The performance management process is changing February 1. TALK for Success focuses on ongoing conversations between supervisors and their direct reports. To learn more, sign up for a webinar or read frequently asked questions at www.miami.edu/talk.
The Gordon Center for Research in Medical Education announces availability in several upcoming American Heart Association courses through the end of the year. The AHA courses at the Gordon Center provide the highest quality, hands-on, simulation-based training for all health care providers.
More than 60 percent of individuals miss out on the maximum benefits they deserve from Social Security. To ensure you are not one of them, register to attend a special seminar at the Bascom Palmer Eye Institute’s Jose Berrocal Auditorium on Wednesday, June 8 from 11 a.m. to 12 p.m. The seminar, hosted by Fidelity Investments, will help you understand the importance of Social Security in your savings plan, outline the steps you need to maximize your claiming strategy, and ensure you successfully plan for your retirement. Reserve your seat today by calling 800-642-7131. Or visit GetGuidance.Fidelity.com, select Attending a Special Event, fill in your information, select Attend Workshop, and Confirm Your Appointment.
Is code 92973 the appropriate code for aspiration of a thrombus within a coronary vessel? In the coronary system, “mechanical thrombectomy,” such as is described by 92973, does not include aspiration thrombectomy, and a parenthetical note in the CPT book under 92973 specifically excludes aspiration thrombectomy. Aspiration thrombectomy is specifically included in 92941 and is actually also included in other interventions. In the rare case of aspiration thrombectomy being the only intervention, unlisted code 93799 could be billed.
Quitting smoking can be a challenging process, but with the aid of group classes led by a certified tobacco treatment specialist, individuals can get the support and tools necessary to become tobacco free. The University of Miami’s award-winning BeSmokeFree program is offering group classes for people interested in quitting smoking.
Overcoming the breakup of a relationship can be among the more challenging experiences and potentially the most emotionally painful process we encounter in our lives. Commonly felt emotions include anger, sadness, denial and/or anxiety. All of these are normal reactions to difficult situations. However, this type of loss is unique and may compound the intensity or convolute the true source of such feelings. Join us to discover practical strategies for helping anyone (yourself or someone you love) who is moving through such a challenging period, and review holistic approaches that address four core areas (physical, mental, emotional and spiritual) on the road to recovery.
To bill for services in which a resident/fellow participates, the Teaching Physician must be physically present and personally document that he/she was present during the key or critical portions of the service when performed by the resident/fellow:
and the participation of the Teaching Physician in the management of the patient. Documentation of the resident/fellow of the Teaching Physician’s presence is insufficient to bill the services by the Teaching Physician. The Teaching Physician must personally document his/her Attestation in the first person.
The Department of Managed Print Services has learned of a possible Printer/Copier Toner scam which may be targeting University of Miami departments. A small number of departments have been contacted repeatedly by an individual claiming to be a Canon employee. The caller has been trying to obtain Canon device information including IP addresses and Serial Numbers.
Fidelity has teamed up with Intuit® to offer UM faculty and staff a savings of up to $20 off their purchase of TurboTax. Visit this special site to get started. Tax season is also a great time to check your retirement savings. Contact a Fidelity Guidance Representative at 866-811-6042 to see if you’re on the right track.
The Faculty and Staff Assistance Program (FSAP) will host a lunchtime seminar, “Mindful Living,” on Wednesday, December 9, from noon to 1 p.m. in Dominion Tower, room 301C.
The Healthy ’Canes Employee Clinics, providing convenient access to UHealth medical services for minor illnesses on a walk-in basis for just $10 per visit, is expanding its services to include annual well-woman exams beginning in December.
The winter edition of Mind and Matter, the Faculty and Staff Assistance Program’s quarterly newsletter, offers valuable information on the importance of mental health wellness.
