Transition to University Shared Services for Financial Transactions

We are excited to announce the Stead Family Department of Pediatrics will officially partner with University Shared Services (USS) to standardize financial related functions including purchasing, travel, and reimbursement effective February 1, 2020.

Currently, there are more than 120 faculty and staff engaging in over 14,000 transactions per year in the Department.  The inconsistency in our process along with the large volume of transactions can lead to delays in reimbursement, auditing errors, and increased risk. The decision to partner with USS will allow us to streamline financial transactions, reduce processing timelines, and allow faculty and staff to focus on other activities related to our clinical, education, and research missions.

USS will assign two highly trained representatives to process our transactions.  Both Representatives (below) will be located within our central administrative offices in BT 2000 and provide the following scope of services:

In Scope (handled by USS)

  • Procurement Card reconciliation
  • Travel Expense Vouchers (TEV)
  • eBuy requisitions
  • eVouchers
  • pReqs

Out of Scope (remains with Department faculty/staff)

  • Travel arrangements and trip creation
  • Procurement Card purchases
  • Lab and research purchases

Additional information will be provided by your Division’s Administrative support staff. The attached cheat sheet can also be useful in learning how to utilize USS.

Pham Named Finance Manager for the Department

We are pleased to announce that Phuong Pham has been promoted to Finance Manager in the Stead Family Department of Pediatrics. She has been serving as the interim Finance Manager since October 1, 2019 and will assume her new position immediately.  As Finance Manager, Phuong will oversee all areas of finance, including financial reporting, research, clinical trials, budgeting, and department fund flows.

Phuong joined the Department in December 2016 as a Senior Financial Analyst. In her role, she was responsible for collaborating with the Finance Manager multiple functions, including financial reporting, budget development, and assisting with the Departmental incentive plan. Previously, Phuong served as a Financial Analyst in central finance with UI Health Care overseeing and preparing Medicare cost reports, Tricare reimbursement reports, and assisting with Medicaid audits. 

Prior to joining the University, Phuong held multiple roles in the Finance Departments at both New Pioneer Coop and Frontier Coop as a Certified Public Accountant. 

Phuong received a bachelor’s degree in Electrical Engineering from Posts and Telecommunications Institute of Technology in Ho Chi Minh City, Vietnam and bachelor’s degree in Business Administration from the University of Iowa.

Please join us in congratulating Phuong!

John M. Heinemann, MHA, MPH; Interim Clinical Department Administrator

It’s Performance Review Season!

The annual performance review cycle is underway. The Department of Pediatrics has established a goal to have all performance reviews completed no later than February 29, 2020. Below is an outline of the necessary steps to complete this process.

P&S Review Process

  1. Employee selects “Create New Review” in the online performance review tool to initiate the review.
  2. Employee completes self-evaluation in the online performance review tool and submits to the supervisor via the online performance review tool by December 13, 2019. You can submit by selecting the green button titled “Submit Performance Review”. Attached are tips to assist you with completing a well-rounded self-evaluation.
  3. Supervisor utilizes request feedback option in the online performance review tool.
  4. Supervisor completes Performance Review in the performance review tool (does not finalize).
  5. Supervisor meets with employee to review and discuss the performance review and rating.
  6. Once completed, supervisor selects “Finalize Performance Review” which sends the form to employee for acknowledgement.
  7. Employee adds additional comments and acknowledges review with electronic signature.
  8. Performance Review and Peer Review report is automatically uploaded into employee’s ePersonnel file. Please allow 24 hours for the system to complete this process.

You can access the Performance Review tool and last year’s review through Self-Service under the Personal tab (refer to picture below). Additionally, your completed Performance Review from 2018-2019 is available via your ePersonnel file in Self-Service under the Documents section.

If you need a copy of your current job description to use as a reference during this process, you may email the general Pediatrics HR email address (listed below). In the event your job duties and responsibilities have changed or evolved over the last year, please work with you supervisor to update your job description and return an updated copy to Pediatrics Human Resources.

Please do not hesitate to email PedsUIChildrensHR@healthcare.uiowa.edu with any questions.

Departments Seeks Applicants for Fellowship Coordinator

The Stead Family Department of Pediatrics is seeking a Fellowship Coordinator to assist in the design, planning, integration and evaluation of fellowship curriculum; manage application enrollment process; ensure compliance with Accreditation Council for Graduate Medical Education (ACGME) standards and graduate medical education (GME) office; and manage teaching resources.

