CPUP/Regional Physicians - PowerPoint Presentation

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CPUP/Regional Physicians

Workforce Redeployment

Center

COVID

-19 Response Preparedness

Overview

As the COVID-19 pandemic evolves, we have been exploring ways to support the health system by redeploying resources to provide assistance within and across our entities.

CPUP and Regional Physicians have partnered to create a workforce redeployment command center as a collective entity, called hereafter the CPUP/Regional Workforce Redeployment Center (CPUP/Regional-WRC).

Redeployment Strategy

Level I: Department-based internal redeployment

Managed within Dept/Division/Practice (does not go to WRC)Ex: MSK Radiologist reassigned to Chest imaging Level II: CPUP/Regional Physicians WRC

Any request for providers or staff that cannot be filled at Level 1 orRequests can be made to the WRC from any entity for CPUP/Regional Physician available workforce.Ex: Diagnostic radiology reassigned to ED surge clinic; radiology residents to general med in-patient or ICU; practice management of testing sitesLevel III: System LevelRequests that cannot be filled at level I or level II are escalated here. Ex: Anesthesia to Princeton

Process

Our goal is to maintain an engaged and active workforce to staff new and existing services in response to the COVID-19 pandemic. To that end, we have developed a staffing redeployment process.

This process includes: (1) capturing employees who are eligible for redeployment as a result of regular operations/services being suspended or reduced, including:physicians (MD/DO, Residents, Fellows)

Advanced Practice Providers (NP, PA, etc.)Other Licensed professionals (RN, APPs, LSW, etc.)All other Staff (ex: MA/CSA,PSA, Practice Management, etc.) (2) documenting identified needs (requests) for additional staff; (3) coordinating a process that will enable us to match appropriate staff and physicians who can be redeployed, with available organizational needs.

Capturing Staff who can be Redeployed

Staff, APPs, and Licensed Professionals

who can be redeployed should be identified by the Department & maintained Labor Workbooks.These workbooks can be updated at anytime and resubmitted to CPUP or Regional Practice Leadership if you have changes in staff situation such as eligibility for redeployment.The following factors will be considered to guide redeployment:

Skill set and ExperienceCredentialsAvailability Geographic proximityFor those employees who have already been assigned a temporary assignment (aka: redeployed) before March 30th – you are expected to complete the assignment before being considered for additional redeployment.

Staff eligible but not yet redeployed

Staff, APPs, and Licensed Professionals

who are not yet redeployed or who have elected to use PTO at this time will need to be informed of the following: They are required to use accrued vacation/personal time while not at work, and they may be called to return to work at any given time. If operational needs dictate, it may be required to mandate employees to be assigned for redeployment based on skill set and qualifications.

Employees who choose to take accrued vacation/personal time, and decide at a later date to return to work & be considered for redeployment, should be instructed to contact their Departmental Leader to update their status in the Labor Workbook. Employees should expect to be redeployed. Those who are contacted for redeployment who meet assignment criteria but refuse an assignment will be directed to their supervisor and are subject to HR policies and guidelines.

Attending physician &

housestaff

redeploymentPhysicians & House Staff eligibility for redeployment are maintained by their physician leadership. In CPUP, this is the Chair or Chief.Attending physicians & housestaff should expect to be redeployed. Every effort will be taken to assign physicians to a service where they have basic training & experience. In some cases, additional training may be required & will be provided.

The chair, chief, or program director or their designee will redeploy attending physicians and housestaff. Physicians are expected to fulfill assigned duties regardless of the service.Refusal of an assignment will be escalated to the Chair or Physician Leader.

How to Make a Request for

Level II support from

CPUP/Regional Physicians WRC

Creating a Resource Request

1

Workforce Redeployment Center

captures request in overall

list of needs

Manager has a resourcing need; Level 1 can not meet the need

Complete request form on website

System generated response

to requestor: confirms receipt, guidance

on preparing for a reallocated resource

Requester Responsibilities:

Employee Supervision

Training/onboarding

Competency checklist

Provide PPE

Tips for Good Requests:

Exhaust Level I options first

Clearly identify Preferred vs. Required skills

Identify type of staff or provider

Identify number & duration needed

Submit at least 24-48 hours prior to need, or longer if needed

How will requests be filled and communicated?

Level II: CPUP/Regional Physicians WRC Structure

People

: Physician and non-physician teams review requests & make assignments:

PhysicianAPPLicensed ProfessionalsNon-Clinical StaffBi-Weekly team huddles with all 4 groups to ensure alignment & escalate any concerns.

Process

: Resource Request & Reassignment Process

Identification of personnel available (supply) from Departments

Completion of request form required to obtain Level II or III support (demand)

Allocation process matching supply and demand managed by Teams daily

Technology

: Identified & deployed

Departments maintain 2 workbooks (Supply)

Staff/APP (COO responsible)

Physician (Chair responsible)

Teams maintain form to capture requests for resources

Built in Google Forms, link

Allocation algorithm in process

Daily Huddles for Request Review & Assignments

Requests for Residents, Fellows, Physicians will be reviewed by:

Team A: Deb Driscoll, David Horowitz, Jeff BernsTeam B: Mike Parmacek, Gillian Lautenbach, Ilene RosenRequests for Advanced Practice ProvidersBarb Prior, Angela Miller, CathyRequests for licensed professionals including LPN, RN, Techs, etc.Barb Prior, Becki Fitzpatrick, CathyRequests for non-licensed professionals including PSAs, Operations Leaders

Danielle Werner, Mike Cella, Amy BrazinaCore Project Team:Project Manager: Rachael Lutgen

Analyst: Marissa DocimoInnovation Center: Maya PMA: Lea RubiniHR: George, Walt/JanaBi-Weekly Leader Huddle for update on request fill rate and any barriers or issues for escalation.

Level II: Redeployment Process

*Based on Service Maps & Department’s Inventory

Level II: Redeployment Process – APPs, RNs

*Review for completeness and appropriateness of request. Contacts requester directly for any clarifications.

**Appropriateness based on review by CNO or nursing leadership designee

Level II: Redeployment Process – All other staff

*Review for completeness and appropriateness of request. Contacts requester directly for any clarifications.

**Availability determined via submitted workbooks maintained by Departments

If you have questions send to:

Geroge.Crowley@pennmedicine.upenn.edu

Next Steps:

Share with entity leadership

Communication plan & supporting information, FAQs distributedTeam kick-off meeting & trainingLaunch