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Learn about COVID-19 fog and more health topics in new webcast series
UT Health Physicians presents the HealthyU Webcast Series where our medical specialists are taking your questions and sharing their expertise on today’s most-discussed health topics. Tune in for a webcast on June 3 to learn about “long COVID” from Dr. Monica Verduzco-Gutierrez.
Download this PowerPoint to see changes and new Cadence features currently in production.
A summary of changes are as follows:
- To prevent loss of revenue, the ability of staff to continue past prompts notifying them that the referral was past the authorization date, or the number of referral has been exhausted, has been eliminated.
- To prevent loss of revenue, visit type instructions for telephone calls have been implemented for staff to review payors, as some payors will no longer paying for telephone calls.
- For manager tracking, referral columns of days in WQ have been added to provide an at-the-glance view of how long referrals have been in the WQ.
- For staff referral WQ tracking, deferred referral reasons have been added to more accurately describe why referrals were deferred.
Do you have questions, issues, or other suggestions for improvements? Please provide feedback to the Cadence team.
Fiscal year 2021 performance review process opens June 1
by Human Resources
The fiscal year 2021
performance review process will
launch June 1 to evaluate staff employees' performance. This process is designed to provide flexibility, while still recognizing meaningful contributions and accomplishments.
The fiscal year 2021 performance review process will launch June 1, 2021 to evaluate staff* employees' performance. The performance review process is designed to provide flexibility during these unprecedented times, while still recognizing meaningful contributions and accomplishments.
Simplified performance review process this year Performance reviews will recognize our workforce’s agility, innovation and collaboration during the year. A simplified rating system will allow managers to give one overall performance rating and encourage discussions around our successes, challenges, and development.
UT Health Performs opens June 1 to complete performance reviews This year, the performance review process will be completed using UT Health Performs, our new goal and performance management system. Visit the Goal and Performance Management website to learn more.
Questions?
If you have questions, talk to your supervisor or email AskHR@uthscsa.edu.
*Faculty with A&P appointments should work with their department or respective Dean’s Office regarding the process and expectations for performance reviews.
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Stars and Shields Awards
Excellence deserves recognition. Nominate your outstanding coworkers for a UT Health Physicians Silver Star Award.
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W-2 forms now available online
Your W-2 forms are now available for viewing and printing. Click on the Paycheck & W-2 link at the top of the My UT Health intranet to login and access your forms. If you didn’t consent to receive your W2 electronically, a paper form has been sent to your current mailing address. Reprints will be available after Feb.14, 2021.
With permission from your medical director, UT Health Physicians staff are invited to have some fun with fashion every Friday this October.
Friday, Oct. 16: Spirit & Scrubs
Show your UT Health San Antonio spirit on Orange Out Friday. Wear a spirit week t-shirt with your blue scrub bottoms. Post your pride on social using #UTHealthSAPerformance.
Friday, Oct. 23: Fashion for a Cause
October is breast cancer awareness month. Wear a pink top or breast cancer support shirt with your blue scrub bottoms.
Friday, Oct. 30: Halloween Eve
Wear a pink/breast cancer awareness shirt. Or, wear your work-ready Halloween costume.
Keep these rules in mind:
- Employee ID must be worn
- Employee must be easily identifiable
- Wear approved masks only. Patient-facing staff must wear surgical masks.
- No scary or inappropriate costumes. It must be young-child friendly.
If you have any questions, please speak to your manager. Or, contact Casey Peterson.
Dear Faculty and Staff,
It’s been a little while since my last update. That’s good news for it means we’ve had no new crises. Let me start with a big THANK YOU as we continue to work shoulder-to-shoulder on the challenges imposed by this ongoing COVID-19 pandemic. It’s certainly not over, yet we are beginning to see glimmers of hope on the horizon. This is all due to your continued dedication to the mission of caring for our patients during these most trying times. So again, thank you.
