Work Hour Hotline

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504-599-1161

Continuing House Officer Appointment Instructions

DOCUMENTS FOR CONTINUING HOUSE OFFICERS

DO NOT SUBMIT INSTRUCTION SHEET WITH DOCUMENTS

Note: If House Officer is continuing but not promoting July 1, all applicable documents noted below are required for July 1 appointment, except Off-Cycle PER 3s. PER 3 can be submitted at beginning of the Academic Year or at least a month before the Off-cycle promotion. At least one month before the off-cycle promotion, an updated signed House Officer Agreement of Appointment MUST BE SUBMITTED.

For Malpractice purposes and Health Science Center Policy, Residents/Fellows are NOT allowed to begin or continue training without valid Medical License/Intern Card/GETP, or other State Board of Medical Examiners licensing approval. There are NO EXCEPTIONS.

DOCUMENTS TO BE SUBMITTED

1. Academic Year Appointment Packet:
a. Health Requirements-Only Missing or Expired Documents Form
b. Annual TB Test
c. House Officer Agreement of Appointment (Contract)

d. Driver Safety Form and License

2. Submit signed, Appointment Form, (Includes Off-cycle House Officers that are continuing and NOT terminating June 30 and not promoting July; Auto populated form on Academic Year Appointment Site).

3. Submit signed House Officer Promotion spreadsheet listing House Officers promoting to the next level on July 1 (Auto populated form on Academic Year Appointment Site).

4. Submit signed, Off-Cycle House Officers Spreadsheet listing Off-Cycle House Officers continuing but not promoting July 1 and House Officers terminating after June 30—terminate during the Academic Year. (include House Officers terminating any day in July too; Auto populated form on Academic Year Appointment Site)

5. Submit PER 3 to promote to next level only for Military Paid House Officers, and for House Officers changing House Officer Level but not promoting. (PER 3s ARE NOT required for July 1 promotions for House Officer 2 - House Officer 10 – Residents and Fellows. PER 3s for Off-Cycle House Officers can be submitted at the beginning of the Academic Year or at least a month before the off-cycle promotion or termination date. PER 3 is required if the House Officer is changing House Officer Level, but not promoting e.g. change from Ho 2 to HO 1).

6. Submit DS2019 (for Foreign Medical Graduates with J-1 Visa). – needed every year.

7. ECFMG Certificate or Re-Validation Letter (if applicable), must have valid expiration date for continuing date or valid Indefinitely

8. Submit Malpractice Spreadsheet to Cynthia Scott. (auto-populated form on the Academic Year Appointment Site)

9. Submit updated GME Data Sheet – Only if the House Officer was on LOA during the previous Academic Year. LOA dates must be included on GME Data Sheet

10. LSBME Licensing Spreadsheet - including Program Director Letter, Check, and CME CDS Certificate. (auto-populated forms on the Academic Year Appointment Site)

DOCUMENTS TO BE SUBMITTED TO OUTSIDE AGENCY

VA forms (If applicable) – See VA Onboarding Instructions

REVIEW AND UPDATE
1. Update LA Medical License/Intern Card/PGY 2/GETP/Other permits Expiration Date in New Innovations.
2. Review/Update Biographical, Medical School, Internship, Residency, Fellowship, and Leave of Absence data in New Innovations.

Discounts & Benefits

LSU Health Sciences Center's employees can enjoy many benefits offered by the services located within the Health Sciences Center. These benefits include: the Credit Union, direct deposit, savings bonds and pre-tax parking offered through payroll, the Eye Center, Faculty Dental Practice, START, employee educational privileges, student travel accident insurance, and many other discounts. For more information on any of these benefits, please use the following links.

LSU House Officer Benefits

Payroll

House Officers are paid twice a month. House Officers receive their first check, which includes the first 15 days of the month, on the 15th of the month. If the 15th of the month is a weekend or a Bank Holiday, House Officers will receive their check on the last working day before the weekend or Bank Holiday. House Officers receive their second check for the month, which includes the remainder of days in the month beginning with the 16th of the month through the last day of the month, on the last day of the month. If the last day of the month is a weekend or a Bank Holiday, House Officers will receive their check on the last working day of the month before the weekend or Bank Holiday. House Officer payroll run dates and Paydays are included in the Payroll Calendar.

