Guidelines for Establishing a New Clinical Practice in Illinois and Sending Physicians/Staff to Illinois (Rev. 9/14/18)

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1 Guidelines for Establishing a New Clinical Practice in Illinois and Sending Physicians/Staff to Illinois (Rev. 9/14/18) Dear Business Manager/Hiring Manager, We are excited to be developing new practice sites in Illinois! In an effort to support this expansion, the FPP has put together the following BACKGROUND INFORMATION SUMMARY and CHECKLIST to assist you with establishing a new practice in Illinois and to assist with the hiring of new faculty and staff to work in Illinois (or to rotate existing staff to Illinois). This checklist is a work in progress as we establish more of a presence in Illinois, this document may be revised. We welcome your feedback! If you have suggestions on how to make the process more efficient, or if you learn of additional details to share across departments, please share your feedback with the FPP (Contact ). Background Information Summary 1. Washington University Physicians in Illinois ( WUPI ) is a separate 501c3 corporate entity and has a different tax ID than WUSM a) Washington University Physicians in Illinois, Inc. EIN: b) Corporate address for WUPI: 1414 Cross Street, Shiloh, IL i. Note: practice/clinic locations will vary c) Professional liability for WUPI is separate from WUSM 2. Billing and scheduling for all IL activity should be under the WUPI tax ID, WUPI name, WUPI department number, WUPI Group NPI, and PBS Group 17/EPIC WUPI area 3. All faculty and staff working in IL will have their services leased from WUSM to WUPI for the time spent in IL a) Legal agreements must be completed for WUSM staff to work in Illinois on behalf of WUPI b) All faculty and staff will be hired into WUSM and have a primary appointment in a WUSM department and a corresponding secondary appointment in a WUPI department in HRMS c) Time spent in IL should be tracked in HRMS for salary and benefits sourcing and for professional liability coverage d) Employees working under WUPI will get one WUSM paycheck, but will be required to pay payroll taxes in IL. Employees working in both MO and IL will be required to pay payroll taxes in both states and will receive two W-2 forms from WUSM e) FTE for all faculty and staff working in Illinois under WUPI should be tracked in HRMS according to time spent in Illinois. FTE allocation should be updated, if necessary, on a monthly basis to ensure the most accurate allocation is reflected in HRMS. HRMS records will be used to issue W-2 forms 4. For legal purposes, the following items must be branded with WUPI name/logo: a) All branded patient facing documents (consent forms, history forms, patient education) b) Lab coats 1

2 c) Clothing (scrubs, uniforms, etc.) d) Stationary (business cards, letterhead, etc.) 5. All faculty and staff will need to wear WUPI badges while working in IL 6. All faculty and staff working primarily in IL (50% or more effort) will be subject to IL employment laws IL employment laws differ from MO employment laws 7. Sample offer letters, IL Employment Supplement, and other helpful information is available on FPP Website: 2

3 Checklist for Establishing a New Clinical Practice in Illinois and Sending Physicians/Staff to Illinois Highlighted items have a long lead time, please start as soon as possible. Task/To-Do Contact(s)/ Resource Suggested Timeframe 1. Discuss timeline, scope, practice details, business terms, contract details, etc. with the Faculty Practice Plan Paul Scheel 120 days 2. Contact legal counsel to finalize contracts/legal agreements related to the new site. Lisa Braun 120 days 3. Ensure any offer letters are reviewed by HR and legal counsel to extending offers to physicians or staff who plan to work in Illinois a. Offer letters must contain specific language explaining the employee s relationship to WUPI and IL employment FPP website laws. b. Use new WUSM/WUPI standard Non-competition Agreement (revised Feb 2018), pay $500 bonus in Lisa Braun exchange for signing of non-competition agreement c. IL employment laws require additional background and drug screening to be completed to start date d. Review and familiarize yourself with IL employment laws. Available on FPP website. FPP website e. Existing faculty going to IL will receive a letter outlining details related to IL practice and must sign a new noncompetition Lisa Braun (revised 2018) agreement that includes WUPI. They will also receive the $500 bonus in exchange for signing the non-competition agreement (available from OGC). 4. Ensure faculty, APP, and RNs have IL medical licenses Department 120 days a. Ensure separate IL collaborative practice agreement is used for APPs Lisa Braun 5. Contact Epic1 team for coordination of new billing and scheduling location set up in EPIC submit request form through Heather Day 120 days ServiceNow 6. Contact WUPN to get a new WUPI Group NPI set up for your Cathy Eghigian 120 days Department, if one does not already exist 7. Contact WUPN for managed care credentialing and enrollment of new providers under the WUPI tax ID Cathy Eghigian 3

4 8. Contact WUPN to enroll your new providers in Illinois Medicare Cathy Eghigian and Medicaid through NGS 9. Ensure all faculty and staff working in IL are added to the WUSM/WUPI employee lease agreement a. Will need employee names, IL license numbers, employee ID, FTE, practice location, start date, NPI, hospital privileges contact for template 10. Contact Health Information Releases Services to establish Stacey Powe coverage for the release of information for Illinois activity (if needed). 11. Ensure C.N.A. professional liability application is complete for all Regina Swink faculty members (new and existing) a. Obtain 5 year loss history on new faculty and submit to Regina Swink Risk Management 12. Contact Med School Finance to ensure internal accounting is set Candice Goeggel up properly. Any and all expenses for WUPI faculty, staff and management services needs to be directed to a WUPI department number. 13. Ensure faculty and staff are set up properly in HRMS for WUPI: a. Hire faculty and staff into your WUSM department (primary appointment) b. Create secondary job in corresponding WUPI department number (same job code, check with Candice Goeggel on what WUPI Department # to use) c. Salary and benefits expense should be sourced from secondary job/wupi department d. Complete Professional Liability page in HRMS for Regina Swink secondary job e. For providers who will only be providing coverage in IL, create secondary job and enter 0.0 for FTE amount. 14. Develop process to track vacation accrual and usage for faculty Department working in IL a. Under IL employment laws, faculty and staff will be given vacation payout for any accrued and unused vacation days at time of termination 15. Order WUPI specific badges for faculty and staff a. Order through ServiceNow enter whether employee will need a WUPI or both (WUSM and WUPI) badges in special instructions field b. Faculty and staff may also need hospital specific badges issued by individual hospitals Department 60 days 45 days 45 days 4

5 16. Contact HIPAA office to ensure BAA is in place with any new vendors that will be used at WUPI locations. BAA template located on HIPAA website. Christine Schorb 17. Order new WUPI lab coats and stationary for providers. Amanda Lovelace 18. Ensure practice is using WUPI specific consent to treat forms and change over any WUSM forms/documents to WUPI. 45 days 19. Ensure any new faculty complete required risk management, HIPAA, EPIC etc., training to start date (same requirements as WUSM) Department Business Office 20. Ensure appropriate compliance related signage is posted in clinic to beginning clinical operations Contacts Overall WUPI Coordination Employee Lease Agreement and Legal Documents Professional Liability in Illinois Med School Finance/Accounting for WUPI WUPI Billing and Scheduling and EPIC set up WUPI Managed Care Credentialing Illinois Specific Human Resources Information WUPI Logo and Marketing Lisa Braun Lisa Braun Dawn Pesti Regina Swink Candice Goeggel Heather Day Cathy Eghigian Kay Franks Amanda Lovelace 5