Physician Time Study System User Guide for Supporting Staff 1
Table of Contents 1. Introduction... 3 2. About your Support Staff Account... 3 3. Getting Started... 4 4. Your Main Navigation Area... 5 5. Physician Access: Accessing a Physician s Time Record Account... 6 6. Generating Reports... 7 6.1 Generating Reports: Missing Time Records... 7 6.2 Generating Reports: Submission by Date... 9 6.3 Generating Reports: Department Summary... 10 6.4 Generating Reports: Your Access Level Summary... 11 7. Approving a Time Study... 12 8. How to Logout... 13 2
1. Introduction Physicians at the New York Presbyterian Hospitals will be utilizing a secure, web based data system for collecting, validating and reporting their time studies. This User Guide is intended for support staff users and will provide a walkthrough of the application and the features available. 2. About your Support Staff Account User Level Access Rights: As a support staff user, your account will include the following features. Function Entering Time Generating Physician Summary Reports Approving Time Reminders and Alerts Description You will be able to enter time on behalf of your assigned physicians ONLY. Supporting Staff cannot submit the time record, but the SAVE and HOLD option is available. The physician responsible for reporting time will still need to login and SUBMIT the record. You will be able to generate a Time Summary report for your assigned physicians ONLY. This report contains an overview of all of the time study data the physician has entered into the system. For administrators that require review & approval of all time entered by their physicians, there is an approval module included in this system. This can be turned off if this does not apply to your group. To ensure that time is submitted by the deadline determined by the Cost Reimbursement department, the application will automatically email you a series of reminders as the deadline approaches. As the deadline approaches, you will receive an email summary of any physicians in your department(s)/group(s) that have not submitted their time as required. 3
3. Getting Started To access the system, you will need a support staff login and password. You will receive a welcome email that will provide your login information. 1. To login, open the following link using a web browser: http://nyp.physiciantimestudy.com. 2. Enter your username and password and click the LOGIN button 4
4. Your Main Navigation Area Once you have logged in, you will see your home page. Your main navigation area is located on the left hand side of the window. This navigation area will remain on the left hand side of your window while you are logged in. The SUPPORT STAFF main navigation area includes three areas: 1. PHYSICIAN ACCESS The PHYSICIAN ACCESS area will list each physician in your assigned department/ group. You will be able to open their individual accounts by selecting a name and clicking the RETRIEVE button. 2. REPORTS You will be able to generate aggregate summary reports for all physicians in your assigned department/group. 3. HELP CENTER You will be able to download and view this User Guide and obtain other help resources via your HELP CENTER menu. Also, if there are live webinar trainings scheduled, you may register for webinar training sessions by clicking Live Webinar link. Training sessions are generally offered quarterly. You may also email your questions to support@physiciantimestudy.com for technical support. 5
5. Physician Access: Accessing a Physician s Time Record Account The Physician Access area will list each physician in your assigned department or group. You will be able to open their individual accounts by selecting a name and clicking the RETRIEVE button. Upon clicking the RETRIEVE button, the screen will refresh and you will notice that the name of the physician selected appears at the top left hand corner of your window. This view provides full access to the physician s information. If you are a delegate or a physician assistant, you will be able to enter and update a time record on the physician s behalf. However, you will not be able to SUBMIT and complete the record. Physicians are required to login and explicitly SUBMIT their own records. If the physician has outstanding time, the dates will be noted under the OUTSTANDING RECORDS section on the left hand side (as well as in the Home Page area on the right). If they do not have overdue records, the system will note No Overdue Time Records. For detailed information on how to navigate the Physician s area, please refer to the User Guide for Physicians (NOTE: A link to this user guide and the User Guide for Physicians can also be found under your HELP CENTER menu). TIP: To return to your main profile, click the Back to Main link under the OTHER LINKS section on the left hand side of your window. Upon clicking this link, you will notice that your name is now displayed in the top left corner of the window. 6
6. Generating Reports Select supporting staff roles are able to generate aggregate summary reports for all physicians in their assigned department/group. Report Name Auto Email Report User Defined Fields /Filters Ability to Export to.csv or PDF included Missing Records YES Fiscal Year YES Comp Quarter Department Submission by Date NO Fiscal Year YES Comp Department Department Summary NO Fiscal Year Comp YES Quarter Department Access Level Summary NO NA NO To generate a report, simply click on the name of the desired report under the REPORTS menu on the left hand side of your window. Please note that you will only see the reports allowed by your access level (indicated in the chart above). 7 TIP: You will notice that some of the reports have an image containing the letters CSV. Clicking on the CSV image will allow you to generate the report and download the results to a Comma Separated Values file which can be opened in Microsoft Excel and other spreadsheet and data analysis programs.
