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:

PROCEDURE MANUAL - SECRETARY 2 - PHYSICAL MEDICINE & REHABILITATION

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 in the Section of PM&R to a select group of physiatrists: Dr. Alan Casey, Dr. Karen Ethans and Dr. Sepideh Pooyania. I also provide some back-up coverage for Martha Holubowich, Secretary III. Her phone number is 204-787-2270. 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

Alan Casey, MD, FRCPC is an Assistant Professor in the Department of Internal Medicine at the University of Manitoba and Section Member in the Division of Physical Medicine & Rehabilitation. He obtained his medical degree at the University of Saskatchewan. He has his FRCPC in Physical Medicine and Rehabilitation and has a Bachelor of Science obtained through the University of Saskatchewan. He is the Director of the Spinal Cord Injury Rehabilitation Unit in Winnipeg and the Director of the Pediatric Spasticity Clinic Rehabilitation Centre for Children, now named Specialized Services for Children & Youth (SSCY). A lot of his time is spent providing outpatient clinics in the following areas:

  • Spasticity
  • Botox
  • Neuromuscular/SCI
  • Neuromuscular

Both he and Dr. Ethans provide intrathecal pump refills. He also devotes one half day a month to a Spasticity Clinic at SSCY and performs Botox administration to children under conscious sedation.

He is the Chair for the WRHA Standards Committee and a Committee Member for the Canadian Working Group on HIV and Rehabilitation. I am the secretary for Dr. Casey’s day-to-day calendar and schedule.

Ward and Inpatient Consultation Coverage

He 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 our educational program administrator 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 Academic ½ Day Schedule 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

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 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.

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

Karen, Ethans, MD, FRCPC is an Associate Professor in the Department of Internal Medicine at the University of Manitoba and Section Member in the Division of Physical Medicine & Rehabilitation. She obtained her medical degree at Dalhousie University in Halifax. She has her FRCPC in Physical Medicine and an Internship degree in Internal Medicine, both obtained through Dalhousie. She has a subspeciality degree in Spinal Cord Injury and is certified by the American Board of Physical Medicine and Rehabilitation. She also obtained a Bachelor of Science degree through the University of Manitoba.

She is the Director of the Spinal Cord Injury Rehabilitation Unit in Winnipeg and is a Research Affiliate at Riverview Health Centre. She is the Research Director for the Post-Grad Residency Program for Physical Medicine & Rehabilitation.

A lot of her time is devoted to research but she also does a lot of patient care in the form of clinics related to: Spinal Cord, Spasticity/Botox, or MS (Multiple Sclerosis)

Both she and Dr. Casey provide intrathecal pump refills.

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 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

Sepideh Pooyania, MD, FRCPC is an Associate Professor in the Department of Internal Medicine at the University of Manitoba and Section Member in the Division of Physical Medicine & Rehabilitation. She obtained her medical degree at the University of Manitoba. She has her FRCPC in Physical Medicine and Rehabilitation. She has certifications in EMG by the Canadian Society of Neurophysiologists and the American Board of Independent Medical Examiners.

She is the Stroke Service Chief for Riverview Health Centre and is responsible for the care of a 15-bed inpatient unit there. She also provides outpatient care in clinics around stroke rehabilitation, spasticity, musculoskeletal medicine (not chronic pain) and electrodiagnostic studies.

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 General 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.

Information Systems

Applications

This role uses the following applications:

Interro-01.gif Tom, do these people all use a common infosystem / software? If so, please fill in in line above and remove this comment.

File Shares

This role uses the following file shares:

Interro-01.gif

what is "the P:\ drive" mentioned above?


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