Staff vacation donation, previously suspended due to the need for compliance updates, has been reinstated. This is a very important benefit, and one in which employees can demonstrate care for each other in times of critical need. The newly updated guidelines allow for the donation of vacation time to employees who are suffering from a personal or immediate family catastrophic illness or injury, and who do not have enough accrued time to remain in pay status during their absence.
Saving for retirement is much different than living in retirement. To help UM faculty and staff who are preparing to retire within the next 15 years, Fidelity Investments will host two sessions of Fundamentals of Retirement Income Planning on Wednesday, November 11. The first session will be held from 11:30 a.m. to 1:30 p.m. at the Shalala Student Center, Ballroom Center, on the Coral Gables campus; and the second session will be held from 6 to 8 p.m. at the Courtyard by Marriott, 2649 South Bayshore Drive, in Miami. Participants may each bring one guest.
Seating is limited, register today For more information, contact Fidelity at 1-800-642-7131.
A new 12-week Weight Watchers at Work session began on Wednesday November 4, at the Miller School of Medicine campus. Meetings will be held every Wednesday at 11:30 a.m. in the CRB Building Room 975.
Physician Billing Compliance Tip
Coding Tip: Evaluation and Management Services
You DO NOT need to re-record a Review of Systems (ROS) if there is an earlier version available in the chart. It is acceptable to review the old ROS and note any changes. In order to use this shortcut, you must note the date and location of the previous ROS, and comment on any changes in the body of the current note. For example, if you are seeing an established patient in the office you can document:
• “A complete ROS, which was performed during a previous encounter was re-examined and reviewed with the patient. There is nothing new to add, today. For details, please refer to my previous note in this chart, dated 11/23/2014.
Hospital Billing Compliance Tip
Outpatient observation services require monitoring by a physician and other ancillary staff, which are reasonable and necessary to evaluate the patient’s condition. These services are only considered medically necessary when performed under a specific signed order of a physician.
Outpatient observation services are not to be used for the convenience of the hospital, its physicians, patients, patients’ families, or while awaiting placement to another facility.
Outpatient observation services generally do not exceed 24 hours. Some patients may require a second day of observation up to a maximum of 48 hours.
More Billing Compliance Tips can be found at www.obc.med.miami.edu
Please join the Purchasing Department on the medical campus for the Taste of UM, which features samples from various caterers, on Tuesday, November 17, from 11 a.m. to 2 p.m. in the UHealth Fitness and Wellness Center, classroom C. Samplers also will be able to get their pictures taken with their UM friends and participate in a great raffle.
Well ’Canes is pleased to announce a free mammogram screening promotion for faculty and staff over age 35 who are enrolled in a UM/Aetna medical plan. Appointments are available every Wednesday in October at Sylvester Comprehensive Cancer Center (Miami). Refreshments, giveaways, chair massages and a chance to win a FitBit activity tracker will also be offered. For more information and appointment scheduling details, please click here.
Physician Billing Compliance Tip
Remember: More volume of documentation is not always better in the medical record, especially in the Electronic Medical Record (EMR) with potential for cutting/pasting, copy forward, pre-defined templates and pre-defined E/M fields. Ensure the billed code is reflective of the actual service provided on the date of service (DOS) only.
Hospital Billing Compliance Tip
The use of an FDA-approved drug or biological is covered if:
• It was administered on or after the date of the FDA’s approval.
• It is reasonable and necessary for the individual patient.
• All other applicable coverage requirements are met.
Research Billing Compliance Tip
Proper Claims for Clinical Trials
Avoid submitting improper claims related to clinical research by:
1. Pre-determining who is responsible for payment for item/service by performing a coverage analysis,
2. Identifying patients as research participants when scheduling research-related inpatient admissions, outpatient clinic visits, and office visits for treatment or evaluations,
3. Reviewing all study-related charge posting and claims to ensure services are billed to the proper payor,
4. Assuring the service has not been billed to or paid by both the study account and an insurance account.
More Billing Compliance Tips can be found at www.obc.med.miami.edu
The Spring edition of Mind and Matter is now available and offers valuable information on overcoming procrastination with self-compassion and the mental health benefits of exercise. Mind and Matter is the Faculty and Staff Assistance Program’s quarterly newsletter and features articles on health and well-being, helpful tips on maintaining work-life balance, and other valuable resources such as free wellness seminars for faculty and staff.
