39
Integrated Business Unit (IBU) College of Medicine 10/7/2013 DRAFT Monthly Open Forum
Integrated Business Unit (IBU)
College of Medicine 10/7/2013
DRAFT
Monthly Open Forum
Agenda
2
DRAFT
• Welcome & Introductions – Roxie Allison
• Updates on Overall COM IBU Implementation
• Overall updates – Roxie Allison • Sponsored Research Administration IBU – Laura Davis • Surgical IBU – Matt Hill • Hospital Based Department IBU – Rhonda Sewell • Medical IBU – Joe Allard • Basic Sciences/Centers IBU – Mary Burr
• Basic Science/Centers survey results – Catie Lasley
• Next Steps
• Questions, Answers & Feedback
• Resources
IBU Advisory Board
Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.
FUN
CTIO
NS/
Advi
sory
Com
mitt
ees
Dean, College of Medicine Frederick C. de Beer, M.D.
Human Resources/ Payroll
Finance/ Procurement
Billing/ Charge Capture/ Revenue Enhancement
Clinical Departments
Surgical
Anesth ENT
Neurol Neuros OB/Gyn Ophthal Ortho PM&R
Surgery
Medical
Family & Community
Medicine
Internal Medicine
Pediatrics
Psychiatry
Service/ Hospital-
based
Pathology
Radiation Medicine
Radiology
Emergency Medicine
Sponsored Research Administration
Pre-award Post-award
Clinical Research
UKHC IBU Executive Steering
Committee
UK College of Medicine – IBU Structure
Basic Sciences/ Centers/Admin Units
Anatomy Behavioral
Science Biochemistry
M&I Pharmacolog
y Physiology Toxicology
Aging CDAR CVRC GCNS
Markey (research/ academic
only) SCoBIRC
AHEC Administration
CECentral GME OME ORCH RPLP
Telecare
FUN
CTIO
NS/
Advi
sory
Com
mitt
ees
Human Resources/ Payroll
Finance/ Procurement
Billing/ Charge Capture/ Revenue Enhancement
Clinical Departments
Sponsored Research Administration
Surgical Medical Service/Hospital based
Surgical Medical Service/Hospital based
Surgical Medical Service/Hospital based
Pre-award Post-award
Clinical Research
IBU Advisory Board
Integrated Business Units Executive Sponsor: Jay Zwischenberger, M.D.
Dean, College of Medicine Frederick C. de Beer, M.D.
UKHC IBU Executive Steering
Committee
UK College of Medicine – IBU Structure
Basic Sciences/ Centers/Admin Units
Basic Sciences/Centers & Admin Units
Basic Sciences/Centers
& Admin Units
5
DRAFT
Overall College of Medicine IBU: Update Since Last Open Forum
6
DRAFT Update - Overall COM IBU Implementation
• HR hosted application session – 9/10/13 • IBU Executive Steering Committee meeting –9/11/13
– Progress on open encounters, Kronos access – Long term coder strategy for ICD-10 preparedness – Functional advisory committee updates
• Held Medical IBU – Billing/Manager specific open forums – 9/11 & 9/12
• Conducted survey of Basic Science/Centers - 9/17/13 – 10/1/13
7
DRAFT Update - Overall COM IBU Implementation
• IBU Executive Steering Committee meeting – 9/25/13 – Reviewed and approved Medical IBU Finance/Procurement/HR /Payroll
proposal
– Discussed funding options
– Phase 1 project summary development
• Staff meetings for employees potentially impacted by the Medical IBU – 10/2/13 & 10/3/13
• Emailed all College staff to share information on Medical IBU Finance/Procurement/HR/Payroll job openings (10/4)
New Research Administration Organizational Relationships - COM
UK
UKHCEVP & CEO VPR Provost
Compliance
Controller
OSPA
CSC
SPA
COM
Current clinical research activities
ORI CCTS
Pre-Award
Post-Award
Clinical Research
PIs
IBU
Update – Sponsored Research Administration IBU
8
Update – Sponsored Research Administration IBU
9
• The Pre-Award unit opened on October 1, 2013
• Updated names of proposal development staff to Grant Proposal Specialists