Some of the specific duties will include:

  • Some of the specific duties will include:
  • Coordinating administrative and operational activities for multiple Pediatric Fellowship programs in collaboration with Pediatric Fellowship Program Director(s) and the Vice Chair for Education within the Stead Family Department of Pediatrics.
  • Monitor national subspecialty match system and prepare reports for Pediatric Fellowship Director pertaining to success and suggested methods for improvement.
  • Plan and organize events for Pediatric fellowship Program (graduation, retreat, etc.).
  • Plan, schedule and facilitate orientation for incoming fellows. Compile required documentation for orientation packet, including documentation guidelines and electronic medical record training at UIHC.  
  • Organize and coordinate Departmental Fellow Core Curriculum for Pediatric Fellowship Programs, including weekly conference series. 
  • Serve as liaison for site visits with ACGME and GME (internal).
  • Monitor Pediatric Fellowship Program expenditures, including travel, books, food and Departmental Fellow Core Curriculum series.
  • Collaborate with Residency Education and Medical Student Education Programs within the Department.

We are encouraging all interested departmental candidates to consider applying for this great opportunity. To review or apply for this position click here. The posting close date is October 4, 2019. You are encouraged to contact John Heinemann or Maeve Jackowski Price with any questions about the position.

Please assist in our recruitment efforts by sharing this information with those who may be interested and meet the required qualifications. Thank you!

Department Seeks Applicants for Admin Services Coordinator

The Stead Family Department of Pediatrics is seeking an Admin Services Coordinator to support the functions and daily operations of multiple Divisions in the Department of Pediatrics at the direction of the Department’s administrative leadership team.

  • Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures
  • Support assigned division director in planning, developing, coordinating and implementing short and long range goals as outlined in the strategic plan for the division
  • Assist with recruitment including coordinating visits, arranging travel and planning itineraries
  • Assist with bi-weekly ELMS editing of division timecards
  • Adherence to University and Departmental policies regarding purchases and expense management to meet division fiscal responsibilities.
  • Understand business need/justification for the use of any UI funds and applies sound judgment.
  • Collect, analyze, maintain and provide information on various divisional activities. 
  • Support Division operational and programmatic functions at the direction of the Division leadership.

We are encouraging all interested departmental candidates to consider applying for this great opportunity. To review or apply for this position click here. The posting close date is October 4, 2019. You are encouraged to contact John Heinemann or Stefanie Pirkl with any questions about the position.

Please assist in our recruitment efforts by sharing this information with those who may be interested and meet the required qualifications. Thank you!

Dr. Norris Named Interim Division Director for Endocrinology and Diabetes

The Department is happy to announce Dr. Andrew Norris as Interim Division Director of the Division of Endocrinology and Diabetes beginning July 1, 2019.

Dr. Norris received his MD and PhD in Molecular Biophysics from Washington University School of Medicine in 1997. He completed his internship and residency from 1997-2000 at the University of Iowa, followed by his Pediatric Endocrinology fellowship from 2000-2003 at Children’s Hospital Boston. From 2003-2005 he was an Instructor in Pediatrics at Harvard Medical School, before starting at the University of Iowa in 2005. He has been Professor of Pediatrics and of Biochemistry since 2018.

Aside from being an active teacher and mentor, Dr. Norris has been a prolific scholar and researcher focusing on studying the root causes of cystic fibrosis-related diabetes, early life programming of type 2 diabetes risk, fatty acid metabolism and insulin action, and the bioinformatic study of common metabolic diseases. He has received numerous R01 awards through the NIH and remains a prolific scholar. Dr. Norris is also Associate Director of the Fraternity of Eagles Diabetes Research Center at the University of Iowa.

Please welcome Dr. Norris to his new role within the Department.

Whisler Departing, Heinemann Named Interim CDA

We are pleased to announce that Melissa Whisler, MBA, MHA, who has served as the Stead Family Department of Pediatric Clinical Department Administrator for the last four years, has been promoted to Administrative Chief of Staff at University of Iowa Hospitals & Clinics. In her new role, she will be working closely with all departmental executive officers to implement strategic plans and will oversee operations in the Office of the CEO. While her last day in the Stead Family Department of Pediatrics will be Tuesday, June 11, there will be a longer transition period in place to ensure the process is as seamless as possible.

In the interim, John Heinemann, MHA, MPH, will be serving as our Clinical Department Administrator. He joined UI Health Care in 2017 as an associate administrator and has previous administrator experience in various hospital and health care settings. He will oversee the day-to-day operations in pediatrics and ensure the continuation of our projects and strategic priorities.

Please join us in congratulating Melissa and John on their new roles.

University Benefits Office Hours at UIHC

Have a question about/for University Benefits? The University Benefits Office has open hours at the UIHC every month. The times for the month of April are below:

  • Wednesday, April 10
    • 10am – 12:30pm, C500-1 GH (5th floor near elevator B).
    • 2pm – 4pm, C500-1 GH (5th floor near elevator B).
  • Saturday, April 13
    • 7pm – 10 pm, Marketplace Dining Room
  • Wednesday, April 24
    • 2pm – 4pm, E178 GH, (1st floor near elevator AA)
    • 7pm – 10 pm, Marketplace Dining Room
  • Saturday, April 27
    • 6:30 – 9:30am, Fountain Dining Room

A flyer to post in your area can also be found here.

