Rheumatology Admin Support

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

Information Systems

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Department file shares

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Onboarding tasks

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{{AdmDuty |adminDoer = Leanne Schmidt |adminReceiver = Dr. Christine Peschken, Dr. David Robinson & Dr. Hani El-Gabalawy |dutyType = administrative |details = Outlook calendars are kept updated and physicians' regular commitments set at recurrent. All service attendance (call, etc), meetings (GFT, education), teaching, academic half days, grand rounds, vacations, and conferences are to be noted in calendars. Will arrange multiple meetings using calendar invites in relation to administrative and research responsibilities of physicians.


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Doer Receiver Type Details
Doer Receiver Type Details
?? Dr. David Robinson clinical
  • You will interact with Ongomiizwin (formerly known as Northern Medical Unit) regarding Dr. Robinson’s clinics in St. Theresa Point, Wasagamack, Red Sucker Lake and Norway House. It is best to go over the tentative schedules with Dr. Robinson and request changes as necessary to accommodate his schedule. A package will arrive a few days before the departure date which will include flight info, ground transportation info, accommodation info and dictation supplies. Once Dr. Robinson returns, you will take the package back to Ongomiizwin’s office in Basic Medical Sciences, 6th floor.
Leanne Schmidt Dr. Christine Peschken administrative At monthly GFT meetings (none scheduled over summer), takes minutes and distributes same. Prior to each meeting, discusses agenda with Section Head. Twice a year, a GFT Meeting with the Community Rheumatologists is held and the same process for monthly GFT meeting is followed.
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  • If someone was covering and would have to organize these meetings, what would they need to know to have a chance? When twice a year? Who are the community guys and where would they find a list? What else would they need to know?
Leanne Schmidt Physician Services Manager administrative Inputs payroll for assigned group of employees under various Physician Services Managers. Will enter payroll as required and send a ZCATS printout to each Physician Services Manager.
Discuss.gif Is this only for Rheum? Would it not always be the Physician Services Manager - Rheumatology, then? Is this U of M Payroll or Timekeeping or what? Does everyone who might need to cover this have the IT rights to do so?
Leanne Schmidt Dr. Christine Peschken, Dr. David Robinson & Dr. Hani El-Gabalawy administrative Physicians' CV's (paper and Canadian Common CV) must be kept up to date. This includes going to https://www.ncbi.nlm.nih.gov/pubmed/ to check for new publications.
Leanne Schmidt Sharon Hepburn, Barbara Van Doer, Irene Smolik, Melissa Moyen & Maria Sevilla administrative Provides administrative support in the form of typing correspondence as required, making appointments for study patients within physicians' calendars, getting signatures on research documents and copying/printing of documents. Receives delivery for research staff and signs delivery slip then phone/email research personnel to pick up the package in absence of secretary II.
Leanne Schmidt Dr. David Robinson administrative Set up an exit meeting between rotating medical students/clerks and Dr. Robinson usually on the last day of students' rotation period. The students' first day and last day of rotation is also noted in Dr. Robinson's calendar.
Leanne Schmidt Dr. Christine Peschken, Dr. David Robinson & Dr. Hani El-Gabalawy administrative/clinical Faxed consults and prescriptions are taken to clinic for scanning into Accuro.
Maria Dungca Dr. Annaliese Tisseverasinghe administrative Set up a program orientation/teaching between incoming rotating residents and Dr. Tisseverasinghe every first Thursday of each rotation period. Also, schedule an end of rotation meeting between Dr. Tisseverasinghe and residents on the last day (4th Wednesday) of every rotation period. Sends an email to all physicians the residents had spent clinic with and ask to send their feedback on the resident’s evaluation to Dr. Tisseverasinghe before the last day of rotation.
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  • If someone covering this had to take this over, how would they find which residents, when the rotations end, which doctors the residents have worked with?
 These information are all available on the clinic schedule receives from the rheum. program administrator.
Maria Dungca Dr. Carol Hitchon Dr. Annaliese Tisseverasinghe Dr. Konstantin Jilkine and Dr. Liam O'Neil administrative Maintains and updates physicians' CVs (Canadian Common CV and paper CV). Checks PubMed (https://www.ncbi.nlm.nih.gov/pubmed) for new publications.
Maria Dungca Sharon Hepburn, Barbara Van Doer, Irene Smolik, Melissa Moyen & Maria Sevilla administrative Receives delivery for research staff. Signs delivery slip then phone/email research personnel to pick up the package.
Maria Dungca Dr. C. Peschken, Dr. H. El-Gabalawy, Dr. D. Robinson, Dr. C. Hitchon, Dr. A. Tisseverasinghe, Dr. K. Jilkine & Dr. L. O’Neil administrative/clinical Receives various disability and insurance forms from rheumatology patients and put in to respective physician’s office for completion. Physician will return filled out form to the secretary. Prepares an invoice (as needed), mail out/fax completed form and send the invoice to the insurance company or to patient (if patient is responsible for the cost). Also, send a copy of the invoice to MD Practice Solutions .
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  • Is there a template for these invoices, and are they stored in a file share when done? Where? Does everyone who might need to cover have rights to this?
 Yes - the invoice template is stored in the file share (X), whoever need to cover have the rights to access the shared drive.
Maria Dungca Dr. C. Peschken, Dr. H. El-Gabalawy, Dr. D. Robinson, Dr. C. Hitchon, Dr. A. Tisseverasinghe, Dr. K. Jilkine & Dr. L. O’Neil administrative/clinical Composes a variety of correspondence requested by patients. Phones patient when letter is signed and ready to pick up/mail or fax. Give a copy of the letter to clinic to be scanned into Accuro.
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  • can copy be faxed to clinic instead? If we give them the paper they need to scan it.
  • This was communicated with the clinic clerks and now copy of letter is faxed to clinic.
  • Are there templates for these letters? Are they on a file share or where? Does whoever need to cover it have rights to this file share?
 There is no template for this, each patient has a different nature of disease and letter is composed base on the need. 
 Letters are saved in file share (X), whoever need to cover can access the folder.
Maria Dungca Dr. C. Peschken, Dr. D. Robinson, Dr. C. Hitchon, Dr. A Tisseverasinghe, Dr. K. Jilkine & Dr. L. O’Neil Administrative/clinical See Processing Patient Payment.
Maria Dungca Dr. Carol Hitchon Dr. A. Tisseverasinghe and Dr. Konstantin Jilkine clinical Delivers to clinic nurse/clerk any documents physician indicates that should be given to clinic clerk/nurse.


