Respiratory Medicine Admin Support

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

Information Systems

There are no infosystems registered for this role

Department file shares

There are no file shares registered for this role

Onboarding tasks

There are no Onboarding tasks registered for this role.


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The following will actually display the data entered above:

Doer Receiver Type Details
Doer Receiver Type Details
Billing Cards Ordering print shop supplies
Bronch/EBUS Availability Schedule RSOPD clinic clerks schedule these procedures in the EPR system. Secretaries generate the EPR Appointment list booked in the Bronchoscopy suite for bronchoscopy and EBUS procedures for the following week. Update template document Weekly EBUS Schedule Word document with booked and remaining open spots. E-mail this Word document every Friday morning to the Respiratory Service Physicians on B Call for the next week, their names are found in the Respiratory Service Schedule on the shared drive under "schedules". The e-mail is also sent to the following people in Thoracics: Anna-Lisa Di-Gioia, Dr. Larry Tan, Marta Starzec, Shirley Manzon, and Vera Taylasheva. Also send this to the Respiratory OPD clerks who can make changes as necessary after the e-mail is sent out. Both Sara and Michelle have access to the EPR reports.
Bulletin Board The section of Respiratory has two bulletin boards located in the hallway on RS3. The following items are posted on the main bulletin board:

-Respiratory Service Schedule January to June and/or July to December. -Respiratory academic activities each week are usually posted on Fridays (e-mailed from Holly Thibert, Education Coordinator). -HSC Respiratory Call Schedule and SBH Call Schedule (current monthly period and upcoming monthly period). -Respiratory Education Rounds (i.e. Chest Rounds, Advanced Applied Physiology, Monday Morning Teaching, Radiology/Pathology, Research In Progress, Sleep Rounds, Summer Rounds, and Journal Club).

The second bulletin board has the following items posted:

-grand rounds schedule, away memos, retirement notices, plans, contingencies and procedures, and miscellaneous news.
Cancelled Grace Hospital Clinics - Dr. Martha Ainslie Secretary to print and complete the Grace Hospital Clinic Cancellation form found in the Respiratory Shared under the "clinic cancellations" sub folder. The complete the form by hand, scan and e-mail to the AMC Grace Hospital Clinic Manager: Malia Cruz at mcruz3@ggh.mb.ca
Confidential Waste There is a locked confidential waste bin in the hallway on RS3. The secretaries regularly disposes confidential waste from the physician offices, fax room and secretaries offices into the hallway bin for proper disposal. Pick-up is every Thursday.
Respiratory Medicine Emergency Coverage Physician billings, DOCSS, Service schedule, monitor phone messages, meetings to enter into physician's calendars, clinic changes (see RSOPD CLINICS), Telehealth and RS205 boardroom bookings. Also the fax machine receives documents that need to be reviewed as well as the monitoring of mail delivery. Detailed instructions of the above duties can be found listed under the Type column.
Fax Cover Documents Blank cover sheets are located in the photocopy room for general use. In the Respiratory Shared drive, Michelle has cover sheets created using the Shared Health template.
General Billing Collect all billing (6 month cut-off period from the date of service for claim submission effective January 1, 2018) from all the respirologists. Send billings (weekly) through internal mail. The HSC Mailroom has a medical courier pick up that goes directly to MD Practice Solution every day at 12:30 pm.

Some billings are scanned and saved to physicians' shared drive folder by the secretary or photocopied as requested.

Monthly physician's Accuro Rx report are generated from https://accuroreport.manitoba-ehealth.ca/Reports/Pages/Folder.aspx?ItemPath=%2fHSC+Reports%2fProvider+Billing&ViewMode=Detail, printed and submitted for billing for Drs. Blouw, Ahmed, Bshouty, Ramsey, Giannouli, Porhownik, Bras, and Ainslie.

Non-Accuro prescription, EDS and other miscellaneous billings are reviewed to ensure all patient billing information is listed. The patient's demographics can be checked using the EPR system.
Hours of Operation Open from 8:00 am to 4:00 pm Monday to Friday, except statutory holidays.
Mail/Courier Process Mail delivery/pick up is twice daily, after 10 am and before 3 pm.

