1. Outline Welcome & Introductions Secretarial Management Guide Privacy Update EPR Education Index

2. Secretarial Management Guide By: Nick Kokkoros, Resource Planning Specialist, City-Wide Medical Affairs Liz Hodge, Consultant, Human Resources

3. Employment Relationship LHSC = employer Physician secretary = employee Physician = supervisor or direct report Note: In most situations your physician supervisor is not in an employment relationship with LHSC. Therefore for some issues, such as pay increases, Medical Affairs plays the role of your supervisor.

4. If I am a Hospital Employee, What Are the Physician’s Rights and Responsibilities? Managing my performance – This includes a three-month probationary review and ongoing performance review Ensuring appropriate orientation and training Signing a “Secretarial Services Purchase Agreement” – A copy should be sent to Medical Affairs Approving vacation times and requests for discretionary time off

5. If I am a Hospital Employee, What are the Physician’s Rights and Responsibilities? Working in partnership with the department, Medical Affairs and Human Resources in matters of: – Hiring – Terminations – Changes in status – Performance development

6. Physician’s Responsibilities for Shared Secretaries Shared secretaries are the responsibility of all physicians involved.

7. Terms of Employment General policy information for non-union employees can be found on the Intranet: http://appserver.lhsc.on.ca/policy/search_res.php?polid =HRM001&live=1appserver.lhsc.on.ca/policy/search_res.php?polid =HRM001&live=1 Unionized employees should refer to their Collective Agreement

8. Secretarial Coverage Replacement secretaries can be contracted through a temporary agency Replacement secretaries are not paid through the Hospital payroll

9. Vacation For non-union employees, information can be found on the Hospital Intranet: http://appserver.lhsc.on.ca/policy/search_res.php?polid =HRM026&live=1appserver.lhsc.on.ca/policy/search_res.php?polid =HRM026&live=1 Union members should refer to their Collective Agreement It is the physician’s responsibility to ensure that you do not carry forward vacation in excess of that described in the vacation policy Vacation entitlement earned in a vacation year is to be taken in the same calendar year You should keep written records of your vacation and present it to your employer monthly to ensure that exception has been coded

10. Vacation HR runs annual vacation reports for Medical Secretaries whose time is managed by HR. At any time, more specific reports can be run and shared with Physicians at their request. For Secretaries whose time is not managed by HR, their individual timekeepers can run these reports. The most detailed report is the TIMECODE by TEAM report which can be run for a specific individual or by team. The report details by day all of the timekeeping for a specific range of dates.

11. Employee Benefit Plans and Policies The link for employee benefit plans is http://www.lhsc.on.ca/priv/hr/benefits/claim.ht m http://www.lhsc.on.ca/priv/hr/benefits/claim.ht m The link for leave policies and various other policies is http://www.lhsc.on.ca/priv/policy/HRM.htm Unionized employees should refer to their Collective Agreement

12. Sick Time Entitlement to sick time varies depending on your employment status During an absence due to disability, you retain your status as an employee with the right to return to your position when you are medically cleared by the Hospital’s Occupation Health and Safety Services department For non-union members refer to the policy for sick time, or your collective agreement

13. Performance Development (PD) Is an ongoing, cooperative process, the success of which depends largely on communication Forms related to performance development and job evaluation can be found on the Intranet: http://www.lhsc.on.ca/priv/hr/perfdev/home.htm – One of the hospital’s strategic goal is to ensure every employee has a PD plan done at least every two years. MedAffairs will work with HR to send out notifications/reminders moving forward.

14. Standard Probationary Period New employees are required to complete a standard probationary period and annual performance reviews thereafter Medical Affairs will send the physician a three- month performance review form – Your employer should discuss this review with you – A signed copy needs to be sent to Medical Affairs and to Human Resources – Your employer should keep a copy of of the review for his/her files

15. Termination: The Physician(s) I work for is/are Leaving the Hospital If you are a Hospital employee, the physician must ensure that Medical Affairs and Human Resources are made aware of the final date that he/she will require your secretarial services Every effort will be made to secure alternate employment for you prior to the physician’s departure. If that is not possible, the layoff language for non-union employees or from the Collective Agreement will apply

16. Termination: You are Leaving the Hospital If you are a Hospital employee you should provide a minimum of two weeks notice in the event that you resign. Three months notice in the event you retire. More information can be found on the Intranet: http://appserver.lhsc.on.ca/policy/search_res.php?polid =HRM010&live=1 http://appserver.lhsc.on.ca/policy/search_res.php?polid =HRM010&live=1

17. Thank you!