A new 12-week Weight Watchers at Work session began this month. Meetings are held every Wednesday at 11:30 a.m. at the Miller School of Medicine Clinical Research Building in room 975.
As part of Well ’Canes, this taxable employee benefit provides first-time attendees with 100 percent reimbursement for complete attendance and continuing participants with 50 percent reimbursement for complete attendance. The cost of the program is $165 for new members and $155 for continuing and Lifetime members.
Human Resources has issued the Family and Medical Leave (FMLA) policy to serve as the framework for employees wishing to take a leave of absence for certain qualifying events under the FMLA. This policy provides staff with detailed information about their leave rights, the process for requesting FMLA leave and the process for returning to work. It also includes the development of new forms that will enable a thorough and timely assessment of FMLA leave requests. This, coupled with the designation of HR leave coordinators for each campus, will support and streamline the management of FMLA leave for all University staff. If you have any questions, please contact your human resources representative at Coral Gables/RSMAS or the Miller School of Medicine.
The University of Miami’s 2015 staff performance review period is now open for all campuses, including the University of Miami Hospital. Annual staff performance reviews provide supervisors with the ideal opportunity to set SMART (Specific, Measureable, Attainable, Relevant, Timely), developmental, and training goals, clarify job responsibilities, and review performance standards and expectations.
It is also important to remember that performance should relate directly to merit increase planning. As you begin the performance review process, please remember to reflect fully on the 2014 calendar year, focusing on key competencies and career objectives, while making note of strengths and opportunities.
View key dates and reminders here.
The Well ’Canes Incentives Program has added new ways to make earning your $300 incentive even easier in 2015. In addition to all the existing program activities, you can now earn points by getting a flu shot, receiving a skin cancer screening, attending a personal retirement planning session or a free Faculty and Staff Assistance Program seminar, participating in the Team UM Dolphins Cycling Challenge, and more.
Earn your first 500 points of the year by completing Walking ’Canes. Registration runs January 12-16. This 12-week program, aimed at improving your physical fitness by increasing your daily activity, is offered by the Department of Wellness and Recreation at the beginning of each calendar year and is open to all UM faculty and staff.
The Well ’Canes Incentives Program is offered by HR-Benefits and is open to all faculty and staff enrolled as primary policy holders in the UM/Aetna medical plan. Participants may register for the incentives program at any time. Visit miami.edu/wellcanes to learn more and to register. For more information about Walking ’Canes please click here or call 305-284-LIFE (5433).
If you are a UM/Aetna member, you can save money and avoid out-of-pocket costs by choosing the right medications in 2015 through two new programs. The Generic Choice Incentive Program allows you to use generic drugs, most of which are covered under the UM/Aetna plan with a $10 copay.
If you fill a brand name medication when a generic is available, you will pay the copay for the brand name drug of either $45 or $75, plus the difference in cost between the generic and the brand name. Through Rx Step Therapy you have the option to try lower-cost, but equally effective alternatives to your UM/Aetna covered medications. If the less expensive medication has not been tried, the plan may not cover the more expensive medication.
Click here to learn more about the programs and to view the 2015 Rx list. Now is a great time to talk with your doctor about the best medication choices for you. If you have questions, please contact HR-Benefits at 305.284.3004 or www.miami.edu/benefits/ask.
