Saint Thomas Health Services

30 Day

Topics

§ Capital Purchasing, Check Request

§ Corporate Responsibility Program

§ Decision Support

§ E-mail System

§ Financial Information

§ Human Resource Policies & Procedures

§ Joint Commission Documentation Requirements

§ Mandatory Education Training Assignments

§ PeopleSoft (HRIS)

§ Performance Management Process & System

§ Phone System

§ Purchasing

§ Recruitment & Hiring Process

§ ReportXpress – Payroll System

§ Staffing to Demand

§ STHS Learning Management System (HealthStream)

Topic
Capital Purchasing & Check Requests
Description

There are separate processes and different forms to budget for and use capital funds. There is also a process for submitting appropriate check requests.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individual listed below

After the meeting you should be able to understand the capital purchasing process and locate appropriate check request form.

Prework

Before attending this meeting, obtain Lawson sign on and password.

For Saint Thomas

Go to CareNet, click on Departmental Sites

Click Lawson Reference Information, select Lawson User Request Form

For Baptist

Go to BNet, click on Lawson Links

Click Lawson Reference Information, select Lawson User Request Form

For MTMC

Go to the MTMC Intranet, click Lawson Reference Information, select Lawson User Request Form

Contact for Baptist & Saint Thomas / Contact for MTMC

Gary Hearn Pearl Eakins

Phone: 222-7531 Phone: 396-4181

Topic
Corporate Responsibility Program
Description

The purpose of the Corporate Responsibility Program (Corporate Compliance) at Saint Thomas Health Services is to ensure that we achieve the mission of our organization in an ethical manner. The program is designed to prevent, detect, and correct any violations of the laws, rules and policies that govern our organization. The program has been developed in accordance with the Office of Inspector General guidelines for compliance programs.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individuals listed below within 30 days of employment

At the meeting we will:

1. Review the operations of the compliance program;

2. Discuss your role as a leader in practicing and living the Standards of Conduct;

3. Review key policies that require reporting of significant issues that involve noncompliance with policies and procedure, unfavorable incidents, and noncompliance with regulatory guidelines;

4. Discuss holding others accountable for behavior consistent with our values;

5. Discuss education requirements of the Corporate Responsibility Program;

6. Discuss expected ethical behavior in all business relationships.

Contact for Baptist, MTMC & Saint Thomas

Cynthia Figaro, Corporate Responsibility Officer

Phone: 222-6628

Topic
Decision Support
Description

Decision Support utilizes an integrated view of clinical and financial performance to help revenue producing areas identify improvement opportunities. The systems are designed to support operations, patient accounting and payor contracting processes.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individuals listed below

After this meeting you will be able to locate the following:

· Revenue 3 Report

· Charge Master

· Policy and Procedures on Patient Charging

· Productivity Reports

Contacts for Baptist, MTMC & Saint Thomas

Lisa Greer, Director of Decision Support & Reimbursement

STHS Medicare cost report filing, (Trendstar) clinical and financial reporting and analysis

, 222-7541

Karen Long, Coordinator, Quality Management System

Midas System Administrator (STH), Quality system reporting and analysis, financial system reporting and analysis

Sheila Hatcher, System Administrator Decision Support

Trendstar Administrator, clinical and financial reporting and analysis, Managed Care contract strategic analysis. Primary contact STH campus.

, 222-7552

Topic
Decision Support - continued
Contacts for Baptist, MTMC & Saint Thomas - continued

Holly Tyree, Coordinator, Cost Accounting STH

Development & maintenance of statistics (RVU s) for cost allocation method. Financial reporting and cost analysis. Detailed cost questions at chargecode level

, 222-7546

Brandi Reese, Coordinator Decision Support, Baptist

Clinical and financial reporting and analysis, primary support for Baptist campus.

, 222-7543

Shawn Edwards Roosa, Coordinator Decision Support, MTMC

Clinical and financial reporting and analysis, primary support for MTMC campus. Census questions contact.

, 222-7551

Amanda Wallace, Financial Analyst

Clinical and financial reporting and analysis, supports coordinators of each system.

, 222-7548

Lisa Bush, Coordinator, Cost Accounting (System)

Cost accounting functions for MTMC and Baptist campus.

, (571) 379-8380

Sue Willoughby, Coordinator Performance and Benchmarking

Efficiency and productivity analysis and reporting. Action OI reporting. Primary support Baptist campus.

, 222-7544

Topic
E-mail System
Description

Outlook is the e-mail client used by Baptist Hospital, MTMC and Saint Thomas Hospital.

