CareConnect Onboarding Privileged MSO Providers Manager Guide Effective February 18, 2016
CONTENTS OVERVIEW AND PURPOSE... 3 CareConnect Training Processes... Error! Bookmark not defined. GUIDING PRINCIPLES... 3 ROLES AND RESPONSIBILITIES... 3 Privileged MSO Providers Onboarding Process... 6 Accelerated Provider Classes... 6 REFERENCE MATERIALS... 6 FAQs... 7 GENERAL LEARNING CENTER INFORMATION... 7 Address and Hours... 7 Parking... 7 Break Rooms... 7 CareConnect Playground... 7 Event Communication... 7 CARECONNECT LEARNING CENTER POLICIES... Error! Bookmark not defined. elearning Requirements... Error! Bookmark not defined. Attendance Requirements... Error! Bookmark not defined. Classroom Rules... Error! Bookmark not defined. Course Assessments... Error! Bookmark not defined. Remediation Process... Error! Bookmark not defined. Scheduling Remediation... Error! Bookmark not defined. Ongoing Remediation... Error! Bookmark not defined. APPENDIX... 10 Information Systems Access Form... 10 Provider Onboarding CareConnect Process... 11 2 of 12 pages
OVERVIEW AND PURPOSE As individuals join the organization, transfer positions or return from leave of absence, CareConnect training is sometimes needed as they are being on-boarded to their new jobs or returning to their current job at OhioHealth. The purpose of this document is to define and document how the CareConnect Learning Center team will train these individuals. This includes the following people: New associates (full time, contingents, part time, etc.). Associates who missed their expected training due to an FMLA leave. Change of position where new training and CareConnect access are required. SNAP nurses. New physicians or advanced practice providers joining OhioHealth. Contracted supplemental staff (e.g., travelers). Those with more than one job at OhioHealth. CareConnect Training Processes The objectives of the CareConnect training processes are to: Ensure individuals have an active OhioHealth Personal ID (OPID) and OhioHealth Learning Management System (the LMS) account. Document the required CareConnect Training Track(s) for each person in appropriate databases. Communicate planned training to the hiring manager or responsible stakeholder. Assign the required Training Track(s) to each person in the LMS so that elearnings are available to learners before their classroom sessions. Register learners for classroom sessions that assist them in using the software and workflows inherent in CareConnect. Activate UserID and password for access to CareConnect in a timely manner when training is complete. GUIDING PRINCIPLES Successful completion of CareConnect training is required for all end users before activation of the UserID and password. Providers returning to OhioHealth with prior CareConnect training, will follow the guidelines established by CareConnect Policies and Procedures Committee and approved by the CareConnect Approval Body (CCAB). In some situations, providers will not require re-training for CareConnect unless there has been a significant change (e.g., major system upgrade, change in role from prior job to new job). NOTE: Onboarding New OhioHealth Physician Group (OPG) Providers This onboarding process applies to all providers seeking privileges with medical staff offices. The CareConnect Onboarding Team will work with practice managers/providers to determine their role and the appropriate training needed. The Onboarding Team has work flows to ensure new OPG providers receive training for their practice and hospital roles. 3 of 12 pages
CUSTOMER SUPPORT RESOURCES Password Reset and General Technical Issues Contact OhioHealth Information Services Support (ISS) at 614.566.4357 24 hours a day. Support for CareConnect Training Issues Contact the CareConnect Learning Center at 614.788.2560 Monday through Friday, 7 am to 5 pm. After hours voice mail is available. 4 of 12 pages
ROLES AND RESPONSIBILITIES Practice manager/provider: In this process, practice managers need to work with MSO offices and the CareConnect Learning team. If the provider being onboarded does not have a practice manager, the provider will fill this role. Medical Staff Office (MSO) Oversee the privileging process. Determine the anticipated MSO Start Date considering QCC Approval and MSO orientation. Complete the OhioHealth System Access Form (see Appendix) and initiate the onboarding process. Communicate User IDs and passwords with practice manager/provider. Update Cactus and iprivileges upon completion of CareConnect Training. Practice Manager/Provider Work with MSO to gather provider demographics. Act as the liaison between the Provider and the CareConnect Onboarding