6.1 Generating Reports: Missing Time Records The Missing Time Records report provides a listing of any physicians in your assigned department/group that have not completed their time study. To generate the report, simply click Missing Records Report under the REPORTS menu on the left hand side of your window. Once you have selected the Missing Records report, a criteria form will appear on the right hand side of your window. This allows you to filter the data using the following options: Fiscal Year Ending Comp. Quarter Department (note: You will only see departments that you have access to listed) To display the report, click the submit button. The following information will be provided: The physician s name and employee number The physician s department The time period Notes: In the notes area, if the physician has started, but not SUBMITTED their time record it will be noted. NOTE: A summary of missing records will be automatically emailed to support staff users once per quarter before the time submission deadline. However, you can get this information at any time by logging in and generating the Missing Records report. 8
6.2 Generating Reports: Submission by Date The Submission by Date report provides a summary of the timesheet submission rate for your department(s) or group(s). To generate the report, simply click Submission by Date under the REPORTS menu on the left hand side of your window. Once you have selected the report, a criteria form will appear on the right hand side of your window. This allows you to filter the data using the following options: Fiscal Year Ending Comp Department (note: You will only see departments that you have access to listed) The following information will be provided for the fiscal year and department selected on the criteria form: The Quarter (1-4) The Total number of records submitted The total number of missing records The total number of records expected (the system will calculate the number of records expected using the time period dates and the physician s employment start & termination dates (if terminated)). The Submission Rate (# of time studies received / # of time studies expected) TIP: If there are missing records noted, you can generate a listing of the physicians with missing records by clicking on the number of missing records. The report will open in a new window. Once you ve finished reviewing the report, simply close the window. 9
6.3 Generating Reports: Department Summary The Department Summary report provides a summary of the time reported for your assigned department/group. To generate the report, simply click Department Summary link under the REPORTS menu on the left hand side of your window. Once you have selected the report, a criteria form will appear on the right hand side of your window. This allows you to filter the data using the following options: Fiscal Year Ending Comp Quarter Department (note: You will only see departments that you have access to listed) To display the report, click the submit button. The following information will be provided for the fiscal year, comp, quarter and department selected on the criteria form: The total number of hours reported by category Average Hours The total number of physicians reporting that activity Percentage of Reported hours 10
6.4 Generating Reports: Your Access Level Summary As a supporting staff user, you have an assigned group of physicians and/or departments that you can access. If you want to know the specific physicians that you have access to, please click on the Access Level Summary report. This report will list every physician that your login has access to. Please note that when you are generating reports, the data reported will be restricted to the physician profiles noted in your Access Level Summary report. Upon selecting the report, the following information will be provided: The physician s name and their department The physician s current submission rate (the total number of records they ve completed / the total number of records they were expected to complete) If the physician has outstanding/overdue records it will be noted in the last column. 11
7. Approving a Time Study If you are an administrator and are required to approve the time studies of the physicians in your group, you will have a Records Pending Approval link listed under your REPORTS menu. To review and approval your physician s time studies: 1. Click on the Records Pending Approval link 2. You will see a listing of all records that are awaiting your approval. To review the actual time study, simply click on the physician s name. A new window will open which will display the completed time study. You may perform this step for each time study noted on your Pending Approval report. 3. To approve a time study, check the Approve box to the left of the physician s name. You may approve all of the time studies on your list, by clicking the APPROVAL ALL button at the top of the page. If you check the Deny box, the record will be returned to the physician and they will be allowed to make the necessary changes and resubmit the record for your re-approval. 4. Once you have checked the records that you wish you approve, click the SAVE CHANGES button at the top of the page. 12
8. How to Logout Once you ve completed your use of the system, be sure to logout. To logout, simply click the Logout link at the bottom left hand corner of your navigation area. The Logout option is the last link listed in the navigation area on the left hand side of your screen.. 13