Coordinator Workshop 2/21/2017 - New Hire Processes and Documentation

Ms. Martin, our new Human Resources director joined us to introduce herself.  She is the the former HR Director for UNC Wilmington, and has now been with LSU for approximately 6 months.  She also introduced Jim Tofani, Terrilyn Cunningham and Nicole Kellum from her office.  She shared some of her goals, which are to automate PERs, increase employee interaction, improve customer service, further develop her HR team, and better show employee appreciation.

• New hires in New Innovations - coordinators can now begin entering new hires into New Innovations.  Imports from ERAS will be handled directly by the GME office.  A follow-up email was sent with more information for coordinators: Incoming House Officers - Actions Required Now
  
• Appointment Forms - Appointment forms are now available online in the GME Online Appointment Forms system.  All data should be checked on the form, and it should be signed and submitted to the GME office by March 31st.  Make any necessary corrections in New Innovations.  Changes will be reflected on appointment forms the following day.  Also, off-cycle house officers will be shown on appointment form twice, once at their current level and once for their promoted level.

• Spreadsheets - All spreadsheets are now available in the GME Online Appointment Forms system.  Spreadsheets should be signed and submitted to the GME Office by March 31st. 
  
  • Promotion Spreadsheet - Print, sign, and submit to GME office.
  • Transfer Spreadsheet - Only for residents transferring with a promotion.  Residents transferring between programs without a promotion should manually complete the Transfer Without Promotion Spreadsheet.
  • Termination Spreadsheet - House Officers who will be continuing as faculty need to be updated in New Innovations to ensure they are listed as continuing as faculty on this spreadsheet.  Contact Chris for assistance.
  • Off-Cycle Spreadsheet - All continuing off-cycle house officers will show up in the GME Online Appointment Forms on the "Off-Cycle & Exceptions" tab.  Print this page, sign, and submit to the GME Office.
    
    
• FY17-18 Malpractice Spreadsheet and Form – The Malpractice Spreadsheet is located int he GME Online Appointment Forms system on the "Appointments & Contracts" tab, using the link labeled "Download Malpractice Spreadsheet".  The Malpractice form is in the Knowledge Base under Malpractice Form.  It should be submitted to the GME Office by March 31st.

• LSBME Letters for Incoming and Contiuing HOs:  The LSBME letters are in the GME Online Appointment Forms for all continuing and incoming House Officers.  For any house officers who did not renew in January, their individual letters can be downloaded and submitted to the LSBME manually.  For the HOs who renewed in January, the LSBME has been fairly quick about granting those licenses, and many are now reflecting a 2018 expiration date.  Coordinators should still check to verify that all residents have a license before July 1st.

• New Hire Packet - The new hire packet is now available for completion by incoming House Officers.  The login information for new HOs, along with instructions for incoming HOs is available in the GME Online Appointment Forms system, on the "Newhire Documents" tab.  A Sample New Hire Packet was distributed, showing exactly what a completed new hire packet should look like.  Coordinators can refer to this packet when completing / checking new hire packets for completeness.  The sample includes highlighted areas to call attention to sections that the coordinator should verify or complete themselves.  Additionally, all signature locations are highlighted.  Additionally, some other samples were included for handling other scenarios, such as non-US citizens and house officers providing a passport for their I-9 document.

• Per 2: The auto-populated PER 2 is now available in the GME Online Appointment Forms system, on the "Newhire Documents" tab.  Additionally, a complete listing of all schools in the PER 2 dropdowns is now in the knowledge base (PER 2 School Code List), which can provide easier location of the codes which should be chosen.

• Other Facility Onboarding Packets:  Onboarding packets for UMCNO, Children's Hospital, VA, Woman's Hospital, UHC Lafayette/Lafayette General, Touro, West Jeff are all completed and will be auto-completed for incoming HOs.  We are still working on packets for Our Lady of the Lake, Our Lady of the Angels, and Baton Rouge General.  Additionally, for continuing HOs that need the packets, they may be downloaded from Facility Onboarding Resources in the Knowledge Base.

• Important Things to Remember and Additional Information
  • All names on the identification documents should match, and the SSN should be verified on all forms.
  • All forms should reflect the incoming HO's current legal name.  If person is currently undergoing a name change, the name as shown on the social security card should be used on all forms.
  • Do not hold up New Hire Packets for house officers who do not yet have a local bank account.  State that on the direct deposit form and submit the packet to the GME Office.  If the house officer does not submit direct deposit information, the Payroll office will contact the HO.
  • For house officers completing their program, if the house officer is not changing addresses, do not submit a change-of-address form to Human Resources.  Address changes are still a manual process, and submitting an unneeded form causes unnecessary work.
  • Facility onboarding packets should be sent from the program directly to the facility, except for VA packets which need to be sent to the GME office.
  • The VA will be doing fingerprinting at Licensing Day.  Existing residents who need to complete VA fingerprinting may come to do it then.  Contact Yolanda for more information.
  • House officers attending licensing day will complete the majority of their new hire paperwork.  The new hire packet and appointment packet will all be checked for completeness and held by the GME Office.  The packet will be sent from the GME office to the coordinator.
  • Appointment packets will be printed for all LSU-matched residents.  Packets for residents who did not attend licensing day will also be given to the coordinators.
  • All forms submitted with the New Hire Packet and Appointment Packet should be printed single-sided only.  Once received by the GME Office and Human Resources, the packets are split up and documents get routed to multiple locations.  Double-sided forms cause headaches for everyone involved.

• LSUHSC Orientation - June 27, 2017
  See GME Onboarding Day for additional details.
• EPIC Training - June 28-29, 2017
  See EPIC Training for additional details.
• UMCNO Orientation - June 30, 2017
  See LCMC Hospitals: Orientation for additional details.