As we prepare for this next phase of this pandemic, school/university re-openings and high-volume rapid turnaround COVID tests are taking center stage. Here are a few important updates:
A Note on Predicting the Next COVID Surge
Sg2 was quite helpful in predicting the last surge. However, there are two new variables which impact this model (or any model for that matter) – uncertainties related to seroprevalence and the impact of school openings.
Nevertheless, Sg2 predicts if current mitigation levels of masking, distancing, and testing are maintained we can anticipate a steady rate of COVID hospitalizations during and after schools reopen this Fall. However, during this time frame the citywide COVID census is not predicted to pose high stress levels on our health care system compared to the last surge. This projection will be closely monitored and modified as more information becomes available.
What About the Flu?
The impact of influenza this winter is not clear, so we will be watching it closely. We do anticipate some individuals will get co-infected with both COVID and influenza, in which case they will be at high risk for poor outcomes including death. We strongly encourage everyone get a flu shot this Fall. Information on vaccine administration at UTHP sites and Wellness 360 will be made available soon. In the event you become ill, you should immediately contact your supervisor, stay home, call your PCP, and promptly obtain flu and COVID testing. Again, we encourage everyone to maintain masking, distancing, and handwashing since these measures also reduce the likelihood of getting the flu (although they are not a substitute for getting the flu shot).
A Few Important Notes on COVID Testing
1. Reporting of Ambulatory Results
a. For tests ordered from UT Epic. In order to improve turnaround times, COVID test results are now auto-released through MyChart at 24 hours (rather than manual release). Likewise, UT lab personal are no longer calling positive results to ordering providers. This will give the lab more time to focus on test throughput and turnaround times.
b. For tests ordered from UHS Epic or through the Standing Delegated Nursing Order at the Pavilion. Results are routed to your UHS Epic in-basket. Pre-procedure + COVID results will continue to be called to the ordering proceduralists. If you are experiencing something different, please let me know.
2. If you work in the PCC, Geriatrics Clinic, or Mays Cancer Center (locations where frequent COVID testing is performed), COVID tests not only populate the ordering provider’s in-basket, but now also a clinic-specific COVID in-basket. This gives on-call providers easy access to results afterhours.
3. Repeat COVID Testing is not indicated for Follow Up of Positive Pre-Procedure Tests. Instead, we endorse a symptom-based strategy for moving forward with rescheduling the procedure (see first attachment for updated UT Health guidance). This is consistent with the CDC guidelines and UHS Policy (see attachments two and three which have also recently been updated, OR click this link to access UHS COVID Clearinghouse). Also, if a patient had a + COVID test done at an outside facility, it would be helpful for the patient to bring the official copy of the result so it can be uploaded into our EMR. If we have such documentation, we will not require re-testing which the patient will appreciate. One can only stand having a swab stuck up his or her nose so many times.
A Note on Clinic Costs and Scanning Notes
Remember, clinics are charged a few cents for every page sent for scanning. One way to keep clinic costs down is by minimizing scans. Instead of sending the full hospitalization record for scanning (which may include blank pages, demographics, etc), consider just scanning the most relevant reports. That’s not just good for business during these hard times, but it also prevents chart bloat which thereby allows important information to be found more readily. Another option is for the clinic to do its own scanning. Please speak to your Practice Manager for more details. Sorry to end with something so mundane.
Please contact me for any questions.
Thank you for all you do.
B
Bob Leverence, MD, FACP
Chief Medical Officer
Kayaking through COVID
Facilities management executive director, Raymundo Rivera, shares how the limitations of COVID-19 brought an opportunity for him to get closer to his family.
2021 Best S.A. Doctors and Dentists - Deadline is Nov. 30
Scene in S.A. magazine will soon publish its "S.A. Physicians, Surgeons & Dentists: Best of 2021" section, and it's fitting that UT Health San Antonio have a solid representation in the issue. All providers are encouraged to nominate their peer physicians, surgeons and dentists to be listed.
Dedicated to our health care heroes
Messages of encouragement and support for our staff and providers are constantly posted on our Impact site. Read the notes or write one of your own!