- ensure all out-going mail has cost centre number identified on the outside of the envelope. - date stamp the mail and distribute any mail and deliveries received on the RS3 floor as addressed. - city-wide courier delivery/pick-up is scheduled through T-Force Final Mile (formerly known as Dynamex). The account # is in courier binder in RS321 office cabinet, phone number 1-800-387-7787. Dispatcher will provide a Job Tracking # to document in the courier binder in RS321 office cabinet.

- arrange Fed-Ex for National or International deliveries, account # is in courier binder in RS321 office cabinet. Reference SAP account as same as above, dispatcher will provide a Job Tracking # to document in the courier binder in RS321 office cabinet.
N95 Air Mask Training Log Document There is a Word document created and maintained by both Sara and Michelle to keep track of all the respirologists fit testing dates and masks. This is located on the Respiratory Shared folder titled "Mask Fitting" called: N95 Air Mask Training Log.
Outgoing Correspondence Some of the physicians place correspondence for the secretary to fax/file/mail in their outbox tray on their desk if the secretary is not in the office. Drs. Porhownik, Corne, and Bras all have trays on their desk that may require attention. Dr. Blouw does not have a tray but will leave items on his desk with a post-it note. The remaining physicians usually will leave the correspondence on their secretary's desk.
Outlook Calendars - Pertaining to all physicians The secretary enters all appointments, service, teaching, rounds, conferences, away dates, vacation, Statutory holidays, events and clinics etc. for all the physicians and all other appointments as needed/requested by physicians. The secretary books various meetings in Outlook as requested, finds meeting rooms, and sends invites attendees. The secretary also sends updates/or notifications of room number changes or cancellations if needed.
PFT Reports The Respiratory "B call" on-call physician reads the pulmonary function test reports and signs them each day for the week of service. There is a tray each for unread PFTs and signed PFT reports in the RS321 office. The respiratory secretary places the reports from the tray to the desk of the "B call" on-call physician and gathers all signed reports and returns them to the tray for pick-up. The PFT secretary will collect reports from these trays each day. Other collecting arrangements are made for physicians who do not have offices on RS3 by Sara and the PFT secretary. Occasionally the PFT secretary, Erlinda or Elizabeth, will ask to see an unsigned report and will need access to any PFT reports unsigned on the "B call" on-call physician's desk. Billing cards are also collected for each PFT report either by the signing physician or the PFT secretary, sometimes by the respiratory secretary and placed in the bin for weekly billing submissions.
Phone List for Respiratory Medicine In the Respiratory Shared drive is a folder labelled Respiratory Phone List. Click under the current year to find the most updated list of contacts with phone numbers. You will also find a list for Sleep Disorder Centre staff, the list of GFTs and the Respiratory Physician list of names.
Respiratory Clinic Cancellation Process The respiratory clinic shared Outlook calendar was created to:

1. Track the respiratory clinic outpatient department physician clinic cancellations (as per the Clinic Cancellation policy set out by the Department of Internal Medicine). 2. Add-in clinics of vacated clinic slots for all physicians that run clinics out of the Respiratory Outpatient Department, RS105-810 Sherbrook Street. The respiratory clinic schedules patients via the Accuro system.

  • The RS-OPD shared Outlook calendar is ONLY updated by the secretaries for all the physician clinic cancellations or changes to the clinic schedule. Cancellations are in orange and additions are in blue/green. Modifications to their clinic are in yellow. All changes in the calendar are dated as a tracking tool. The RS-OPD clerks can only view the calendar and will update the respiratory clinic's Accuro schedule.


Cancellations of respiratory OPD clinics (RS-OPD management policy): 1. Secretary to complete a cancellation form and may sign on physician's behalf. There is a template in Word in the Respiratory Shared folder in each physician's folder which can be edited and re-saved for each occurrence. 2. Secretary will note whether it is within 30 days. - If less than 30 days, the respiratory section head’s signature must be visible on the request. The respiratory clinic will be notified ASAP by e-mail and RS-OPD manager must be copied with high importance. - If more than 30 days, RS-OPD manager will be copied as normal and clinical staff notified.

