CV Secretarial Staff Meeting June 23, 2009 June 25, :00 – 11:00 a.m.

AGENDAAGENDA Outside Materials – Check-Out Desk Outside Materials – Check-Out Desk Holiday Time Off/Hours Holiday Time Off/Hours Centralized Transcription Centralized Transcription DVI Work Type Change DVI Work Type Change RN / NP Roster Reminders RN / NP Roster Reminders On-Call Schedule On-Call Schedule Confidentiality Reminder Confidentiality Reminder Outside Materials – Check-Out Desk Outside Materials – Check-Out Desk Holiday Time Off/Hours Holiday Time Off/Hours Centralized Transcription Centralized Transcription DVI Work Type Change DVI Work Type Change RN / NP Roster Reminders RN / NP Roster Reminders On-Call Schedule On-Call Schedule Confidentiality Reminder Confidentiality Reminder

Outside Materials Check-Out Desk – being piloted in Cardiovascular (Gonda 5, Corridor B) Check-Out Desk – being piloted in Cardiovascular (Gonda 5, Corridor B) Process update/change - discard faxed outside material instead of returning it – please refer to the minutes that were sent out from the recent institutional secretarial/desk monthly meeting Process update/change - discard faxed outside material instead of returning it – please refer to the minutes that were sent out from the recent institutional secretarial/desk monthly meeting Coming soon - outside materials will be entered in the MICS module Coming soon - outside materials will be entered in the MICS module Check-Out Desk – being piloted in Cardiovascular (Gonda 5, Corridor B) Check-Out Desk – being piloted in Cardiovascular (Gonda 5, Corridor B) Process update/change - discard faxed outside material instead of returning it – please refer to the minutes that were sent out from the recent institutional secretarial/desk monthly meeting Process update/change - discard faxed outside material instead of returning it – please refer to the minutes that were sent out from the recent institutional secretarial/desk monthly meeting Coming soon - outside materials will be entered in the MICS module Coming soon - outside materials will be entered in the MICS module

Holiday Time Off / Hours was forwarded to you regarding the adjusted holiday staffing for November 27, December 24, 28, 29, 30, and 31 for the institution. Additional information will be coming to guide us on how this will affect the CV Division. Note that it was stated at the end of the e- mail that if it is determined that you will need to be off any of these days, please make sure you have adequate PTO in your account. was forwarded to you regarding the adjusted holiday staffing for November 27, December 24, 28, 29, 30, and 31 for the institution. Additional information will be coming to guide us on how this will affect the CV Division. Note that it was stated at the end of the e- mail that if it is determined that you will need to be off any of these days, please make sure you have adequate PTO in your account.

TranscriptionTranscription You have heard the words “centralized transcription” if you attended the Town Hall meetings and a recent All Staff meeting. We were recently made aware that changes are coming rapidly within the institution and we should stay tuned.

DVI Work Type Change We will be re-instituting work type 18 for the CV Fellows’ initial consult and these will be typed by OSS with a potential start date of Monday, July 13, We will be re-instituting work type 18 for the CV Fellows’ initial consult and these will be typed by OSS with a potential start date of Monday, July 13, 2009.

RN/NP Roster Reminders There is a shorthand template available to use when sending an InBox message to the individual covering roster calls as they have been missing information (i.e. secretary’s phone number, name of the pharmacy, etc.). There is a shorthand template available to use when sending an InBox message to the individual covering roster calls as they have been missing information (i.e. secretary’s phone number, name of the pharmacy, etc.).

On-Call Schedule nController nController nController nController nController nController nController nController

ConfidentialityConfidentiality We were again reminded at the All Supervisor Meeting of the importance of patient confidentiality (a number of individuals no longer are employed by Mayo due to a breach in this policy) We were again reminded at the All Supervisor Meeting of the importance of patient confidentiality (a number of individuals no longer are employed by Mayo due to a breach in this policy) integrity/education06.html integrity/education06.html We were again reminded at the All Supervisor Meeting of the importance of patient confidentiality (a number of individuals no longer are employed by Mayo due to a breach in this policy) We were again reminded at the All Supervisor Meeting of the importance of patient confidentiality (a number of individuals no longer are employed by Mayo due to a breach in this policy) integrity/education06.html integrity/education06.html

Note Items Updated Policies Updated Policies Billing Reports (only 6 months back) Billing Reports (only 6 months back) Letter Turn Around Time (8 hours) Letter Turn Around Time (8 hours) Clinical Notes – “consult” and “SV” types (if patient returns within 30 days of initial visit, it should be coded as a subsequent visit; if patient returns after 30 days of initial visit, it should be coded as consult) Clinical Notes – “consult” and “SV” types (if patient returns within 30 days of initial visit, it should be coded as a subsequent visit; if patient returns after 30 days of initial visit, it should be coded as consult) Updated Policies Updated Policies Billing Reports (only 6 months back) Billing Reports (only 6 months back) Letter Turn Around Time (8 hours) Letter Turn Around Time (8 hours) Clinical Notes – “consult” and “SV” types (if patient returns within 30 days of initial visit, it should be coded as a subsequent visit; if patient returns after 30 days of initial visit, it should be coded as consult) Clinical Notes – “consult” and “SV” types (if patient returns within 30 days of initial visit, it should be coded as a subsequent visit; if patient returns after 30 days of initial visit, it should be coded as consult)

Note Items (con’t) Dr. Hayes is sending personal thank you notes to the referring providers. Some of these providers are calling to state that they have not received a timely summary letter from us and are calling to ask that we please send the patient’s records. Dr. Hayes is sending personal thank you notes to the referring providers. Some of these providers are calling to state that they have not received a timely summary letter from us and are calling to ask that we please send the patient’s records.