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Policies,Administrative,UWHC,Department Specific,Pharmacy,Administration

Management of Technician Sick Call (1.9)

Management of Technician Sick Call (1.9) - Policies, Administrative, UWHC, Department Specific, Pharmacy, Administration

1.9

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 1
of 8

Title: Management of Technician Sick
Call


1

I. PURPOSE
To ensure consistency of resident and technician supervisor responsibilities for managing technician sick
calls.
II. POLICY
All administrative residents will be assigned sick-call responsibilities on a rotating basis throughout their
JAR and SAR years. Each administrative residency class will be responsible for covering technician sick
call for approximately 52 weeks (divided evenly among the residents of the class). The transition of sick
call responsibilities between resident classes will occur around December 1st of each year. Sick call
coverage will be assigned to incoming residents based on the order of their central pharmacy operations
rotation. The resident should have a thorough understanding of logistics in staffing to effectively
manage sick calls. The resident will be responsible for management of technician sick calls for inpatient
and ambulatory areas during the resident’s sick call rotations. It is preferred that residents with the sick
call pager be staffed on a PM weekend shift as opposed to AM weekend shifts.
When on-call, the inpatient technician supervisor is responsible for covering sick calls for all inpatient
FTEs and students as described below. When on-call, the ambulatory technician supervisor is
responsible for covering sick calls for all ambulatory FTEs and students as described below. The
pharmacy manager over Medication access specialists (MAS) is responsible for covering all sick calls
from the MAS staff.
This policy does not address the coverage of PRC pharmacy technician sick call.
III. FORMS
None
IV. DEFINITIONS
1. Full Time Equivalent (FTE): FTE are based off of a 40 hour/week staffing schedule. All FTEs
are union employees represented by the WSEU.
2. INPATIENT: FTEs, and students who work throughout inpatient areas of the Department.
Inpatient shifts include those in the central pharmacy (CUD, SPA, Acudose, Carousel,
Packaging, Stockroom, Repack, Narc Vault, Manufacturing, Triage, Trigger Fills, Deliveries),
the Operating Rooms (main OR, AFCH OR, OSC), Clinics (East, West, CSC Clinics,
Hospice/WDI), and interview technicians (DHC, CIU, ED/FDS).

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 2
of 8

Title: Management of Technician Sick
Call


2

3. AMBULATORY: FTEs and students who work in all ambulatory sites, with some trained only
in specific sites. It is necessary to determine in which locations a technician is trained to work
before calling in someone to fill that shift, moving technicians to other shifts/sites, or approving
schedule changes made by technicians.
4. MAS: FTEs who work in the medication access specialist role.
5. Student Technicians: Student technicians must be enrolled in the University of Wisconsin
system, either as part time or full-time students. Students are required to work on average 12-16
hours per week, which may include one on-call shift per week.
6. Overtime: Accrued when staff works over 40 hours/week (Sunday to Saturday). Overtime must
be approved by a manager or assistant director.
V. PROCEDURE
1. STAFFING:
1. Technician Schedule
1. The technician schedules are created to cover a 4-week cycle, Sunday to Saturday.
Schedules are released at least two weeks prior to the first assigned shift on the
schedule. Separate schedules exist for ambulatory and Inpatient pharmacy areas.
1. Inpatient technician schedule is maintained in Schedule OneSource. The
inpatient technician supervisor is responsible for providing the residents
with access.
2. Ambulatory technician schedule is maintained in Schedule OneSource.
The ambulatory technician supervisor is responsible for providing the
residents with access.
3. MAS technician schedule is maintained in Schedule OneSource.
2. The resident on-call and managers/technician supervisors must have access to a
current list of all pharmacy technicians and the areas they are trained to work.
This list will be posted on the J-drive and updated frequently throughout the year.
3. A schedule of students’ availability will be kept updated and provided to the
resident on-call each semester

