Physician absence notification

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This page lays out the process of sending out notifications about physician absences.

  • Several secretary pages mention this. While there will be unique people who need to be notified for only certain physicians, it would still be good to standardize the part that involves e.g. Medical Records and paging etc.


  • Sends physician’s absence notification with away dates to Medical Records (MS137) every time physician is away for vacation, meeting, conference, etc.).
  • Sends email to Paging [1] to notify of the dates physician is away from the center.
  • The template of the notice of absence in word doc contains: date, full name of the physician, away dates and return date, and secretary's name at the bottom of the form.

  • Maria Dungca has a template - Maria, could you please add the contents of X:\Maria\Rheumatology\Templates\Med Rec Notice of Absence.doc here?
  • Deb Stratton Nephrology has a template for all secretaries to use. Basic information in the body of the email.

  • To: Sub-specialty physicians
  • Paging
  • Sub-specialty secretaries
  • Medial Records
  • From: XXXX
  • Date xxxx
  • Re: Dr. XXX Absence, Dates – Dates (inclusive)
    • For urgent and evening/weekend coverage, please refer to the call schedule or call Paging at 204-787-2071.
    • Dr. xxx will be away from the office from dates
    • During his/her absence, 0800-1700 hrs. coverage is as follows:
    • Dates
    • Dr. xxx for clinic
    • Dr. xxx Acting Medical Director
    • Dates
    • Dr. xxx for clinic
    • Dr. xxx Acting Medical Director

Clinic cancellation process

Discuss.gif Program_Secretary_-_Rheumatology#Information_about_physicians.27_clinics refers to the Clinic Cancellation Request Form Is this related to the Clinic Cancellation policy? Secretaries complete and obtain signatures.


The following destinations should receive absence notifications for any physician from any section:

  • internal mail to Medical Records (IHA-MS137)
  • email to HSC paging

Most sections have additional specific destinations; see the Program Secretaries' pages for information on these lists.


  • Paging always needs to be aware of physician absences.
  • Secretaries send the notice of absence via email to [2] User:Mdungca 11:15, 13 February 2019 (CST)

Clinics / Accuro

Discuss.gif are there any steps relating to Clinics or Accuro that we need to take?
  • No. There is a separate process in notifying Clinics or Accuro User:Mdungca 11:15, 13 February 2019 (CST)
    • And that process is not done by department staff? User:Ttenbergen 20:03, 12 March 2019 (CDT)

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