Hepatology Admin Support

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The Hepatology Admin Support provides administrative support for the Section of Hepatology. The role is currently held by:

Information Systems

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PACT no special instructions

Department file shares

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There are no Onboarding tasks registered for this role.


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{{AdmDuty |adminDoer = Colleen McRae |adminReceiver = Dr. Stephen Wong |dutyType = clinical |details = Meeting requests for Dr. Wong are to be accepted only by himself. Secretary does not accept meeting requests for him. ))


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{{AdmDuty |adminDoer = Colleen McRae |adminReceiver = Dr. Stephen Wong |dutyType = clinical |details = Dr. Wong prefers to initiate communication of his upcoming absence to colleagues personally via his own email. Secretary does not advise other Hepatologists on his behalf. ))


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The following will actually display the data entered above:

Doer Receiver Type Details
Doer Receiver Type Details
Adrienne Simpson Dr. David Peretz clinical GI incoming Consults are to be faxed 204-789-3987 and placed on his desk for review. Other GI inquiries can be either forwarded to Samantha at Bairdmore Clinic 204-940-8332 or to Dr. David Peretz.
Adrienne Simpson Dr. David Peretz clinical Order billing cards for Dr. Peretz when needed from Print Shop
Adrienne Simpson Dr. David Peretz clinical Faxes received from Colon Check for upcoming procedures are to be placed on Dr. Peretz desk. Please attach with bulldog clip.
Adrienne Simpson Dr. David Peretz clinical Booked GI consult received for Dr. Peretz are to be placed in the Binder on his desk by month. Consult booked at HSC are to be taken to GG7 endoscopy room for Dr. Peretz on the day of procedure. Booked consult for other facilities are to be given to Dr. Peretz 1 week before procedure date.
Adrienne Simpson Dr. David Peretz clinical Fax prescription refills to pharmacy and return with confirmation to Dr. Peretz if not HSC patient
Adrienne Simpson Dr. Susan Cuvelier clinical Check Dr. Cuvelier’s office for any outgoing documents to be faxed or mailed. Located in the corner of her desk (black tray). Charts on top tray are to be refiled. Charts labeled Research are to be given to Wendy in Research ensure out card indicates the chart is in research. Non HSC patient of Dr. Cuvelier are to be placed in her inbox as they may be Mount Carmel Clinic patients.
Adrienne Simpson Dr. Susan Cuvelier clinical Fibroscans to be booked for Dr. Cuvelier will be faxed or sent to me for upcoming * Fibroscan clinic that is scheduled approximately every 2-3 months, at the Bairdmore Clinic. These are to be placed in the folder marked Fibroscans to be booked, this is a Blue Folder on my desk. Once date is confirmed, these requisitions must be faxed to Kaydi 204-940-8347. Fax cover sheet must include the names of the patients being booked. Stamp each requisition with faxed stamp and date sent. DO Not Discard.
Adrienne Simpson Dr. David Peretz clinical Check Dr. Peretz’s office for any outgoing documents to be faxed or mailed. Located on his desk facing out, and also what is in his black tray far left on his desk.
Adrienne Simpson Dr. David Peretz clinical Fax request to Liver Case Conference rounds for discussion when Dr. Peretz request to be sent for upcoming rounds. The phone number is on the bottom of the form.
Adrienne Simpson Dr. David Peretz clinical Deliver to Clinic any documents that Dr. Peretz indicates that should be taken to clinic.
