Program Secretary II - Rheumatology

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The Program Secretary II - Rheumatology supports the section of Rheumatology. The role is currently held by:

Information Systems

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Department file shares

Onboarding tasks

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Cargo

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See also: Program Secretary - Rheumatology

Responsibilities

Physicians supported

 supported by
Dr. Annaliese TisseverasingheMaria Dungca
Dr. Carol HitchonMaria Dungca
Dr. Christine PeschkenLeanne Schmidt
Dr. David RobinsonLeanne Schmidt
Dr. Hani El-GabalawyLeanne Schmidt
Dr. Konstantin JilkineMaria Dungca
Dr. Liam O'NeilMaria Dungca
  • Support staff to:
Dr. Christine Peschken and Dr. David Robinson – (for clinical related tasks and inquiries only)

Phone

Mail/Deliveries

  • Program Secretary II - Rheumatology Maria Dungca receives all incoming mail for the Section of Rheumatology (including mail for Pediatric Rheumatology); distributes mail accordingly. In Maria Dungca’s absence, Leanne Schmidt will handle the mail.
  • Open and date stamp all mail for Dr. Carol Hitchon, Dr. Annaliese Tisseverasinghe and Dr. Konstantin Jilkine, with the exception of “personal” and “confidential” mails.
  • Journals received for Dr. Carol Hitchon, Dr. Annaliese Tisseverasinghe and Dr. Konstantin Jilkine are put on their in-tray inside their offices.
  • Open and date stamp various types of disability and insurance applications (e.g. CPP medical report, disability assessment report, attending physician statement, Functional Abilities Form (FAF), return-to-work medical questionnaire, supplementary disability form, disability tax credit (DTC) certificate, DTC medical questionnaire, etc.) received via mail and put on the pile of forms in physician’s offices (latest date rec’d is placed at the bottom of the pile).
  • Deliver all lab test results, consult notes and consult referrals received through mail to clinic to be scanned into Accuro by the clinic clerks.
  • Receive deliveries for research staff (Irene S, Melissa M, Maria S. and Sharon Hepburn). Sign delivery slip and phone/e-mail research staff to pick up the delivery.
  • To courier document/package see How to courier a letter or package

Fax/Photocopying

  • Rheumatology office fax #: 204-787-2475.
  • Retrieve and review incoming faxes daily, as necessary.
  • Route faxes as follows:
    • Clinic-related documents received via fax are taken to the clinic for clerk to scan into Accuro.

Disability/Insurance Application

  • Physicians put completed disability/insurance form on the secretary’s desk; form is ready to be sent out.
  • Photocopy the completed form and fax a copy to clinic (7-4594) for EMR copy.
  • See uninsured services billing guide for invoice amount, X:\Maria\Rheumatology\Invoice\BILLING_INSURANCE COMPANIES.doc
  • Prepare an invoice, template: X:\Maria\Rheumatology\Invoice\Invoice- Formatted_29Apr2016.doc, See link: X:\Invoice Log_Rheum_11Apr2016.xls for invoice #.
  • Print two copies of invoice, one copy for insurance company or patient (if the patient is responsible for fee), and one copy for MD Practice Solutions in-tray for billing purposes.
  • If a form is to be picked up, put it into an envelope and label with the patient’s name and give to one of the clinic clerks (RR163).
  • Write or label the envelope with patient's name, as necessary.}}
  • Patients drop off and pick up disability forms at the Rheumatology Clinic (RR163).

Billing

  • See Physician Billing
  • Physicians put clinic sheets on secretary’s desk after their clinics. Photocopy the clinic sheet (two copies), one copy for database in-tray (pile at the back of RR149) and one copy for office file (binders on top shelf labeled with doctors’ name). Courier the original clinic sheets to MD Practice Solutions Inc., see Physician Billing Services
  • Pick up “faxed” prescriptions, refills, EDS approvals, etc. from the secretary’s in-tray in RR163 and mail to MD Practice Solutions.
  • Print the infusion sheets (Nurse Infusion and B1 infusion) from Accuro every Monday which covers the preceding week (Mon-Fri). Distribute copies of the infusion sheets to referring rheumatologists to write the billing code. Physicians will return sheets with billing code; send them to MD Practice Solutions.