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 3
of 8

Title: Management of Technician Sick
Call


3

2. SCHEDULE CHANGES AFTER SCHEDULE IS POSTED
1. In instances of employee termination or extended sick leave, replacement coverage will
be the primary responsibility of the manager/supervisor for that area; however the
resident will assist with immediate coverage needs.
2. It is the individual technician's responsibility to make schedule changes, unless
extenuating circumstances (i.e. dental work, funeral, late-posted exam, extended illness)
exist. If in doubt that the circumstances are extenuating, technicians should be directed to
the appropriate manager/supervisor.
3. Students and FTEs may exchange shifts with each other, as long as this does not result in
overtime or compromise the training of a new employee, and the individuals who agree
to the switch are previously trained in the area in which they will work.
4. Schedule changes are requested by technicians and approved by supervisors via Schedule
OneSource for inpatient and ambulatory technicians. Schedule changes must be
communicated through OneSource to the technician supervisor or resident in charge of
sick-calls at least 48 hours in advance of the shift.
1. If schedule changes are made less than 48 hours before the scheduled shift, the
technician making the change is responsible for verbally contacting the technician
supervisor during the hours of Monday 0730 to Friday 1700 to communicate the
change. The resident-on-call should be verbally contacted if the request falls
outside these hours or on an official hospital holiday.
2. If the technician supervisor or resident-on-call makes any changes to the schedule
less than 48 hours before the scheduled shift, they will be responsible for verbally
contacting the affected individuals.
3. During weekends, if the resident-on-call cannot be reached, the technician must
contact the Administrator-on-call to communicate the change.
4. The technician must still complete a schedule-change request via OneSource and
submit this to the supervisor as soon as possible, even after the fact.
5. At least once daily, the technician supervisor or resident-on-call will record schedule
changes on the appropriate technician schedule. The online schedule located within
Schedule OneSource becomes the official permanent record of shifts worked, and will
be referred to by the persons completing time cards at the end of each pay period.

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 4
of 8

Title: Management of Technician Sick
Call


4

3. SICK CALL: Responsibility for sick call coverage is split between the technician supervisors
and administrative residents.
1. Both inpatient and ambulatory technician supervisors will be responsible for covering
sick call for their assigned areas from Monday 0730 to Friday 1700. Residents will be
responsible for inpatient and ambulatory weekend coverage starting Friday 1701 and
going through Monday 0730 as well as hospital designated holidays, starting at 1700 the
night before the observed holiday and concluding at 0730 the day after the holiday. The
resident is expected to pass along any pertinent hand-off upon transferring coverage to
the technician supervisor.
2. Any ambulatory sick call received by the resident between Friday 1700 and Monday
0730 for a shift occurring on a non-holiday weekday (i.e. Monday to Friday) should be
communicated to the on-call technician supervisor immediately upon receipt of the call.
The supervisor will inform the resident of the required changes and the plan to
communicate the changes to ambulatory staff.
3. The resident is responsible for meeting with each manager/technician supervisor, at the
start of his/her first sick call rotation, to discuss how to handle sick calls. In addition, the
resident should meet with the current resident-on-call to discuss any issues prior to the
start of their sick call rotations.
4. The following steps should be taken to fill all sick calls:
1. Use on-call student depending on student's semester schedule. When school is not
in session, any student may be called for an AM shift.
2. Call student/part-time technicians who are not working that day.
3. Call regular employee who may be off that day.
4. Move the PM technician into the AM technician position
5. If problems occur with (1) inability to cover all teams/areas, (2) moving
technicians to teams/areas where they are not trained, (3) requests by technicians
to leave early or be absent for part of a shift, or (4) technicians unhappy with
staffing situation, a manager or supervisor should be contacted.
6. Relaying student concerns or problems to the corresponding manager responsible
for those students or FTE.

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 5
of 8

Title: Management of Technician Sick
Call


5

5. If the resident has prior knowledge of a potential need for sick-call coverage, contact the
manager/supervisor for that area as soon as possible.
1. On-call students should NOT be used for open shifts known in advance, unless
approved by the appropriate manager/supervisor.
2. Scheduled training shifts should NOT be canceled to backfill open shifts known
in advance, unless approved by the appropriate manager/supervisor.
6. All sick calls received between Monday 0730 and Friday 1700 will be documented by the
technician supervisor and weekend sick calls will be documented by the resident-on-call.
Sick calls should be documented in: (a) Schedule OneSource and (b) the attendance
database as soon as possible but no longer than 24 hours after the occurrence.
7. Communication and management of on-call technicians and students will be performed
by technician supervisors and residents if the on-call is needed. The following should
occur:
1. The on-call technician or student will be on-call until 1600 the day of their
assigned on-call shift. If the on-call is needed, the technician supervisor or
administrative resident will contact them and instruct them which shift they will
be filling and what time they should report in. During any day of the week, if
contact with the technician supervisor or administrative resident has not occurred
by 1600, the on-call technician or student will not be expected to come in. On-
call technicians or students are not required to call and report in.
2. When on-call, the technician or student is expected to return any phone call from
the technician supervisor or administrative resident within 30 minutes. Phone
calls returned outside of this time frame may result in documentation as a no call,
no show.
3. The on-call technician or student is expected to provide an up-to-date phone
number to the technician supervisor scheduler to ensure they can be reached if
needed.
4. When an on-call student is called in to work, the technician supervisor or resident-
on-call will enter the student's assigned shift into Schedule OneSource.
5. The technician supervisor or resident is responsible for communicating all
changes to appropriate personnel, including:

