timesheet+cheat+sheet+update+from+Med+Staff+office

=**Summary of changes (March 2014)- see below for full "cheat sheet":**=


 * ** 1:30 hours of Panel Management now goes in column 5, On Call 1:8 **. Please ** write PMT on top of Column 5 ** and add the hours Monday-Friday except on holidays and days off.


 * ** You may now contact your Payroll representative directly **; contact information is included in the attached Survival Guide. Our Health Services Payroll Department manages more than 8200 time sheets twice a month so please be friendly and patient in your contacts with them.


 * New PDOCC MOU states that for part time providers, unless you indicate otherwise, ** Payroll will use your accruals to make 8 hours on holidays **.


 * All Saturday and evening ** Fallback clinics must be on a Fallback list ** that is sent to Payroll monthly; see Gina Soleimanieh.


 * Saturday NST clinics must be labeled Weekend Rounding.


 * Please ** do not write dollar amounts on time sheets ** - Payroll knows the differentials.


 * ** Do not write all over the time sheet; use column 11 ** to describe the type of work.

=Here is the full "cheat sheet"= ** TIME SHEET AND OTHER HANDY INFORMATION ** ** FOR PROVIDERS WITH POSITION HOURS ** As of 3/1/14


 * TIME SHEETS ARE DUE: ** in the Medical Staff Office (MSO) on the 13th and 25th of every month.


 * PAY DATES: ** are on the 10th and 25th of each month.

Keep the pink copy of your time sheet.

You may choose to be **paid once or twice a month**. If you are paid once a month it will be on the 10th of every month. If you would like to be paid twice a month, complete the **Payroll Advance Form and** **request one third of your pay**. This will give you one third of your next month’s salary with nothing taken out (no taxes, medical, etc.). All deductions are made on your 10th of the month pay check. All overtime and differentials are on your 10th of the month pay check. Regardless of whether you are paid once or twice a month, you must submit your time sheets on the 13th and 25th of each month.

Time sheets may be dropped off in the MSO between 7:00-4:30 or you may leave them in the Medical Staff Administration box in the Medical Library, Doctors’ Boxes. You may access this building 24/7 with a code.

Pay periods run from 1-15 (first of the month thru 15th of the month) and 16-31 (16th of the month through the last day of the month). **Only one pay period can be put on time sheets and time sheet corrections.** For example, you are submitting your time sheet for pay period ending January 31st which includes the 16th through the 31st of January, but you forgot to put January 15th hours on your last time sheet. You cannot add Jan 15th to your Jan 31 time sheet; a time sheet correction must be completed (see below).


 * ORIGINAL TIME SHEETS MUST BE SUBMITTED ** : Payroll Department will not accept faxes or scans (need original signature).

The number of position hours that you have is the number of “regular” hours that you will work each week. If you have 32 position hours then each week you need 32 hours in the “regular” column.


 * In and out times must be filled for all work ** done (columns 1 & 2) and the number of hours must be in regular hours (column 3).

Any work done beyond your position hours is straight time/overtime (column 4).

In and out times must match the total number of hours you want to be paid for, e.g., you did a resident interview from 5:00pm-7:00pm, you in time would be 8:00am and the out time would be 7:00pm for 8 regular hours (column 3) and 2 straight time/overtime hours (column 4).


 * Use column 11 to describe the type of work done, ** e.g., Educational Leave or Weekend Rounding.


 * Do not write all over the time sheet ** . Do not write on the bottom of the time sheet – Payroll uses that space for coding.

Payroll directs that you **do not put dollar amounts on the time sheet;** Payroll knows what the differential is and will code it.


 * STATEMENT/PAYCHECK QUESTIONS: ** If you feel that your payroll statement is incorrect, e.g., you did not get your evening differential or you were not paid for weekend rounding, contact your Payroll representative. Be mindful that the Payroll Department works hard to serve all 4000+ Health Services employees so please be friendly and patient in your contacts with them. Your Payroll representatives are:


 * Initials of Physician Last Name and corresponding Payroll rep: **


 * A-C = Leilani Green, email address leilani.green@hsd.cccounty.us **
 * Phone 925 957-5225 **


 * D-I = Olga Adams, emails address olga.adams@hsd.cccounty.us **
 * Phone 925 957-5223 **


 * J-Z = Angie Rivera, email address angie.rivera@hsd.cccounty.us **
 * Phone 925 957-5221 **


 * All Nurse Practitioners = Lorrie Knott, email address lorrie.knott@hsd.cccounty.us Phone 925 957-5227 **

You are always welcome to contact Catherine Zonfrello with time sheet and paycheck questions.

