CPUPRegional Physicians Workforce Redeployment Center COVID19 Response Preparedness

CPUP/Regional Physicians Workforce Redeployment Center COVID-19 Response Preparedness

Overview As the COVID-19 pandemic evolves, we have been exploring ways to support the health system by redeploying resources to provide assistance within and across our entities. CPUP and Regional Physicians have partnered to create a workforce redeployment command center as a collective entity, called hereafter the CPUP/Regional Workforce Redeployment Center (CPUP/Regional-WRC). 2

Redeployment Strategy ‣ Level I: Department-based internal redeployment • Managed within Dept/Division/Practice (does not go to WRC) – Ex: MSK Radiologist reassigned to Chest imaging ‣ Level II: CPUP/Regional Physicians WRC • Any request for providers or staff that cannot be filled at Level 1 or • Requests can be made to the WRC from any entity for CPUP/Regional Physician available workforce. – Ex: Diagnostic radiology reassigned to ED surge clinic; radiology residents to general med inpatient or ICU; practice management of testing sites ‣ Level III: System Level • Requests that cannot be filled at level I or level II are escalated here. – Ex: Anesthesia to Princeton 3

Process ‣ Our goal is to maintain an engaged and active workforce to staff new and existing services in response to the COVID-19 pandemic. To that end, we have developed a staffing redeployment process. ‣ This process includes: • (1) capturing employees who are eligible for redeployment as a result of regular operations/services being suspended or reduced, including: – – physicians (MD/DO, Residents, Fellows) Advanced Practice Providers (NP, PA, etc. ) Other Licensed professionals (RN, APPs, LSW, etc. ) All other Staff (ex: MA/CSA, Practice Management, etc. ) • (2) documenting identified needs (requests) for additional staff; • (3) coordinating a process that will enable us to match appropriate staff and physicians who can be redeployed, with available organizational needs. 4

Capturing Staff who can be Redeployed ‣ Staff, APPs, and Licensed Professionals who can be redeployed should be identified by the Department & maintained Labor Workbooks. These workbooks can be updated at anytime and resubmitted to CPUP or Regional Practice Leadership if you have changes in staff situation such as eligibility for redeployment. ‣ The following factors will be considered to guide redeployment: • • Skill set and Experience Credentials Availability Geographic proximity ‣ For those employees who have already been assigned a temporary assignment (aka: redeployed) before March 30 th – you are expected to complete the assignment before being considered for additional redeployment. 5

Staff eligible but not yet redeployed ‣ Staff, APPs, and Licensed Professionals who are not yet redeployed or who have elected to use PTO at this time will need to be informed of the following: • They are required to use accrued vacation/personal time while not at work, and • they may be called to return to work at any given time. • If operational needs dictate, it may be required to mandate employees to be assigned for redeployment based on skill set and qualifications. ‣ Employees who choose to take accrued vacation/personal time, and decide at a later date to return to work & be considered for redeployment, should be instructed to contact their Departmental Leader to update their status in the Labor Workbook. ‣ Employees should expect to be redeployed. Those who are contacted for redeployment who meet assignment criteria but refuse an assignment will be directed to their supervisor and are subject to HR policies and guidelines. 6

Attending physician & housestaff redeployment ‣ Physicians & House Staff eligibility for redeployment are maintained by their physician leadership. In CPUP, this is the Chair or Chief. ‣ Attending physicians & housestaff should expect to be redeployed. ‣ Every effort will be taken to assign physicians to a service where they have basic training & ‣ ‣ ‣ experience. In some cases, additional training may be required & will be provided. The chair, chief, or program director or their designee will redeploy attending physicians and housestaff. Physicians are expected to fulfill assigned duties regardless of the service. Refusal of an assignment will be escalated to the Chair or Physician Leader. 7

How to Make a Request for Level II support from CPUP/Regional Physicians WRC

Creating a Resource Request ‣ Tips for Good Requests: - Workforce Redeployment Center captures request in overall list of needs Manager has a resourcing need; Level 1 can not meet the need Complete request form on website Exhaust Level I options first Clearly identify Preferred vs. Required skills Identify type of staff or provider Identify number & duration needed Submit at least 24 -48 hours prior to need, or longer if needed 1 System generated response to requestor: confirms receipt, guidance on preparing for a reallocated resource ‣ Requester Responsibilities: - Employee Supervision Training/onboarding Competency checklist Provide PPE 9

How will requests be filled and communicated?

Level II: CPUP/Regional Physicians WRC Structure • People: Physician and nonphysician teams review requests & make assignments: – – Physician APP Licensed Professionals Non-Clinical Staff • Bi-Weekly team huddles with all 4 groups to ensure alignment & escalate any concerns. ‣ Process: Resource Request & Reassignment Process • Identification of personnel available (supply) from Departments • Completion of request form required to obtain Level II or III support (demand) • Allocation process matching supply and demand managed by Teams daily ‣ Technology: Identified & deployed • Departments maintain 2 workbooks (Supply) – Staff/APP (COO responsible) – Physician (Chair responsible) • Teams maintain form to capture requests for resources – Built in Google Forms, link • Allocation algorithm in process 11

Daily Huddles for Request Review & Assignments ‣ Requests for Residents, Fellows, Physicians will be ‣ ‣ ‣ reviewed by: • Team A: Deb Driscoll, David Horowitz, Jeff Berns • Team B: Mike Parmacek, Gillian Lautenbach, Ilene Rosen Requests for Advanced Practice Providers • Barb Prior, Angela Miller, Cathy Requests for licensed professionals including LPN, RN, Techs, etc. • Barb Prior, Becki Fitzpatrick, Cathy Requests for non-licensed professionals including PSAs, Operations Leaders • Danielle Werner, Mike Cella, Amy Brazina Core Project Team: Project Manager: Rachael Lutgen Analyst: Marissa Docimo Innovation Center: Maya PMA: Lea Rubini HR: George, Walt/Jana Bi-Weekly Leader Huddle for update on request fill rate and any barriers or issues for escalation. 12

Level II: Redeployment Process Requests for Physicians submitted via form Resource Center Receives & Team Reviews Identify Available/Appropriate Service* Team Contacts Chair/Chief/Program Director Assign to available faculty & housestaff *Based on Service Maps & Department’s Inventory Dept maintains updated available capacity in their workbooks 13

Level II: Redeployment Process – APPs, RNs Requests for Staffing submitted via form Resource Center Receives & Reviews* Identify Available/ Appropriate** Contact Department APP/Clinical Lead *Review for completeness and appropriateness of request. Contacts requester directly for any clarifications. **Appropriateness based on review by CNO or nursing leadership designee Communicate to Assigned staff and Requester Dept maintains updated available capacity in their workbooks 14

Level II: Redeployment Process – All other staff Requests for Staffing submitted via form Resource Center Receives & Reviews* Identify Available** Staff Contact COO/CAO/DOO *Review for completeness and appropriateness of request. Contacts requester directly for any clarifications. **Availability determined via submitted workbooks maintained by Departments Communicate to Assigned staff and Requester Dept maintains updated available capacity in their workbooks 15

If you have questions send to: Geroge. Crowley@pennmedicine. upenn. edu Next Steps: • • Share with entity leadership Communication plan & supporting information, FAQs distributed Team kick-off meeting & training Launch