Go Red! National Wear Red Day is February 5
Join us in support of American Heart Month by wearing a red shirt with scrub bottoms on National Wear Red Day: Friday, Feb. 5, to bring awareness to heart disease as a leading cause of death for Americans, especially women.
Download the flyer with guidelines here.
Join us in support of American Heart Month by wearing a red shirt with scrub bottoms on National Wear Red Day: Friday, Feb. 5, to bring awareness to heart disease as a leading cause of death for Americans, especially women.
Guidelines for red shirts are as follows:
- No large brand names or logos allowed.
- No obscene words, gestures or symbols allowed.
- If an employee’s shirt is deemed inappropriate for the workplace, they will be sent home to change and vacation leave will be used to make up their time.
Employees are also encouraged to share photos in the their red shirts on social media by tagging @UTHealthSAphysicians on Facebook and using #WearRedDay #GoRedforWomen.
Take a virtual tour of the new Barshop Institute
Take a virtual tour of the Sam and Ann Barshop Institute for Longevity and Aging Studies, hear about some of the important research being performed in the laboratories in this nationally renowned center and learn about the legacy of the Barshop family on advancing care for Texans.
President's message regarding state mask mandate and occupancy limits
by William L. Henrich, MD, MACP, President and Professor of Medicine
Our fight against COVID-19 at UT Health San Antonio will remain consistent. As essential workers who serve patients every day – many of whom are among the sickest in our community – we must always prioritize safety.
Dear Faculty, Staff, Students and Residents:
Yesterday afternoon we learned Texas will be lifting its state mask mandate as well as lifting business occupancy limits effective March 10.
Organizations, retailers, restaurants, sporting organizations, churches and schools are now interpreting what this means for their respective populations and how they will handle for their employees as well as their patrons. Approaches will vary and will differ city to city, place to place.
Our fight against COVID-19 at UT Health San Antonio will remain consistent. As essential workers who serve patients every day – many of whom are among the sickest in our community – we must always prioritize safety. We will continue with our current safety protocols and require masks on campus for employees, students and visitors. We will continue to require temperature screenings upon entry to campus buildings and maintain our disinfection protocols.
We serve as the region’s expert and advocate in how prevention strategies (masking, handwashing, personal distancing) have been most effective in reducing the spread of COVID-19. The pandemic is far from over and we should not let our guard down now. As a health institution that exists to care for and protect the health of our community, and train the next generation of health care workers, it is our responsibility to take actions that we know through science help reduce the spread of this disease.
Spring break arrives next week and likely will include travel for an unvaccinated population. Easter is right around the corner, so please remain vigilant about personal prevention measures. We do not want a repeat of last year’s activities that amplified transmission. We must do everything we can to limit a resurgence of this virus that has killed more than 43,000 people in Texas so far.
UT Health San Antonio continues our vital work of vaccinating thousands of San Antonians each week to try to attain herd immunity levels: so far, we have given over 61,000 doses of COVID-19 vaccine that are safe, effective and working. We are developing a mobile health unit to serve our hardest-to-reach community members. Experts at our university are studying viral variants and the rising prevalence of some strains. Infectious disease teams are rapidly preparing to study sequencing with detailed epidemiological analysis to investigate associated SARS-CoV-2 infections and inform infection control measures, as well as continually evaluate the immunity of COVID-19 and how long it may last.
Our faculty members continue to serve on citywide committees that advise city and county officials and will continue serving in those roles.
Let’s continue to do all we can together to defeat COVID-19. Encourage everyone to get a vaccine when able, wear your mask, maintain hand hygiene and keep a safe personal distance.
With respect and appreciation,
William L. Henrich, MD, MACP
President and Professor of Medicine
On April 13, 2021, the FDA and CDC recommended a pause in administering the Johnson & Johnson COVID-19 vaccine, sometimes referred to as the J&J or JNJ single-dose vaccine, following six reports (out of 6.8 million doses) of a very rare, but potentially dangerous, blood clotting problem. UT Health San Antonio has suspended use of the Johnson & Johnson COVID-19 vaccine as of April 13, 2021.