Phones

  • Answers one of the two phone lines for RR149 office (787-2208) as well as calls coming from physicians’ lines (Drs. Peschken, El-Gabalawy & Robinson) which will transfer over after four rings.
  • Calls related to clinical issues (appointments, prescription repeats, for nurses etc.), are directed to the Rheumatology Clinic at 7-2392.
  • Patients calling regarding insurance papers or any other documents left with physicians for completion/signature, will be directed to Maria Dungca who handles these types of “clinical” tasks for Drs. Peschken, El-Gabalawy & Robinson.
  • All other incoming calls, determine nature and urgency of the call, handle routine matters, take and relay messages for physicians, triage and prioritize as needed.
  • You will be primary person staff calls/emails when they will be away sick (in addition to PSM - Rheumatology). Fan out this information as required.
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  • if someone was covering they would need to know who to fan this out to.
  • When away (sick, vacation), phone will be forwarded to the Secretary II. Similarly, the secretary II's phone will be forwarded to when she is away.

Fax/Photocopy

  • Retrieve and go through faxes received from 787-2475 daily as necessary.
  • Documents received such as consult requests, blood results, MRI/CT scan results, etc. and any other patient related documents will go to clinic for scanning into Accuro.
    • We have a sheet which we fax back to the originating sender which tells them the new clinic fax number in a bin right beside the fax machine.
  • When faxing within hospital enter “7” and the four digit extension. For outside the hospital, enter “9” and the number.

Mail/Deliveries

Discuss.gif What would someone else covering need to know to do this? Who is the Pedes secretary and where, and how would they know what needs to go there?
  • Open all mail for Drs. Peschken, Robinson, & El-Gabalawy, provided it does not say personal or confidential.
  • Journals received for Dr. El-Gabalawy (Journal of Rheumatology, Nature Medicine, Nature, Current Opinion in Rheumatology, etc.) are put on the shelf below bulletin board for public viewing. Old journals can be recycled. Journals for Dr. Robinson can be put in his office.
  • Any consults, results, etc. received through mail are taken to clinic for scanning into Accuro.
  • We receive many deliveries for our research staff (Mellissa Moyen, Irene Smolik or Maria Sevilla) or research nurses. You will be required to provide a signature when items are delivered and call the appropriate person for pick-up.
  • Research staff also ships samples out so you may be required to assist with courier pick-ups.
  • Arrange for courier city-wide deliveries, see How to courier a letter or package. Provide Cost Centre#