Pre-Award Unit Name Position
Marcia Ballard Senior Grant Proposal Specialist
John Blevins Senior Grant Proposal Specialist
Susan Stark Senior Grant Proposal Specialist
Jane Bruno Grant Proposal Specialist
Stacey Carter Grant Proposal Specialist
Mariann Forsythe Grant Proposal Specialist
Sally Grasch Grant Proposal Specialist
Paula Heron Grant Proposal Specialist
Update – Sponsored Research Administration IBU
10
• Update on Post-Award hiring process
– Post-Award hiring is complete
• Post-Award unit opened on October 1, 2013
Post-Award Unit Name Position
Merna Brown Account Reconciler Lead
Julie Combs Account Reconciler Lead
Brenda Silvestri Account Reconciler Lead
Identified, TBA Account Reconciler Lead
Melissa Jones Account Reconciler
Identified, TBA Analyst
In Progress Analyst
Update – Sponsored Research Administration IBU
11
• Other updates
– Review of SOPs complete
– Moved into new offices
• Other upcoming events
– Communications/meetings with department administrators and faculty members, as well as collection of feedback via e-mail or an input site, to gather comments and suggestions for Sponsored Research Administration IBU
– Monthly meetings with OSPA/Research accounting
Update – Sponsored Research Administration IBU
12
Clinical Research Task Force
• Kicked-off September 9, 2013
– Has met twice so far
• What has been accomplished
– Overview of Task Force goals
– Appointment of Task Force Co-leads: Laura Davis and Connie Dampier
– Currently reviewing process flows and SOPs from all units
• Next Steps include:
– Determining activities in/out
– Developing SOPs
– Developing roles and responsibilities
• The Clinical Research Administration unit is slated to open in January, 2014
Clinical Research Task Force Member Position/Department Laura Davis Sponsored Research Administration IBU Manager
Christy Anderson COM Assistant Dean, Research Operations Department Administrator, Physiology and Microbiology
Marietta Barton Baxter Clinical Administrator, Center for Clinical and Translational Science
Susie Bishop Administrative Staff Officer, Internal Medicine - Allergy
John Blevins COM College Grants Officer
Darin Cecil Administrative Staff Officer, Cardiovascular Research Center
Patty Coleman Administrative Staff Officer, Center for Clinical and Translational Science
Connie Dampier Research Protocol Manager, Cardiothoracic Surgery
Kelly Davis Research Project Administrator, OSPA
Sylvia Nicholson Research Protocol Manager, Internal Medicine - Gastroenterology
Beth Plummer Research Protocol Manager, Internal Medicine - Infectious
Susan Revo Research Protocol Manager, Neuroscience
Anna Rockich Surgery Research Director, General Surgery
Rebecca Scott Clinical Research Fiscal Compliance Coordinator - UKHC
Jennifer Thompson Administrative Research Assistant, Pediatrics
Jeff Toliver Research Project Administrator, OSPA
Nathan Vanderford Deputy Director of Research, Markey Cancer Center
Update – Sponsored Research Administration IBU
13
Update – Surgical IBU
14
DRAFT
• Faculty sponsor – Dr. Zwischenberger
• Administrative lead – Rebecca Napier
• Manager – Matt Hill
Current focus:
• Developing performance dashboards
• Finalizing Service Level Agreements (performance agreements between IBU & serviced departments)
• Refining standard operating procedures (SOPs)
Update – Hospital/Service Based IBU
15
DRAFT
• Faculty sponsor– Roger Humphries, MD • Administrative lead – Rhonda Sewell • Steering Committee members: Dr. Humphries, Dr. Jennings, Dr.
