Program Secretary 2 - Physical Medicine and Rehabilitation

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The Program Secretary 2 - Physical Medicine and Rehabilitation is involved with <few things? just about everything?>, see #Related Articles. The role is currently held by:

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Additional Info

Responsibilities

The Section of Physical Medicine & Rehabilitation (PM&R) is located mostly at the Health Sciences Centre on the 1st floor of the Rehabilitation/Respiratory Hospital. We also have four attendings based out of Riverview Health Centre. I am one of two secretaries who work in this department. We work separately for different physicians but cover for each other when one of us is away. My role is to provide administrative support to the physiatrists listed from the page of ==Related Articles==


Related articles:

Vacant.

I also provide some back-up coverage for the Program Secretary - Physical Medicine and Rehabilitation, Martha Holubowich. The fax machine/photocopier is located in RR110. We also have a photocopier in our office which can also be used to scan documents electronically. My coverage for the Secretary III may include the following: Update the Section of PM&R Call Schedule if urgent changes are necessary through DOCS. Fax insurance documents or other paperwork, order charts, mail out signed letters etcetera. Transcribe any urgent medicolegal requests.

Sort and distribute mail and faxes. Notify attending of any inpatient consultations either via fax, email or pager. Assist with any computer related issues or other duties. My office is located in RR133-800 Sherbrook Street and my telephone number is 204-787-2206. A break-down of individualized duties for each physician will follow.

Dr. Alan Casey

Introduction

Ward and Inpatient Consultation Coverage

Dr. Casey provides consultation and inpatient ward services for Spinal Cord Injury Rehabilitation. When on service, please email to notify if a new SCI consult has been received. A record of all inpatient consultations is kept in the department in the red binder beside Martha’s desk. Our rehab clinician, Brent Moyer, will receive a copy of the consult for him to assess the patient prior to the attending and resident (if there is one on service is notified via email or pager). An inpatient ward list is kept and it is my job to keep this up-to-date with any discharges or new admissions on a weekly basis as well as any patients they may be following. A copy is forwarded to MD Management on a weekly basis.

Scheduling/Calendar

All clinics, meetings, teaching/lectures, ward coverage, vacation and other miscellaneous commitments are updated on his calendar by myself. The RR2 clinic staff have access to his calendar for viewing purposes but are not permitted to schedule anything into it and therefore, everything must come to me for input.

Dr. Casey only sees very select drug representatives and these appointments are also scheduled by myself.

Faxing/Mailing Correspondence

I fax the majority of his patient prescription requests. Many of the triplicate drug requests are processed by me whereby the pharmacy needs to be notified to arrange for a courier for pick-up. A copy is made for our records and the original along with the fax confirmation is sent to MD Management.

All mail is opened with the exception of that marked confidential.

He is notified via email of any requests for a return phone call from someone wishing to speak to him or something that he needs to attend to on a more expedited basis.

Dr. Casey receives documents via mail, fax or in person for a lot of medicolegal or patient requests. The HSC chart and SCI file (if applicable) will need to be obtained for completion of same. An invoice is prepared for the cost of the report requested with one copy kept via computer hard drive and another sent to MD Management. No medicolegal report is forwarded or placed on the HSC chart but a copy is kept for our records and the SCI chart, if applicable.

Teaching/Lectures

The majority of our teaching activities are received via the Program Administrator - Physical Medicine and Rehabilitation as the whole year is prepared in advance. Clinics will need to be cancelled as a result and a clinic cancellation request completed. It is my job to go through the

Interro-01.gif Academic ½ Day Schedule - is that just for Academic Half Day - Physical Medicine and Rehabilitation, or for all the Academic Half Days? Please keep the link that's applicable and clear out the rest of this.

and update his calendar. Other teaching commitments are treated in the same regard and checked against his calendar to ensure there are no conflicts.

Away or Ward Coverage Memo

Interro-01.gif How does this compare to the content of Physician absence notification? Anything that is likely true for all or most physicians should be on that page and linked from here so we do this consistently. If you have thoughts on the contents of that page, please discuss there.

An away memo is sent out for any unplanned leave to notify of inpatient ward coverage in the event of inpatient medical emergency so that appropriate party(ies) know who to contact. A ward changeover notice is also sent out when Dr. Casey and Dr. Ethans switch ward coverage.

All patient related reports received are placed in his accordion folder on my desk and prescriptions are faxed back to the pharmacy indicating that they will not be addressed until his return and to contact the family doctor if a medication is required prior to this. These are then placed into the accordion folder for Dr. Casey’s review upon his return.

Outpatient Consultations

All outpatient consultations are recorded on an Excel spreadsheet on the Physical Medicine & Rehabilitation - Secretary 2 P drive and then placed into his accordion folder for clinic assignment.


Once he has reviewed, clinic location will have to be updated on the spreadsheet and then the consult may be forwarded to the appropriate clinic for scheduling. As he receives many referrals and has a fairly long waiting list to be seen, this aids in directing phone calls from referring physician offices or the patients themselves.

Research

Dr. Casey does do some research in coordination with Dr. Ethans and I am responsible for keeping both his word CV and Canadian Common CV up-to-date.

Occasionally, I will assist with travel pre-approval or expense claims processing through Internal Medicine.

Interro-01.gif Which of the processes in Category:Finance would this be? User:Ttenbergen 22:34, 2019 May 27 (CDT)

Scholarly Productivity/Academic Activities:

As the Department of Internal Medicine requests once yearly performance reports, it is my job to record all this information year round so it is readily available for report completion.

