CHI News Update
KentuckyOne This Week will include the Catholic Health Initiatives (CHI) publication e in each issue. CHI is a sponsor of KentuckyOne and will be sharing news of interest to all employees.
June 6, 2013
Note: ULH/JGBCC employees will not be able to access all of the links in this issue since they are not yet connected to the CHI Connect program.
Clarification: PIN/Passcode Required
for Mobile Access to CHI Outlook
Action: Set up a PIN/Passcode on mobile devices that access or synchronize with CHI Exchange/Outlook
As reported in CEO and Leader eNotes last week, by the end of June a PIN/Passcode will be required to access CHI Exchange/Outlook (email, calendars, contacts) on any corporate or personal mobile device. This change includes all iPhones, iPads, Blackberries and Android devices (smartphones and tablets); it is designed to help protect CHI data and is in keeping with ITS Security Standard ITS13-S8. (A link to the standard is on the CHI Secure Mobile Device Security page of Inside CHI.)
Following is a clarification to the PIN/Passcode requirements. A PIN/Passcode:
1. Must be at least four digits long, but may be longer
2. May not use the same repeated number(s)
(e.g., 1111, 9999, or numbers such as 1212)
3. May not use numbers in ascending order
(e.g., 1234, 6789) or descending order (e.g., 9876,
4321). Please note: Each device may react differently to
your choice of PIN/Passcode with regard to ascending
and descending numbers. For example, you may not be
able to choose a PIN/Passcode that includes three
numbers that are in sequence, such as 3789 or 8432. If
your PIN/Passcode does not meet the Exchange/device
requirements, an error message such as “The passcode
must not have ascending or descending characters” will
Visit the CHI Secure Mobile Device Security page on Inside CHI for help setting up a PIN/Passcode on iPhone and Android devices and information on what to do about a forgotten PIN/Passcode. Users who have difficulty setting up a PIN/Passcode should contact their mobile device service provider. For help accessing CHI Exchange/Outlook, contact the ITS Service Desk, 866.236.0441.
Standard Time and Attendance Downtime
Begins June 18
Action: Review changes to Standard Time and Attendance and prepare for downtime
CHI will upgrade its Standard Time and Attendance (ST&A, also known as Kronos) and Time and Attendance Analytics applications. Beginning June 18, users of the systems will experience periods of temporary downtime, scheduled as follows:
Standard Time and Attendance (Kronos) 6.3 Upgrade
48 hours of downtime (may be less)
Begins: June 18, 9 a.m. ET
Ends: June 20, 9 a.m. ET
Time and Attendance Analytics 6.3 Upgrade
7 days of downtime (approximate)
Begins: June 18, 9 a.m. ET
Ends: Approximately June 25; a communication will be sent out when the upgrade is complete and Time and Attendance analytics are available.
Upgrade benefits for Standard Time and Attendance include a dashboard-type view (to be released shortly after the upgrade) and enhancements to the Time-Off Request process. Job aides will be available. The Time and Attendance Analytics upgrade is essential to integrate the application with Analytics for Healthcare, a Kronos product that will replace Visionware in the next few years.
Action needed during downtime
Because ST&A will be down for approximately two days, employees who timestamp will need to manually track in and out times, which their managers will enter into the system when the upgrade is complete. All other employees who use time clocks or Telephony Time Entry (TTE) can continue to punch in and out. The punches will be stored in the devices and imported when the upgrade is complete.
Training and information available
Training will be available in LEARN in the form of a job aid for timekeepers and managers, who will see the course in their LEARN queues beginning the week of June 10; or, to find the course in LEARN beginning June 10, search for "Standard Time & Attendance Upgrade." A job aid for managers and employees can also be viewed online.
For more information, contact your ST&A superuser or your manager.
CHI Supports RAC Relief Bills
CHI is supporting the “Medicare Audit Improvement Act of 2013” to reduce the burden placed on hospitals by over-reaching Recovery Audit Contractors (RACs). The legislation will set consolidated limits on record requests from Medicare contractors, financially penalize RACs for poor performance, focus RAC medical necessity audits on widespread payment errors, improve RAC transparency, assure due process appeals for reopened claims, require physician review of medical necessity denials by non-physician reviewers, and allow full payment when a hospital rebills as outpatient claims those medically necessary services that were denied solely because they were performed in the inpatient setting.