Randall, Dr. Oates, Dr. Kudrimoti, Lisa Disponett, Denise Quandt, Susan Durachta, Sandi Jaros, Rhonda Sewell
• Implementation Committee members: Rhonda Sewell, Sandi Jaros, Denise Quandt, Susan Durachta, Lisa Disponett, Les Karenbauer, Ella Muhovic & Jeanne Hurak & other Subject Matter Experts on an as-needed basis
Service/Hospital-Based IBU Structure
8/7/2013 16
Service/Hospital-based IBU Steering Committee
HIBU Administrative
Lead
Emergency Medicine Coder Principal
Coder Senior Coder Associates (3)
Pathology
Coder Principal Coder Associate
Radiation Medicine
Coder Principal
Radiology
Coder Associates (6)
All Departments Finance/AP Lead Finance/AP (5)
All Departments HR/Payroll Lead HR/Payroll (2)
Finance/AP/ HR/Payroll
Billing
Update – Hospital/Service Based IBU
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DRAFT
• Overview of structure/positions
– Total of 23 FTEs
• HR/Payroll 3 FTEs (including 1 HR/Payroll lead)
• Travel 2 FTEs
• Finance/Procurement 4 FTEs (including 1 Finance/Procurement/Travel lead)
• Billing & coding 14 FTEs
• Updates on selection process continually updated on IBU website at http://med.uky.edu/posting-updates
• Anticipate opening Hospital/Service Based IBU December 12, 2013
Update – Hospital/Service Based IBU
18
DRAFT
• HR/Payroll Lead position - 1 FTE to be filled
– Current hiring status: screening completed – interviews in process
– Reviewed all qualifying applicants (39 unique applicants)
– Completed phone screens with top 7 applicants
– In person interviews will begin this week
• Finance/Procurement Lead – 1 FTE to be filled
– Current hiring status: screening completed – interviews in process
– Reviewed all qualifying applicants (28 unique applicants)
– Completed phone screens with top 6 applicants
– In person interviews will begin this week
Update – Hospital/Service Based IBU
19
DRAFT
• Billing/Coding positions – 14 FTEs to be filled
– Current hiring status: candidates referred – screening in progress
– Reviewed all qualifying applicants (44 unique applicants)
– Began phone screens last week
– In person interviews will begin this week
• HR/Payroll positions – 2 FTEs to be filled
– Current hiring status: candidates referred – screening in progress
– Reviewed all qualifying applicants (102 unique applicants)
– Began phone screens last week
– Will complete this search after selecting HR/Payroll Lead candidate
Update – Hospital/Service Based IBU
20
DRAFT
• Travel positions – 2 FTEs to be filled
– Current hiring status: candidates referred – screening in progress
– Reviewed all qualifying applicants (40 unique applicants)
– Began phone screens last week
– Will complete this search after selecting Finance Lead candidate
• Finance/Procurement positions – 3 FTEs to be filled
– Current hiring status: candidates referred – screening in progress
– Reviewed all qualifying applicants (37 unique applicants)
– Began phone screens last week
– Will complete this search after selecting Finance Lead candidate
Update – Medical IBU
21
DRAFT
• Faculty sponsor – Dr. Wallace • Administrative lead – Joe Allard • Steering Committee members: Dr. Hays, Dr. Moliterno, Dr.
