/policies/,/policies/administrative/,/policies/administrative/uwmf/,/policies/administrative/uwmf/uwmf-wide/,/policies/administrative/uwmf/uwmf-wide/information-services/,

/policies/administrative/uwmf/uwmf-wide/information-services/ad-pol-008.policy

201606166

page

100

UWHC,UWMF,

Policies,Administrative,UWMF,UWMF-wide,Information Services

Consultant Hiring (AD-POL-008)

Consultant Hiring (AD-POL-008) - Policies, Administrative, UWMF, UWMF-wide, Information Services

AD-POL-008

PROCEDURE




Information Services
Effective Date:
1/8/2015
Administrative Manual

X Other: Information Services
Procedure #:
AD-PRO-008
X Original

Total #
Pages: 4
Title: IS Consultant Hiring Procedure
(this procedure is used by UWHC and
UWMF)


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. 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:
ξ Consultant’s name and contact information
ξ Consultant’s start date (if known)
ξ Cost center
ξ 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:
ξ 1.29 Use of Internet Technology via Hospital Resources
ξ 1.41 UWHC Smoke Free/Tobacco Free Workplace
ξ 9.01 Telephone and Cellular Phone Use
ξ 9.04 Work Rules: UWHC Authority
ξ 9.11 Corrective Action for Non-Compliance with Confidentiality of
Protected Health Information
ξ 9.16 UWHC Health Dress Code and Appearance Policy
ξ 9.27 Equal Employment Opportunity and No
Harassment/Discrimination/Retaliation



Page 2 of 4

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:
ξ The final contract that UWMF has approved
ξ Consulting agency name and contact information
ξ Consultant’s name and contact information
ξ Consultants start date (if known)
ξ Consultant’s work location
ξ 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:
ξ A non-employee health screening form
ξ A copy of the consultant’s current immunization records
ξ A 3-year State of Wisconsin Caregiver background check
ξ A completed HIPAA quiz
ξ A completed and signed Non-Employee Confidentiality Pledge




Page 3 of 4

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.

III. FORMS

Background Information Disclosure (BID) form

IV. RELATED PROCEDURES

UW Health IS New Employee Setup Procedure

UWHC Admin Policy 9.21 - Non Employee Health Screening




Page 4 of 4

V. COORDINATION

The details of Coordination of UWHC, UWMF and UWSMPH are shown below. Approval
and coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health IS CIO
UWHC Author: UW Health IS Project Management Director
UWHC Reviewers: UW Health IS Directors
UWHC Approval committee(s): UW Health Internal Auditor

UWMF Sr. Management Sponsor: UW Health IS CIO
UWMF Author: UW Health IS Project Management Director
UWMF Reviewers: UW Health IS Directors
UWMF Approval: UW Health IS COO

UWSMPH Approval: UW Administrative Legal Services

VI. SIGNED BY


[Insert Signature Block(s) for Appropriate Signer] Date


[Insert Signature Block(s) for Appropriate Signer] Date

VII. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
1/8/2015 1/8/2018 Original release. A. Hoffman, K. Gregson, S. Schroeder, J. Leonard