Cash Payments for Completed Disability Form

Outlook Calendar Management

  • Enter on physicians’ calendar schedules such as clinic bookings, meeting, conference call, on-call schedule, tutorial, lecture, pharmaceutical reps appointment, core curriculum, research meeting, Clinic Teaching Unit (CTU), grand rounds, resident noon rounds, etc. Attach to the calendar appointment any relevant correspondence for physician’s reference.
  • Set up a reminder for each appointment and make sure physicians’ calendar has the most up-to-date information.
  • Set up calendar as recurrent for regular clinic bookings. Occasionally clinic clerks book add-on patients, secretary will be asked to add to physician’s calendar, however, there are instances clerks miss notifying the secretary. Check Accuro regularly to ensure most up-to-date clinic information.
  • Physician asks secretary to set up a meeting in Outlook calendar. Organize the meeting by sending a Doodle poll to find a date and time which works for all the participants. Send meeting invite and attach pertinent correspondence to the meeting appointment for physician’s reference.
  • Put into calendar any other appointments requested by the physicians.
  • Mark physicians’ calendar on all away dates (e.g. vacation, conference, seminar, retreat). Secretary’s planned absence(s) are to be entered into their calendar as well.

Typing

  • Receive dictation tapes from physicians for typing, mostly replies to request for additional medical information (e.g. reconsider disapproved disability tax credit application, narrative medical report, out-of-province care or travel subsidy, work restrictions, or any other request of patient’s medical information, etc.).
  • Compose variety of correspondence requested by patient (e.g. return to work, off work, sick note, escort, air travel, letter stating diagnosis/medical condition, work restriction, jury duty, bus pass, etc.), and other various types of letters.
  • Send a copy of the signed letter to clinic clerk to be scanned into Accuro.
  • Phone patients when letter is ready to pick-up/mail or fax.

Rheumatology Call Schedule (DOCSS)

  • Check the Google doc master call for attending’s monthly schedule at (https://docs.google.com/document/d/1CelmtpsQc8Jo-FMPBBaMDNp61XqBHGyKbihq96UljLU/edit?pref=2&pli=1) Prepares a draft rheumatology monthly call schedule.
  • E-mail the draft schedule to Marie Field(Program Administrator - Rheumatology) who will send to a resident in charge of completing day and night calls. Marie Field sends out the final call schedule.
  • Prepare a DOCSS scheduling sheet - template: X:\Maria\Rheumatology\DOCSS Call Scheduling\Guide - DOCSS\Scheduling Sheet - template - Feb 2018.doc
  • Enter the rheumatology monthly calls schedule into the DOCS scheduling system by providing a billing code, dates of calls and no. of calls, per attending, etc.
  • After successfully completing the schedule a fax back report is printed. Carefully examine the schedule for any incorrect entries, if no mistakes are found the process is done.
  • Post the report, for reference, on the bulletin board located at the secretary’s workstation.
  • Receive monthly call fax report at the beginning of each month from [1], ensure entries are correct then file report on the DOCSS binder (light blue).
  • New GFTs must be added to the DOCSS system before call. Send an e-mail to admin@docs.net when adding a new physician to rheumatology. Provide the following information: First three digits of Rheumatology access code, Program name, Position name, Doctor's code (4-digit billing code), Doctor’s name and contact number (pager/cell #).
Rheum. Consults
  • When physicians come off call, they usually have consult forms (yellow sheets) which they give to the secretary to log into the blue section journal (copied and filed in flexi folders on top of filing cabinets. The original yellow sheet goes to Physician Billing Services.
  • There are also some small index cards that have been addressographed. These also go to Physician Billing Services for billing.

Rotating Resident mid-term assessment and end of rotation meetings

  • Coordinate between rheumatology rotating residents and Dr. Annaliese Tisseverasinghe a date and time for them to schedule a mid-assessment and an end of rotation meeting (in-person or phone conversation).
  • Mid-term assessment and end of rotation meeting occurs every 2nd and 4th week of each rotation period.
  • A week before the meeting, secretary sends an e-mail to the physicians asking for their feedback on residents’ rotation. The e-mail is being sent only to physicians the residents had clinic with – check clinic schedule for this.
  • Enter into Dr. Annaliese Tisseverasinghe's calendar and set up a reminder.
  • Send meeting reminders via e-mail to Dr. Annaliese Tisseverasinghe and residents.