Drs. Ashwath and Misurac Named Medical Directors of the PSC.

The Stead Family Department of Pediatrics is pleased to announce new medical directors for the Pediatric Specialty Clinic. Dr. Ravi Ashwath will be the new Medical Director, and Dr. Jason Misurac will be the Associate Medical Director. These roles will be effective as of today, April 1, 2019.

Dr. Ashwath completed his MD at Mysore Medical College in India, pediatric internship and residency at Maria Fareri Children’s Hospital in Valhalla, NY, fellowship in pediatric cardiology at Rainbow Babies and Children’s Hospital, and a fellowship in Advanced Imaging from Boston Children’s Hospital. Dr. Ashwath practiced at Rainbow Babies and Children’s Hospital for almost 13 years prior to joining Iowa in 2017. Dr. Ashwath has been the Imaging Director in Pediatric Cardiology and directs the cardiac MRI imaging. He is also the Program Director of cardiology fellowship program.

Dr. Misurac completed his MD at Indiana University School of Medicine, pediatric residency and pediatric nephrology fellowship at Riley Hospital for Children in Indianapolis. Since coming to Iowa in 2015 Dr. Misurac has been very active clinically, both here at the hospital and at outreach clinics in Cedar Falls and Johnston.

Please welcome Drs. Ashwath and Misurac into their new roles. We would also like to thank Dr. Warren Bishop who has served as the Medical Director of the Pediatric Specialty Clinic since 2014. His guidance has been crucial to expanding pediatric specialty services within the Department and around the state, and he has always been a true champion for improving the healthcare for children and their families.

Scribe Project FAQ

As many are aware, the Department initiated a pilot project testing the use of Scribes with providers in clinic. Heidi Hansen has been facilitating this project and we connected with Heidi asking her more about the Scribe project.

What are Scribes?

Scribes are documentation assistants who follow faculty into their appointments to help document the visits so that the faculty can focus more on the patient’s needs instead of worrying about writing what is going on in the visit.

Which providers are using them?

Currently we are piloting this model with four providers. The providers who were selected and agreed to trial this are Drs. Leyser and Tewar in Developmental and Behavioral Pediatrics; and Drs. Kanner and Pesce in Endocrinology.

Will their presence impact patient or clinic flow?

No, the workflow of the clinic should not change at all. The patient however, could be impacted. They could see more face-to-face interaction with their doctor and more attention to their needs during the visit among other potential positive impacts.

What is the benefit of using Scribes, and what is the goal of the program?

There are numerous benefits to using scribes. Just a couple include the increase of provider job satisfaction by reducing the amount of time that they have to do documentation outside of the work day; also, patient satisfaction is a benefit and a goal of this project. Patients should see an increase of provider engagement during their visits.

Specifically, the program is tracking the following metrics to determine if the goals are being met:

  • Provider’s daily time in Epic
  • Physician Burnout Survey
  • Epic Status Board usage to measure:
    • provider in room time
    • patient time in waiting area
  • Patient survey/feedback for Scribes in the room
  • Chart completion time
  • RVUs/Productivity

Do the physicians still sign off on the clinic notes themselves?

Yes, the physician is still 100% responsible for the documentation; the scribe fills in the information then sends it to the provider for review, additions, and signature.

How long does the pilot project last, and is the goal to expand the program or make it permanent in the future?

The plan is to pilot this for six months and then step back and evaluate the results. If it is successful we may look at expanding the program where it is appropriate and would be a benefit to all involved.

Where do the Scribes come from, internal source or external?

Who do they report to? Currently our scribes are contracted through ScribeAmerica. They technically report to the manager at Scribe America but Heidi Hansen is the UIHC contact within pediatrics.

Do the Scribes have access to Epic?

Yes, the scribes go through LIP training at HSSB so they can gain access to EPIC and be trained in the basics of EPIC documentation. They then have modified access so they can access the different pieces of EPIC to assist the providers with note documentation, patient histories, instructions, and orders.

Anything else you would like to add about the program?

There has been some learning curve to this project and the providers involved have been very supportive and flexible with this venture. Here are some of the positive comments which we have received from providers using scribes recently.

  • “Significant increase in the quality of interactions with patients and their families now that I don’t have to share my time between the screen and them. Real face-to-face interaction!”
  • “I feel much less burred out than previously without the current need of typing.”
  • “From a teaching standpoint, I can allow students to see more of my patients if we decide they don’t need to focus on note writing with me but instead history taking or presentations.”
  • “Today I closed all of my encounters at the end of the clinic. I am modifying the way I work in order to find a better balance in my life.”