Information about physicians' clinics

  • Dr. Peschken has clinic Tuesday AM & PM, Wednesday AM. Exception is after a long weekend when no clinics will be booked for Tuesday. Tuesdays are also blocked off when on call. She has no clinics between Christmas and New Year’s.
  • Dr. El-Gabalawy has one half day clinic (Thursday PM) per week although sometimes there are make-up clinics. Dr. El-Gabalawy likes to know the names of the rotating residents and/or fellows with him in clinic each week. The names of the rotators need to be put into his calendar for his reference. These names are found in clinic lists supplied by Melissa Blonjeaux, Program Education Coordinator.
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No clinics booked between Christmas and New Year’s. 
  • Dr. Robinson has four clinics a week (Monday AM, Tuesday, PM, Wednesday AM and Thursday PM) but sometimes there are more if required (Friday scramble clinic). The clerks will usually notify you of extra clinics but you can check Accuro anytime on your own.
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  • Would anyone covering this have access to Accuro and know how to do this, or what are the steps?
  • Dr. Robinson has a Fellows Clinic one Friday a month. Check with the Education Coordinator for exact list as it changes from year to year.

Cancellations

  • If a physician needs to cancel clinic, follow info in Clinic Cancellation
  • The clinic cancellation form must be emailed to the Manager of Rheumatology Outpatient Clinic (Louise Cameron-2018) and copied to the clerks so they know to cancel clinic.
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  • how would someone covering figure out who the clerks are? I am sending an email to Kaley to more generally discuss how we should manage clinic info.

Typing

  • Required to type various correspondences from Dictaphone. They may also be from a rough draft or general instruction and are not limited to letters, memos, reports, grant applications, away notices, etc.
  • May also be required to type letters, brochures, posters, etc., for research nurses, research staff, fellows or clinic nurses.
  • May be required to compose letters (i.e. sick notes, requests for bus passes, telephones, allowance for escorts, etc.) for physicians’ signature.
  • Anything that is patient-related must be copied once for our file and a second copy for the clinic. The clinic clerks will put the document into Accuro.
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  • anyone covering would need more info about "our file" - where are these stored? Also, with secretaries and doctors having access to Accuro, and considering PHIA, is there a valid reason for "our files" to continue to exist?

General Billing

See also: Physician Billing Services

  • Collect from clinic the prescriptions which will be in our office pile and place same in the MD Practice Solutions bunk in RR149.
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  • covering person would need to know, what and where is "our office pile"?
  • Physicians will leave their clinic sheets on your desk after their clinics. Copy the clinic sheets x2, one for each physician’s clinic binder and one for database (pile at back of office). The originals go to MD Practice Solutions.
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  • what about this database? What is it? how does the sheet get in there?
  • where are these binders?
  • Am required to go onto Accuro once a week and print out from the “Infusion” tab the list of your physicians’ patients who have had infusions. You will leave these lists in their offices for them to put in diagnoses and tariff #’s and then send onto MD Practice Solutions for billing.
  • Take contents of MD Practice Solutions billing bin and mail off to them. Cost Centre code 10400336 must be on as well as “via medial carriers” written on envelope.

See Physician Billing Services

Outlook Calendars

  • Make sure physicians’ regular clinic commitments are set as recurrent. There may be add-on days and the clinic clerks will usually tell you the dates, however, keep checking Accuro to make sure you have most up-to-date information.
Discuss.gif Does anyone covering have rights to the physician calendars?
  • All service attendance (call, CTU, night/weekend call) etc. should be noted in calendars.
Discuss.gif How would you find out about these?
  • All teaching commitments and Academic Half Day - Rheumatology and City Wide Rounds information should be noted in calendars.
  • All meetings (GFT, education), etc. should be diarized.
  • All away dates (vacations, conferences, seminars, travel, etc.) for physicians as well as yourself should be noted in calendars.
  • All PGME commitments should be noted in calendars.
  • Any other appointments they request you to put in.
  • Required to input any STAT holidays, etc.
  • Will book various meetings in Outlook as requested, find locations where meetings can be held, and send out invites to all attendees. Send updates/or notify of cancellations if required.
  • If there are any attachments or documents needed/provided for any meetings or teaching, you should attach them to the calendar appointment for easy reference for the physicians.

GFT Meetings and Minutes

Dr. Annaliese Tisseverasinghe, Dr. Carol Hitchon, Dr. Christine Peschken, Dr. David Robinson, Dr. Hani El-Gabalawy, Dr. Konstantin Jilkine, Dr. Liam O'Neil)

This, along with the previous month’s minutes, should be emailed to the GFT’s the day prior. Section Head must okay the minutes before sending out.

