Expiration Notification Process- implemented 2009
- 1. Clinical Employee Expiration Notice At the beginning of each month, run an expiration report from Lawson referencing the step-by-step process outlined in “Lawson Process- Expiration Reports”. MONTHLY EXPIRATION REPORT: This report will mirror the certifications that expired during the previous month and will reflect licenses/certifications that will expire during the current month and the following month. Highlight the current month expirations. 1. When reading the report, first identify all certifications that will expire during the current month. Then take note of licenses or certifications that expire on dates that do not fall on the last day of the current month, rather the beginning or middle of the upcoming month. In this case, group them with current month notifications. (Use a method that allows you to clearly and quickly identify all licenses and/or certifications that will need to be obtained.) 2. The reports indicate the Employee’s Supervisor, Emp. Number, Emp. Name, Job Title, License Number, License Type/Description, Expiration date, and Comments. The ‘Comments’ section of the report is used to make helpful memos. “Not req. per job desc” indicates that the certification that has expired is not required and the license/certification does not need to be obtained on or before the listed date. Other common notations consist of “FMLA” (Family Medical Leave Act), “Extension Granted # months”, or “New JD”. Refer to these notations before seeking verification and double check their validity. (Time frame when it was initially made, who granted extension, is this certification/license still not required, ECT…) 3. Before the reminders are sent, attempt to obtain on-line / verbal verification on any applicable license / certifications / registrations. Please reference the attached page for common web sites. 4. Enter all renewal information into Lawson, and mark those off of the expiration list. If ever additional information is given by the director or the manager such as, “This employee no longer requires his/her BLS” make a notation in the comments section to reflect this information and site your source “per manager”. Children's Medical Center of Dallas Created by Allyssa Seider 09/07/2009 14:44 a5/p5 Page 1 of 5
- 2. Sending out Expiration Notices: Reminders are sent via e-mail. The time line is as follows: 1. The first notification is sent to the employee and their supervisor during the first three business days of the new month. Employee Supervisor 2. The second is sent to the employee, cc: supervisor of employee, manager, and the HR Consultant in the middle of the month. 3. The third reminder is a ‘Final Notice’, and it is sent to director, cc: employee, supervisor of the employee, manager and the HR consultant. It is sent two to three days prior to the expiration date listed. (See an example on the attached page) 4. The final reminder is a ‘Past Due Notice’, it is sent during the first two business days after the expiration of certification/license. This notification is sent to the same parties involved in the ‘Final Notice’. Copies of updated licenses/certifications/registrations will come in daily; update the employee record upon receipt. Additionally, continue to obtain on-line/verbal verifications on any lic/cert/reg that were not previously renewed. If ever you are unsure if a license, certification, or registration should be obtained send out the notification(s) and ask for further clarification from your manger, their manager, and/or their director. When in doubt, send it out! Children's Medical Center of Dallas Created by Allyssa Seider 09/07/2009 14:44 a5/p5 Page 2 of 5
- 3. INITIAL NOTIFICATION: To: Employee CC: Direct supervisor of employee As a reminder, your NAME OF CERTIFICATION will expire at the end of MONTH. Please fax a copy of your signed renewal along with your employee number before the end of the month to: Human Resources, ext. 1081, ATTN: YOUR NAME. I will update your file upon receipt. Human Resources Policy 2.06 states that it is the responsibility of each employee, including contract employees, to maintain current licensure, registration, or certification as required by his/her job function. Failure to do so will result in disciplinary action up to and including termination. If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject line - Last Name, First Name- Certificate Name. Thanks, MID-MONTH E-MAIL: To: Employee CC: Direct manger or team leader of employee, supervisor of team leader or manager and HR Consultant As a reminder, your NAME OF CERTIFICATION will expire at the end of MONTH. Please fax a copy of your signed renewal along with your employee number before the end of the month to: Human Resources, ext. 1081, ATTN: YOUR NAME. I will update your file upon receipt. Human Resources Policy 2.06 states that it is the responsibility of each employee, including contract employees, to maintain current licensure, registration, or certification as required by his/her job function. Failure to do so will result in disciplinary action up to and including termination. If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject line - Last Name, First Name- Certificate Name. Thanks, Children's Medical Center of Dallas Created by Allyssa Seider 09/07/2009 14:44 a5/p5 Page 3 of 5
- 4. FINAL NOTICE: To: Supervisor of team Leader or manager CC: Employee, direct team leader or manager of employee and the HR Consultant Earlier this month, we sent reminders via GroupWise to NAME OF EMPLOYEE, ID #XXXX, informing him/her of an expiration due by the end of MONTH. I am requesting your assistance in obtaining an updated NAME OF CERTIFICATE. Please fax a copy to extension 1081, attention YOUR NAME, so that we may update his/her file prior to the expiration date. However, if this is no longer a requirement of their job description, please notify me immediately and forward a copy of their current, signed job description. According to Human Resources Policy #2.06, it is the responsibility of each employee, including contract employees, to maintain current licensure, registration, or certification as required by his/her job function. Failure to do will result in disciplinary action up to and including termination. Furthermore, no employee may work without a valid license, registration, or certification as required by his/her job function. If you prefer to scan the document(s) to send via E-mail, please send to my E-mail address with the subject line - Last Name, First Name- Certificate Name. Thank you for you assistance. PAST DUE NOTIFICATION: To: Supervisor of manager or team leader CC: Employee, direct manager or team leader of employee and the HR Consultant Please be advised that according to our records, Jane Doe's BLS certification expired on 03/31/2009. Since this license/certification is a requirement as defined by the job description on file, he/she may not be allowed to work in order for your department to remain compliant with Joint Commission Standards and Children's Human Resources Policy 2.06. Please confirm that she will not be scheduled to work on the floor effective 04/01/2009 until the certification submitted to our office is current, or please submit an updated signed job description stating this is no longer a requirement. Thanks for your assistance, Children's Medical Center of Dallas Created by Allyssa Seider 09/07/2009 14:44 a5/p5 Page 4 of 5
- 5. COMMON WEBSITES: - http://www.bne.state.tx.us/ (Texas Nursing License) - http://www.tsbde.state.tx.us/index.php?option=com_content&task=section&id=6&Itemid=38 (Dental Hygienist or Dental Assistants) - http://www.dads.state.tx.us/providers/NF/credentialing/sanctions/index.cfm (Texas Department of Aging and Disability Services) - http://legateway.dshs.state.tx.us/datamart/mainMenu.do;jsessionid=NCPKOLJBCHFH (Texas Department of State Health- Paramedics, Respiratory Care Practitioner, ECT…) - http://www.arrt.org/index.html?content=http://www.arrt.org/nd/arrtdirectory.ndm/search&iframe (American Registry of Radiologic Technologist) - http://www.ecptote.state.tx.us/ (Occupational Therapist and Physical Therapist) - http://www.tsbp.state.tx.us/DBSEARCH/default.asp (Texas Pharmacist, Pharmacy Technicians) - https://secure.eatright.org/CGI-BIN/LANSAWEB? WEBEVENT+RB06319244267D400AFEA031+PRD+ENG (Dietitians) Children's Medical Center of Dallas Created by Allyssa Seider 09/07/2009 14:44 a5/p5 Page 5 of 5