Learning Session

Format: Instructor led class

Time needed: 2 hours

To schedule: Contact individuals listed below

After class, you should be able to navigate and use your Hospital’s E-mail client, including calendar management.

Prework

Obtain user name and password.

Contact for Baptist / Contact for MTMC / Contact for Saint Thomas
Cherry Carlisle
Phone: 284-3971
Cherry.Carlisle@ baptisthospital.com / Kathy Crumley
Phone: 396-4805
Karhy.Crumley@
mtmc.org / Chris Campbell
Phone: 222-3628

Topic
Financial Information
Description

Lawson is the management system for Financial Information. Within Lawson, eBroadcast electronically distributes month-end reports (financial statements) that include year-to-date data. The Budget Variance electronic report indicates actual budget and variances. Reports are written in Lawson Report Writer, then published and distributed by eBroadcast.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individual listed below

After the meeting you will be able to:

1. Locate eBroadcast Forms and Budget Variance Reports

2. Understand the data that reflect variances that need adjustment

Prework

Obtain Lawson User Name and password. Follow links to Lawson Reference center then to Lawson User Request Form.

See Capital Purchasing, Check Requests for directions on obtaining a Lawson User Name and password.

Contact for Baptist / Contact for MTMC / Contact for Saint Thomas
Pearl Eakins
Phone: 396-4181
/ Gary Hearn
Phone: 222-5275

Topic
Human Resource Policies & Procedures
Description

Standardized Human Resource policies and procedures exist throughout STHS. These carefully crafted guidelines, policies, and procedures are accessible online and may be referenced at any time.

Learning Session

Format: Self-Review of Policies & Procedures

Time needed: Access and reference specific policies and procedures as needed

To access HR Policies:

· From your hospital intranet site, click on the STHS Compass in the top left corner of the page

· Click on “Human Resources” on the left-hand side

· Click on “Associate Resource Center”

· Click on “Policies and Procedures”

For any questions or issues concerning HR policies, contacts are listed below.

Contacts for Baptist, MTMC & Saint Thomas
Baptist / Title / Phone / e-mail
Martha Underwood / HR Director / 284-1329 /
Camille Calloway / HR Generalist / 284-4422 /
Jennifer Camilletti / HR Generalist / 284-2217 /
Saint Thomas
Cathy Childs / HR Director / 222-6959 /
Jan Brown / HR Generalist / 222-3130 /
Marilyn Gentzler / HR Generalist / 222-3461 /
MTMC
Carol Bragdon / HR Director / 396-4291 /
Matt Gilday / HR Generalist / 396-4289 /
STHS
Michelle Wilbert Kropog / HR Generalist / 284-6858 /
Topic
Joint Commission Documentation Requirements
Description

STHS has a web based product that allows hospitals to continually assess and report their compliance with JACHO standards. This tool is utilized by facilities to help promote continual survey readiness.

Learning Session

THIS LEARNING SESSION ONLY REQUIRED FOR CLINICAL LEADERS

Format: One-on-one meeting with Quality coordinator

Time needed: 1 hour

To schedule: Contact individuals listed below

After the meeting you will have a basic understanding of medical record compliance and audit expectations.

The following will also be covered:

· Understanding use and utilization of the Quantros database

· Access to the database

· Locating appropriate reviews needed for your specific units/areas

· Entering data into the database

· Writing reports for specific data sets

· Identifying contacts to assist with problems

Pre work

Prior to attending training, determine the associate for your area responsible for Joint Commission audits.

Contact for Baptist, MTMC & Saint Thomas

Pam Anderson

Phone: 284-7924

Topic
Mandatory Education & Training Assignments
Description

The Mandatory Education Training Assignments process describes how system-level required/mandatory training assignments are determined, implemented, and managed.

Learning Session

Format: Self Review of Mandatory Education & Training Assignments Policy and Forms

Time needed: Access and reference specific materials as needed

To access HR Policies:

· From your hospital intranet site, click on the STHS Compass in the top left corner of the page

· Click on “Human Resources” on the left-hand side

· Click on “Associate Resource Center”

· Click on “Policies and Procedures”

· Click on “Mandatory Education Requirements Policy and Forms”

Contact for Baptist, MTMC & Saint Thomas

Allysa Spinks

Phone: 222-6262

Topic
PeopleSoft (HRIS)
Description

Peoplesoft is the Human Resource Information System used by STHS to help manage and monitor the workforce. PeopleSoft insures the STHS workforce is compliant with regulatory requirements. It also assists in work area management and in maintaining accurate employment-related records.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individual listed below

At the meeting you will:

· Receive a tutorial on PeopleSoft that includes locating employee information and how to print PAF’s and PMF’s.