  • Send a copy of the approved minutes to Medicine Department Head for his files.
  • You will participate (as necessary) and take minutes for the GFT meetings.
  • Previous minutes and agendas are housed in binders in the RR149 office, filed chronologically.
Discuss.gif Where is the binder? Is there a corresponding file share? If there is, is the binder still necessary?
  • Follow through with any action items specific to you and also send reminders to Section Head or GFT’s as necessary regarding same.
  • The GFT meetings are confidential and any information discussed at these meetings shall be kept confidential and released appropriately only upon approval from the Section Head.

Grand Rounds

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  • what would someone covering have to know about how this is "used for" MOCOMP? What do you do with them?
  • You will keep track of Drs. Robinson, Peschken, & El-Gabalawy's teaching using Excel Spreadsheets. X:\Leanne\Pescken Admin\Teaching Tracker Breakdown Peschken X:\Leanne\HEG Admin\Teaching Tracker Breakdown El-Gabalawy and X:\Leanne\DRobinson.admin\Teaching Tracker Breakdown Robinson 2.
Discuss.gif Which Department file share is this "X:\" drive?

Catering

  • Will order catering as required for various meetings or visiting speakers.
  • For Patient Partners you will use X328 for transfer on the HSC Catering website.
  • After order is received and confirmation given via email from HSC Catering, always send PSM - Rheumatology a copy of same for her records with an explanation of what it is for.

Other Sectional Duties

Section Head Specific

  • Provides academic and administrative support to the Section Head - RheumatologyDr. Christine Peschken. [Clinical tasks for Dr. Peschken are handled by Secretary II.] Meetings with the Section Head are booked weekly to go over important issues.
  • The Section Head will ask you to help with the collection of information from the GFT’s for the purpose of Performance Review for the Department Head. This is a lengthy process, requiring detailed information to be put into a template for each physician. The Secretary II will provide information for her physicians (currently Drs. Hitchon, Jilkine & Tisseverasinghe) and will give to you to add. This is followed by meetings between the Section Head and Department Head to review, and then followed by a personal review for each physician with the Section Head. Last completed in 2017, the process took over six months. All completed reviews must be signed by all parties and are kept with the Department of Medicine.
  • You will follow the instructions in Performance Review and assist with compiling all necessary information for the physicians, set appointments for the Section Head to meet with the GFT’s (and nil salary appointments every second year).
  • Similarly, the Section Head may ask for assistance with compiling statistical information for sectional productivity updates requested by the Department of Internal Medicine.
  • You will circulate to all section members any information requested for distribution by the Section Head as needed (usually by email).
  • If all physicians are going to be away (i.e. ACR or CRA), the Infusion Clinic must be advised so that no Rheumatology infusion patients are booked during this timeframe as there will be no one available to handle a crisis situation. Community rheumatologists who may be on call will not cover any issues related to the Infusion Clinic. Dr. Robinson or Dr. Peschken will need to be reminded to contact the Infusion Nurse when no one will be available.
  • You will arrange and attend section retreats, as required.
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  • what would a person covering need to know about retreats? Is there a fileshare or folder that contains previous retreats' info that might help them get started?

Physicians On Call

See also: Physician Billing Services Also see #GENERAL BILLING

  • When physicians come off call, they will usually have consult forms (yellow sheets) which must be noted in the section ledger, and copied and filed in flexi folders on top of filing cabinets. The original yellow sheet then goes to MD Practice Solutions. They may also have small index cards too that have been addresso-graphed. These also go to MD Practice Solutions for billing.
  • Go online to the Master Call schedule and update as necessary. (https://docs.google.com/document/d/1CelmtpsQc8Jo-FMPBBaMDNp61XqBHGyKbihq96UljLU/edit?pli=1 Check to see if your physicians have added any new dates in which they will be on call. Often after GFT meetings, there will be changes/additions to call and it is best to get the changes up in the schedule as soon as possible.
  • You will also be required to add the upcoming year to the master call schedule so physicians may add dates they wish to be on call in the future. Be sure to note any holidays and meetings specific to Rheumatology in the comment section.
Discuss.gif Is this On-call schedule for Rheumatology? Can the details move there?

Recruitment

  • All information regarding recruitment can be found on the Internal Medicine WIKI at
  • You will work with the Travel Coordinator so that flights and accommodations for the potential recruit are booked. Ground transportation while in Winnipeg will also be arranged by you.
  • Once the dates and travel arrangements have been confirmed, the Section Head will tell you who needs to be contacted to set up formal interviews with for the recruit.
  • The Section Head will ask you to prepare and set up itineraries for potential recruit visits. You will distribute the itinerary to the recruit, section members and those who will be meeting with the recruit.
  • The Section Head may request that the recruit be given time for a presentation to the Section. You will need to coordinate with the Program Administrator - Rheumatology(Marie Field, to find a time for a presentation.
  • You may be asked to book a dinner with several faculty members and the recruit. Make sure the original receipt from the dinner is kept which will be submitted to the Department for reimbursement.
  • You will be required to escort the candidate to their various meetings.