Common CV

  • Update and maintain physicians’ common CV and paper CV (Word doc).
  • Check PubMed monthly to see whether there are new publications by Dr. Carol Hitchon, Dr. Annaliese Tisseverasinghe and Dr. Konstantin Jilkine.
  • Copy and paste new publications from PubMed into the Canadian Common CV, and update paper CV.
  • Check physician academic activities from the teaching tracking record and update Common CV.
  • Copy and paste conference publications from the conference websites (CRA meeting, EULAR meeting and ACR meeting) into Common CV.
  • Update CV on Google docs of two physicians (e.g. research, scholarly activities, and academic teaching activities, awarded grants, etc.).

Rheumatology Patient Partner Sessions

  • Rotating Residents/Medical Students Patient Partner Session(s)
  • Send an e-mail to Patient Partner (PP) Coordinator: Corrie Billedeau (corriebilledeau@mymts.net) to set up a meeting between a PP and each new incoming resident/medical student rotating in rheumatology clinic.
  • Check the PP list in Excel file (\\Hsc1msfp0001\med_rheum_letters\Maria\Rheumatology\Patient Partner\PP List.xls) to ensure resident/medical student has not attended a session.
  • Send an e-mail to Corrie B. enquiring who is available to do the PP session.
  • Set up a date and time that works for PP and resident/med student.
  • Check with clinic clerks (Crystal/Liubov) if an exam room in clinic is available for the session.
  • Finalize the date and time with the PP and send an e-mail to the rotating resident/med student with attached information regarding the PP session; ask the resident to confirm attendance.
  • Send a reminder e-mail to PP and resident/med student before the session.
  • Update and print the 2018-19 PP sessions in Word doc \\Hsc1msfp0001\med_rheum_letters\Maria\Rheumatology\Patient Partner\2018-2019 Resident Schedule.doc showing the session’s date and time as well as the resident’s name and PP’s name; post it on the secretary’s bulletin board for reference.
  • Update, for future reference, the PP list in Excel file after a resident/medical student session has been completed.

Patient Partner Meetings

  • Corrie Billedeau (Patient Partner) notifies PP secretary via e-mail about dates and times (usually 9am-1pm) of future PP meetings.
  • There are usually 8-10 participants at the meeting.
  • Secretary books RR112 boardroom; if not available, another option is RS205 (2nd Floor, Rehab-Resp. Bldg.).
  • Send the schedule of PP meetings to Leanne Schmidt to book into Dr. David Robinson’s calendar.
  • Secretary then creates and submits catering orders thru HSC Catering website. https://forms.manitoba-ehealth.ca/hsc/catering/catering.asp. For Patient Partners catering use account X328 for transfer on the HSC Catering website.
  • Receives reply from HSC-Catering Thyme stating confirmation of orders.
  • Give a copy of catering confirmation to PSM - Rheumatology with an explanation of what the catering is for.
  • Ensure food order is enough for 8-10 people.
  • A day before the meeting remind HSC Catering about the order and ensure food is delivered on time (usually at 11:45 am)

Patient Partner Mileage Claims

  • Receive a list of mileage consumed by PP for attending meetings and PP sessions.
  • Prepare a cheque requisition form and obtain signatures PSM - Rheumatology and Dr. David Robinson).
  • Photocopy the signed form and receipts for file of PSM - Rheumatology and keep a scanned copy on the file share (X) for future reference.
  • Submit the originals to WRHA Finance Division, 791 Notre Dame Avenue, Winnipeg, MB R3E 0M1.

Notice of Absence

Clinic Planned Absence/Clinic Cancellation in Accuro

  • Physician gives secretary the dates they’re planning to be away from the centre e.g. vacation, out-of-town meeting/conference, teaching commitments, etc.
  • Prepare clinic planned absence request/clinic cancellation.
  • Obtain physician’s signature then scan into Outlook e-mail.
  • Submit via e-mail to Louise Cameron (cc: clinic clerks), Louise’s e-mail address is in Global Address List.
  • Ensure away dates are blocked off on physician’s calendar.
  • File signed form in the red thin binder.
  • Cancellations of clinic less than 30 days require section head’s approval.