3. Cancellation form must be scanned and e-mailed to: the physician cancelling the clinic, all respiratory OPD clerks, all respiratory OPD nurses, respiratory secretaries, the respiratory OPD clinic manager, Clara Marques(RT), and the education coordinator, Holly Thibert.
Respiratory Fax Information and Number - 204-787-1087 The fax/photocopy machine is located in room RS334. The fax number for the admin office is 204-787-1087. For patient related documents please fax to 204-787-2420 which is the fax number to the Respiratory Outpatient Clinic. All non-Accuro prescriptions, EDS requests and other miscellaneous forms and insurance paperwork are faxed by the respiratory secretaries. The secretaries retrieve and distribute any incoming faxes or sends them back if sent in error. More details below:

-fax prescriptions to pharmacies as requested by the physician. Also the secretary writes ACCURO on the form and faxes it directly to RSOPD at 787-2420 to be filed in ACCURO and then the original prescription is placed in the billing folder. Any incomplete patient information such as address or PHIN will be updated before submitting to billing. By standing the prescription upright in the folder flags it for corrections. -fax and/or photocopy any insurance or disability documents, fax to RS-OPD at 787-2420 for Accuro filing and send to billing if requested by physicians. The secretaries keep a copy of all insurance paperwork in RS321 office filing cabinet.

-if patient related documents are received in RS334 they must be sent directly back to the sender as we do not receive patient documents in the admin office, ie consults and patient results. The secretary uses a prepared fax cover sheet in the photocopy room which states to the sender to fax directly to the Respiratory Clinic at 204-787-2420. All documents that are patient related are then placed in the confidential waste bin for disposal.
RS205 Boardroom Calendar The RS205 boardroom calendar has been created to manage and maintain all activities requiring the use of the room including teaching, research, visiting speakers, various meetings, misc. events, and most recently Telehealth.

-Enter appointments with details from the individuals requesting the use of the room (from all phone, e-mail, or Outlook meeting requests)

-RS205 has Telehealth, Internet access, ACCURO, Impax, a projector with screen, and connections for laptop use. The room can hold up to 26 people, 15 comfortably seated around the table.

-Academic teaching appointments are scheduled by the education coordinator, Holly Thibert (i.e. Monday AM teaching, PFT/AAP teaching, Chest Rounds, Journal Club and RIP, Rad/Path Rounds, Education meetings, Competence meetings, and other education meetings as needed). The actual booking of all meetings/appointments is done by the MB Telehealth staff accessed through eHealth. She fills out the request forms and submit as needed.

-Section meetings are booked by Secretary III - currently booked via zoom.

-Cancellations must be called in to Telehealth as you soon as you are notified that an event is cancelled (204-940-8500 eHealth).

-A weekly diary of the meetings will be printed from the Outlook RS205 boardroom calendar as well as MB Telehealth iScheduler report https://mbtelehealth.ca/ and placed on the table in the RS205 boardroom so individuals going in have all the pertinent telehealth link numbers for calling into the different telehealth sites that are scheduled. A copy of the diary is kept in a binder in RS321 for reference and the word document can be found in the Respiratory Shared under "Schedules". Copy and paste from the MB telehealth website into the current word document for each week's diary. Records are not saved of the previous week.

-Both Sara and Michelle cc emails to each other to prevent double booking of the boardroom. If a room is pending final decision the room should be marked as pending and saved in the calendar to reserve the spot.

-Equipment training for future staff can be requested from eHealth at any time. iScheduler access is necessary to view reports on Telehealth bookings.

-MB Telehealth sends out emails confirming bookings/cancellations or changes.

-Notify the education program administrator, Holly Thibert if there are any changes or omission to the Telehealth links regarding educational activities so she can correct and/or update the education schedules and redistribute as necessary.

-The respiratory clinical staff requests by email all reservations for the RS205 boardroom for scheduling telehealth patients for the respirologists. The subject line in the email should have the date and time as well as the name of the physician. The secretary will confirm the room booking and save the email as reference.
Sleep Disorder On-Call Schedule The schedule is sent out by Wayne Thompson from the Sleep Disorder Centre. The schedule lists, for six months, the on-call physician and the alternate physician for each week. The physician's Outlook calendar should be in sync with this schedule and any changes or updates.
Supplies/Maintenance/Housekeeping Order any office supplies as needed from Grand & Toy, the warehouse (SAP), Konica Minolta Consumables and WRHA Print Optimization Printing Services for printer/photocopier and office use. All forms found in Public Folders of Outlook - must be signed off by manager

-contact Manitoba eHealth for any computer/networking issues at 204-940-8500. -order lab coats from the sewing room as needed -process any MTS Telecom pager and key requests, surplus transfers, etc. as needed

-call in any maintenance needs or housekeeping requests as needed by e-mail dispatch located on the Global Address list in Outlook.
Telephone Coverage Both Sara and Michelle have a direct phone line for the Section of Respirology (Sara's telephone number: 204-787-2338; Michelle's telephone number: 204-787-2977; Rita's telephone number: 204-787-2684. The respirologists do not have voice mail; after 4 rings their phones 'hunt' to their secretary's phone.

