Kaiser Per Diem Submission Process PDF

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Submission Process...

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Kaiser Standard Operating Procedure – Per Diem Account Management Team Katie Mann – Account Manager – SCAL, Flu Clinic (during Flu Season Katie may not service SCAL) Tien Li – Account Manager – SCAL Hospitals Alyssa Riney – Account Manager – NCAL, SCAL Clinics, Outside CA Hollie Banuelos – Account Coordinator Claudia Marquez – Account Coordinator Jiovanni Santana – Account Coordinator

Credentialing For New Clinicians: Once you have interviewed a candidate, submit to credentialing and ensure that you have the appropriate Kaiser facilities added to that clinician’s On Demand Credentials, or if clinician is a resubmission, Warm Handoff Template indicates the correct Kaiser facilities so CA may adjust for you. Next, you will send the clinician a Voice Advantage (VA) Interview which they will need to complete within 48 hours of entering credentialing. Results will be provided to you via email by clinical, within 24 hours of completion of the interview. https://va.harqen.com/ 

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If the clinician obtains a “Pass” on their VA Interview, cross reference the list levels against the VA Mapping List to confirm clinician is eligible for the facility of their choice. For per diem they must pass for List A and below / or the highest VA level for the facility in most circumstances. **Tab 1 on the VA mapping will give you a guide for what each List Level means, it can help you predict good candidates before they take the interview. Use this to your advantage!!** If the clinician obtains a “Decline” they will unable to go to any Kaiser facility and they will need to wait six months to reattempt the VA Interview. If you believe the decline was in error, reach out to clinical for clarification, sometimes with references or updated skills checklists scores can be updated. If the clinician obtains a “Screen” – For travel they can be screened to the manager of the unit for approval. There are certain occasions where a per diem clinician will be screened, but that is at the discretion of the clinical manager, and the clinician may still be declined at facility level.

Once clinician completes all requirements and is at 100% in Salesforce, the CA will load the completed profile into Fieldglass and will let the Recruiter and Account Management Team know when they are prequalified (PQed). To check to see if a clinician is PQ yourself, you may log into Fieldglass >> Workforce >> Search Candidate Name. It will tell you which template the Candidate is PQ under.

For Active Clinicians: Send a task to the CA with title “CFR” (Credentialing Facility Request) to add the appropriate Kaiser facility to their On-Demand Credentials. Do not forget to indicate Crisis build here if this applies. Last updated: 9/21/20 by Hillary Hauser

Once clinician completes all requirements and is at 100%, the CA will load the completed profile to Fieldglass and will let the recruiter know when they are prequalified (PQed). ** Typically, the CA will only advise you of a new PQ if the Kaiser location added requires the PQ under a unique template. Compliance is universal by regions, so you will only receive the PQ for a newly added Kaiser location if it’s under a new skillset or in a new region, if the CLN is already active for Kaiser. **

Minimum Experience Qualifications: CNAs need at least 6 months of experience in an acute care setting (some locations will screen SNF CNA [NCAL], others are hard and fast about acute care only [San Diego], please check in with the Account Manager for the specific location prior to getting a candidate compliant even if they pass the VA!) LVNs for clinics need at least 1 year of outpatient clinic experience, their IV Certification and their Blood Draw Certification, inpatient requires 1 year in the specialty in an acute care setting RNs need at least 1 year of experience in their specialty in an acute care setting Allied need at least 1 year of experience in their specialty in an acute care setting MA is an exception, requirement is 6 months minimum, outpatient or inpatient acceptable Flu Clinic - LVNs / RNs need at least 1 year of experience in any setting (acute, school, outpatient, etc.) and experiencing administering injections

Pre-Clearing Clinicians: As you build confidence with Kaiser staffing trends, you may wish to pre-clear clinicians in certain markets. This means you will get the clinician ACTIVE and PQ in anticipation for an upcoming opening even if it is not currently available. This will be critical in locations where we have a strong working pool already (such as Los Angeles), so as soon as you see the “Great News!” emails for brand new orders you could already have someone you can submit same day. Recommendations for Pre-Clear Candidates:       

PNW – Portland – RNs – ICU, Med Surg PNW – Portland – CNAs (Note: must hold CNA II license, for acute care inpatient CNA) SCAL – Los Angeles – RNs – ICU, Tele SCAL – Los Angeles – CNAs (full time for LA Mental Health, sporadic CNA options elsewhere) SCAL – Los Angeles – Allied – Sterile Processors, possibly Certified Monitor Tech and Surg Tech SCAL – San Diego – Clinic Workers – MA (National Cert Required), LVN, RN – Must have full time availability, clinic schedules are set by Kaiser! SCAL – San Diego – Transporters (Can use CNA or non-licensed, must have 6 mo inpatient transportation experience) – Must have full time availability for all shifts, schedule will be set by Kaiser!