Triplicates Prescription Pads

  • Rheumatology nurse (Tom/Lori) notifies the secretary when doctor’s triplicate pads need to be re-ordered.
  • Send orders for triplicate prescriptions to Manitoba Prescribing Practices Program via e-mail: mppp@mpha.mb.ca
  • Indicate physician’s name and CPSM license number.
  • When triplicate pads are received, label the pads (1 of 4, 2 of 4 etc.) so nurses are aware when the last pad is in use and a re-order needs to be placed.

Travel

Travel/Business Claim (Concur Travel & Expense)

WRHA Travel

GFT / Dean's Travel Fund

Conference call

  • Secretary set up conference calls as needed; rheumatology section has a teleconference functional code. Ask the PSM - Rheumatology or Program Secretary - Rheumatology for the code.
  • Provides leader PIN # to the meeting leader/organizer and a dial-in number and conference code to all participants when sending the conference invite.
  • Inform PSM about the date and time of call; if it is for a research study get from the requesting physician the account # to charge the bill. Make sure there is no other call set up at the same time with the same code.

Annual Performance Review

New GFT

Physicians Clinic Information

  • Dr. Carol Hitchon has clinic Tuesday (mornings) and Wednesday (mornings). She does not hold clinics between Christmas and New Year.
  • Dr. Annaliese Tisseverasinghe has clinic Monday (morning), Tuesday (morning), and Wednesday (afternoon). Dr. Annaliese Tisseverasinghe usually cancels her clinic during the weeks she is on Clinical Teaching Unit (CTU).
  • Dr. Konstantin Jilkine has clinic Monday (morning), Tuesday (afternoon), Wednesday (afternoon), and Friday (morning). Once a month on Thursday afternoon he has tele-health clinic.
  • Each physician has a Fellow’s clinic once a month on a Friday (with the exception of Dr. Carol Hitchon). Melissa Blonjeaux provides the clinic schedule.
  • Clinic clerks usually notify secretary when there are add-on/scramble clinic, check Accuro from time-to-time for most up-to-date clinic information.

Research

  • Secretary II provides assistance to physicians with their grant submissions by:
    • Maintaining their paper CV’s and updating their Canadian Common CV (online).
    • Photocopying and hand-delivering grant applications (Health Sciences Centre Foundation), couriering (MMSF). CIHR grant applications are submitted electronically by the physician/researcher directly.
    • Dropping off or picking up research documents (i.e. ethics approval, grants, etc.), as instructed.
    • Obtaining signatures of co-investigators, Department Head and VP-Dean of Research (ORS), prior to submission.
    • Coordinating with research staff including (Sharon Hepburn) Research Nurse, (Mellissa Moyen & Maria Sevilla) Research Technicians, and Irene Smolik (PhD) research meetings (with Dr. Carol Hitchon/Dr. Annaliese Tisseverasinghe), etc.
    • Converting PDF files to Word doc to edit/modify questionnaires of research study patients, when requireded.

Others

  • Clinic clerk asks secretary to pull old private chart from inactive patient files.
  • Prepares necessary paperwork for:
  • Receives instruction from physicians to photocopy/mail patient’s laboratory test results (MRI, X-ray, blood work, CT) or consult letters to other physician outside of HSC.
  • Receives phone calls from Medical Records requesting back old HSC chart, locate and return chart to Medical Records.
  • Set up meeting between physicians and pharmaceutical reps.
  • Maintains record of daily tasks for future reference.
  • Maintains record of clinic sheets received for future reference.
  • Performs other tasks assigned by physicians.
  • Collects Confidential waste from physician's offices and manages disposal.
  • Provides assistance with compiling statistical information for sectional productivity updates requested by the Department of Internal Medicine. Obtains the required information from physician’s CV and PubMed and sends to Leanne Schmidt to include in report on the section's Annual Performance Review.
  • Maintains a tracking record of academic hours, e.g. teaching, presentation, major meeting attendance, etc., X:\Maria\CME Hours\Y2018\CME_Dr. Hitchon 2018.doc, X:\Maria\CME Hours\Y2018\CME _ Dr. Tisseverasinghe 2018.doc, file in drive X:\Maria\CME Hours\Y2018\CME_Dr. Jilkine 2018.doc and sends to physicians every 1st week of January. CME hours is required by Royal College of Physicians of Canada (RCPC) for maintenance of CME certification. Submission deadline is January 31st of every year.
  • Provides secretarial coverage to co-worker (Leanne Schmidt) when away.

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