Submit Expenses Before FY2013 Ends
Action: Submit expenses by the due dates below to ensure they are recorded in FY2013
The end of CHI's fiscal year – June 30 – is approaching. To ensure that all expenses are recorded in the proper period, all employees (with the exception of clinical engineering employees, who should follow their process) should handle incoming invoices as soon as they are received in the mail or in WebNow approval queues. Failure to do so could result in the expenses being recorded against FY2014 budgets.
Following are Accounts Payable deadlines for various types of expenses. All deadlines are at the end of the business day on the date given.
Expense Reports due June 26
All expenses for FY13 should be completed in CHI Business Travel & Expense (Concur), approved by the appropriate manager and have supporting documentation (receipts). Ensure all corporate credit card transactions have been expensed and submitted. (Note that Human Resources Policy No. 2 states that expenses are to be submitted within 30 days after the expense is incurred or the trip is completed.)
Non-PO Invoices due June 27
Invoices in WebNow must have all levels of approval completed in order to be recorded in the CHI Connect Accounts Payable system for FY2013. Allow time for additional approvals.
PO Invoices due June 28
PO invoices are automatically accrued when the receipt of the purchase order line item in CHI Connect has been completed. All items physically received in the month of June should be processed by the end of the day.
Patient Refunds due June 28
Patient refund activity for the week of June 24 will be extracted on June 29 and posted on July 2.
National office: due July 10
Local organizations: Local finance representatives will determine deadlines
Invoices with dates prior to June 30 but received after June 30 will be reviewed by the local finance team to determine if additional accruals will be made. Ensure that invoices are sent to Accounts Payable as soon as they are received so they can be considered in the accrual analysis. To have an accrual made, contact local finance personnel; in addition, contact the vendor if you receive goods and/or services during June but do not receive an invoice promptly.
CHI accounts payable will close at midnight on June 30.
Direct questions about invoices or expense reports to the Accounts Payable Support Center, 1.866.731.3267, option 2, or CHIaccountspayable@catholichealth.net.
National Time Out Day is June 12
June 12 is National Time Out Day, an annual reminder that all procedural teams need to conduct a “time out” to prevent wrong site, wrong side and wrong procedure on every patient, every time in operating rooms, labor and delivery, cath labs, and radiology and emergency departments.
A time out checklist template and other surgical safety tools are available on the Surgical Never Events Evidence-Based Practice pages of Inside CHI. Additional resources are available on the Association of Perioperative Registered Nurses (AORN) website. Read a letter about National Time Out Day from AORN and The Joint Commission.
Partnership for a Healthier America
In October 2012, CHI joined the Partnership for a Healthier America’s Hospital Healthy Food Initiative, a commitment to deliver healthier options for patients, guests and employees who dine in CHI facilities. With more than 12 million meals served each year in CHI facilities nationwide, CHI’s commitment is projected to have the largest reach of all the systems that have signed on to the Hospital Healthy Food Initiative.
During the next three years, CHI will increase the availability of health-promoting foods throughout its facilities, with some initiatives already underway. For more information, visit the Partnership for a Healthier America page on Inside CHI.
CIRI Reaches Out to Research Sponsors
The CHI Institute for Research and Innovation (CIRI), through its Center for Clinical Research, will exhibit at the American Society of Clinical Oncology (ASCO) meeting this week to promote CHI’s local organizations to potential sponsors as clinical research sites. Joining CIRI representatives in the exhibit booth will be oncology leaders from various markets and representatives of CHI’s National Oncology Service Line.
Along with this effort to reach out to potential sponsors, CIRI will launch its website, CHIResearch.org. This site will serve all of CIRI’s Centers: Clinical Research, Translational Research and the Center for Healthcare Innovation.
People on the Move
Beth Cafaro, JD, to VP, practice operations in Physician Practice Management from Saint Joseph Mercy Health System, Chelsea, MI.
Danielle Weber to SVP, revenue cycle, from SVP, revenue cycle for Novant Health, Winston-Salem, NC, effective May 20.