Human Resources has updated the Employment Separations, Eligibility for Rehire, and Discipline policies. The Employment Separations Policy outlines the procedures for managing voluntary and involuntary separations, considerations for re-employment at the University, and the payment of accrued vacation balances. The Eligibility for Rehire Policy states that former employees may be considered for re-employment at the University if their last performance appraisal reflected a rating of “Meets Standards/Performance Expectations Met” or higher, and at least 12 months have passed between their date of separation and date of application. The Discipline Policy is a new policy designed to provide guidelines for supervisors when needing to address misconduct and/or behaviors that conflict with the University’s Values and Behaviors. If you have any questions, please contact your human resources representative at Coral Gables/RSMAS or the Miller School of Medicine.
Importance of Physician’s Orders
Physician’s orders provide directions to the healthcare team regarding medications, procedures, treatments, therapy, diagnostic tests, laboratory tests, and nutrition. The order establishes medical necessity for the services provided, which in turn supports the payment. All tests, procedures and medications require a physician’s order.
A physician’s order needs to be legible, signed, dated and timed.
Joint Commission guidelines help to regulate the use of scribes:
• Verbal orders may neither be given to nor by scribes.
• Signing (including name and title) and dating of all entries into the medical record is necessary—for both electronic or manual documentation (RC.01.01.01 and RC. 01.02.01). For those organizations that use Joint Commission accreditation for deemed status purposes, the timing of entries is also required. The role and signature of the scribe must be clearly identifiable and distinguishable from that of the physician or licensed independent practitioner and other staff.
Example: “Scribed for Dr. [name of physician] by [name and title of scribe], [date and time of entry].” The physician must document that the note accurately reflects the work performed by him/her and authenticate it with a signature.
• Scribes must meet all information management, HIPAA, HITECH, confidentiality, and patient rights standards, just as other hospital personnel (IM.02.01.01, IM.02.01.03, IM.02.02.01, RI.01.01.01).
• Scribe policy must be provided to the scribe.
• A signed Scribe Agreement must be on file.
Clinical Research Billing Compliance
Some pitfalls to avoid when billing for services and managing funds in a clinical trial:
Double Billing or “Double Dipping” – if a claim is submitted to and paid by a third-party payer or Medicare and the sponsor reimburses for all or some of the same service, this is considered double dipping and may constitute fraud.
Waiving co-payments and offering free services to volunteers in clinical trials is a violation of government regulations. http://oig.hhs.gov/fraud/docs/alertsandbulletins/SABGiftsandInducements.pdf
More Billing Compliance Tips can be found at www.obc.med.miami.edu.
Whether you’re currently contributing 1.5 or 10 percent of your salary to your UM retirement plan, there is always an opportunity to improve your retirement outlook. This could mean increasing your voluntary contributions, choosing a different mix of investment funds, or simply meeting with a retirement representative to ensure you are on the right financial track. Click here for valuable information to help you plan for 2015 and beyond.
How would you like to earn 100 points toward your Well ’Canes incentives goal? Register today and participate in the Well ’Canes Eat Your Fruits and Veggies Challenge from November 3 through November 24. The challenge will encourage you to increase your consumption of fruits and vegetables by including one serving of each per day for fifteen days during the three-week challenge. A 100-point bonus can be earned by logging your weight once a week.
The 2014 Well ’Canes Wellness Incentive Program allows you to earn up to $300 by earning reward points for completing various preventive healthcare activities. Learn more and register at miami.edu/wellcanes.
If you have questions about the 2014 Well ’Canes Incentives Program, please contact HR-Benefits at 305-284-3004 or complete the online inquiry form.
Lung cancer does not show any symptoms until its late stage and, as a result, kills more people than breast, cervical, colon, and prostate cancer combined. But here’s the good news: The 2011 National Lung Screening Trial demonstrated that screening high-risk individuals with a series of low-dose CT scans over time can detect the disease in its early stages, allowing treatment to ensue and decreasing mortality by 20 percent.
