1. CV Secretarial Staff Meeting 10:00 – 11:00 a.m. September 25 & 27, 2012 Gonda 5-104 Leighton Lecture Hall (Broadcast to SMH MB 4-510)

2. AGENDAAGENDA  Introduction of secretarial trainees  Teleworking  CV Division Med Sec Guidelines  Note Items  Introduction of secretarial trainees  Teleworking  CV Division Med Sec Guidelines  Note Items

3. IntroductionsIntroductions Laura Larson Laura Larson Katrinna Greentree Katrinna Greentree Laura Larson Laura Larson Katrinna Greentree Katrinna Greentree

4. TeleworkingTeleworking New opportunity New opportunity 60-day pilot 60-day pilot New opportunity New opportunity 60-day pilot 60-day pilot

5. Medical Secretary Guidelines Consistent guidelines across three work units Consistent guidelines across three work units Access document on CV web page Access document on CV web page Work in progress Work in progress Consistent guidelines across three work units Consistent guidelines across three work units Access document on CV web page Access document on CV web page Work in progress Work in progress

6. Medical Secretary Guidelines Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. Third working day absent, call Employee Health Services @ 284-3211 Third working day absent, call Employee Health Services @ 284-3211 Rest/meal breaks—take breaks away from work station Rest/meal breaks—take breaks away from work station Conduct personal business during lunch or rest breaks Conduct personal business during lunch or rest breaks Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. Third working day absent, call Employee Health Services @ 284-3211 Third working day absent, call Employee Health Services @ 284-3211 Rest/meal breaks—take breaks away from work station Rest/meal breaks—take breaks away from work station Conduct personal business during lunch or rest breaks Conduct personal business during lunch or rest breaks

7. Medical Secretary Guidelines Expectation to attend a minimum of one Mayo-sponsored class/year Expectation to attend a minimum of one Mayo-sponsored class/year All staff to assist with training of new employees/trainees All staff to assist with training of new employees/trainees Internet use for personal reasons to be limited to rest/lunch breaks (ideally away from work space) Internet use for personal reasons to be limited to rest/lunch breaks (ideally away from work space) Expectation to attend a minimum of one Mayo-sponsored class/year Expectation to attend a minimum of one Mayo-sponsored class/year All staff to assist with training of new employees/trainees All staff to assist with training of new employees/trainees Internet use for personal reasons to be limited to rest/lunch breaks (ideally away from work space) Internet use for personal reasons to be limited to rest/lunch breaks (ideally away from work space)

8. Medical Secretary Guidelines Cell phones should be on “silent” or off and put away Cell phones should be on “silent” or off and put away Limit texting to rest/meal breaks Limit texting to rest/meal breaks Telephone Service Essentials Telephone Service Essentials CV Division greeting CV Division greeting NP/PA address guideline NP/PA address guideline Outlook E-Mail Essentials Outlook E-Mail Essentials Cell phones should be on “silent” or off and put away Cell phones should be on “silent” or off and put away Limit texting to rest/meal breaks Limit texting to rest/meal breaks Telephone Service Essentials Telephone Service Essentials CV Division greeting CV Division greeting NP/PA address guideline NP/PA address guideline Outlook E-Mail Essentials Outlook E-Mail Essentials

9. Medical Secretary Guidelines PTO policy combines vacation, holiday, sick, and personal time into single balance PTO policy combines vacation, holiday, sick, and personal time into single balance Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLT Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLT Example—new employee: 12 days + 11 = 23 days or 7.08 p/pay period Example—new employee: 12 days + 11 = 23 days or 7.08 p/pay period Employees expected to use PTO for holidays and/or sick days Employees expected to use PTO for holidays and/or sick days PTO policy combines vacation, holiday, sick, and personal time into single balance PTO policy combines vacation, holiday, sick, and personal time into single balance Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLT Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLT Example—new employee: 12 days + 11 = 23 days or 7.08 p/pay period Example—new employee: 12 days + 11 = 23 days or 7.08 p/pay period Employees expected to use PTO for holidays and/or sick days Employees expected to use PTO for holidays and/or sick days

10. Medical Secretary Guidelines Impact of unpaid holidays to coworkers Impact of unpaid holidays to coworkers Work units may establish maximum number of paid or unpaid absences, including holidays, for a given year Work units may establish maximum number of paid or unpaid absences, including holidays, for a given year Impact of unpaid holidays to coworkers Impact of unpaid holidays to coworkers Work units may establish maximum number of paid or unpaid absences, including holidays, for a given year Work units may establish maximum number of paid or unpaid absences, including holidays, for a given year

11. Note Items February 13 is our go-live date for e- prescribing, phase I. Review online tutorial prior to this date and print off quick reference guide http://mayoweb.mayo.edu/mics- eop/education.html February 13 is our go-live date for e- prescribing, phase I. Review online tutorial prior to this date and print off quick reference guide http://mayoweb.mayo.edu/mics- eop/education.html http://mayoweb.mayo.edu/mics- eop/education.html http://mayoweb.mayo.edu/mics- eop/education.html Reminder to reassign, to yourself, the MICS InBox for the providers you support when provider away Reminder to reassign, to yourself, the MICS InBox for the providers you support when provider away February 13 is our go-live date for e- prescribing, phase I. Review online tutorial prior to this date and print off quick reference guide http://mayoweb.mayo.edu/mics- eop/education.html February 13 is our go-live date for e- prescribing, phase I. Review online tutorial prior to this date and print off quick reference guide http://mayoweb.mayo.edu/mics- eop/education.html http://mayoweb.mayo.edu/mics- eop/education.html http://mayoweb.mayo.edu/mics- eop/education.html Reminder to reassign, to yourself, the MICS InBox for the providers you support when provider away Reminder to reassign, to yourself, the MICS InBox for the providers you support when provider away