Team. CareConnect Onboarding Team Create SNC Request and apply CC Access: Privileged MSO Provider template. Send SNC Task to Infor Sec Access Management to create OPIDs, passwords. Contact practice manager/provider to validate approprate Training Tracks (TT) or Tracks(s), ask preferred scheduling for classes, determine if an SER record is needed. Document TT in validation application (If no Go-Live Date, plug in MSO Start Date). Assign Job Function(s) in the LMS. (Job Function equates to Training Track) Register associate for classes appropriate to TT(s) *(open CAB if no classes) Communicate TT(s), class schedule to practice manager/provider Verify TT completion in the LMS. Activate CC access. Communicate to hiring manager and MSO that access is active. Info Sec Access Management Use FIM OPID Creation Process. Attach OPID to PeopleSoft record. Create CC access (inactive state). The LMS Daily Associate Demographic File to the LMS and learner's account is created or updated. Provider Complete elearning before class(es). Attend class(es) on time. Pass assessment(s). 5 of 12 pages
Privileged MSO Providers Onboarding Process Practice Manager/Provider Medical Staff Office CC Team* Provider Work with the MSO to gather demographic information Oversee privileging process Registers for classes, completes access through process (see visio in Appendix) Complete elearning for class(es) Act as the Liaison between the provider and the CareConnect Onboarding Team Gather information and submit the OhioHealth IS Access Form (Appendix) Attend class(es) on time Update iprivileged upon completion of CareConnect training Pass assessment(s) *Note: See Appendix for details steps for the CC Training Review Team, CC Access Management, and LMS team Accelerated Provider Classes Some training tracks offer accelerated classes for providers with prior Epic experience. Providers must meet eligibility requirements to be considered for accelerated classes. Certain training tracks have specific prerequisites that are described in the CareConnect Course Catalog under the specific accelerated training One of the following criteria must be met to be eligible for accelerated classes: Experience on Epic (version 2012 or later) within the last 2 years Fully completed Ambulatory track Providers meeting these requirements may be eligible to take an exam to determine if they are able to attend the accelerated track. Exam must be passed with a score of 70% or higher to qualify for Accelerated classes. Providers interested in an accelerated training assignment must contact CareConnect Learning (614) 788-2560. NOTE: Not all providers are eligible for accelerated training. REFERENCE MATERIALS Online Course Catalog o esource > Workplace Tools > CareConnect > CareConnect Course Catalog. o Contains the name, learning activities, and descriptions of all CareConnect training tracks. Learning Center General Information Section (below) o Includes detailed directions and hours of the Learning Center. o Includes Learning Center policies. CareConnect Onboarding Learner Guide o Includes details on elearning modules. o Includes Learning Center policies and information. 6 of 12 pages
FAQs 1. Will I be alerted if my associate is late, disruptive, or doesn t complete their prerequisite elearnings? a. Yes, an email is sent to the manager of dismissed associates outlining the reason for dismissal. 2. What if the training plan is not communicated to the provider? a. If the manager or sponsor does not communicate the training requirements to the learner, a delay of access will likely occur due to rescheduled classes. 3. How can I let my learner know about the Learning Center and the various policies? a. Distribute the CareConnect Onboarding Learner Guide. This includes all relevant information for your new Providers. GENERAL LEARNING CENTER INFORMATION Address and Hours Address: 2800 Corporate Exchange Drive, Columbus, OH 43231 Hours: The Learning Center is open Monday through Friday, hours of operation 6:00 a.m. 6:00 p.m. Computer Room / Playground is open from 7:00 a.m. to 5:00 p.m. Contact: Phone Number: 614-788-2560 Parking All unmarked parking spaces at the 2800 Corporate Exchange location are available for use and are the first parking option. In the event all spaces are full, parking is permitted in all other lots located in the business park. The (8) Reserved parking spaces labeled Sanford Brown are not available for OH parking. The underground garage is also not available for OH parking. Break Rooms The Learning Center has one learner break room, complete with microwaves, refrigerator, vending machines, and tea/coffee/fruit. CareConnect Playground The Playground computer