To Medical Center Employees

Medical center town hall meetings have been scheduled to take place from May 16 – June 1 at the times and locations listed below. There also will be some town hall sessions conducted in conjunction with departmental meetings not reflected in the schedule below. Town hall meetings topics will include: update on our pillar-based goals; recognition of exceptional achievements of employees and departments; discussion concerning the employee commitment survey participation rate and plan for rollout of results; and general comments concerning the MUSC Health strategic plan, Joint Commission accreditation survey outlook and Magnet journey. We will continue the 30 minute town hall format. Attendance is strongly encouraged.

On another matter, as announced earlier this year, the Computerized Annual Training and Tracking System (CATTS) mandatory lessons now correspond with the July 1 – June 30 universal performance review period. All mandatory lessons need to be completed by June 30. Everyone's attention to this and cooperation by completing the mandatory lessons by the June 30 deadline is needed.

Thank you very much.

W. Stuart Smith
Vice President for Clinical Operations
and Executive Director, MUSC Medical Center

Town Hall Meeting Schedule
May 17: Noon, 2 West Amphitheater, and 2 p.m., Storm Eye Institute Auditorium; May 18: 10 a.m., Ashley River Tower Auditorium; May 21: 10 a.m., Ashley River Tower Auditorium; May 22: 9 a.m., Storm Eye Institute Auditorium; May 24: 10 a.m., 2 West Amphitheater; May 29: 7:30 a.m., Ashley River Tower Auditorium, and 10 a.m., 2 West Amphitheater; May 30: 7:30 a.m., 2 West Amphitheater, and 11 a.m., Institute of Psychiatry Auditorium; May 31: 7:30 a.m. and 1 p.m., Ashley River Tower Auditorium, 11 a.m., 2 West Amphitheater; and June 1: 10 a.m., 2 West Amphitheater.

People–Fostering employee pride and loyalty

Employee of the month--March
Cassandra Poole, an administrative coordinator with Volunteer and Guest Services, was recognized for her dedication and effort in providing transportation for an overnight concierge team member who experienced car trouble and could not get to work. On her own time, Poole picked up the coworker and escorted him to the university hospital (by Katy Kuder).

HR update
Kim Duncan, MUHA HRIS manager, presented the following:

• SuccessFactors – Employees who transfer between July 1 and Aug. 31: Previous supervisor will complete review and new supervisor completes the planning form; Transfers during the fiscal year: New supervisor completes review and planning form; For an employee in a new job more than six months: the employee will be evaluated on their new job duties using new pillar goals; for employees in a new job less than six months: access "Getfeedback" button in SuccessFactors; email between current and prior supervisor; or provide paper notes between current and prior supervisor

• How do I decide which job duties to use? New duties: current and former job are similar; long enough to rate on new duties; and use regular planning form; Prior duties: current and former job is different; not long enough to rate on new duties; and use transitional planning form; Combination: feedback from current and former jobs are different; long enough to rate on new duties; and use transitional planning form

• Which Pillar Goals should I assign? Managers can apply goals to current job, prior job or a combination of both

• Review forms are first sent to employees and then sent to supervisors on or before June 1; Supervisors can allow employees more time to complete the review even after the May 31 deadline by using the Send Back Employee Self Review button; employees hired April 1 or afterwards will not be rated in 2012.

• Users can use a number of tools, games and tutorials to help employees throughout the self-review process. All tools are located on the SuccessFactors training site: https://www.musc.edu/medenter/SuccessFactors/training.html.

• Classes (All classes will occur at 9 a.m., Room 438, Colbert Education Center and Library)-- Employee self review: May 22; Annual review for new leaders and administrative support staff: June 13, July 18 and Aug, 8,; Refresher for leaders and administrative support staff: June 28, July 11 and July 26; and Reporting class: July 26 and Aug. 1. Register for all classes via CATTS.

• For information, contact Michelle Foreman, 792-6219 or Kim Duncan, 792-1962

Phishing and privacy
Annette Drachman, J.D., MUHA Legal Affairs director, gave a HIPAA update and spoke to managers about campuswide problems with email phishing. Phishing is when individuals use emails to gain personal and vital information from others under false pretense. She reminded employees to be cautious sharing information online. Employees should not respond to and delete any suspicious emails. MUSC and MUHA will never ask employees to verify vital information or provide their password by email. Each reported incident must undergo a timely evaluation and research to determine if a privacy breach has been violated.

To send an email that contains any patient information, the file or contents must be encrypted. Visit http://www.musc.edu/infoservices/exchange/securemail.html.

Drachman told employees to be cautious regarding their social media posts. Any information that's patient-related should not be posted and is a violation of HIPAA laws.

The MUHA Compliance team is always available for staff education. Contact Reece Smith, 792-7795.

Quality – Providing quality patient care in a safe environment

Wayne Brannan, University Risk Management director, spoke about fire safety and alarm activations of the medical center's fire systems. Brannan specifically spoke about recent fire alarm activations in the university hospital in March and May, and asked managers to review their unit or department's fire plan

Brannan praised hospital employees for their quick response the evening of March 24 during an 8th floor fire incident. Staff relocated patients from the 8th and 9th floors and worked with Respiratory Therapy for patient support. He recognized Musculoskeletal Service Line manager Nancy Tassin, R.N., who served as hospital communications officer for that incident.

Announcements
The next meeting is scheduled June 5.