House Officer Payroll

House Officer Payroll includes the following to be completed by Program Administrators:

Enter House Officer payroll Schedules in PeopleSoft-Resident Scheduler
1. After schedules are entered, check Unassigned/Under-Assigned option in Resident Scheduler
  1. if names appear, they are not scheduled for the date range entered in the search
    1. Select Detail for the dates and/or percent of effort the House Officers are not scheduled for in the date range
  2. If no names appear, the House Officers are scheduled for the date range entered in the search
Run and submit 2 reports to the GME Office
1. The Beginning of the Month Report (BOM)
  1. Before the beginning of the Month, and after confirming that all house officers are scheduled for the month, Program Administrator runs the BOM report.
    1. Program Administrator reviews the BOM Report - if everything is correct:
      1. Program Administrator signs the report and submits the report to the GME Office. Report can be scanned and emailed
    2. Program Administrator reviews the BOM Report - if corrections are needed
      1. Program Administrator makes the correction then signs the report and submits the report to the GME Office. Report can be scanned and emailed.
2. The End of the Month Report (EOM)
  1. The EOM report can only run after payroll has processed and completed for the last payroll of the month - see run date on payroll calendar
    1. Program Administrator runs the report, reviews the report
      1. if leave is not included for house officers, program Administrator writes in the leave
      2. Program Administrator sends the EOM Report to all House Officers
        All House Officers must certify their time on the EOM report and respond if there are any corrections before the EOM Report is sent to the GME Office
        House Officers certify their time on the EOM Report: house officers can sign the report with wet signature, or with Adobe Sign; house officers can respond to the email that included the report, (by stating they approve or they don't approve or reject the information and explain the correction needed); or house officers can certify by using any other GME Approved certification option.
        Program Administrator writes any corrections noted by house officers on the EOM Report and submits the report to the GME Office. Report with all house officer signatures/responses and cover signature page signed can be scanned and sent by email.
        If all house officer signatures or responses are not received by the due date, Program Administrator can submit the report to the GME Office but Program Administrator MUST follow-up and send the missing house officer signatures/responses to the GME Office before the next EOM Report is due.
3. Change in Source of Funds (CSOF)
  1. If the correction on the EOM Report changes the combo code/account number, an electronic retroactive Change in Source of Funds (CSOF) must be submitted at the time the EOM report is sent to the GME Office. See CSOF Training Guide.

HR Employee Self Service

House Officer Pay Scale

Long Term Disability

The LSU GME office provides Long Term Disability insurance through The Standard for all active House Officers. Long Term Disability Insurance pays you a portion of your earnings if you cannot work because of a disabling illness or injury.

Worker's Compensation

If a serious injury occurs on the job, your department must notify Human Resource Management immediately.

For more information, please contact Tasha Treuil, Human Resource Management 433 Bolivar Street, Room 608, New Orleans, LA 70112, 504-568-7780, ttreui@lsuhsc.edu

HOUSE OFFICER MANUAL

For a complete listing of important LSU School of Medicine policies & procedures, reference your House Officer Manual or visit: http://lsuh.sc/mshomanual.

Needle Stick Protocol

Should a needle stick/exposure incident occur, do the following:

1) Needlestick: First Fill card: Click here

2) Report IMMEDIATELY to the ER for evaluation. Follow any guidelines/protocols for the individual clinical site.

LSUHSC Workers' Compensation Procedure:

1) Report the Incident: Immediately notify your supervising faculty and/or training program director of the incident.

2) Submit your Claim: The DA 2000 form can be accessed online and reported using the EH&S SafetyStratus Reporting Webpage. The link to the EH&S SafetyStratus Reporting Webpage is LSUHSC Worker's Compensation. Complete the DA1973 form and then emaiil a scanned copy to the HRM Department at workerscomp@lsuhsc.edu. Complete reporting templates with as much information as possible. DO NOT DELAY SUBMISSION of these templates if you do not have all pieces of requested information. All incidents should be reported within five calendar days.

3) Case Review: The HR team will initiate the claims proceess with the Sedgwick Claims Team.

Sedgwick Claims Management Services is the designated third-party administrator for workers' compensation claims. Following an on-the-job injury, be advised you may be contacted via phone/email by a member of the Sedgwick Claims Processing Team to provide additional information relative to your claim.

4) Should you have questions or need additional guidance, you should contact Human Resources at workerscomp@lsuhsc.edu .

Additional guidance on the worker’s compensation process is available at LSUHSC Workers' Compensation

Additional guidance on the incident and accident reporting process is available at http://www.lsuhsc.edu/admin/pfm/ehs/iaform.aspx

GCEP Modules

GME Competency Education Platform (GCEP)

The American Medical Association has created a series of GME competency modules for residents and fellows to complete. These modules are an integral part of the educational component of your residency/fellowship with LSU School of Medicine and are to be completed during your first, second, and third year of training. Completion of these modules is MANDATORY for promotion to the next house officer level and graduation. For more information, visit the American Medical Association's GME Competency Education Program website.

Information about the modules and how to log in can be found under the Core Curriculum section.