Teleconferences

  • You may be asked to arrange for a teleconference. Our teleconference information (i.e. phone# and PIN#) is located in Contacts under "teleconference".
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  • Whose contacts? Does everyone who might cover have access to these? Are the instructions in Conference call used for this?
  • Everyone involved with the teleconference must be notified of call-in numbers. You are main contact person if difficulties arise.

Education

We often have to look ahead at physician’s schedules to make sure physicians are available when visiting speakers are planning on visiting or when teaching needs to be scheduled.

  • You may also interact with other Program Administrators requesting your rheumatologists to meet with candidates for other programs during CaRMS Match and for teaching of Med II’s and undergraduates.
  • You will interact with various medical students, residents, summer students, etc., that are being mentored by Drs. Peschken, Robinson and El-Gabalawy. You may be required to set up meetings and assist the students as required.
  • Dr. Robinson mentors Med Students and you are tasked with arranging meetings, usually in the form of breakfasts (Aaltos at CanadInn) once every two months or so. Usually pick dates that work for Dr. Robinson and send out a Doodle Poll to students. After date is established, an email is sent stating date, time and location of meeting. You will reserve a table at the agreed upon time/date of the breakfast.

Physicians’ CV’s

  • You will be required to go onto the website Pub Med https://www.ncbi.nlm.nih.gov/pubmed/ (usually monthly) to search out your physicians’ name to see if there are any new publications to add to their CV’s.
  • About once monthly update Drs. Peschken, Robinson’s and El-Gabalawy’ s paper CV (they will need to give you access to this in Google documents as it is a shared drive) and Canadian Common CV with new publications, committees or any other new information.
  • Any talks your physicians give should be noted on their CV’s as well as any meetings they attend.

General

  • Any physician absences should also be noted on Rheumatology Holiday/Meeting Schedule X:\Leanne\HOLIDAY-MEETING SCHEDULE. This schedule lists dates of vacations, meetings and other absences of most Rheumatology staff. This is sent to education coordinator, physician services manager, and research staff for their information to use when arranging coverage, setting up residents, etc. You will have to contact community rheumatologists’ and/or their secretaries directly for this information (i.e. Drs. Baillie, McCarthy, Brar & Singh).
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  • what Department file share is this x:\?
  • what specifically would be the contact info for the community guys? If you don't want to post it on the wiki, then explain how someone covering would find out.
  • Sit down with both Drs. Robinson and El-Gabalawy at least once every two weeks and go over their upcoming commitments. Troubleshoot any potential conflicts and seek their guidance with same.
  • Interact with drug reps regarding booking appointments with Drs. Peschken and Robinson. It is best to keep a running list with the names of the reps and the date they are being seen as Drs. Peschken and Robinson’s calendar are always in flux and changes are often required. Drs. El-Gabalawy does not currently meet with any drug reps.
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  • where is that running list?
  • Interact with IT troubleshooting technicians (Systems Analyst (Tom Fraser)/Systems Support Analyst (Raymund Roque) as required regarding computer/dictation issues (for self or on behalf of physicians).
  • Assist with arranging interviews for various positions, as required.
  • You will handle the Metro speaker’s flights and accommodations. This will involve Travel - WRHA (usually using HSC account #8774), getting credit card information for hotel and dinner venue through SAP, and arranging ground transportation. You will also set up the itinerary.
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  • What would someone covering need to know about Metro spekers? What is this, when does it happen, etc?
  • Maintain the bulletin board in RR149 with up-to-date information such as clinic schedules, call schedules (per period and yearly), Internal Medicine Grand Rounds schedule as well as any other notices from U of M or HSC relevant to Rheumatology.
  • You will email HSC paging with the dates your physicians will be away (for meetings, vacations, etc.) In addition to the dates they are away, I will usually note “During this time, any patient related calls should be directed to clinic at 7-2392 and urgent physician calls for him should be directed to the rheumatologist on call” so callers are appropriately directed straightaway.
  • You will be asked to order triplicate prescription pads for your physicians sporadically. You will send an email to Manitoba Prescribing Practices mppp@cphm.ca and list your physicians name and their respective licence number. When pads (4) are received you will label them 1 of 4, 2 of 4, etc. Each physician usually has a specific place in their office where they keep used pads and new ones.

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

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