The Week Ahead - Admin

Annual Tuberculosis Requirements - Due Date Now Feb. 15

In place of the TB skin test, BMC now requires all staff that work in patient access locations complete a two-step process, which includes a 1) TB informational overview and 2) online risk assessment questionnaire.

The due date for the TB screening requirements has been changed to February 15.  Employees must satisfy this health screening requirement by this date or risk being placed out of work, unpaid, until the assessment is completed.

The online risk assessment and questionnaire can be found on the Employee Health Portal. Instructions on how to complete this requirement can be found on the Annual Health Compliance Requirements page in the Working Well Clinic section of the Hub. 

New Leave and Disability Partner

Effective January 1, 2020, Boston Medical Center has transitioned our leave of absence and disability provider to Lincoln Financial. Please visit the Absence Management page on the Hub for updated information including an employee tip sheet.

Lincoln Financial will manage all BMC leaves, including continuous and intermittent FMLA, Massachusetts and BMC parental leaves, short-term disability and at-work ADA accommodations. Employees will receive leave paperwork directly from Lincoln Financial.

Employees may initiate a leave or disability claim by calling Lincoln Financial at 1-844-869-3474 or by requesting a claim online at www.MyLincolnPortal.com.

For assistance, please contact Absence Management at 617-638-8500, option 2 or [email protected].

W-2 Wage and Tax Statement Now Available in Workday

The 2019 Form W-2 Wage and Tax Statement is now available in Workday for employees who elected to receive it electronically.

If you did not elect to receive your W-2 electronically, a paper copy will be mailed to your home by January 31.

To access your electronic W-2:

• Log in to Workday using your email and password.
• Click on the Pay Worklet on the home screen.
• On the View page, click on My Tax Documents.
• Under Employee Copy, click the PDF file and print to local printer.

A tip sheet on accessing your electronic W-2 is also available on the Payroll and Time Management section of The Hub.

Individuals who need technical assistance viewing or printing their Form W-2 in Workday should contact the HR Service Desk at [email protected].

Completion of BMC Annual Required Trainings

BMC requires all members of the community to complete a small number of annual training courses. All course assignments are available in Workday under the “Learning” widget. Please check Workday Learning for your courses – no notification will be sent. Depending on your role, you will see up to four courses. All courses must be completed by Friday, January 31:

1. Compliance is Everyone’s Responsibility
2. Safety & Infection Prevention
3. Emergency Management – What you Need to Know
4. Harassment Prevention

The total amount of time required to complete all four courses is just under two hours. Managers have an expanded module and should be able to complete all four trainings in about 2.5 hours. Please download the tip sheet that provides step-by-step guidance for entering Workday Learning and completing the trainings.

HEI Training in LGBTQ Patient-Centered Care

In order to help BMC meet the training requirement to receive an HEI 2020 LGBTQ Healthcare Equality Leader designation, we need employees to completed online webinars or training modules offered through the CAL or the National LGBT Health Education Center. Webinars or modules must be completed before January 31.

Numerous course offerings are available, including basic gender competency, addressing opioid use disorders among LGBT people, addressing social determinants of health for LGBTQ people, and collecting and reporting sexual orientation and gender identity data. National LGBT Health Education Learning Center courses can be found on the Learning Resources section of their website and The CAL courses can be found on the Human Rights Campaign site.

Enter BMC’s Facility ID (55680) when registering for these learning platforms. The security keyword for The CAL is HRC. See these flyers for more information:

• How to register for The CAL
• How to register for The National LGBT Health Education Center 

Presidents' Day - February 17 Parking and Transportation information

BMC Open Enrollment: Ensure Your 2020 Benefits are Correct

All BMC employees are encouraged to sign into Workday to confirm that their 2020 benefit elections are correct. This is the one opportunity employees will have to request a correction to their benefits for the year.

To review your benefits, go to the Benefits Worklet and click on “Benefit Elections.” Verify all your benefit plans and coverage levels are correct, including your enrolled dependents. Please note that 2020 flexible spending account (FSA) deductions began on the January 2 and all other benefit deductions for 2020 began on January 9.  

If you find a mistake with your benefit elections, please email the Benefits Team at [email protected] by January 24 to request that a correction be made. Any request for changes after this one open window will require a qualifying event such as marriage, divorce, a new child, or a change in employment status for your spouse. Please read your 2020 Guide to Benefits for more information.

BMC Open Enrollment: Flexible Spending Account Participants

You have until March 31 to submit your 2019 claims with WageWorks. After that date, WageWorks will transfer up to $500 of your remaining medical FSA to Benefit Strategies in May 2020. All claims for 2020 expenses will be administered by Benefit Strategies.