Dr. Karen Ethans

Introduction

For the past couple of years she has started visiting various PCH facilities where she has obtained privileges to provide physiatry care in the form of Botox or Phenol injections for the elderly who would ordinarily have great difficulty getting to a medical clinic. A copy of all treatment administered is sent to MD Management, one kept in the designated PCH binder in her room and one for our records.

Ward and Inpatient Consultation Coverage

She provides consultation and inpatient ward services for Spinal Cord Injury Rehabilitation. When on service, please email to notify if a new SCI consult has been received. A record of all inpatient consultations is kept in the department in the red binder beside Martha’s desk. Our rehab clinician, Brent Moyer , will receive a copy of the consult for him to assess the patient prior to the attending and resident (if there is one on service is notified via email or pager). An inpatient ward list is kept and it is my job to keep this up-to-date with any discharges or new admissions on a weekly basis as well as any patients they may be following. A copy is forwarded to MD Management on a weekly basis.

Scheduling/Calendar

All clinics, meetings, teaching/lectures, ward coverage, vacation and other miscellaneous commitments are updated on her calendar by me or Dr. Ethans herself. The RR2 clinic staff have access to her calendar and are able to add into it. As she does a lot of traveling for research related presentations or meetings, she will forward me the flight or meeting itinerary as it becomes available so her calendar can be updated. She utilizes her calendar daily.

Dr. Ethans only sees select drug representatives and these appointments are usually scheduled by me or Dr. Ethans.

Faxing/Mailing Correspondence

I fax the majority of her patient prescription requests. Many of the triplicate drug requests are also processed by me whereby the pharmacy needs to be notified to arrange for a courier for pick-up. A copy is made for our records and the original along with the fax confirmation is forwarded to MD Management.

All mail is opened with the exception of that marked confidential.

She is notified via email of any semi-urgent matters that may require her attention and pager/cell for more urgent matters.

Dr. Ethans is frequently asked for reference letters be it from a colleague or resident. The majority of these are transcribed by me but on occasion, she does draft the letter herself and sends it to me for editing and placement on letterhead before it is sent to the requesting party.

Dr. Ethans receives documents via mail, fax or in person for a lot of medicolegal or patient requests. The HSC chart and SCI file (if applicable) as well as last clinic letter should be available for request completion. An invoice is prepared for the cost of the requested report and one copy kept for our records with the other being forwarded to MD Management. No medicolegal report is forwarded or placed on the HSC chart but a copy is kept for our records and the SCI chart, if applicable.

Teaching/Lectures

The majority of our teaching activities are received via our educational program administrator as the whole year is prepared in advance. Clinics will need to be cancelled to accommodate teaching and a clinic cancellation request completed. It is my job to go through the Academic ½ Day Schedule and update her calendar. Other teaching commitments are treated in the same regard and checked against her calendar to ensure there are no conflicts.

As Dr. Ethans is the Research Director for the Post-Grad Residency Program for Physical Medicine & Rehabilitation, it is my job to coordinate meetings with each resident rotating through PM&R with Dr. Ethans to discuss research projects at least once yearly.

Away or Ward Coverage Memo

An away memo is sent out for any unplanned leave to notify of inpatient ward coverage in the event of inpatient medical emergency so that appropriate party (ies) know who to contact.

A ward changeover notice is also sent out when Dr. Ethans and Dr. Casey switch ward coverage.

All patient related reports received are placed in her pink folder with the exception of laboratory results which are sent upstairs to the RR2 Clinic Nurse irregardless if she is away or not. Prescriptions are faxed back to the pharmacy indicating that they will not be addressed until her return and to contact the family doctor if a medication is required prior to this. These are then placed into her pink folder for her review upon her return.

Outpatient Consultations

All outpatient consultations are recorded on an Excel spreadsheet on the Physical Medicine & Rehabilitation - Secretary 2 P drive and then placed in her pink folder for clinic assignment. Once she has reviewed, clinic location will have to be updated on the spreadsheet and then the consult may be forwarded to clinic for scheduling.

Research

Dr. Ethans does quite a bit of research and I am responsible for keeping her word CV and Canadian Common CV up-to-date. As part of her research, she does travel quite a bit for presentations etcetera and therefore, you will need to assist with travel pre-approval and expense claims through Internal Medicine and the Dean’s Fund. Scholarly Productivity/Academic Activities:

As the Department of Internal Medicine requests once yearly performance reports, it is my job to record all this information year round so it is readily available for report completion. Additionally, as part of her research she is required to undergo an extensive research review every two to three years and all research related activities must be kept up-to-date.

Dr. Sepideh Pooyania

Introduction

I provide administrative support for her needs at the Health Sciences Centre.

As I have a very limited administrative role for Dr. Pooyania, all my duties will be described as follows: As her area of specialty focuses on stroke rehabilitation, she sees inpatient consultations for the same at only two Winnipeg hospitals: Health Sciences Centre and St. Boniface Hospital. Any consultations received from other hospitals will need to be faxed back and notified of same.

When a stroke inpatient consult is received, it must be recorded in the red binder in our department. It is scanned and sent to her electronically at spooyania@rhc.mb.ca. You must page her ASAP at 204-936-0069 and she will know to check her email. A copy of the consult will need to be supplied to Brent Moyer, our Rehab Clinician, and the resident (if she has one doing a stroke rotation). For any St. Boniface inpatient consults, Cathy Dear and Milaine Rondeau, Rehab Clinicians at St. Boniface, will need to be copied on the email that is sent to Dr. Pooyania. The consult is then filed in the binders located on my desk.

Any outpatient consultations received are documented on an Excel spreadsheet and then sent to her c/o Day Hospital, Riverview Health Centre, 1 Morley Avenue, R3L 2P4.