• Patients calling for clinical issues are directed to call the respiratory clinic at 204-787-2384. • Patients calling regarding insurance papers or any other documents left with physicians for signatures etc.; take their name, phone number and check with physicians or search the information on the spreadsheet used for tracking documents located in the Respiratory Shared folder called Patient Forms. There may be a scanned document located under the folder of each physician. When the documents are sent out through the admin office, the document is faxed to the RS-OPD clinic at 7-2420 for patient file in Accuro and then filed in the filing cabinet in the admin office in RS321, indicating the date it was filled out and/or mailed out and/or given to the RS-OPD clinic for the patient to pick up. • All other incoming calls, determine the nature and urgency of the call, handle routine matters, take and relay messages for physicians, triage and prioritize as needed.

• Leave a detailed absence message on voicemail when on vacation leave or sick time to direct callers to the other secretary or to call the respiratory clinic directly.
Travel Arrangements - Concur When our physicians are travelling on University business, they need to use the Concur online booking tool for all of their travel arrangements. It is also strongly recommended that hotel accommodations and car rentals also be arranged through Concur to take advantage of the University preferred vendor negotiated rates. You will be asked to process a travel reimbursement claim as a delegate for the physicians. They will need to choose you as their delegate in the Concur system to enable you to act on their behalf. They will need to provide you with all receipts and necessary documentation to complete the expense claim.
Travel Arrangements - GFT travel GFT_Travel_Fund_Guidelines
Travel Arrangements - WRHA-approved SPA funded travel Occasionally, travel will be requested through funds housed in a SPA account within the WRHA.

-all forms can be found on the INSITE WRHA Intranet website and must be filled out prior to travel, see attached form. -once approval is received, proceed with booking. -reimbursement claims can be processed once all travel has occurred.

-ensure your physicians keep all original receipts for reimbursement as copies will not be accepted by the WRHA finance department.
Tube Station #115 The tube station is located on the RS3 hallway close to RS314. HSC Medical Records charts in physician offices may be requested back to Medical Records and can be returned using the tube station. The main tube number to return charts to Medical Records is 341.
Typing Type various types of correspondence from Dictaphone, rough draft, or general instruction such as letters, memos, reports, grant applications, away notices, etc. as needed, using Microsoft Office (Word, Excel, PowerPoint, Outlook).
Urgent Clinic and Accuro Coverage for B Call Physician Weekly e-Mail Notifications: Every Monday, either Sara or Michelle sends an e-mail to the B physician on-call which reminds the physician the time and day of the week the urgent clinic is scheduled as well as which physicians are away. The B physician on-call monitors the tasks in Accuro for all physicians who are away and provides coverage for the urgent clinic scheduled that week.
Weekly Calendar Updates Review each week the physician's calendars. For example, Dr. Marcus Blouw keeps his own personal calendar as well as his Outlook calendar and his secretary, Michelle, adds his clinical commitments, meetings and ward coverage into his Outlook calendar. The secretary sends him weekly updates by e-mail of his upcoming weekly schedule. The secretary also confirms with the respiratory clinic the weekly clinic schedule and those that are cancelled. Scanning the weekly calendar and sending to the physician for review is helpful, especially during the academic teaching months.
Michelle Wojnowski CF Patient Names Updates the patient names who are added to the CF Patient Master list. The CF Patient Lists are located under the "Schedules" folder in the Respiratory Shared folder. Updates are provided from the CF nurse in the Respiratory Clinic. Both Sara and Michelle have access to this drive.
Michelle Wojnowski Respiratory Medicine DOCSS Physician’s H6/HSC "A call" on-call days are reported and paid out via the DOCSS. Michelle is responsible for phoning in the DOCSS. They are done semi-annually when the 6 month Respiratory Medicine on-call schedule is finalized. The DOCSS binder is in the cabinet in the admin secretaries offices. Also please see the shared drive under Michelle for DOCSS Schedules in Word format. Changes can be made up to 4 days after the on-call change and noted in the binder. If you missed the 4 day window, any changes to the monthly on call DOCSS report can be sent to Natasha Passante via fax 787-4826 or e-mail.
Sara Harms Respiratory Service Schedule Sara creates and maintains the schedule for Respiratory Services as an Excel document saved under the shared drive under "schedules". The schedule is completed for the months of Jan – June and June – December and must precede the ICU schedule (otherwise impossible to coordinate). The schedule starts on Mondays and finishes each week on Sundays.

