1. CV Secretarial Staff Meeting
June 23, 2009
June 25, 2009
10:00 – 11:00 a.m.

2. AGENDA
• Outside Materials – Check-Out Desk
• Holiday Time Off/Hours
• Centralized Transcription
• DVI Work Type Change
• RN / NP Roster Reminders
• On-Call Schedule
• Confidentiality Reminder

3. Outside Materials
• Check-Out Desk – being piloted in
Cardiovascular (Gonda 5, Corridor B)
• Process update/change - discard
faxed outside material instead of
returning it – please refer to the
minutes that were sent out from the
recent institutional secretarial/desk
monthly meeting
• Coming soon - outside materials will
be entered in the MICS module

4. Holiday Time Off / Hours
• E-mail was forwarded to you
regarding the adjusted holiday
staffing for November 27, December
24, 28, 29, 30, and 31 for the
institution. Additional information
will be coming to guide us on how
this will affect the CV Division. Note
that it was stated at the end of the e-
mail that if it is determined that you
will need to be off any of these days,
please make sure you have adequate
PTO in your account.

5. Transcription
You have heard the words “centralized
transcription” if you attended the Town
Hall meetings and a recent All Staff
meeting. We were recently made aware
that changes are coming rapidly within
the institution and we should stay tuned.

6. DVI Work Type Change
• We will be re-instituting work type 18
for the CV Fellows’ initial consult and
these will be typed by OSS with a
potential start date of Monday, July
13, 2009.

7. RN/NP Roster Reminders
• There is a shorthand template
available to use when sending an
InBox message to the individual
covering roster calls as they have
been missing information (i.e.
secretary’s phone number, name of
the pharmacy, etc.).

8. On-Call Schedule
• http://mfprod.mayo.edu/TODWeb/Mai
nController

9. Confidentiality
• We were again reminded at the All
Supervisor Meeting of the
importance of patient confidentiality
(a number of individuals no longer
are employed by Mayo due to a
breach in this policy)
http://mayoweb.mayo.edu/compliance-
integrity/education06.html

10. Note Items
• Updated Policies
• Billing Reports (only 6 months
back)
• Letter Turn Around Time (8 hours)
• Clinical Notes – “consult” and “SV”
types (if patient returns within 30
days of initial visit, it should be
coded as a subsequent visit; if
patient returns after 30 days of initial
visit, it should be coded as consult)

11. Note Items (con’t)
• Dr. Hayes is sending personal thank
you notes to the referring providers.
Some of these providers are calling
to state that they have not received a
timely summary letter from us and
are calling to ask that we please send
the patient’s records.