** Pre-Clear is NOT available in the NCAL market! **

Submission

Last updated: 9/21/20 by Hillary Hauser

For All Clinicians: Typically, submissions are only done once a candidate is 100% compliant. Some assignments may allow you to screen prior to finishing credentialing (KP on Call, long duration assignments, contracts), majority of per diem will require 100% compliance prior to submission. Create Submission Packet and to send over to AM Team with the requested date(s) of orientation (see below for more details), desired shift, class and specialty of the clinician, and the clinician’s name. The AM will screen the candidate to the facility to determine if they would like to onboard them. Allow the facility 48 business hours to return a response before following up. After which follow up every 24 hours is ideal until a response is received It is best practice to include the following submission template for per diem orders. Per Diem Submission: Full Legal Name: Kelly Morgan SSN: 619-68-9921 DOB: 11/19/1991 License #: 95107045 Exp Date: 12/31/21 Desired Shift: Phone #: (310) 612-1439 Email: [email protected] Once confirmed, the Recruiter will then need to send out first day instructions to their clinician unless advised otherwise (some facilities will send it directly to the CLN). You may need to request these directly from the Account Manager.

Orientation For All Clinicians: If you do not already have orientation dates for the specific facility and specialty of your clinician, reach out to the Account Management Team for assistance. Orientations will vary from facility to facility, some will be fixed, some will be flexible. Locations with fixed orientations may offer them ever 2 weeks or once a month, sometimes per diem workers are onboarded side by side with travel workers. Typically, orientations are 3-5 days in duration depending on facility and specialty. Of those days 2 are typically in a classroom setting, 3rd and beyond are typically on unit. ***Note – A clinician can return to the facility without needing orientation if they have worked at that facility within the past six months. Access would just need to be requested from AM. For travel and returning clinicians we will need to obtain their NUID Number to send to AM for reactivation. If the number is unknown let Katie know when the last shift worked was to try to locate the number. The number needs to be sent ASAP as it could take up to 2 weeks for reactivation*** Each per diem clinician will need to attend orientation annually. If a clinician is leaving a travel assignment to come to per diem and they have not attended an orientation within a year of their desired first per diem shift, they will need to attend an orientation before they can start.

Last updated: 9/21/20 by Hillary Hauser

Scheduling Once unit orientation and unit shadows are complete, there are 2 options for booking the clinician and it will vary based on facility preference. Typically for Per Diem, you will obtain your CLNs availability and send it to the appropriate Account Manager / Account Coordinator. AM Team will submit to the facility and return with confirmed dates. (Note: If your clinician has wide open availability and does not want to be booked every day, please be sure to specify how many shifts they want per week. Some locations will try to book all the dates provided.) Alternately, some facilities will prefer to direct book the client. Locations that like to do this are some locations in SoCal and most locations in San Diego. For cases like this, you will need to coach your clinicians to provide their schedule to you as soon as it is provided to them by Kaiser. For either scheduling option, once dates are obtained, you will push the shifts to the Clinician in the AMN Hub app. You can book it as a direct booking, or if they choose to take part in any of our AMN Hub promotions, you may need to send the shifts to them without direct booking marked so they can accept the shifts to trigger their AMN Hub bonus. Talk with your CLN to come up with a plan that works best for them.

Peoplesoft It is very critical that you are mindful your rates and hours booked in Peoplesoft for Kaiser to avoid billing errors which can impact your revenue. OT bill rate is 1.0 for all Kaiser (this is critical while booking in CA where OT rules state time worked in excess of 8 hours is paid out at time and a half). Kaiser also has different Bill Rates based on 8 hour or 12 hour shifts. Use your MSP Calculator to provide accurate rate quotes, if using Custom Rate tab, adjust OT to 1.0. If you elect to book your orientation shifts on the same Peoplesoft record as per diem shifts, you MUST indicate shift duration of the actual assignment for your first shift, not the shift duration for orientation. For example, if you have an L&D RN starting per diem, and the shifts are anticipated to be 12 hours in duration, but orientation dates are booked as 8 hours in duration, you should pick 12 hours for your shift booked (1 in image below), then adjust hours manually (2 in image below), to accurately display projected revenue while keeping billing accurate. Whichever shift duration is selected on the first shift, will dictate the billing rules for all further shifts even if you change it later. Do not make this Peoplesoft error, it will impact your revenue.

Last updated: 9/21/20 by Hillary Hauser

If you staff clinic workers in San Diego or other locations where duration is less than 8 hours, you can book your shift for 8 hours, and manually adjust your hours to match the actual duration the clinician is working. This will help your projected revenue match your actual revenue! **Always enter the Pay Rate as Base Pay, not Blended Rate for CA**

Payroll Typically, the clinician will fill out a weekly paper timecard and submit it no later than Monday morning 8 am PST. Facility signature is no longer required on Kaiser timecards. Timecards should be submitted to [email protected]. The clinician must also log in and out in the facilities logbook found in the staffing office for every shift worked. Clinician must log all punches in the facility logbook, these hours are cross referenced against the clinician’s timesheet, so it is important they match. Not all locations will utilize paper timecards. For example, Kaiser Pacific North West utilizes Fieldglass to report hours digitally. If in doubt, check with AM Team for guidance on your specific location.

Last updated: 9/21/20 by Hillary Hauser...