Wallace, Dr. Pearce • Implementation Committee members: Joe Allard, Roxie Allison,
Jenny Dusso, Rania Burke, Marti Sale, Matt Horn, Teri Walters, Jenell Johnson
Update – Medical IBU
22
DRAFT
IBU Functions Determined “In” • Finance: Travel arrangements, reimbursement & reporting;
account reconciliation, account audits, financial statement preparation, procard editing, RFPs, PRDs, JVs, cash/check transmittal, purchase orders
• Human Resources: Kronos, SAP payroll transactions, HR
posting/Online Employment System requisitions, salary recommendations, PARs, FTE changes, PE coordination, reporting relationship maintenance, personnel file maintenance
• Billing & Coding: chart & report chart abstraction, revenue cycle
management, auditing & compliance, pre-certification, pre-authorization
Update – Medical IBU
23
DRAFT
Medical IBU
Steering Committee
IBU
Manager
HR/Payroll
Staff
Finance/AP
Staff
Joe Allard
Finance/AP/ HR/Payroll
Billing
IBU
Manager
Billing Staff
Roxie Allison
Governance Structure
Update – Medical IBU Finance/Procurement/HR/Payroll Proposal
24
DRAFT
25
DRAFT
Medical IBU – Billing Staffing Proposal
Update – Medical IBU
26
DRAFT
Business Operations (Finance/ Procurement /HR/Payroll) - 13 FTEs
• Business Operations Manager (1 FTE)
• HR/Payroll functions
– Admin. Services Assistant (3 FTEs)
• Travel functions
– Admin. Support Assoc. I (1 FTE)
• Finance/Procurement
– Account Clerk Sr. (1 FTE)
– Accountant Sr. (1 FTE)
– Accountant (1 FTE)
– Admin. Support Assoc. I (5 FTEs)
MIBU Billing unit total – 35 FTEs
Billing Operations Manager (1 FTE)
• Coder Principal (2 FTEs)
• Coder Senior (3 FTEs)
• Coder Associate (21 FTEs)
• Coding Assistant (4 FTEs)
• PreCert (4 FTEs)
Overview of structure/positions – total 48 FTEs
27
DRAFT
Next Steps – Medical IBU
# of Postings Job Title Function Online Employment
System Requisition # Open
1 Administrative Support Associate I/UKHC Travel Support SF548881 10/4-
10/13/13
5 Administrative Support Associate I/UKHC
Finance / Procurement
SF548884, SF548885, SF548886, SF548887,
SF548888
10/4-10/13/13
3 Administrative Services Assistant/UKHC HR Support SF548889, SF548890,
SF548891 10/4-
10/13/13
1 Account Clerk Senior/UKHC Finance / Procurement SF548892 10/4-
10/13/13
1 Accountant Senior/UKHC Finance / Procurement SF548893 10/4-
10/13/13
1 Accountant/UKHC Finance /
Procurement
SF548894 10/4-
10/13/13
28
DRAFT
Update– Medical IBU Billing Unit
• Updates on selection process continually updated on IBU website at
http://med.uky.edu/posting-updates
• Billing Manager position - 1 FTE to be filled
Current hiring status: screening completed – interviews in process
Reviewed all qualifying applicants (5 unique applicants)
Completed in person interviews with all 5 applicants
• Finance/AP/Payroll/HR Manager – 1 FTE to be filled
Current hiring status: screening completed – interviews in process
Reviewed all qualifying applicants (24 unique applicants)
Completed phone screens with top 9 applicants
Completed in person interviews with top 5 applicants last week
29
DRAFT
Update– Medical IBU Billing Unit
• Coder Principal positions - 2 FTE to be filled
Current hiring status: candidates referred - screening in progress
Reviewed all qualifying applicants (8 unique applicants)
Will complete this search after selecting Billing Manager candidate
• All other billing/coding positions - 28 FTE to be filled
Current hiring status: candidates referred - screening in progress
Reviewed all qualifying applicants (135 unique applicants)
Will complete this search after selecting Billing Manager candidate
• Insurance Authorization Specialist positions – 4 FTE to be filled
Current hiring status: candidates referred – screening in progress
Reviewed all qualifying applicants (91 unique applicants)
Will complete this search after selecting Billing Manager candidate
30
DRAFT
Next Steps – Medical IBU (con’t)
• Will begin selection process Finance/AP/Payroll/HR positions
10/14/2013 • Will continue Billing position selection – anticipate completing by
mid-November • Updates on selection process continually updated on IBU website
at http://med.uky.edu/posting-updates
Update – Basic Science and Centers IBU
31
DRAFT
• Faculty sponsor – Dr. Jim Geddes
• Administrative lead – Christy Anderson
• IBU Manager – Mary Burr