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 6
of 8

Title: Management of Technician Sick
Call


6

1. Pharmacist, if technician will be late; and AM technician if PM
replacement will be late.
2. Manager/Supervisor for area, for assistance if unable to fill a shift.
3. Write changes on board in CUD or ask central tech to do so.
4. COMMUNICATION
1. To contact the on-call resident or technician supervisor for sick calls, absences, or other
requests:
1. To reach the inpatient on-call resident or technician supervisor, page the
pharmacy technician sick call pager, 7951. The pager will be forwarded to the
appropriate on-call party based on weekday versus weekend coverage.
2. To reach the ambulatory on-call technician supervisor Monday 0730 to Friday
1700, call the Ambulatory Technician Sick Call Phone (608-575-3796). Outside
of these hours and on hospital designated holidays, the on-call resident can be
reached by paging 7951 7579.
2. All sick calls for AM weekday shifts throughout the department should be made at least
one hour before the start of the shift. Calls made after this time should be referred to the
technician supervisor/manager.
3. Technician supervisor or resident-on-call paging between the hours of 2200 and 0500
should be limited to the following:
1. Night shift “no call/no show”
2. Night staff need to leave shift early due to sickness
3. Automation/technology downtime in order to begin bringing in extra staff as
applicable.
4. If the resident-on-call is paged on a weekday between Monday 0730 and Friday 1700 for
any of the above reasons, he/she is expected to forward the issue to the on-call technician
supervisor.
5. Weekend coverage may be forwarded to the technician supervisor if the situation falls
under the guidelines below.

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 7
of 8

Title: Management of Technician Sick
Call


7

1. The resident is responsible for notifying the technician supervisor of
required travel to professional meetings or conferences. The resident must
notify the supervisors of their planned absence at least four weeks in
advance of their departure. The technician supervisors will then be
responsible for managing technician sick calls. The following meetings
may apply dependent on scheduling:
1. ASHP Leadership Conference (October)
2. PSW Annual Meeting (September)
3. Midwest Pharmacy Resident Great Lakes Conference (April)
4. Winter JAR trip (January)
5. Summer SAR trip (July/August)
2. The resident will be responsible for obtaining coverage for any other
meetings or times away from the hospital including vacations.
3. If the technician supervisor is unavailable due to vacation, illness, or other
valid reasons, and the back-up technician supervisor is also unavailable,
then coverage will be assumed by the resident.
5. DISCIPLINARY ACTION
1. In accordance with UWHC Attendance and Punctuality policy 9.13 any technician with
unexcused or excessive absenteeism and/or tardiness and sick leave abuse is subject to a
pre-disciplinary investigatory (PDI) meeting. Excessive absenteeism and/or tardiness is
defined as three or more occurrences of such events over a period of 12 weeks (84 days).
2. During their assigned sick call blocks, residents will be responsible for monitoring the
attendance database to identify employees who are subject to a PDI meeting.
1. Twice weekly, the on-call resident should run a detailed sick call report for all
pharmacy technicians to identify cases of excessive absenteeism and/or tardiness.
2. Residents should also monitor for instances of pattern absences (e.g. holiday or
near-holiday sick calls, sick calls extending weekends, sick calls for specific
shifts). Pattern absences can be monitored for periods extending beyond 12 weeks
(84 days).

POLICY & PROCEDURE





Effective Date:
August 23, 2013


Administrative Manual
 Nursing Manual
 Other: Pharmacy

Policy #: 1.9

Original
Revision 06/15

Page 8
of 8

Title: Management of Technician Sick
Call


8

3. Once potential PDI meetings are identified, the sick call resident will draft an official
memorandum directing the employee to appear for a PDI meeting and will forward the
letter to the employee's supervisor.
1. The PDI letter should include all documented occurrences of sick calls or tardies
within the defined time period.
2. Any pertinent notes or details related to documented sick call or tardy occurrences
should be clearly outlined on the PDI letter.
4. The resident will assist the employee's supervisor in modifying and finalizing the PDI
letter and contacting Employee Labor Relations (ELR) to receive approval of the final
PDI letter.
5. The resident will assist the employee's supervisor to notify the technician of the pending
PDI meeting and will forward the ELR-approved PDI letter to the employee and a
representative of their bargaining unit (WSEU).
6. The resident will assist the employee’s supervisor in documenting any completed PDI
meetings and outcomes in the technician attendance database.
7. Any subsequent progressive disciplinary action should be initiated on a date following
the last documented PDI. Additional PDIs may be scheduled with the employee for
subsequent sick calls following the issuance of the initial PDI letter but before the formal
PDI has occurred.





Approved By: ____________________________
Director of Pharmacy Services

Date: ________________