Please use these talking points if you receive questions about the Johnson & Johnson COVID-19 vaccine:
If you receive a question from a news reporter or any type of media:
- Provide them with UT Health San Antonio’s media team’s phone number: 210-567-2579.
If you receive a question about the Johnson & Johnson COVID-19 vaccine from a patient or general public:
As of April 13, 2021 UT Health San Antonio is following the FDA and CDC recommendation to suspend the single-dose Johnson & Johnson COVID-19 vaccine.
Why?
- The CDC and FDA are investigating reports of rare, but potentially dangerous, blood clots that may have been related to the Johnson & Johnson vaccine.
Additional details:
- None of the cases of blood clots reported at this time have occurred in Texas, where more than 500,000 doses of the Johnson & Johnson vaccine have been administered.
- A total of 6.8 million doses given, the rare reports of blood clots have been by six women between the ages of 18 to 48 years old. The clots occurred six to 13 days after vaccination.
What should people who received the Johnson & Johnson COVID-19 vaccine do?
- Know that this type of clotting problem has a specific therapy when identified early.
- Those who received the Johnson & Johnson vaccine less than two weeks ago should watch for easy bruising, gum bleeding, nose bleeds, swelling in your arms or legs, or tiny blood spots under the skin in areas away from the injection site. If you/they have one of those symptoms, you/they should see their doctor.
- More serious vaccine adverse reactions include shortness of breath, chest pain, persistent severe abdominal pain, persistent headache or blurred vision. If you/they have any of these symptoms, you/they should go to the closest emergency department.
Which COVID-19 vaccine does UT Health San Antonio provide?
- UT Health San Antonio is a vaccination hub providing the two-dose Pfizer vaccine. Our primary care locations may also offer the two-dose Moderna vaccine to eligible current patients during their appointment.
Where can I learn more?
- You can learn more on our website: UTHealthCare.org/COVID
Stars & Shields Spotlight: John Hilgers
John Hilgers is a Facilities Maintenance Worker who has been with UT Health San Antonio for 11 years. In this spotlight feature, read more about a day in the work life of this Gold Shield Award recipient, as well as his background and future aspirations.
Prior to moving to San Antonio, John Hilgers held a career in printing and publishing in Madison, Wisconsin for more than 30 years. Eleven years ago, he shifted his career path and joined the UT Health San Antonio team.
A handyman and an exceptional worker, John Hilgers has gone from a temporary, part-time position in the Information Management and Services Department to a full-time employee of the Facilities Management Department since joining UT Health. Throughout his tenure, Hilgers has been chosen for three different service awards, including the prestigious Gold Shield Award in 2019—a testament to his hard work and dedication.
“Originally, I took a temporary position helping in the Information Management and Services Department which required me to set up workstations for the Medical Arts & Research Center (MARC) through the IMS Service Desk,” Hilgers said. “When a position in the Facilities Management Department opened up, I applied for it and was hired. I've always been handy at fixing things and it was a good fit for me.”
As a facilities maintenance worker, Hilgers addresses a wide range of needs for UT Health Physicians, which he says is exciting and unpredictable. Most recently, he has been delivering COVID-19 vaccines and personal protective equipment as part of UT Health San Antonio’s effort to vaccinate the public and ultimately overcome the pandemic.
“Working to support health care during COVID-19 has been a challenge because of the high volume of deliveries and urgent needs, but the people I work with make my job easier,” Hilgers said. “My boss, Walter Stone, is also a great guy to work for.”
When Hilgers is not supporting the effort to vaccinate the public, he enjoys home improvement projects, woodworking and riding his Harley Davidson. He’s also a lover of rock and roll and a family man who says that if he had a million dollars, he would use it to “do anything I could to make my family happy.”
