Onboarding & Credentialing 101 Mom365 Revision date: 6/3/2014
Credentialing/Onboarding Background • Once Background is passed, HR Specialist emails DM and Recruiter to let them know that the Photographer has passed Background. • It is at this point that the: • Orientation Specialist will schedule the new hire for teleconferenced orientation • DM can schedule the New Hire for Medical Screening Credentialing • Upon opening the job, DM has indicated whether they require assistance with scheduling new hire for medical screening – if they require assistance, they must indicate what medicals are required by the hospital.– Orientation Specialist can only schedule medical screening at external Labs (Concentra, LabCorp, US Healthworks) • Orientation Specialist will: • Make Appointment • Fill out Medical Authorization Form • Send email confirmation to New Hire and to DM • Note: if Hospital handles the medical testing, then DM is responsible for coordinating with the Hospital regarding Medical Testing. • Once background is complete, a DM can fill out (My365) Hospital Requirements Request Form to request Hospital Credentialing if third party account is needed(RepTrax, Vendormate, VCS, etc )or to request various other documentation.
Credentialing/Onboarding Example of the Medical Appointment Email
Forms are located on My365 All Results are to be sent to HR Fax or emailed to firstname.lastname@example.org Photographer Name DM Phone Number DM Name The MMR/ Varicella/Hep B Vaccine should not be ordered unless the Titer Test shows non-immune Check Off Tests/Vaccines that are required by the Hospital This is where any additional tests should be listed: Physical Exam, 2 Step TB DMs can use this form to send photographers for yearly vaccines as well
Credentialing Hospital Requirements Request Form • The Electronic Hospital Requirements Request Form is located on my365.com under Credentialing • Please use this form to request: (Please mark what is required by the Hospital) • Employment Application • Background Results/Attestation Letters (Letter that states that New Hire has passed background) • Training Attestation Letter (Letter stating that New Hire has completed Training Module) • Health Screening Results • Drug Screening Attestation Letter (Letter stating that New Hire has passed a drug screen) • Set up or Update 3rdparty vendor credentialing account, HR will upload the documents into the vendor credentialing accounts. (ie Reptrax, Vendormate, VCS, RapidGate, etc.) • If updating the account, DM must provide the log in information. Please contact email@example.com with any questions or concerns.
Onboarding Onboarding Portal • Once background is passed Onboarding Specialist sends new hire to “Onboarding Portal” • Email will go out to New Hire and cc DM • Email Contains: • Welcome Message • Link and log in information for Onboarding Portal • Information regarding Teleconferenced Orientation Time/Dial in Number • Materials to be covered in Teleconferenced Orientation
Updating their User Profile
Onboarding Teleconferenced Orientation • Teleconferenced Orientation sessions are conducted 6 days a week in order to assist New Hires with paperwork and go over company policies and procedures. • This is expected to be completed within 24 hours of receiving the link for the onboarding portal. • The materials reviewed during the session are attached to the confirmation email. • Onboarding Specialist monitors /maintains teleconferenced orientation rosters • New Hire attends Teleconferenced Orientation • Payroll Clerk enters hours for orientation into HART for the New Hire once MSR# is issued • Onboarding Specialist checks that New Hire Forms have been completed and follows up on any outstanding items • New Hire iForms • I9 • W4 • Photographer Acknowledgement form • Employee Policies and Procedures acknowledgement forms • Direct Deposit Form • Job Description • Non-Disclosure Agreement / Non-Solicitation Agreement • After the Teleconferenced Orientation, and iFormsare complete- Onboarding Specialist Fills out Employee Tab in iCIMs (except for Section 2 of I9: Verification – to be completed by the DM) • DM gets email stating the New Hire attended Teleconferenced Orientation – New hire is ready for onsite orientation/training • New Hire is not to have any hours worked until after an MSR # is issued; including training.
Onboarding Completing the Onboarding Process • Once iCIMs status changes to “Onboarding Complete” – HR Specialist issues MSR# • Recruiting Team Lead receives verification that MSR# has been issued and closes job On-Site Orientation/Training: Verifying I9 • DM/Trainer Holds On-Site Orientation/Training Session • DM/Trainer Verifies I9 by completing section 2 of the I9 in iCIMs(This is to be conducted within 3 days)-If DM is not available to verify documents for I9, please see “3rdPatry I9 Email” on My365.com • After Verifying the I9 DM is to change iCIMsstatus to “Onsite Orientation/Training complete” Please contact firstname.lastname@example.org with any questions or concerns.
Credentialing FAQs • Where do I go to request background letters, health screening results, and other information the hospital requires? • If you are in need of any requirements for the hospital, please complete a Hospital Request Form (Wufoo) on My365.com. Click on Management Only > Credentialing > Hospital Request Form. https://our365.wufoo.com/forms/hospital-requirements-request-form/ • What if my hospital is changing to a different 3rd party credentialing company? • We must remain in compliance, therefore, you would submit a hospital request form for the new company for each of your photographers accounts that needs to be changed/updated. • Are photographers reimbursed for their time spent getting the health screening completed? • If they are sent prior to receiving their MSR# (Photographer number) then their hours spent conducting medical screening do not have to be entered into HART. However, if they go after they are given an MSR#, their hours spent conducting medical testing will need to be entered into HART by the DM. • How long should I expect the turnaround to be for a 3rd party credentialing account to be complete? • This depends on which account is being requested and whether or not we have all documentation on file. This process can take anywhere from 2 days to 8 weeks. • Who handles the scheduling of health screening? • With New Hires, an Onboarding Specialist will contact you to ask if you need assistance scheduling them for medical testing (outside labs only ) • Jenn Holtz: 800-422-3686 x7348
Who has a list of all the requirements my hospital requires? • Each DM is responsible for keeping their Hospital Information Sheets up to date with: • Who their contact is at the Hospital • What medical requirements are required by each hospital • What third party account the hospital uses (if any) – ieReptrax, Vendormate, etc • What local Lab is used for medical screening if outside of the Hospital • What do we do if we receive communication from a 3rd party credentialing company or health screening clinic? • Please forward any communication or results that you might receive to email@example.com or fax to 877-527-0310 • What do I do if I need immediate assistance? • Please call one of the credentialing specialists: • Angie Duncan: 800-422-3686 x 7588 • Joe Young: 800-422-3686 x 2219 • Where do I send a new hire if there is no Concentra in the area? • We also have accounts with US Healthworks, Patient First, LabCorp (note: LabCorp cannot administer vaccines). If none of these are available, please locate a local clinic that can conduct the required medical screening and contact a Mom365 Credentialing Specialist to create a relationship with the local clinic. • How long is the turnaround time for credentialing to receive health screening results from the clinics? • Drug screen results are usually sent within 48 hours, Bloodwork can take 4+ days. • How soon can a new hire be sent for health screening and set up with a 3rd party credentialing company? • As soon as a New Hire passes background they can be sent for medical testing
Questions? – Please contact: • Onboarding: firstname.lastname@example.org • Credentialing: email@example.com