Sara creates an "availability request for consult service schedule" form on a Word document saved on the shared drive under "Respiratory Service Schedule". She sends an e-mail to the physician with this attachment and requests the weeks they are NOT available, the minimum and maximum number of weeks of service, and at which site, HSC or St. Boniface Hospital. Their names should be added on the top of the form and returned to her before the deadline date.

The availability form must be collected from all physician attendings expected to do service weeks for 6 months at a time, usually within 5-6 months of the next schedule (i.e. collect June-Dec availability form in January, if possible). E-mails of a availability template on a Word document are sent to all the physicians except Dr. Halayko.

Once all the physician's availability forms are received the sleep attendings’ availability forms are forwarded to Dr. Giannouli who completes the Sleep 1, 2, and 3 weeks for the schedule. After the sleep weeks have been assigned both Sara and Dr. Ainslie begin to assign all other services (H6 consult coverage, PFTs and Outside Calls, St. B coverage, Night/wknd call, HSC and St. B bronch coverage, Monday AM teaching, Riverview, and Long Term Vent), following the physician availability forms received and taking into account vacation weeks requested, etc. The Lung Transplant Coverage column is prepared by Dr. Porhownik once the final schedule is completed.

Sara and Dr. Ainslie look at combining some services for certain physicians such as St. Boniface Hospital weeks with Riverview, and these exceptions must be clarified when completing the availability form.

Once the schedule is completed, e-mail a DRAFT version to all physicians involved and specify a timeline for confirmations or change requests. Once everyone confirms that schedule is completed to their satisfaction, Sara distributes out a FINAL copy via e-mail to everyone on the list as well as HSC Paging and respiratory clinic staff and (more names and departments to be added). A faxed copy goes to: (name to be added).

Any changes after the FINAL schedule has been sent out are the responsibility of the physician for finding replacements. Sara is able to assist by sending out e-mails on their behalf. Once changes are confirmed between each physician involved, Sara adjusts and redistributes the schedule via e-mail noting the date of revision and highlighting, in yellow, all the changes on the service schedule.

Since the entire process from start to finish can and will take several weeks and dozens of e-mails, this should be started 5 - 6 months in advance and all information must be approved by Dr. Ainslie. Dr. Ainslie, Section Head, is back-up to the creation and maintenance of schedule and the final approval of any scheduling issues or changes.
Sara Harms SAP - Procurement Procurement

-process all orders as requested in SAP (i.e. paper or batteries from the warehouse, or chairs, lab supplies for research, etc.) When approached about any potential orders, ensure you collect the cost centre or SPA account numbers for billing. -all orders will go through the approval process set up in the SAP system and will be signed off by management prior to ordering. You will be notified by e-mail when an order is approved/declined/returned for clarification. -you may need to communicate with the WRHA purchasing staff to check the status of an order.

-keep a binder with all requests, for future reference.
Sara Harms SAP - Timekeeping Timekeeping

-payroll for an assigned group of employees (groups of Liane Davidson/Dale Gustafson). -employees submit their time sheets to you by e-mail and cc a copy to their manager. You will process all time sheets and enter the proper time and/or absences into SAP. -all time sheets are kept in a filing cabinet in RS321, for future reference. -you will occasionally be required to submit payroll correction notices or changes to work schedules. You may need to investigate errors and ensure staff are notified and adjustments/corrections are made in a timely fashion (notify manager of all discrepancies).

-ensure proper coverage is in place prior to any days off that may impact payroll entry. Leanne Schmidt, Natasha Passante and Sara Harms have access to each other’s payroll groups.

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