Adrienne Simpson Dr. David Peretz clinical Mail out Endoscopy and Gastroscopy Reports to referring physicians and to cc’d physicians. If there isn’t a copy for the cc’d physician make a copy and mail it out. The Physician's Mailing List is located in the GI section for Dr. Peretz.
Adrienne Simpson Dr. David Peretz clinical Prepare agenda for Toronto Rounds (Video Conferencing) for the first Thursday of every month. Send email to Dr. Peretz and Vicki Strick for a list of patient that need to be discussed. Prepare agenda, and email password protected document to the Toronto/Winnipeg mail list. This should be sent NO LATER then the Monday of that week. Password for the document is found under Winnipeg Toronto Rounds. Open Video Conference rounds for Danielle copy and paste in email. Email for Toronto Rounds are in my contacts under Winnipeg/Toronto.
Adrienne Simpson Dr. David Peretz clinical Fax colon check reports back to colon check as requested when indicated. The phone number is at the bottom of the form.
Annette Nanowski Dr. Kelly Kaita clinical
Colleen McRae Dr. Stephen Wong clinical When incoming mail and deliveries come in for Dr. Wong, indicated as 'Personal and Confidential' DO NOT OPEN. This is specific to Dr. Wong.
Colleen McRae Dr. Stephen Wong clinical Procedures for Prescriptions or Exceptional Drug Status (EDS) requests for Dr. Wong for patients seen at the WRHA Adult Medical Clinic VGH located at 2735 Pembina Hwy that are faxed into Hepatology Admin Office 204-789-3987 is: (ii) make two copies, as one is to be forwarded to WRHA Ambulatory Medical Clinic at VGH, through interoffice mail (attention to Tannis) and a second copy kept on file (iii) in the Hepatology Admin Office, located at Colleen Desk. Send original documents to MD Practice Solutions Inc. for physician billing purposes.
Colleen McRae Dr. Stephen Wong clinical Print two monthly calendars (current and upcoming) and post in Dr. Wong's office on his wall.
Roberta Vizniak Dr. Gerald Y. Minuk clinical Hepatology incoming referrals are to be faxed to 204-940-8176 and are then triaged by Dr. Kelly Kaita. If a referral is faxed directly to Dr. Minuk, we are to fax back a standard fax face sheet with instructions on where they can send the referrals, along with a new referral form for Hepatology.
Roberta Vizniak Dr. Gerald Minuk clinical Prescription refill requests faxed into our admin office are to be faxed back to the pharmacy with the new fax face sheet giving instructions to the pharmacy that they are to send these requests through the central fax number 204-940-8176 (hsc patients).
Roberta Vizniak Dr. Gerald Minuk clinical Check Dr. Minuk’s wall tray, located just outside his office (top is his tray, bottom is my tray). Take anything he has left for me and take care of what he needs done with things. Examples are faxing documents he may have had to sign, anything left he has asked to be posted (mail), manuscripts to work on, results he has reviewed (Research patients) that are to be placed in the tray outside Daria's office for her to handle, paperwork to be directed to the Research area (Wendy C.).
Roberta Vizniak Dr. Gerald Minuk clinical Check Dr. Minuk’s wall tray, located just outside his office (top is his tray, bottom is my tray). Take anything he has left for me and take care of what he needs done with things. Examples are faxing documents he may have had to sign, anything left he has asked to be posted (mail), manuscripts to work on, results he has reviewed (Research patients) that are to be placed in the tray outside Daria's (research assistant's) office JBRC 801B for her to handle, other paperwork to be directed to the Research area (Wendy C. in JBRC 806).