With the multitude of security breaches, it is important to take a few basic precautions to keep your personal information more secure when you go online. Assume that everything you put on a social networking site is permanent. Even if you delete your account, anyone on the Internet can easily print photos or text or save images and videos to a computer. Use tight privacy controls to manage who can see your profile or photos.
Open Enrollment begins October 13 and runs through October 31, 2014. This is your annual opportunity to review, enroll, or make changes to your medical, dental, flexible spending and disability benefits. If you are currently participating in the University’s medical plan, please remember that your medical plan elections do not roll over and it’s important that you either elect or decline medical coverage for 2015, as well as confirm your smokers’ and spousal surcharge elections during Open Enrollment. If you do not, you and your covered dependents will be placed in the Aetna HRA option, and the increased smokers’ and spousal surcharges will apply for 2015.
The Guardrails Prevention Initiative, in partnership with Well ’Canes, offers free health assessments at the Coral Gables and Miller School Healthy ‘Canes Employee Clinics and UHealth Sports Medicine. The evaluations take approximately 10 minutes and help you understand your nutritional needs, as well your body’s metabolic, cardiovascular and musculoskeletal health.
Click here to view a sample report. Walk-ins are welcome or you may schedule your assessment at guardrailsprevention.com. Guardrails is offered through the UM School of Education and Human Development.
During October, National Breast Cancer Awareness Month, Well ’Canes is offering free mammogram screenings to female University of Miami faculty and staff over the age of 35 who are enrolled in a UM/Aetna medical plan. Screening appointments will be available every Wednesday at the Sylvester Comprehensive Cancer Center Miami location and on Thursday, October 16, at the Deerfield location.
The fall edition of Mind and Matter eNewsletter is now available and offers valuable information on maintaining balance in the face of unexpected workplace changes, as well as tips on mindful driving.
Part of the Faculty and Staff Assistance Program, the quarterly newsletter features articles on health and well-being, helpful tips on maintaining work-life balance, and other valuable resources such as free wellness seminars for faculty and staff.
If you’re eligible for the Retirement Savings Plan but aren’t making contributions, you are missing out on free money from the University that will help you save for your retirement. If you aren’t sure how to get started or think it’s too late to start, you should register for “Save a Little Today, Play a Lot Tomorrow,” an interactive workshop hosted by Fidelity Investments that will teach you how saving a little today will result in an increased retirement benefit.
UHealth Dermatology offers free full-body skin cancer screenings for University of Miami faculty and staff enrolled in a UM/Aetna medical plan on the third Friday of every month. The ongoing screenings take place from 1 to 5 p.m. at the University of Miami Hospital, suite M.
Benefits Open Enrollment will return October 13-31, 2014. With healthcare ranked as a “highly valued” benefit, according to the ’Canes Total Rewards assessment, the University has released the 2015 healthcare plan highlights to enable you to make informed decisions about your coverage for next year.
As required by the Department of Labor, the University has posted the New Health Insurance Marketplace Coverage Options and Your Health Coverage notice.
Lynda.com is a free online collection of high-quality video tutorials covering the latest software and creative and business skills taught by industry experts. To access the tutorials, visit lynda.com and sign in with your UM CaneID and password. More details on lynda.com can be found on the information technology website.
If you have questions about your UM benefits, your HR-Benefits team is ready to assist. We want your benefits to work for you. Learn more about UM’s total rewards package online at www.miami.edu/benefits. You can also contact us by email, phone or in person.
At the Healthy ’Canes Employee Clinics, UM faculty and staff can access convenient quality health care for minor illnesses for just $10 per visit. The clinics, which welcome employees on a walk-in basis, offer many of the same services as urgent care centers or a doctor’s office. Advanced registered nurse practitioners who graduated from the University of Miami School of Nursing and Health Studies provide the care.
All students, faculty and staff who ride or keep a bicycle on campus should register it through the Security Department. Not only will registrants receive a free sticker that will deter theft, but they will help Security keep their bicycle safe and identify it in the event it is recovered.
There are no upcoming events.