If you do additional work after your time sheet has been submitted, a **TIME SHEET CORRECTION** form must be completed. In the beginning you may email Catherine Zonfrello who will complete the form and send you a yellow copy for your information. After being acclimated to our time sheet system, the provider will complete the time sheet correction themselves and submit it to the MSO.


 * EVENING CLINICS: ** Indicate your in and out times (in at 8a, out at 9p) for a total of 12 regular hrs and then in column 11 write 4 evening. This will ensure that you receive your evening differential. If you work only 8 hours that day, your in time is 1p, out time is 9p, for a total of 8 regular hours and write 4 evening in column 11. Evening clinics pay Nurse Practitioners $10.00 per hour differential and physicians receive a $15.00 per hour differential.


 * SATURDAY FALLBACK CLINICS ** : Nurse Practitioners get a $10.00 per hour differential. Physicians get a $42.00 an hour differential. Saturday clinics run from 8-5 with a one hour unpaid lunch and are held in Martinez, Pittsburg and West County. Contact Gina Soleimanieh on Lotus Notes or at 925 370-5182 to schedule Saturday clinics.
 * In order to be paid the Fallback differential of $42.00 on top of base pay, __you must be on a Fallback List__. Contact Gina Soleimanieh to ensure that you are on a Fallback list that is sent to Payroll monthly. **


 * EVENING FALLBACK CLINICS ** : For Physicians & Dentists only. Clinics run Monday-Friday from 5:30-9:00 pm and weekends from 8:00am-12:00pm and 1:00-5:00pm This clinic is billed as “hours worked”. If you finish clinic at 8:30, then you are paid from 5:30-8:30. Three and one half hours is the maximum that this clinic pays. Contact Gina Soleimanieh on Lotus Notes or at 925 370-5182 to schedule Fallback Clinics. **In order to be paid the Fallback differential of $42.00 on top of base pay, __you must be on a Fallback List__. Contact Gina Soleimanieh to ensure that you are on a Fallback list that is sent to Payroll monthly.**


 * WEEKEND NST CLINICS: ** Indicate the in and out times and total hours in column 4. Then write Weekend Rounding in column 11 for the $42.00 differential. This clinic must be on a Fallback list to be paid the differential.


 * TELEPHONE CONSULT CLINIC (TCC): ** This is a 4 hour clinic that may be worked from anywhere, including home if you have VPN (for VPN see Cheryl Goodwin in the MSO). The Advice Nurse Unit schedules patients into a queue from which the provider works, assisting patients by telephone. This clinic may be worked on Saturdays and Sundays for the Saturday Clinic differential (see above) and holidays for straight time/overtime in addition to holiday pay.


 * TELEPHONE FOLLOW-UP CLINIC: ** Provider has a roster of their own patients. Patients may schedule themselves into this clinic. The provider calls the patient at the scheduled time. This clinic may be done from anywhere including home if you have VNP (for VPN see Cheryl Goodwin in the MSO). Telephone Follow-up Clinics are regularly scheduled on the same half day per week just as a Family Medicine Clinic would be.


 * PANEL MANAGEMENT: ** is available only to those providers with outpatient clinics. Providers who have five or more weekly clinics are entitled to 1.5 hours of panel management per week-day. Panel management pays out at straight time/overtime. Indicate 1:30 hours each week-day (excluding holidays, vacation, sick time, Ed Leave, jury duty, etc.) in column 5 on your time sheet. **In column 11 write Panel Management or PMT**. Do not write “PM” as that indicates a time of day rather than Panel Management.

Some providers hold all five clinics over a two, three or four day period (3 clinics on Monday, 2 on Tuesday) but **Panel Management is paid Monday through Friday**, despite when the clinics are held. A provider who holds all five clinics in two days still gets 1.5 hours of Panel Management Monday through Friday.


 * CROSS COVERAGE: ** is available for Family Medicine outpatient providers; check with your Division Head to sign up to manage same-day issues such as urgent labs and prescription refills; this is done in morning and afternoon clinics and should be listed in the straight time/overtime column 4.


 * ON CALL ** : On call is designated at 1:8 or 1:4. Most call is 1:4. This means that you are paid 1 hour for every 4 hours that you are at home on call. On call is recorded in column 5 (1:8) or 6 (1:4).


 * Overtime cannot be charged while on call ** : You cannot request overtime during a time when you are already on call. For example, you work 8 regular hours from 8:00-5:00 and are on call from 5:00pm-8:00am and you do some patient follow up work from 5:00pm-7:00pm. You cannot charge for those two extra hours of work from 5:00-7:00. You are already being paid for being on call and you cannot charge twice for the same time frame.


 * CALL WORKED ** : If you are on call and get called into work, the call worked hours are recorded in the call-worked column 7. There is a minimum of three hours if you are called in and work less than three hours.


