call schedule for Neurology. See On-call schedule of other sections.

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 Program Secretary - Neurology 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

  • 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

  • This SOP is an outline of process which can be used in a training situation. The process is not meant to be used in isolation, it is simply a guide and overview.
  1. The master call schedules of HSC Neurology and SBGH Neurology are kept and updated by the Program Secretary - Neurology. (Examples attached, see appendix O, P on shared drive))
    1. The master schedule may be disseminated to all proper recipients and the admin staff have access and it is not to be shared on this site.
Discuss.gif "Attached" makes no sense in the context of instructions on this wiki. If someone had to follow these instructions, where on the file share would these documents be, and what would they be called?
  1. The Program Secretary - Neurology 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 Neurology 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 Neurology call schedules should be entered monthly into DOCSS at least 10 days prior to the 1st of each month.
    1. Referring to the master schedule, the Program Secretary - Neurology 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.
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  • Is that document really named "Appendix A"? If not, someone covering would need the file name. In any case, they would need to know which directory on this file share.
      • The master schedule lives with the admin staff on a shared drive that is not to be published.
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  • What is the document's name and directory? Even if we don't want to publish the document itself, whoever is covering would need to know how to find it.
    1. Using the DOCSS scheduling sheet, the positions are then called into the DOCSS scheduling system by following instructions on the scheduling sheet.
    2. The DOCSS system will then fax back a “Fax-Back Schedule” (appendix J on shared drive) with the information entered. The Program Secretary - Neurology will check to ensure accuracy of the schedule using the master call schedule and DOCSS scheduling sheet.
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  • Is that document really named "Appendix J"? If not, someone covering would need the file name. In any case, they would need to know which directory on this file share.
    1. The Program Secretary - Neurology will receive by fax a "Monthly Report" (appendix K on shared drive) from DOCSS by the 1st day of the next month.
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  • Is that document really named "Appendix K"? If not, someone covering would need the file name. In any case, they would need to know which directory on this file share.
    1. The Program Secretary - Neurology will then check for accuracy of the "Monthly Report" – if there any discrepancies; the assistant will contact the Department of Internal Medicine On-call Scheduler 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.
    2. The Program Secretary - Neurology may request the "Schedule On-Demand" (appendix L on shared drive) from DOCSS at any time by following the prompts on the scheduling sheet.
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  • Is that document really named "Appendix L"? If not, someone covering would need the file name. In any case, they would need to know which directory on this file share.
  1. The Program Secretary - Neurology 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.
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  • Is that document really named "Appendix M" and "Appendix N"? If not, someone covering would need the file name. In any case, they would need to know which directory on this file share.

The period call schedule must be completed and distributed at least ten days prior to the first day of the schedule.

    1. The Program Secretary - Neurology 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.
    2. Once completed and deemed accurate, both period schedules will be distributed by email to their respective contact lists.
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  • Someone covering would need to know who is on these lists. Where would they find out?
    1. The SBGH Neurology Period Schedule will be faxed to SBH paging.
    2. If the Program Secretary - Neurology requires assistance with the period schedules, the Program Administrator - Neurology can assist.
  1. If there are changes received within 10 days of the current date, the Program Secretary - Neurology 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 assistant will as well need to contact the Department of Internal Medicine On-call Scheduler responsible for WebExchange, and paging. The master schedule will need to be updated.

  1. If there are changes received for the following month already entered into DOCSS and distributed period schedule, the Program Secretary - Neurology 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.
    1. Any errors identified after DOCSS availability, the Program Secretary - Neurology is to contact the Department of Internal Medicine On-call Scheduler 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

Neurology Schedule on internal wiki

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  • Where does the on-call schedule we put on the private wiki at Section Head - Neurology's request (See link below discussion) feature into this all? I get the impression we are not really using it, so should we stop it altogether? I am OK if we stop it, but if we do I would like a debrief of how this failed. I am already working on having Gastro use that internal wiki schedule, and don't want to repeat things that didn't work. User:Ttenbergen 15:12, 2020 February 4 (CST)

https://internal.umintmed.ca/index.php?title=Neurology_On_Call_Schedule

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