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GOAL:
More clearly define the process for bringing on new faculty members and the
associated flow of information.
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CHARGE
FOR THE COMMITTEE from Charlie Reuland, Administrator:
-
Develop
a more streamlined, clearly defined process.
-
Enhance
the efficiency of information flow.
-
Demonstrate
to incoming faculty that this is a well-organized system.
Committee:
Chairperson:
Jeannette Fanning, Hematology Division Manager; Members: Mary
Calini, Endocrinology Division Manager; Lisa Heid, DOM HR
Coordinator; Michele Mehrling, Pulmonary Division Manager; Nancy
Pennacchia, DOM Administrative Assistant; Pam Shafer, Director,
Medical Staff Administration, JHH; Carol Simmons, DOM
Credentialing Office Supervisor; Elaine Thomas, Infectious
Diseases Division Manager; Laura Towns, DOM Pro Fee Billing
Office Coding/Charge Entry Supervisor
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RESULT:
Evaluation
of the current credentialing process, included looking at:
1.
Length of time to appoint and credential new
faculty
(from inception with the
division directors’ request for new faculty appointment, to
appointment by the JHU/SOM and credentialing by the JHH MSO).
2.
Communications between, and roles and requirements of
all offices and entities within and outside DOM to effectuate
the appointment.
3.
Forms used (content and sign-off requirements;
appearance and usability of forms by JHU/JHH AND the faculty candidate)
4.
Accessibility to information, forms, people.
5.
Availability of an understandable process.
Recommendations included:
1.
Organization of appointments/credentialing handbook (all requirements
compiled in one location for divisional use)
Includes all forms used and flow charts for each faculty
level appointment
2.
Standardization of “request
to appoint” and “offer” letters’ checklists
3.
Implementation of a sign-off list for all “approvers”
4.
Semi-annual training of divisional credentialing personnel
5.
Identification of primary and secondary credentialing personnel at all
levels
Development
of a Website to accommodate forms, contacts and a downloadable
application for faculty candidates.
(Or obtaining space on existing DOM Website)
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PATIENCE AND
PREPARATION: All medical/clinical faculty JHH credentialing
appointments take at minimum 180 days (from the date of log-in of
the completed application in the MSO to appointment)
Note:
If the faculty candidate is not a US citizen or is
currently residing outside the US, the visa process (through the
International Services Office) can take 3-6 months to complete.
Time may run parallel to credentialing process, or be
added on to the 180 day minimum, if this information is not
provided early in the process.
Note:
Faculty can be appointed as “Visiting Faculty” until
credentialing is completed for a permanent appointment as
Associate Professor or Full professor.
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COMMUNICATION:
With Division Manager:
Share with the Division
Manager the decision to appoint a faculty member, as soon as
possible AND before any letters are sent to the faculty
candidate.
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ESPECIALLY
IMPORTANT:
when decision to appoint comes after the final approval
of the divisional fiscal year budget
AND if there are financial issues to be considered in
addition to credentialing issues.
MUST ADDRESS necessity for hiring
in terms of who or which program is being replaced; impact on
clinical revenues; salary source (refer to checklist).
The Division Manager, the
divisional contact person, can assist in getting completed
documents where they are supposed to be in the time they are
supposed to be there.
With the Faculty Candidate: It is important that the clinical
faculty candidate be told and understands that NO appointment
will be final until the JHH MSO has completed and approved the
credentialing.
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REQUIRED
APPROVALS:
ALL
LETTERS MUST BE ROUTED THROUGH THE DOM OFFICES BEFORE BEING SENT
TO THE DEAN’S OFFICE. All
requests to appoint MUST be approved by the DOM Chairman’s
Office AND the Dean’s Office, BEFORE contacting the faculty
candidate with an offer letter.
Draft Appointment
Approval Letter and Job Offer Letter (Refer to Checklists for
Letter(s) Content
1).
Appointment Approval Letter Content Checklist
2). Offer Letter Checklist
Route Letters for
appointments.
Refer
to Faculty Appointment Approval List:
1).
Approvals initialed and dated (by required
representative/offices involved in the appointment/credentialing
process)
A LETTER IN DRAFT FORM IS ACCEPTABLE DURING THE
REVIEW AND APPROVAL PROCESS
Note:
If
the faculty candidate is not a citizen or not a green card
holder, a copy of the letter should also be sent to the
International Services Office. Letter of Acceptance
from the Faculty Candidate does not have to be a separate
letter. It may be
the offer letter with a signature line for acceptance and date.
DIVISION DIRECTORS MUST NOTIFY ALL RECIPIENTS OF
THE LETTER IF THE PROSPECTIVE FACULTY MEMBER DECLINES THE OFFER
(CAN BE DONE VIA THE DIVISION MANAGER TO ALL OFFICES INVOLVED.
TRAINING
APPROPRIATE DIVISION STAFF: Creation
and Availability of the Faculty Appointment and Credentialing
Handbook.
Semi-annual
training sessions have been recommended, unless it is found that
due to staff turnover, more frequent sessions are required.
Include training of
back-up/ secondary staff in each office to help eliminate delays
in processing in the absence of primary staff.
WEBSITE:
Proposed
web-based handbook, contact list, and repository for processing
and payroll forms and the SOM CV form and downloadable
application form.
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FORMS:
Standardization and/or
combining forms, if possible for all ranks of faculty is
recommended for easier use.
All forms (even if marked as “sample”) will be made
available to each division so that Divisions know what is being
requested, when, why and by whom. Billing forms are to be
made more legible for faculty candidates to complete.
Discontinue making copies from copies.
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ACCOUNTABILITY
AND ACCESSIBILITY:
Identified
timeframes to meet the various credentialing committee deadlines
will be provided to the Divisions. It is recommended that
offices outside DOM provide a list of their deadlines for their
required due dates. If all offices in the credentialing process,
don’t currently have such a deadline-defined process it is
recommended that such a process be adopted. A filing
system that can be easily accessed in the absence of the primary
credentialing person should be established in each office in the
credentialing process. Accessibility to
credentialing-process staff, outside DOM, to respond to
reasonable questions regarding status is recommended. A
list of all credentialing personnel should be maintained and
updated and be available upon request.
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Offer
Letter Checklist
1.
Introduction
- Include Position ( ex:
Full time Faculty, Part Time, etc.)
- Dates for
Appointment
2.
Compensation and
Other Support
- Salary
- Benefits
- Vacation
- Other
- (professional dues)
3.
Support Services
- Office Space
- Secretarial Support
- Computer/Office Equipment
- Moving Expenses $_______________
4.
Professional Activities
5.
Teaching Responsibilities
6.
General Items
Note:
If the faculty candidate is not a U.S. citizen, there
should be a clause that all visa approvals and details must be
worked out through the JHU International Services Office, prior
to hiring.
7. Signature
Lines
8.
Acceptance Line Clause and Date
9. Statement/signature for non-acceptance of offer
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