FTE Spreadsheets Overview

The purpose of the FTE Spreadsheet is to provide the allocations for a resident/fellows time at the contracted hospitals. However, it also is used in other ways. The FTE spreadsheet is used for the following:  Provides the rotation percentages used for the billing module in New Innovations.  Provides an accurate resident percentage to the billed hospitals.  Provides the FTE detail that Finance and Legal use to create the contracts with the hospitals (the FTE percentages are used to calculate all costs associated with each resident/fellow).  The FTE percentages will be used in your department Comprehensive Position List (CPL). This will determine your resident budget and what account line is used to pay for their salaries, benefits, etc.  The FTE percentages will be used by the Deans office for various reports/purposes.  The FTE spreadsheet will ensure the contracted hospitals are receiving the correct and agreed amount of resident/fellow time.

Calculating Percentages The rotation percentages must be an accurate reflection of the residents’ assigned time at the assigned training location (hospital). It can be a “best estimate”; however, it can not be a guess or a percent calculation used so a program can meet the contracted resident time total for a hospital. Determining the Percentages Work with the program director and program coordinator to determine the rotation and/or continuity clinic days and the location (who is paying) of the rotation/continuity clinic.  Examples:  Resident will spend all days at UMC. Therefore, this rotation is 100% UMC.  Resident will spend 2 half days in four weeks at UMC for Continuity Clinic and the rest of the time (5 day weekly schedule-40 hours per week) at the VA.  2 half UMC = 8 hours  4 40 hours per week = 160 hours  VA time = 160 hours – 8 hours = 152 hours; 152/160 =95%  UMC (Continuity Clinic) time = 8/160 = 5%

Things to Remember:  As each rotation may be different (hours on rotation, weekends are included, Call or coverage is expected on the rotation), please work with the program director to obtain these details as this may affect the percentages for those rotations that have more than one location assigned to the rotation.  Do not guess! Make the best attempt at determining the rotation time expectations for those rotations that have splits. (Yes, there are variables, but try to determine what the average expectation of time is required for the rotation.)  The FTE spreadsheet is used to show the location and time a resident spends at the training locations. The resident logs their training time into their Duty Hours in New Innovations. If the paying hospital reviews the Duty Hours report and finds inconsistency with what the resident is logging and what they are being charged (FTE percentages) there will be a problem and will delay their payment to UNSOM.  Our hospital partners rely on UNSOM for submitting accurate billing, having updated resident information inputted into NI, and timely invoicing. A delay from your program in providing accurate information results in a delay in payment to UNSOM as well it may affect the CMS reimbursements for our hospital partner.

New Innovations Training  All programs are strongly encouraged to allot $150 in their budget for the New Innovations Webinar training modules.  The webinar training modules allows all staff (in the assigned program) to have access to all of the webinars that New Innovations offers. Having access to the additional training is vital as your program may experience a new program director, new program coordinator, etc, and there are continuous updates that need further review.  Overall, the minimal fee is greatly less than the cost of hiring New Innovations trainers to come out to UNSOM or to send others to off-site training.