Duke University's Vaya MSP Implementation Updates

Duke University has selected a managed service program (MSP) vendor for its external traveler program, leading to improved efficiency in staffing needs. The implementation includes changes in payroll processes, vendor management, and reduction in time to fill positions. Weekly payroll reviews, vendor contracts, and new payroll processes are highlighted in the comprehensive update.

• Duke University
• MSP Implementation
• Payroll Updates
• Vendor Management
• Staffing Efficiency

alderton_e Follow

Uploaded on Sep 20, 2024 | 0 Views

Download Presentation

Please find below an Image/Link to download the presentation.

The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.

Presentation Transcript

1. API & Dukeshift: User Group By: Julia Bambach Tiffany McNeill Bernard Rice John Dale September 2023

2. Agenda Announcements Classes Downtime Update on Self Scheduling By Activity Changes in External Traveler (ETP) API Time and Attendance Process B4h Mobile APP Update B4h Time Type Update B4h Care Type Update Pulse Check What tips from UG have you used? We are taking a POLL A Closer Look: Rotating Schedule Templates

3. Self Scheduling Key Dates Currently posted until 11/2024 We usually update these in January, and then it will got to 2025 Staff Scheduling Key Dates | Administrative Systems | Duke

4. Vaya MSP and Duke External Traveler Program Vaya MSP and Duke External Traveler Program In December 2022, Duke University and Health System selected a managed service program (MSP) vendor. What is a MSP? The MSP is a single healthcare source for accessing nursing and allied health vendors to fill staffing needs. Vendor contracts are managed by the MSP through its. large panel of vendors Accomplishments Lowered cost of traveler vendors Provide one source for vendor management May 2023 transitioned Aya travelers to Vaya MSP By December 31st all travelers are provided through Vaya MSP Reduce time to fill a position is less than 10 days Implemented Lotus Connect for posting, credentialing and compliance of traveler staff Moving to new payroll process for billing purposes in December 2023

5. Vaya MSP Implementation Vaya MSP Implementation Phase II External Traveler Personnel Payroll Update External Traveler Personnel Payroll Update Phase II New Changes Current State of units processing payroll NMs of units with external traveler personnel on will have now have Approver Access to their time cards NMs will review, correct and approve external traveler time cards weekly Payroll will close weekly on Monday at 12 PM No changes can be made after weekly Monday close for that week More communication outlining processes will be sent soon in preparation for 12/4/2023 implementation No longer will vendors be paid by reverse invoicing process NMs of units with external traveler personnel have Editor Access to process time cards NMs of units with external traveler personnel use Editor Sign-off button to indicate review of timecards is complete and accurate External traveler personnel time is reviewed weekly even though payroll close is biweekly on Monday Contract Labor Program has Approver Access in order to process external traveler personnel time cards Time cards process via SAP for a reverse invoice to the vendors for payment External traveler personnel clock in and out daily

6. B4h mobile app is coming Pilot Phase II Float Pool and ITP have piloted the app. We are making changes to make app and desktop version work better.

7. B4h Time Type Updates Type Types = API Activity Codes Updated for mobile app Ran a report to see top used shift start and end times API Standard Codes at Top 7A, D, D1, D2, 11A/12, E, E1, E2, 7P, N1, N2 Then in chronological order 50 total Those sorted at bottom will be inactivated after review

8. Get a list of b4h Time Types Click on i-Schedule Tab Click Manage Shift Time Types Click Sort Click Sort Standard inpatient are at the top Then chronological from there We plan to inactivate any with a sort of 99 these were for Screener shifts

9. B4H Time Types are API Activity codes 12 hour 10 hour 8 Hour 6 hour 4 hour Other DSD/12 DSN/12 DS630/12 DS645/12 DS1100/12 DSD/8 DSE/8 DSN/8 DS1100/8 DS700/6 DS1300/6 DS1900/6 DS100/6 DS700/4 DS1100/4 DS1500/4 DS1900/4 DS2300/4 DS300/4 Inpatient DS645/9.75 (ENDS AT 1630) DS730/12 DS745/12 DS800/12 DS700/10 DS700/8 DS800/8 DS0830/8 DS900/8 DS800/6 DS1200/6 DS1400/6 DS700/4 DS730/4 DS800/4 DS1300/4 DS1600/4 DS800/5 DS900/5 DS800/9 DS1730/2 Outpatient DSD/12 DSN/12 DS800/12 DS2000/12 DS630/12 DS700/12 DS730/12 DS500/8 DS530/8 DS600/8 DS630/8 DSD/8 DS730/8 DS800/8 DS830/8 DS1200/8 DSN/8 DS600/6 DS800/6 DS1200/6 DS1400/6 DS700/4 DS900/4 DS1100/4 DS1200/4 DS1500/4 DS1900/4 Procedural

10. B4H Time Type - Please review lists Working with vendor to program all 50 for the interface Currently only standard We ve added DS codes to your department, based on your category, to match After your review, request any additional codes to apiresourcegroup@duke.edu - be sure to give us your API department number You can still enter custom start and end times, but will get a generic DS code on the API Schedule

11. B4H Care Types Care Types tell us what type of (general) skills is needed for that unit. Facility Adult/Peds or Both Unit Type Med/Surg, Ambulatory, Procedural Care Types will also be associated to staff Staff care types will match to open shifts on units with same care types

12. Rotating Schedules

13. Some Rotating Schedules Reminders Great for people who work the same thing on a routine basis Clinic staff M-F, 8 hours a day WEO option staff PRN who always work the same shift You can enter and publish them BEFORE self scheduling opens If a person s job code changes, you have to make a new rotation with their new position You also need a template for each position separately If a person transfers or terminates, be sure to expire their rotation

14. Rotating Schedule Troubleshooting If a rotation doesn t fill in Is the license entered and not expired during the time period for which you are filling in the rotation? Did the person have a position change? Ie CNI to CNII? If those two aren t the answer, contact apiresourcegroup we have a special report that can help figure it out

15. Rotating Schedule Templates You know you can create a rotating schedule (aka TRACK) for specific employees You can also create Rotating Schedule Templates when you have multiple employees working the same Rotation WEO Set weekends Might have 6 different rotations that are divided among all staff

16. Time Savings If someone leaves your department, unassign them from the rotation (versus expiring it) When interviewing, you can let the person know up front which rotation you are hiring them into Assign the rotation to the new hire (versus recreating it from scratch) The positions do need to match the person, so this works best for jobs that don t have too many job codes so not nurses , unless most of your nurses are in the same job code.

17. Create a Rotating Schedule Template In API, go to Configuration>Scheduling>Rotating Schedule Templates Click ADD Fill out form Effective Date needs to be a Monday that begins a schedule period Save

18. Click on the Rotation Button Create the Rotation just like you do for a specific Employee Click on Assigned Employees Then Assign

19. Search for a specific employee or for all employees in the department (you can then select all who qualify for this rotation) Click the plus sign next to one of the selected names and you will see a list of all selected Then click Assign Note these rotations are shift and position specific. You can use CNII for all RNs but you need to create one for NAI and NAII separately. It all has to do with a license requirement match.