TIMETREX What Now??

Welcome TimeTrex Users You have a very important role in the TimeTrex process. Your time is used to calculate UNC Hospitals’ and UNC P&A’s cost report amounts for physician and transplant costs.

What does TimeTrex represent???

TimeTrex is a survey of one week of your time every month. This week is supposed to be representative of your entire month. Medicare requires hospitals to rotate weeks so that different weeks are represented each year.

The time you report for the weeks we survey is used to impute your time for the entire year. A calculation is made of your % of clinical time for UNC P&A and the % of admin time for hospital cost.

Using your time percentage and your salary data UNC P&A and UNC Hospitals Reimbursement calculate the reimbursable costs from Medicare (Hospital Only) and Medicaid (Hospital and UNC P&A).

Common Questions: When should I choose another week to do my time? What do I do if I am out all month? Why do you ask if I am on paid or unpaid leave if I am out for the entire month? Why can’t I count “On Call” time?

When should I choose another week to do my time? If you are out more than two days for paid or unpaid leave in the assigned time collection week, you need to choose a different week to collect time. The reason for this is that the collection week is supposed to be representative of your entire month. If you are out more than two days you are missing a large amount of time for that month. You can choose a different week by answering question #3 yes and using the drop down box to confirm the alternate week.

What do I do if I am out all month and why do you ask if I am on paid or unpaid leave?

Occasionally a TimeTrex participant is out all month for a number of reasons including illness, vacation, mission trips, sabbaticals, etc. If a participant is paid for 12 full months even though they are on leave for an entire month that entire year’s time must be listed for that person. By responding “yes” to question #2 you are telling us you were on paid leave for the entire month. No additional entries are needed, just print and sign.

If you are on unpaid leave for the entire month there is no reason to list any hours on the assigned time collection week. You will be paid for 11 months of salary and you will have 11 months of time in the system. These types of time sheets do not have to be signed since they represent no real time.

Why can’t I count “On Call time?

“On call” time is defined as time where the participant is not in the Hospital performing duties but away from the hospital and required to call or come in when summoned. Medicare does not consider “on call” time as work time and it is not included in the TimeTrex system. If a participant was called into the hospital during “on call” time then that time is counted.

Other Questions of Interest

Why do I have to sign my time sheet? You are required to sign your time sheet because you are attesting to the accuracy and authenticity of the time record. The TimeTrex confirmation reads: “I certify that this time study reflects a reasonably true and accurate record of my time during the period indicated.” Medicare/Medicaid requires this for audit purposes.

How do I know what to put on each line? We will start by looking at a time sheet.

You will notice that each line has a short description next to the line numbers

If you click on the short description a dialog box will appear that will explain what the line represents.

There is a dialog box for each line on the TimeTrex sheet.

What does finalize and save without finalizing mean? Finalizing means that you are done with the time sheet input and are ready to sign the sheet. Once you finalize your time sheet you can not make any further changes without reopening the sheet which requires your CADA’s or Reimbursement’s help. Save without finalizing means that you would like to go back into the time sheet and make additional changes later but you are finished for now.

Why can’t I do all of my time sheets for the year at once? Since time sheets are supposed to represent actual time you are not allowed to complete the time sheets ahead of time. Also you can not do a time sheet for the fourth week of the month on the first week of the month. Time sheets in the system are time and date stamped so it would be obvious that you completed the time study before the time had occurred.

What do I do to correct a time study I have already submitted? Errors happen and they need to be corrected. Your CADA or our reimbursement staff can reopen a previously submitted time study so that it can be corrected. Please write in the notes section of the time study that this is a revised time study. That way we will know which one is the corrected version.

Additional Questions????

Thank you for your support of the TimeTrex system. Please feel free to call us at anytime with questions: Susan Turner Roberta Byrd