Responsibilities

INTRODUCTION AND GENERAL OFFICE DUTIES

Physicians Supported

Related Articles

Related articles:
 supported by
Dr. Eberhard RennerRoberta Vizniak
Dr. Gerald Y. MinukRoberta Vizniak
Dr. Kelly KaitaAnnette Nanowski
Dr. Nabiha FaisalAnnette Nanowski
Dr. Stephen WongColleen McRae

Phones

  • Retrieve messages left from after-hours the day before.
  • Reply promptly to messages left.
  • Answers phone as well as any call transfers.
  • Patients inquiring regarding insurance forms. Check to see if these forms were received and filled out and sent to the requestor. If the Physicians is billing for these services ensure a Billing Statement is including and a copy sent to MD Practice Solutions.
  • Patients or Dr. Offices calling regarding a Hepatology Consult or appointment please have them call the clinic at 204-787-3500.
  • All other incoming calls or messages, determine the nature and urgency of the call, forward the message to the physician or send the physician a detailed email handle routine matters.
  • Make appointments with drug reps for the doctors. Enter appointment in their calendars.
  • Cover other staff in office for sick relief or vacation as needed.
  • Leave detailed message on voicemail when absent or on vacation directing the callers to the person covering.

Fax and photocopy

  • Check fax machine in JBRC 801F Sort and distribute faxes to other Secretaries for their physicians.
  • Return New Hepatology Consult to sender with cover page including new consult referral form to be faxed to 204-940-8176
  • Return Prescription renewal request if a hepatology patient seen at HSC and have them fax to 204-940-8176. If not a patient at HSC place on physicians desk. Once signed fax and send copy to billing. Return original and fax confirmation to physician.
  • Check through faxes received for each physician. All incoming HSC patient related documents and labs are to be sent to clinic in their appropriate Physicians folders to be scanned in ACCURO for the physicians to review. Dr. Peretz (Blue Folder) Dr. Cuvelier (Yellow Folder)
  • Fax any insurance forms MPI, WCB or disability forms. Once confirmation has gone through send to clinic to scan in ACCURO.
  • All GI Consults for Dr. Peretz are to be placed on his desk.
  • Dictations from Dr. Peretz from Grace, Vic, Seven Oaks or Concordia are to be separated and paper clipped together and place on top of his computer on his desk.
  • Other documents addressed to Dr. Peretz are to be checked in PACT to see if they are HSC patients. If so place in blue folder to be sent to clinic scan in ACCURO. If not place on his desk with a symbol ( ᴓ hsc ).


In-patient consults from hsc and other hospitals

  • Consults that are faxed to us from HSC.
  • They are to be sent down to clinic to be scanned in ACCURO.

Mail deliveries

  • Cost Centre # (SAP): 10400278 ensure all envelopes have Cost Centre on them
  • Accept and distribute any mail and deliveries received to Admins for their physicians.
  • Sign for deliveries from mailroom, couriers, FedEx etc.


Other duties

  • Check email throughout the day.
  • Update physician’s calendars throughout the day.
  • Remind the doctors of upcoming meetings.
  • Prepare charts daily for upcoming clinic. Print clinic list from ACCURO. Run names through PACT, enter new patients and mark them as New ACCURO patients. All others make out cards, pull charts and remove the required documents to be scanned into ACCURO for upcoming clinic and stamp SCANNED on inside and outside of charts. Once the charts have been scanned return to PACT program and mark scanned in the Notes section. Once charts are returned from clinic with an X return to PACT and in the Notes section beside scanned mark an X. this indicated that this chart will not be returning to clinic.
  • Upon physician request, pull private chart and place on their desk for them to review. If HSC chart is required, please call 204-787-3313 and request the chart one day in advance.
  • Book meeting room for physicians at their request.
  • Book Video conference room for the year through MBTelehealth
  • Do travel pre-approval for physicians as requested.
  • Help other staff in office when needed.
  • Update physicians CV when needed.
  • Enter Information in MOCOMP for physicians
  • Maintain chart storage database for the section.


General billing

  • Once a week collect all billings from each physician make copy of all billings. Send originals to MD Practice Solutions of Manitoba Inc. 100-205 Fort Street, Winnipeg, MB R3C 1E3. Copy of billing is to be placed in appropriate binders for each physician
  • Collect all billing (6 month cut-off period from the date of service for claim submission effective January 1, 2018) from all the physicians to MD Practice Solutions of Manitoba Inc
  • Create Billing sheet from the already created templates for Liver Pathology Rounds, GI Pathology Round, Liver Case Conference Rounds and Toronto Rounds if the physicians attended these rounds. The information for you to create a billing for any of the above will be in their billing tray. Keep a copy for their records.

Contact person for Hepatology billing is: :

Rosario Padilla
Office No. (204) 988-4869
Fax No.: (204) 988-4870

Supplies, maintenance, housekeeping

  • Office supplies from Grand & Toy. Send request to Annette Nanowski
  • Contact U of M Security to open doors if needed. PH: #3330 from U of M phones
  • Contact Shared Health Service Desk for any computer/networking issues.
  • Arrange pick up of confidential waste when required. 204-787-1894
  • Contact Maria Loureiro 204-787-4175 or Denise Balcaen 204-787-4831 for issues regarding office phones or the (Fax, Printer/Copier in JBRC 801F) as well as ordering Paper for these 2 Fax/Copiers in JBRC 801F.


Physician absence notification

Notify Paging when physician is away. Paging HSC (paging@exchange.hsc.mb.ca) Secretary handles the Physician Absence notifications. When a physician is going to be away, send an email to the section notifying the other physicians of the absence. Complete a clinic cancellation and send to Kim Werestiuk KWerestiuk@exchange.hsc.mb.ca Complete an endoscopy cancellation form for planned absences and email to MDslates Endoscopy MDslates.endoscopy@wrha.mb.ca

File Share

Interro-01.gif All hepatology staff all use U of M network and don't have a common file share. How should this be addressed? In discussion with Adrienne a possibility of storing the files on a memory stick was mentioned.

Related articles

Related articles:


Physician absence notification

Interro-01.gif Do you do these? If so, to what extent do you follow what is at Physician absence notification? Please see if you have anything to contribute to that page, and put additional destinations you might send to here.