Looking back, he says the only piece of advice he would give himself at 15 years old is to “pay better attention in math class,” and looking forward, he will be retiring in May 2022 after a fulfilling and diverse career.
UT Health Physicians' Stars and Shields Awards recognize the practices, providers, clinical teams and staff who consistently go above and beyond to live out our promise to provide every patient with an exceptional patient experience. To recognize a UT Health Physicians coworker for their outstanding work in providing excellent, patient-centered care, nominate them to receive a Silver Star award at www.uthealthcare.org/stars.
Save the date: Heart Rhythm Focus Virtual Symposium
Register now for a free Heart Rhythm Focus Virtual Symposium on June 12 that will focus on contemporary state-of-the-art management of heart rhythm disorders and cardiac devices with the latest updates in electrophysiology.
Celebrating our winter storm heroes
In the midst of a year battling the COVID-19 pandemic, San Antonio and Texas went through a week of subzero wind chill resulting in no water, no power and no heat. And, as has become the norm, our UT Health San Antonio community mobilized on a heroic scale.
Go Green for March 17
You're in luck! UT Health Physicians employees are invited to celebrate St. Patrick's Day by wearing a green shirt with blue scrub bottoms on Wednesday, March 17. Certain guidelines apply and participation is optional.
UT Health Physicians employees are invited to celebrate St. Patrick's Day by wearing a green shirt with blue scrub bottoms on Wednesday, March 17.
Please take note of the following participation guidelines:
- No large brand names or logos allowed.
- No obscene words, gestures or symbols allowed.
- If an employee's shirt is deemed inappropriate for the workplace, they will be sent home to change and vacation leave will be used to make up their time.
View and download the flyer here.
Precautions still urged for the vaccinated
With the COVID-19 vaccine now widely distributed throughout campus and beginning to circulate throughout the community, questions remain regarding best safety precautions and practices for vaccinated individuals.
"Sending you congratulations on your Saturday scheduled COVID injections for your patients. My husband and I were totally pleased and amazed with how the entire process was handled. Your staff was completely professional and organized. Our entire time from start to finish was 20 minutes, including our 15 minute observation time. Y'all rocked it!"
-Sandi
Just wanted to thank you for getting me my COVID vaccine shot today! Also, I don't know who was responsible for organizing the MARC today for all of us getting our shots but he/she/they are to be congratulated! It was a super good job of organizing EVERYTHING! No waiting, nurses helping all along the way, everything going so smoothly. A great job!"
-UT Health patient
"Kathy and I were able to get our first COVID vaccines today. Just wanted to commend the organization and well-planned procedure. It could not have gone better."
-Bob
"Jan and I received our COVID shots yesterday, and I will report that it was the best run operation I have ever experienced. We arrived a half hour early because we thought the garage would be a disaster, the lines would be long and wait times would be frustrating. I could not have been more wrong. The staff was efficient, friendly, courteous and kind--though their feet HAD to hurt and the scope of the effort seemed overwhelming. I am beyond impressed. Kudos to the planning, staffing and execution of this daunting task. The MARC needs to explain to the feds how to run a perfect campaign."
-David
"I had my first COVID vaccine Saturday and I have to commend your team for an amazingly efficient operation. I walked in and out in less than 5 minutes, then just had to wait 15 minutes to monitor for side effects. For a task the scope of this endeavor, it’s a comfort to know the professionalism behind the planning and execution of this vital community undertaking. Congratulations to all involved."
-UT Health patient
"We have been absolutely enthralled with the unbelievable experience(s) we have encountered at the Shavano Clinic. First was our PCR test scheduling back in Oct./Nov. with super special handling and then when we returned from the Maldives just a few days ago and had another PCR test with results that evening and a vaccination the next day! The customer service, attention to detail and follow up (she called to see how we were feeling after the shot and how my foot—small problem—was doing) is over the top! Please, please, please give Maria a great big pat on the back and recognition for being simply the best!! You have an outstanding team and should be very proud of them."
-Peter & Susanne
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