EQuIP - Quality & Safety

The Enhancing Quality Improvement for Patients (EQuIP) program at the LSU School of Medicine is an institution-wide initiative designed to engage residents and fellows in systems-based quality improvement programs at participating clinical training sites.

For more information, visit the EQuIP site.

New Innovations

New Innovations is the software package chosen by the Office of Graduate Medical Education to collect and maintain resident records for ACGME accreditation and compliance purposes. To comply with institutional policies, all House Officers must record daily duty hours within New Innovations. Additionally, many departments require the use of New Innovations for completion of evaluations, recording of case and procedure logs, and scheduling & tracking of events at which attendance is required.

Logging in to New Innovations

How To Log Work Hours

How to Log Procedures

Getting Help with New Innovations

Computer Support

Help Desk

504-568-HELP (4357) / helpdesk@lsuhsc.edu
OPEN Monday - Friday / 8AM - 5PM
After-hours calls are handled by on-call personnel 24 hours a day.

Pagers

The GME Office provides pagers to all LSUHSC New Orleans House Officers with service in Louisiana and Mississippi. The pager unit rental and monthly service fees are paid by the GME Office. Each House Officer is responsible for their assigned pager. There is a $55.20 fee for lost pagers, but broken pagers can be replaced at no cost.

See Pager Manuals or Pager Resources for more information, or contact GME Manager, Sara Blakemore

House Staff Association

OUR MISSION: The House Staff Association's mission is to advocate for the House Staff – both residents & fellows

WHAT WE DO: We fight for your rights & ensure that the House Staff are represented in institutional decisions

WHAT YOU CAN DO: Join the cause by attending the quarterly meetings & by contacting us with any problems or suggestions

CONTACTS US: Presidents - Dr. DiGiorgio and Dr. Hudson

Libraries

John P. Isché Library

433 Bolivar Street, New Orleans, Louisiana
504-568-6100

Dental School Library

1100 Florida Ave., New Orleans, Louisiana
504-941-8158

Visit http://www.lsuhsc.edu/library/resources/help.aspx for more information.

Electronic Resources – www.lsuhsc.edu/library

E-books, E-Journals, Online Point-of-Care & multiple additional online resources are available FREE of charge with your LSU login ID.

Wellness Resources

ACGME AWARE

ACGME Physician Well-Being

ACGME Physician Well-Being Webinars

LSUHSC Campus Assistance Program

Resources for Preventing Burnout

LSUHSC Wellness Krewe

Campus Assistance Program

The mission of the LSUHSC Campus Assistance Program (CAP) is to support the mental, emotional, and physical well-being of students, faculty, staff, and immediate family members in order to promote the overall health and effectiveness of the LSUHSC-NO community.

The Campus Assistance Program is a free service provided by LSU Health Sciences Center at New Orleans to assist faculty, staff, residents, students and their immediate family members in resolving personal, academic or work related problems. Faculty, staff or residents who are enrolled or employed with LSUHSC-NO programs in other cities are also eligible for CAP services.

LSUHSC-NO recognizes that everyone, at sometime, needs a “helping hand” or assistance. Whether you have a simple or a complex problem, the Campus Assistance Program can help.

A counselor is on call 24 hours a day to assist in time of crisis. If you feel you have an emergency or need immediate assistance at any time, contact the counselor on call by following the instructions on the main line (504) 568-8888.

LSUHSC Campus Assistance Website

Campus Maps

Interactive LSU Downtown Campus Map

Interactive LSU School of Dentistry Map

Interactive UMCNO Shuttle Map

UMCNO Day Shuttle Route

UMCNO Evening Shuttle Route

Parking Services

For information on parking, visit: http://www.lsuhsc.edu/administration/ae/parking.aspx

OSHA Required Mask Fit Testing

ALL LSU House Staff MUST be properly fitted ANNUALLY for an N-95 Respirator Mask, per the Occupational Safety and Health Act of 1970.

Importance of well-fitting respirators:

Tight-fitting respirators cannot provide proper protection without a tight seal between the facepiece and the wearer's face. Consequently, beards and other facial hair, the absence of normally worn dentures, facial deformities, or jewelry or headgear that projects under the facepiece seal can also seriously affect the fit of a facepiece. To ensure proper respiratory protection, check the facepiece each time you wear the respirator. You can do this by performing either a positive-pressure or negative-pressure user seal check. Detailed instructions for performing these user seal checks are in Appendix B-1 of the OSHA respiratory protection standard.

Questions about annual OSHA-required mask fit testing? Visit the following resource:

Mask Fit Testing Resources - OSHA Standards.pdf

Research Opportunities

House Officer Research Opportunities

Licensure

Medical Licenses

DEA Numbers

Louisiana Medicaid Provider Number

National Provider Identifier (NPI)

Medicare / PECOS Enrollment

Recent Notices

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