cv secretarial staff meeting 10:00 – 11:00 a.m. september 25 & 27, 2012 gonda 5-104 leighton...

CV Secretarial Staff MeetingCV Secretarial Staff MeetingCV Secretarial Staff MeetingCV Secretarial Staff Meeting

10:00 – 11:00 a.m.10:00 – 11:00 a.m.10:00 – 11:00 a.m.10:00 – 11:00 a.m.

September 25 & 27, 2012September 25 & 27, 2012

Gonda 5-104 Leighton Lecture HallGonda 5-104 Leighton Lecture Hall(Broadcast to SMH MB 4-510)(Broadcast to SMH MB 4-510)

AGENDAAGENDAAGENDAAGENDA

Introduction of secretarial traineesIntroduction of secretarial trainees

TeleworkingTeleworking

CV Division Med Sec GuidelinesCV Division Med Sec Guidelines

Note ItemsNote Items

Introduction of secretarial traineesIntroduction of secretarial trainees

TeleworkingTeleworking

CV Division Med Sec GuidelinesCV Division Med Sec Guidelines

Note ItemsNote Items

IntroductionsIntroductionsIntroductionsIntroductions

• Laura LarsonLaura Larson

• Katrinna GreentreeKatrinna Greentree

• Laura LarsonLaura Larson

• Katrinna GreentreeKatrinna Greentree

TeleworkingTeleworkingTeleworkingTeleworking

• New opportunityNew opportunity

• 60-day pilot60-day pilot

• New opportunityNew opportunity

• 60-day pilot60-day pilot

Medical Secretary GuidelinesMedical Secretary GuidelinesMedical Secretary GuidelinesMedical Secretary Guidelines

• Consistent guidelines across three Consistent guidelines across three work unitswork units

• Access document on CV web pageAccess document on CV web page

• Work in progressWork in progress

• Consistent guidelines across three Consistent guidelines across three work unitswork units

• Access document on CV web pageAccess document on CV web page

• Work in progressWork in progress


• Call CV Absence Pager (255-3382) Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. between 7:00 & 8:00 a.m.

• Third working day absent, call Third working day absent, call Employee Health Services @ 284-3211Employee Health Services @ 284-3211

• Rest/meal breaks—take breaks away Rest/meal breaks—take breaks away from work stationfrom work station• Conduct personal business during Conduct personal business during

lunch or rest breakslunch or rest breaks

• Call CV Absence Pager (255-3382) Call CV Absence Pager (255-3382) between 7:00 & 8:00 a.m. between 7:00 & 8:00 a.m.

• Third working day absent, call Third working day absent, call Employee Health Services @ 284-3211Employee Health Services @ 284-3211

• Rest/meal breaks—take breaks away Rest/meal breaks—take breaks away from work stationfrom work station• Conduct personal business during Conduct personal business during

lunch or rest breakslunch or rest breaks


• Expectation to attend a minimum of Expectation to attend a minimum of one Mayo-sponsored class/yearone Mayo-sponsored class/year

• All staff to assist with training of new All staff to assist with training of new employees/traineesemployees/trainees

• Internet use for personal reasons to Internet use for personal reasons to be limited to rest/lunch breaks be limited to rest/lunch breaks (ideally away from work space)(ideally away from work space)

• Expectation to attend a minimum of Expectation to attend a minimum of one Mayo-sponsored class/yearone Mayo-sponsored class/year

• All staff to assist with training of new All staff to assist with training of new employees/traineesemployees/trainees

• Internet use for personal reasons to Internet use for personal reasons to be limited to rest/lunch breaks be limited to rest/lunch breaks (ideally away from work space)(ideally away from work space)


• Cell phones should be on “silent” or Cell phones should be on “silent” or off and put awayoff and put away

• Limit texting to rest/meal breaksLimit texting to rest/meal breaks

• Telephone Service EssentialsTelephone Service Essentials• CV Division greetingCV Division greeting• NP/PA address guidelineNP/PA address guideline

• Outlook E-Mail EssentialsOutlook E-Mail Essentials

• Cell phones should be on “silent” or Cell phones should be on “silent” or off and put awayoff and put away

• Limit texting to rest/meal breaksLimit texting to rest/meal breaks

• Telephone Service EssentialsTelephone Service Essentials• CV Division greetingCV Division greeting• NP/PA address guidelineNP/PA address guideline

• Outlook E-Mail EssentialsOutlook E-Mail Essentials


• PTO policy combines vacation, PTO policy combines vacation, holiday, sick, and personal time into holiday, sick, and personal time into single balancesingle balance

• Base amount + 48 hrs holiday + 28 Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLThrs sick time + 12 hrs PLT• Example—new employee: 12 days Example—new employee: 12 days

+ 11 = 23 days or 7.08 p/pay period+ 11 = 23 days or 7.08 p/pay period

• Employees expected to use PTO for Employees expected to use PTO for holidays and/or sick daysholidays and/or sick days

• PTO policy combines vacation, PTO policy combines vacation, holiday, sick, and personal time into holiday, sick, and personal time into single balancesingle balance

• Base amount + 48 hrs holiday + 28 Base amount + 48 hrs holiday + 28 hrs sick time + 12 hrs PLThrs sick time + 12 hrs PLT• Example—new employee: 12 days Example—new employee: 12 days

+ 11 = 23 days or 7.08 p/pay period+ 11 = 23 days or 7.08 p/pay period

• Employees expected to use PTO for Employees expected to use PTO for holidays and/or sick daysholidays and/or sick days


• Impact of unpaid holidays to Impact of unpaid holidays to coworkerscoworkers

• Work units may establish maximum Work units may establish maximum number of paid or unpaid absences, number of paid or unpaid absences, including holidays, for a given yearincluding holidays, for a given year

• Impact of unpaid holidays to Impact of unpaid holidays to coworkerscoworkers

• Work units may establish maximum Work units may establish maximum number of paid or unpaid absences, number of paid or unpaid absences, including holidays, for a given yearincluding holidays, for a given year

Note ItemsNote ItemsNote ItemsNote Items

• February 13 is our go-live date for e-February 13 is our go-live date for e-prescribing, phase I. Review online prescribing, phase I. Review online tutorial prior to this date and print off tutorial prior to this date and print off quick reference guide quick reference guide http://mayoweb.mayo.edu/mics-eop/education.html

• Reminder to reassign, to yourself, the Reminder to reassign, to yourself, the MICS InBox for the providers you MICS InBox for the providers you support when provider awaysupport when provider away

• February 13 is our go-live date for e-February 13 is our go-live date for e-prescribing, phase I. Review online prescribing, phase I. Review online tutorial prior to this date and print off tutorial prior to this date and print off quick reference guide quick reference guide http://mayoweb.mayo.edu/mics-eop/education.html

• Reminder to reassign, to yourself, the Reminder to reassign, to yourself, the MICS InBox for the providers you MICS InBox for the providers you support when provider awaysupport when provider away

http://mayoweb.mayo.edu/mics-eop/education.html








cv secretarial staff meeting 10:00 – 11:00 a.m. september 25 & 27, 2012 gonda 5-104 leighton...

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