 * CALL WORKED SATURDAY/SUNDAY: ** On your time sheet indicate “weekend rounds” for call worked and put the number of hours in the straight time/overtime column (4). In the On Call 1:4 column on your time sheet (6) write the number of hours that you were on call minus the number of hours that you worked; if you were on call for 24 hours and you came in for 6 hours, indicate 18 hours of on call 1:4 (24 hrs on call minus 6 hours worked = 18 hours on call).


 * WEEKEND ROUNDS ** : The words “weekend rounds” must be written on your time sheet in order to get the $42.00 per hour differential. Weekend rounds have a 3-hour minimum and no maximum number of hours.


 * OB INHOUSE CALL: ** pays $10.00 differential, from 5:00 pm-6:30am, and all day on weekends and holidays.


 * CONTINUITY DELIVERIES ** : are paid at straight time/overtime (no differential) for a minimum of three hours and a maximum of six hours.


 * LUNCH TIME IS UNPAID: ** Standard lunch time is 12:00-1:00 pm and is unpaid. Sometimes providers work through their lunch or stay after clinic but this time is unpaid. After three years of employment providers receive Administrative Time to compensate for long-running clinics or working through lunch on the inpatient services.


 * VACATION ** : __New providers may not take vacation until they have worked here for six months__. You may take Personal Holiday hours and sick leave prior to six months of employment. Providers employed here for 0-10 years receive 10 hours of vacation per month. This accrual maxes out at 240 hours. The longer the provider is employed here, the amount of vacation hours increases as does the maximum amount (see your MOU for details).


 * PERSONAL HOLIDAY: ** Providers accrue 2 hours of Personal Holiday per month. This accrual maxes out at 40 hours; once you have 40 hours you no longer receive additional hours. Use this accrual such that it always stays below 40 hours.


 * SICK LEAVE ** : Providers who make a same day cancellation due to illness or an emergency must call the **Medical Staff Unplanned Absence Line at 925 370-5128**. The call must come in by 7:00 am or the provider will need to leave a message on that line but also call the MSO (370-5182) and the clinic staff at the site that they are working. Indicate sick leave taken in column 9 (sick time). If you have already submitted your time sheet, a time sheet correction must be completed.

Employees receive 8 hours of sick leave per month with no maximum amount. Sick leave may be used for medical and dental appointments for yourself or your family.


 * ADMINISTRATIVE LEAVE: **__ After a provider has worked at CCRMC for three years they are entitled to Administrative Leave. __ A 40 hour provider receives 40 hours of administrative leave per year. This leave may be used just like vacation. Administrative Leave is granted on the first of January and expires on the last day of December. You must use this accrual prior to the end of the year or you will lose it. The number of Administrative Hours increases with longevity.


 * ADMIISTRATIVE TIME: ** Providers who have 36 hours per week of direct patient care receive 4 hours per week of administrative time. This time is included in your weekly schedule and is used for management of your patients’ needs, i.e., follow up labs, prescription writing, referrals, In-basket management, etc.


 * HOLIDAY PAY: ** Full time providers with 40 position hours will receive 8 hours of straight time for holidays. Provider with less than 40 hours will receive less than 8 hours holiday pay, for example, a provider with 32 position hours will receive 6:24 hours of holiday pay regardless of how many hours they would normally work that day. A 20 hour provider will receive 4 hours of holiday pay. **The PDOCC MOU states that Payroll will use your accruals to bring your holiday pay to 8 hours unless you state on the time sheet to not use accruals for the holiday.**

A full time provider who normally works a 12 hour day on the holiday, will receive 8 hours only. Providers may use accruals to make up the difference in hours. On time sheets write “holiday” in column 11 and the number of hours in column 12.

A 40 hour provider who works a holiday will receive 8 hours of straight time pay for the holiday and 8 hours of base pay plus whatever differential is being worked (e.g., holiday/weekend rounding).

New Years Day MLK Birthday Presidents’ Day Memorial Day Independence Day Labor Day Veteran’s Day Thanksgiving Day after Thanksgiving Christmas Day
 * Physicians’ and Nurse Practitioners’ paid holidays: **

Columbus Day Admissions Day Lincolns Birthday
 * Nurse Practitioners also get: **

Nurse Practitioners may work on Columbus Day, Admissions Day and or Lincoln’s Birthday and be paid their normal 8 regular hours plus an additional 8 regular hours for the holidays worked. Clinics will be in place as usual and a request for time off/clinic cancellation must be submitted at least 35 days in advance to take these 3 holidays off.