• Steering Committee members: Dr. Linda Van Eldik, Dr. Don Gash, Dr. Carl Leukefeld, Dr. Doug Andres, Dr. Alan Daugherty, Dr. Shuxia Wang, Dr. Mark Evers, Dr. Beth Garvy, Dr. Lisa Cassis, Dr. Francisco Andrade, Dr. Jim Geddes, Dr. Mary Vore
• Implementation Committee members: Mary Fern Waechter, Julie Poole, Tammy Minor, Tonya Simon, Darin Cecil, Karen Dodridge, Beth Yost, Carl Reason, Kelley Secrest, Zel Frye
• Participation in cross-functional committees
Update – Basic Science and Centers IBU
32
DRAFT
• Human Resources: Position management, online employment system, assistance with JAQs, salary recommendation forms, liaison to STEPS, liaison to International Affairs, manage the annual performance evaluation process, appointment, promotion & tenure dossiers, & digital measures updates
• Payroll: Payroll actions, PARs, FMLA, overloads, separations, terminal vacation leave payout, funding screens, review remuneration statements, oversee clearing accounts, time keeping
• Procurement/Travel: Payment Request Documents (PRD), purchase requisitions, procard editing, wire transfers, student payment vouchers, cash/check transmittals, & preparation of travel vouchers
• Account Reconciliation: Account reconciliation & document management
Update – Basic Science and Centers IBU
33
DRAFT
• IBU Manager - Mary Burr , 204A Sanders Brown Center
• Payroll – Dalene Rice, 204 Sanders Brown
• HR – Beverly Stalion, Brenda Woods and Mary Mathes, 204 Sanders Brown
• Procurement –
o Alicia Colliver and Yvonne Beatty-Warner, MS 415
o Laura Harris, Rachel Putty and Kim Wilkirson, MS 508
• Account Reconciliation - Tammy Hoelzer, MS 508A
• Travel - Allison Walters and Casey Wright, MS 413
Update – Basic Science and Centers IBU
• Complete equipment acquisitions (copiers, scanners, etc.) • Develop SOP’s, workflow processes and internal forms • Develop routes and timelines for runner
• Determine and communicate workload assignments
• Continue to participate in the Functional Advisory Committees
35
DRAFT
Survey solicited feedback on the communication and hiring processes for the Basic Sciences and Centers IBU/Sponsored Research Admin. IBU
• College-level communication is appreciated (IBU website, IBU open forums and emails)
• Question and Answer segment of IBU open forums most valuable • 70% of respondents indicate some to complete transparency in the
overall implementation process • 70% of responses indicated timely communication
Survey Highlights
36
DRAFT
• Recommendations from respondents:
– Decrease the time to fill positions – Increase communication with candidates – Increase communication around transition plans and process
changes between departments and IBUs – Hold IBU-specific open forums/user groups at least 6 months post
go live – Work on a better means of informing the faculty
Survey Highlights (con’t)
37
DRAFT
Overall Next Steps • Identify appropriate staffing for new IBUs • Identify the appropriate staffing adjustments in department • Communicate plan with staff who could be potentially affected
• Post the IBU positions & any new department positions • Make hiring selections • Conduct formal notification of affected employees of position
eliminations/attrition
38
DRAFT
Questions, Answers & Feedback
Resources to Stay Informed
39
DRAFT
IBU project website http://medicine.mc.uky.edu/ibu/
Questions or Feedback about the IBU, please email [email protected] or contact:
Jay Zwischenberger - Faculty Sponsor [email protected] Roxie Allison – Executive Steering Committee Lead [email protected] Christy Anderson – Research Admin & Basic Science/Ctr Lead [email protected] Mary Burr –Basic Sciences & Centers IBU Manager, [email protected] Alan Daugherty - Research Admin & Basic Science/Ctr Sponsor [email protected] Laura Davis – Sponsored Research Admin IBU Manager [email protected] Rebecca Napier – Surgical IBU Administrative Lead [email protected] Kevin Caudill – Surgical IBU Billing Lead [email protected] Matthew W. Hill – Surgical IBU Manager [email protected] Joe Allard – Medical IBU Administrative Lead [email protected] Rhonda Sewell – Hospital Based IBU Lead [email protected] Brad Kidd – Dean’s Units IBU Lead [email protected] Catie Lasley – CoM/Ambulatory HR Administrator [email protected] Your department administrator