lab is available for all end-users to practice and utilize before/after classes. To complete elearning, learners may bring their own ear buds or check out a pair from the front desk. Event Communication If the Learning Center is closed or classes are delayed due to inclement weather, the Learning Center s phone message will contain these updates. The Learning Center will only close for holiday or in the event of a Level 3 Weather Emergency. In the event of an unanticipated emergency that requires the cancellation of classes (e.g. no power) updates will be posted to the CareConnect page on esource. CARECONNECT LEARNING CENTER POLICIES CareConnect Curricula CareConnect curricula, or training tracks, are elearning modules and classroom courses that are grouped together based on your job or role. You must complete elearning and classroom courses in the order shown on your To-Do list in the LMS. Check to make sure your CareConnect classes are scheduled in the correct order. 7 of 12 pages
elearning Requirements All elearning courses must be completed one hour prior to the learner s scheduled class. Learners will be dismissed from class if prerequisite elearning modules are incomplete. Attendance Requirements On-time attendance is required; learners are dismissed from class if more than 10 minutes late. Learners must sign class roster at the beginning of each class. It is the learner s responsibility to sign in, otherwise the learner will not be graded and not receive credit for the course. Early departure from class will result in class failure and the learner will not receive class credit. Classroom Rules In all instances civility and respect for other students, Learning Center staff, and instructor is expected. Book bags, briefcases, etc. are not allowed on desks during class. Learners may not use cell phones in class; if a call is necessary, the learner should excuse him/herself from class and take the call to a common area within the Learning Center. All ringers must be turned off. No phone or email use during class time (only during breaks). All earphones, headphones, headsets or any other accessory for cell phones may NOT be used in class, i.e., must be out of sight and not on one s head or in one s ear unless approved by the Credentialed Trainer for training purposes. No other devices (e.g., IPod, MP3 player, tablet, or personal laptop) are permitted for listening to or viewing music or other programming in class. Learners will be asked to leave class if they disregard classroom policy and will not be permitted to return. Covered drinks and snacks are permitted in the classrooms. Learners are not permitted to bring children or pets to their classes (exception for service animals). Course Assessments The learner s grade will be based on the individual successful completion of class assessments. The passing score for all assessments is 80% (or Pass/Fail per application). Remediation Process CareConnect Learning Center Managers will ensure the Learner s manager is alerted regarding the failed assessment and need for remediation. The communication will include: The email template provided by HR; The electronic copy of the Remediation Record; and The Corrective Action Record template provided by HR. Scheduling Remediation CareConnect Learning Center Managers will work with the Learner s manager to schedule a remediation class. The remediation class is ideally scheduled after the Learner has had sufficient time to review the existing tip sheets and quick start guides on the Learning Home Dashboard. It is the manager s responsibility to ensure time is made available for the Learner to review the existing tip sheets and quick start guides on the Learning Home Dashboard. The remediation class is scheduled with a different CT, if possible. The learner will be administered a second assessment at the end of the remediation class. Ongoing Remediation If the learner does not pass the second assessment, CareConnect Learning Center Managers will notify the Learner s manager. 8 of 12 pages
The learner will be required to attend the course a second time and again attempt the assessment. If the learner fails the assessment a third time, the CT Manager will update the Remediation Record and notify the learner s manager. The learner can attempt to pass the assessment a total of three times. If the learner is repeatedly unsuccessful after coaching, please contact the Advice and Counsel Center for further assistance at 614.533.8000. 9 of 12 pages
APPENDIX Information Systems Access Form Privileged MSO 10 of 12 pages
Provider Onboarding CareConnect Process 11 of 12 pages
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