 * CME & EDUCATIONAL LEAVE ** : __New providers may not use their Educational Leave until they have been employed here for one year__. CME funds may be accessed immediately. Full time, 40 hour providers receive $1150.00 in Continuing Medical Education funds and 40 hours of Educational Leave per calendar year. Providers with less than 40 position hours receive less money and leave.

Physicians may do CME on-line or in person on the weekends and may use Educational Leave for straight time/overtime pay. Nurse Practitioners may not use Educational Leave on weekends.

Providers submit a **Travel Demand for reimbursement** for conferences, medical books, subscriptions, professional dues, exam fees, journals, smart phones, computers, etc. The county does not pay for travel, lodging or food for conferences attended; the conference fee is reimbursed and Educational Leave is used to pay for the days at the conference.


 * Travel Demand for travel between clinics: ** Providers who float or travel to other sites for clinics or meetings may submit a monthly travel demand detailing the travel done for that month. Travel Demands which have been altered are rejected by the Finance Department. If you are unable to fit all travel for the month on one Travel Demand, a second one must be used. The county provides a mileage chart, available in the Medical Staff Office, which must be used to determine travel from site to site. Travel is always counted from the provider’s home site to the destination clinic and then back to the home site. Current travel pays $0.51 per mile.

Contact Christine Houser at christine.houser@hsd.cccounty.us for CME, Educational Leave and Travel Demand questions.


 * CROSS COVERAGE: ** is available for Family Medicine outpatient providers; check with your Division Head to sign up to manage same-day issues such as urgent labs and prescription refills; this is done in morning and afternoon clinics and should be listed in the straight time/overtime column 4.


 * ANNUAL CLINIC STIPEND: ** Doctors with four or more weekly clinics are entitled to an annual Clinic Stipend. Precepting residents counts as one weekly clinic. In order to qualify for this stipend, the clinics must be in place, weekly, from the first day of July through the last day of June. Per your MOU, a provider who takes off for more than 60 days per year, for any reason, is not eligible for the stipend. Stipends are paid out no later than September 30th. Nurse Practitioners are not eligible for this stipend.


 * STAFF DEVELOPMENT: ** Family Medicine providers who work 16 hours per week or more and whose primary assignment is in Family Medicine are entitled to Staff Development time. Staff Development time is used to develop skills in specialties such as prenatal, dermatology, ortho, etc.


 * MONTHLY EMPLOYEES: ** Providers who are assigned to the Emergency Department, OB/GYN, Pediatrics and most of the Internal Medicine providers are “monthlies”. Monthly providers are responsible for working a set number of hours per month and do not have to make their position hours weekly. Monthly providers’ hours are calculated as follows:

Count the number of Monday through Fridays in a month, subtract the number of paid holidays, multiply that number times 8 hours per day. This formula gives a total number of hours that a monthly employee must work in that month.


 * Income for time off for maternity/paternity ** **(Baby Bonding) comes from your own accruals**. Employees do not pay into Disability so we are not entitled to disability payments for normal pregnancies. You may use all accruals including sick, vacation, personal holiday, administrative leave and Educational Leave (do CME on-line). Fathers may use sick leave (or other accruals) to take time off for Baby Bonding for up to one year after the birth of their child.


 * FAMILY MEDICAL LEAVE ACT: ** It is a Federal law that your employer offers you Family Medical Leave Act (FMLA) for your own serious medical condition, including routine pregnancies. FMLA is for the employee’s protection only and assures that your job is secure when you return. __FMLA does not pay for your time off; your own accruals are used.__


 * IF YOU ARE INJURED ON THE JOB: ** Report it to your supervisor and the Medical Staff Office immediately (contact Catherine Zonfrello x5158 or Cheryl Goodwin x5646). **Two forms must be completed the day of the injury; an AK30 and a DWC-1**. Submit the forms to the MSO who will forward them to Risk Management. These forms protect the employee and document the on-the-job injury.


 * JURY DUTY: ** Notify Gina Soleimanieh in the MSO as soon as you receive jury duty notice. If you have clinics, Gina will manage them. __If you do not accept the jury stipend the county will pay your full wage while on jury duty.__ Submit to the MSO the form from the court which states that you have waived the stipend offered to you. The county will pay for day time hours only (8a-5p); evening clinics begin at 5:30 and court rarely lasts past 4:00. Providers may choose to use vacation accruals and cancel their evening clinics while on jury duty. If you are impaneled notify Gina immediately.


 * VPN: ** Setting up VPN or Virtual Private Network on your home computer will allow you secure access to your In-basket and Lotus Notes email. See Cheryl Goodwin for requests for VPN.


 * Note: ** It is a Medical Executive Committee Requirement that all providers check their Lotus Notes email even if they use their private email address for routine communication with CCRMC and its staff.

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