· Learn about the following:

Manage Direct Report

Manager Alert

Annual and Monthly Reports

Manager Alert Admin Setup

HRIS Request

HIPPA/Security

Prework

Obtain PeopleSoft username and password.

Username is your employee ID# with leading zeros for a total of 10 digits

Example: 0000987654 or 0001987654

Password is the last 4 digits of your Social Security Number

Contact for Baptist, MTMC & Saint Thomas

Pat Simmons

Phone: 222-5842

Topic
Performance Management Process System
Description

Performance Management is the STHS process for setting annual performance goals and evaluating associates’ performance. The online system, SuccessFactors, documents associates’ Performance Management information and forms.

Learning Session

Format: One-on-one meeting

Time needed: 1 hour

To schedule: Contact individuals listed below

After the meeting you should be able to:

1. Describe the Performance Management process for STHS

2. Use the Performance Management System, SuccessFactors, to:

Create or cascade goals to associates

Conduct 90-day evaluations

Conduct mid-year reviews and annual evaluations

Call Pilot is the phone system that Baptist Hospital and Saint Thomas Hospital use for phone and voicemail service. Meridian is the phone system that MTMC uses for phone and voicemail service.

Learning Session

Format: Online training through Hospital Intranet

Time needed: 30 minutes

To access:

For Saint Thomas

Go to CareNet, click on Messaging

Click Voice Mail Documentation, then click Detailed Documentation

For Baptist

Go to the BNEt, click on CareNet, click on Messaging

Click Voice Mail Documentation, then click Detailed Documentation

For MTMC

Go to the MTMC Intranet. Under Quick Documents, click Voice Mail Documentation

After reviewing the documentation you should be able to:

Set up your mailbox and personal verification

Change your password

Record a greeting

Contact for Baptist / Contact for MTMC / Contact for Saint Thomas
IS Service Desk
Phone: 284-7777 / IS Service Desk
Phone: 396-4184 / IS Service Desk
Phone: 222-4357
Topic
Purchasing
Description

Lawson is the management system for ordering and tracking purchases. It also supplies Vendor contract information.

Learning Session

Format: Instructor led class

Time needed: 1 hour

To schedule class: Contact individual listed below

After the class you should be able to:

1. Complete a Purchase Order or Requisition Order online

2. Track the status of a Purchase or Requisition Order

3. Understand the vendor policy

Prework

Obtain Lawson sign on and password.

See Capital Purchasing, Check Requests for directions on obtaining a Lawson User Name and password.

Contact for Baptist, MTMC & Saint Thomas

Roger Larkin

Phone: 222-3031

E-mail:

Topic
Recruitment Hiring Process
Description

STHS has a specific recruitment and hiring process. It includes obtaining approved positions, filling positions through the appropriate campus process, and working with elements such as sourcing, interviewing and targeted selection.

Learning Session

Format: One-on-one meeting

Time needed: 45 minutes

To schedule: Identify and contact the appropriate recruiter from those listed on the following page

At the meeting you will receive an overview of the STHS recruitment/hiring process and a preview of the elements involved. At the meeting you will also be encouraged to follow-up with the Targeted Selection Training which teaches skills needed to work with the recruitment/hiring process.

Prework

Complete Peoplesoft Training

Contacts for Baptist, MTMC & Saint Thomas

Recruitment staff is detailed on following page.

Topic
Recruitment / Hiring Process - continued
Saint Thomas / Title / Office / e-mail
Linda Irvin / HR Recruitment Supervisor / 222-6056 /
Barbara Wenk / HR Recruiter / 222-3910 /
Lisa Welch / HR Associate - Recruitment / 222-3634 /
Baptist
Charlene Scott / HR Recruiter / 222-3916 /
James German / HR Recruiter / 222-3953 /
Teresa Smith / HR Associate - Recruitment / 222-3626 /
MTMC
Erica Stokes / HR Recruiter / 396-4278 /
Brandy Ford / HR Recruitment Coordinator / 396-4916 /
STHS
Leslie Sinitiere Moore / HR Recruiter / 222-5465 /
Misty Matheson / HR Recruiter / 222-3328 /
Patrick Houseman / HR Assistant-Data entry / 222-3985 /
Topic
ReportXPress – Payroll System
Description

ReportXpress is a computer-based system that captures and controls information regarding staff payroll data. The system records the schedules and hours staff work, from which payroll is calculated. It allows managers to access reports tracking individuals’ hours worked by position in their cost centers.