Tracking Leave and Other HR Topics• Anne Martin, Sr HR ConsultantVCUHS Human Resources• Cathy Kercheval, Sr HR Benefits ConsultantVCUHS Human Resources• Donna Barrett, Program CoordinatorObstetrics and Gynecology Residency Program

What do we do… where do we start.

When housestaff take a leave….

Educational Resources (on left side of page)

GME PoliciesFamily Medical Leave, educational leave, etc.

Under Program Directors and CoordinatorsAnnouncements and important informationProgram ResourcesNew InnovationsAccreditation ResourcesForms and templates

Go to the GME websitehttp://www.medschool.vcu.edu/gme/pgmdir/index.html

When housestaff take a leave….

Who qualifies for leave? What types of leave are there?

Sick Leave: Housestaff in the amount of thirty (30) calendar days within a year’s contract period.Family and Medical Leave: Allows up to 12 weeks of paid [sick or vacation] and unpaid leave within the guidelines of the policy.Vacation: Housestaff receive three (3) weeks vacation.Educational Leave: Residents may be eligible for one month of educational training leave.

Go to the GME website >Current Housestaff >GME Policies

Know your program and its requirements….

The ACGME and other organizations provide guidelines for individual programs detailing the amount of time expected for a resident to successfully complete their training in that program.

Considerations when leave is taken: Who will this leave effect in the training program? Will this leave effect the resident’s completion date?

What is your program’s leave procedure….Develop a “department leave procedure”

for your housestaff showing:• Number of days they are allowed for

professional, personal days, or holidays• How far in advance do you want this info• How do you want them to report their leave • To whom should they report their leave

Tracking your residents’ leave….

Have the residents report to one person giving them a written request for time off and the purpose for the leave.Have the Director approve this request.Develop a method to track this leave (such as an excel sheet) throughout the resident’s entire residency.Make this information available to others.

When housestaff take a leave contact the GME Office.

Submit the residents Housestaff Leave Request Form to the GME office a minimum of 45 days in advance. You will need to know the dates of the leave, reason for leave and whether the residents has short-term disability?GME office ask coordinators to enter this leave into New Innovations in the Block Schedule and in the File Notes (demographic page).Your resident should contact UNUM A signed letter of approval is generated from Dr. O’Donnell.

When housestaff take a leave….You know the dates. Submit your form.

Who will this effect?

Letter to dept and resident

HR and KronosGME

ClinicsOther ResidentsThe Schedule

Resident UNUM Residency

When housestaff take a leave what do they need to do….

Residents need to contact UNUM prior or on their first day of leave at 1-866-786-9321Resident on unpaid leave – resident will receive notice from Benefits Services with regards to payment of their benefit premiums.If the resident wants to stop paying for parking they need to contact payroll and the parking office. NOTE: they need to reapply upon return and it is based on availability.

Other types of leave……. An Away Rotation

Educational Rotation Request/International Travel Form

Submit Form to GME

Enter into New Innovations

Resident submits needed

information

When housestaff are injured on the job….

When housestaff are injured on the job….Your resident is hurt ….who should you call?First question we were asked …is this workers comp?

On the VCU Health System Website > Workers Compensation

REPORT ALL WORK INJURIES IMMEDIATELY WORKERS' COMPENSATION CLAIMS ARE ADMINISTERED BY:

VCUHS Department of Workers' Compensation

Listed on their main page is a list of things to do… immediately.

When housestaff are injured on the job….Workers Compensation FormsOn left side of the main page go under Documents and Forms

Open up > Forms Hard Copy There are several forms to choose

Any questions call 628-0555

Mike Paladino is the workers comp representative His number is 628-1628

They can help you decide what to do.

Who is the Human Resources resident representative….

Cathy KerchevalSenior Benefits Consultant

Human ResourcesVCU Health System701 E. Franklin St.

Richmond, VA 23298804-628-3724 Fax 804-628-0323

ckercheval@mcvh-vcu.edu

When housestaff take a leave ….. It effects many people.

Where does it go next…….