PT Physician PT Physician TimekeepingTimekeeping

The Old SystemThe Old System

• Core time (25% of total time MUST Core time (25% of total time MUST be at VA – no exceptions except when be at VA – no exceptions except when on leave) and flex time, on leave) and flex time,

oror

• A regular fixed schedule (all core, no A regular fixed schedule (all core, no flex).flex).

The Old SystemThe Old System

• In both cases MDs were required to In both cases MDs were required to record time worked on a paper record time worked on a paper “subsidiary record” daily, and“subsidiary record” daily, and

• MD had to physically go to the place MD had to physically go to the place where the subsidiary report was where the subsidiary report was located to record hours daily.located to record hours daily.

• Salary was paid on the basis of hours Salary was paid on the basis of hours worked at an hourly rate.worked at an hourly rate.

Why Develop a New Why Develop a New System?System?

• Old system did not allow the flexibility Old system did not allow the flexibility needed for MDs without regular weekly needed for MDs without regular weekly duties.duties.

• Some MDs work many hours at VA one Some MDs work many hours at VA one month and no hours at VA the next month. month and no hours at VA the next month. – This arrangement actually enhances continuity of This arrangement actually enhances continuity of

patient care, but is not allowed under the old patient care, but is not allowed under the old system.system.

– Old system did not provide “credit” when one VA Old system did not provide “credit” when one VA physician covered for another.physician covered for another.

• MDs did not get credit/paid for hours worked MDs did not get credit/paid for hours worked outside of their usual schedule (tour of duty).outside of their usual schedule (tour of duty).

The New SystemThe New System

• MDs can MDs can choosechoose a fixed schedule or a a fixed schedule or a fully flexible schedule (ie. No core hours).fully flexible schedule (ie. No core hours).

• The fixed schedule requires that MDs be The fixed schedule requires that MDs be at the VA even if there is no work to be at the VA even if there is no work to be done. (Just like old “core time”.) done. (Just like old “core time”.) Potential for wasted time.Potential for wasted time.

• MDs on flex schedule can leave when VA MDs on flex schedule can leave when VA work is completed.work is completed.

• MDs on flex schedule get paid for ALL MDs on flex schedule get paid for ALL hours worked, day or night.hours worked, day or night.

The New SystemThe New System

• MDs on fixed schedule must request MDs on fixed schedule must request leave if they will not be at VA during leave if they will not be at VA during regular tour of duty.regular tour of duty.

• MDs on flex schedule who are not at MDs on flex schedule who are not at VA during regular scheduled ‘tour of VA during regular scheduled ‘tour of duty’ do not have to request leave duty’ do not have to request leave unless they wish to use sick leave, unless they wish to use sick leave, annual leave, or authorized absence.annual leave, or authorized absence.

The New SystemThe New System

• MDs on flex schedule can record hours MDs on flex schedule can record hours worked by using computer entry without worked by using computer entry without having to go to a specific location where having to go to a specific location where the subsidiary record is located.the subsidiary record is located.

• Work hours can be entered from any VA Work hours can be entered from any VA computer.computer.

• Work hours can be enter from a distance Work hours can be enter from a distance using VPN to connect with VA via using VPN to connect with VA via internet.internet.

How does the Flex Schedule How does the Flex Schedule Work?Work?

• The average hours/week is calculated The average hours/week is calculated from the number of eighths.from the number of eighths.

• 1/81/8thth = 5 hours based on a forty hour = 5 hours based on a forty hour work week. work week.

• Previously MDs were expected to put Previously MDs were expected to put in this many hours each week, every in this many hours each week, every week.week.– Eg. 4/8Eg. 4/8thsths physicians had to be at VA for physicians had to be at VA for

20 hrs/wk even if there was no work to do 20 hrs/wk even if there was no work to do – No credit was given if they had already No credit was given if they had already

worked 30 hrs the previous week.worked 30 hrs the previous week.

How does the Flex Schedule How does the Flex Schedule Work?Work?

• The total number of hours over a year is The total number of hours over a year is calculated based on eighths.calculated based on eighths.

• Credit is given whether service is Credit is given whether service is provided 10 hrs/day for 4 weeks out of a provided 10 hrs/day for 4 weeks out of a 10 week period or 4 hr/day over 10 10 week period or 4 hr/day over 10 weeks.weeks.

• Salary is paid on a consistent basis even Salary is paid on a consistent basis even if the time worked is less or greater than if the time worked is less or greater than the weekly hours required for the the weekly hours required for the eighths.eighths.– Avoids large fluctuations in monthly income.Avoids large fluctuations in monthly income.

How does the Flex Schedule How does the Flex Schedule Work?Work?

• Salary is paid at a set rate based on the Salary is paid at a set rate based on the assigned eighths regardless of the hours assigned eighths regardless of the hours that you work.that you work.– For example, you are assigned to do For example, you are assigned to do

attending duties from Oct thru Dec and attending duties from Oct thru Dec and spend twice as much time at the VA, but do spend twice as much time at the VA, but do no VA time from July thru Sept.no VA time from July thru Sept.

– You will get paid your estimated average You will get paid your estimated average time based on your eighths every month, time based on your eighths every month, even for the months that you are not at the even for the months that you are not at the VA.VA.

– You will not get paid extra the months that You will not get paid extra the months that you do extra time at the VA.you do extra time at the VA.

So what’s the catch?So what’s the catch?• It is possible to get ahead or behind on It is possible to get ahead or behind on

estimated work hours.estimated work hours.• Work hours are reconciled and adjusted Work hours are reconciled and adjusted

every 6 months.every 6 months.• If you are ahead on hours, the VA will If you are ahead on hours, the VA will

pay you additional salary for the hours pay you additional salary for the hours you have worked.you have worked.

• If you are behind on estimated work If you are behind on estimated work hours, you may owe the VA some salary hours, you may owe the VA some salary pay back, or an adjusted work schedule pay back, or an adjusted work schedule can be negotiated.can be negotiated.

So what’s the catch?So what’s the catch?• You can monitor whether you are You can monitor whether you are

meeting the assigned hours any time.meeting the assigned hours any time.• VA will provide notice on a quarterly VA will provide notice on a quarterly

basis if you are not meeting your basis if you are not meeting your estimated hours. If you think that you estimated hours. If you think that you will make up the deficit hours over the will make up the deficit hours over the next quarter just let your service chief next quarter just let your service chief know.know.

• If you find that you will not be meeting If you find that you will not be meeting your estimated hours talk to your service your estimated hours talk to your service chief about adjusting your hours so you chief about adjusting your hours so you will not have to pay back overpaid salary.will not have to pay back overpaid salary.

Questions?Questions?