If you are enrolled in an FSA benefit for the 2020 plan year:

• Debit cards have been mailed and can be used right away to access your 2020 contributions. Any 2019 rollover funds will be available in May.
• If you have not yet received your Benefit Strategies debit card, you can submit claims for eligible out of pocket expenses online at www.benstrat.com or via the mobile.
• Register for online access to your FSA with Benefit Strategies at www.benstrat.com.  

You can contact Benefits Strategies at 833-262-0007 for questions about your account.

Annual Dependent Eligibility Verification Audit

BMC is conducting its annual dependent eligibility audit. Employees have been randomly selected to verify the eligibility of dependents enrolled in an employee health plan. Employees who have been selected by the auditors from Ernst & Young have been sent a letter to their home address in Workday and an email to their BMC email account. If you have been selected please respond with the documents outlined in the communication no later than February 1.  If you have questions, contact Vicky Johnson at Ernst & Young at 617-585-0984 or [email protected].

JOIN WEIGHT WATCHERS AT WORK!

B.A.A. 5K WITH TEAM BMC

• Team BMC has a suggested fundraising minimum of $250 for the B.A.A. 5K.
• All funds raised will go towards BMC’s Vision 2030 goal to make Boston the healthiest city in the world by 2030.
• All runners receive official Team BMC gear including a singlet.
• PLEASE NOTE: Runners must complete registration on their own through the B.A.A. starting Wednesday, January 15. It sells out very quickly so we ask that runners do this as soon as possible. Once you have registered, please email [email protected]
• For more information about the 5K course or to register, please visit the B.A.A.’s site here.
• Any runners with outstanding fundraising efforts for the B.A.A. 5K will be noted for future Team BMC events.

RACE WITH TEAM BMC IN THE 2020 B.A.A. DISTANCE MEDLEY

• Team BMC has a suggested fundraising minimum of $750 for the B.A.A. Distance Medley
• All funds raised will go towards Boston Medical Center patient support programs.
• Members of Team BMC receive
  • Training tips and tricks
  • Team BMC apparel
  • Personalized fundraising page that makes it easy to share with family and friends
  • Custom fundraising tips and tricks from our staff

Celebrating the Legacy of Rev. Martin Luther King, Jr.

All members of the BU medical campus are invited to a special presentation commemorating the legacy of Rev. Martin Luther King, Jr. on Thursday, January 23 from noon – 1 p.m. in Hiebert Lounge.

The event will be hosted by John Polk, MD, the associate dean of diversity & inclusion at BUSM and feature guest speaker Thea James, MD, associate chief medical officer and vice president of mission at BMC.

BUMC Faculty Development & Diversity Seminar: Communication Under Stress

Learn to Manage Your Education Debt with Citizens Bank

BUMC Faculty Development & Diversity Seminar: Crucial Accountability

Fiber Splicing at Dental School

As part of the renovation project at the Henry M. Goldman School of Dental Medicine at 635 Albany St., workers will be splicing an existing bundle of cables that run through the Dental School from the Newton Pavilion building (88 East Newton St.) and out to Albany Street. 

Work will begin on Wednesday, Jan. 15. and could take up to two weeks to complete.  The work will occur Sunday through Thursday from 11 p.m. to 7 a.m. Please contact the Control Center at 617-414-4144 if you experience an outage during these hours from Jan. 15-29. 

Case Management Go-Live January 28

On Tuesday, January 28, BMC’s Care Management department will transition from Allscripts to Epic’s Case Management system. This change allows the documentation completed by the case managers to be available in real time in Epic. Starting at 8 a.m. on January 28, all new admissions will have their case management documentation entered into Epic. On Tuesday, February 11, all remaining inpatients will be manually converted to Epic by the patient’s covering case manager.

This project provides automatic updates with the patient’s discharge location on the inpatient After Visit Summary (AVS); updates to patient’s Epic treatment team with the covering care manager; and tracking of the documents required if a patient’s status is changed between Inpatient and Observation. The transition will help us achieve our goal to streamline documentation of patient care into the Epic record for “One patient. One chart.”

In preparation of the go-live, Care Management staff are attending training. User documentation has been created and is posted on the eMERGE Hub site.

During the first of week of go-live, At-The-Elbow (ATE) support will be rounding throughout the campus to assist with adoption. An on-site command center will be open to triage any issue or question.  Please call the BMC Service Desk at 4-4500 with any questions.