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Consultant Hiring Procedure (AD-PRO-008)

Consultant Hiring Procedure (AD-PRO-008) - Policies, Administrative, UWHC, Department Specific, Information Services, IS Procedures

AD-PRO-008


Administrative Departmental Procedure
This department-specific Procedure applies to the operations and staff of the Information Services
Department of the University of Wisconsin Hospitals and Clinics Authority as integrated effective July 1,
2015.

Procedure Title: IS Consultant Hiring Procedure
Procedure Number: AD-PRO-008
Effective Date: 1/16/16
Chapter: NA
Version: Revision
I. PURPOSE
This procedure explains the UW Health Information Services (IS) hiring process for non-
employee contractors (consultants) to clear them for work with UW Health IS.


II. DEFINITIONS (optional)
NA


III. POLICY ELEMENTS
UW Health IS New Employee Setup Procedure

UWHC Admin Policy 9.21 - Non Employee Health Screening


IV. PROCEDURE

University of Wisconsin Hospitals and Clinics (UWHC) Consultants

If the consultant is hired through UWHC, follow these steps.

1. The consultant’s manager works with UWHC to get an acceptable contract in place.
2. The IS manager or director emails the following information to the UWHC human
resources coordinator:
• Consultant’s name and contact information
• Consultant’s start date (if known)
• Cost center
• Consulting agency name and contact information
3. The UWHC human resources coordinator emails the consultant the required forms and
instructions on how to complete them.
4. If the consultant will not be working in a clinical setting and will have no contact with
patients, or is working remotely, the following are required:
a. A completed Background Information Disclosure (BID) Form and a full
caregiver background check
b. A completed and signed Non-Employee Confidentiality Pledge

c. Clinical documentation of a recent flu vaccine
d. Consultant’s acknowledged receipt and review of relevant UWHC policies.
The consultant dates and signs the last page of the following policies and
returns them to UWHC:
• 1.29 Use of Internet Technology via Hospital Resources
• 1.41 UWHC Smoke Free/Tobacco Free Workplace
• 9.01 Telephone and Cellular Phone Use
• 9.04 Work Rules: UWHC Authority
• 9.11 Corrective Action for Non-Compliance with Confidentiality
of Protected Health Information
• 9.16 UWHC Health Dress Code and Appearance Policy
• 9.27 Equal Employment Opportunity and No
Harassment/Discrimination/Retaliation
5. If the consultant will be working in a clinical setting, with or near patients, the following
compliance documents are required.
a. A completed and signed Non-Employee Confidentiality Pledge
b. Clinical documentation of a recent flu vaccine
c. Copies of any licenses and certifications (if required for the job)
d. TB skin test results from within the past 10 weeks (a copy of a chest X-
ray from within the past year is needed, if the TB skin test showed a
positive result)
e. MMR vaccine documentation
f. Varicella vaccine documentation
g. A completed Background Information Disclosure (BID) Form (if the
consultant will be employed for more than 30 days, a background check
is run on them)
h. Completion of the online Safety Infection Control, HIPAA, and NEO
Self Study tests. The human resources coordinator requests setup of these
and forwards the links, username, and password to the consultant, who
must complete them remotely before arriving to UW Health.

University of Wisconsin Medical Foundation (UWMF) Consultants

If the consultant is hired through UWMF, follow these steps.

1. The consultant’s manager works with UWMF Legal to get an acceptable contract in
place.
2. The IS manager or director emails the following information to the UWMF recruitment
specialist:
• The final contract that UWMF has approved
• Consulting agency name and contact information
• Consultant’s name and contact information
• Consultants start date (if known)
• Consultant’s work location
• The name of the hiring manager or the person to whom the consultant reports
3. The UWMF recruitment specialist follows up with the consulting agency and provides
them with the appropriate documents that must be completed and sent back in order to
clear the consultant to begin work at UW Health:
• A non-employee health screening form
• A copy of the consultant’s current immunization records

• A 3-year State of Wisconsin Caregiver background check
• A completed HIPAA quiz
• A completed and signed Non-Employee Confidentiality Pledge

Final Clearance and ID Creation

The following steps are completed for all consultants.

1. HR reviews all of the documents.
a. UWHC files the documents within the Recruitment Office.
b. UWMF forwards the documents to Employee Health and Infection Control
(EHIC), who issues clearance for the consultant to begin working at UW Health.
2. HR notifies the consulting agency and the IS hiring manager when clearance has been
issued so they can confirm a start date.
3. The consultant is entered into PeopleSoft by the HRIS team (UWMF) or the Recruitment
Coordinator (UWHC) and the ID# is forwarded to the consultant’s manager.
4. The IS hiring manager gives the ID to the consultant on their start date and completes the
IS onboarding process. Refer to the New Employee Setup Procedure for information on
onboarding new employees and consultants.



V. FORMS (optional)
Background Information Disclosure (BID) form


VI. REFERENCES (optional)
NA

VII. COORDINATION

Sr. Management Sponsor: UW Health IS CIO
Author: UW Health IS Project Management Director
Reviewer(s): UW Health IS Directors

Approval Committee: UW Health Internal Auditor

SIGNED BY:
UW Health CIO

Revision Detail:

Effective Date Next Review Summary of Changes Change Authors
1/16/2016 1/16/2017 Annual review/revision.
A. Hoffman, K. Gregson, S. Schroeder,
E. Bakkum
1/8/2015 1/8/2016 Original release.
A. Hoffman, K. Gregson, S. Schroeder,
J. Leonard