Hiring a New Data Collector

A. creating a NEW position (not common):

• you need budget approval forms first before you proceed.
  • Contact Jodi Walker Tweed/Randy Martens for Critical Care
  • Contact Dan Roberts/Kathy Blair-Colbert for Medicine.
• Specific Finance contact if needed or help with new positions: Kim Kummen

B. filling vacant position (most common):

• In SAP, complete an ESF for employee that is leaving position
  • send ESF by email to: WRHApositionsbudget (see global address book) - new process Dec 19.14
• In SAP, complete another ESF for posting:
  • in a separate email sent to: WRHApositionsbudget
  • Finance will review and forward ESF via email, to Director for signature. This is new as of Jan 2015.
    • Jodi Walker-Tweed for Critical Care
    • Dan Roberts for Medicine
      • the Director is suppose to review and then forward the email back to WRHApositionsbudget.
    • WRHApositionsbudget will forward to EmployementServices and hopefully CC the manager.
    • NOTE: manager should keep track of where ESF form might be as director signing is new process and Medicine Director (Roberts) may not sign it. If issues or delay - can contact Ingrid Reuter is admin assistant.
  • any job posting going to WRHApositionbugets the manager should include the following in the email with the ESF:
• please post with following pre screening questionaire: (helps reduce inappropriate submissions)

1. Are you currently registered with the CRNM? If not, are you eligible for registration?
2. Do you have two (2) year of current ADULT intensive care nursing experience?

• the position is posted for competition by EmploymentServices department and they should let manager know when posting goes up.

WRHA stuff

Prior to sending a hiring ESF to WRHApositionbugets services compile package of complete forms to send in one email:

• SAP ESF - Employee Status Form:
• check if candidate is a NEW hire (from nonSAP site) or a Transfer (SAP site).
  • Note: This info can be found on WRHA web site. I found that it is not always up to date there either, so contact HR REP if need assistance - Nick Pasqurelli or email WRHAemploymentservices.
• Employee number if hire is from and SAP site.
• ensure proper payscale step
• hourly rate
• academic allowance
• vacation accural rate
• number of vacation days remaining that must be scheduled before end of fiscal year - March 31
• need to check if person will resign their current positions if outside an SAP site AND will be porting their benefits from local site in region to WRHA.
  • SIN #
  • DOB
  • CRNM Registration # so you can check if currently registered online
  • emergency contact person and phone number

Also must be submitted along with ESF for NEW hires (not transfers within our program):

• copy of interview and score card
• copy of Nursing education certificate or Degree
• copy of education certificates relevant to position (ICU course)
• Resume
• reference check - two
• Oath for security check if doesn't have current one
• Criminal record check - state in email - PENDING
• Adult abuse Reg check - stat in email - PENDING if person is in process of applying

Criminal Record Check (must be current within 6 months if new employee)

• Online form: go here
• In Person
  • Police station or Public Safety Bldg
  • wait time 2-6 weeks
  • If for some reason there will be a delay to get a criminal record check done then you must "sign a Oath, link is no longer working. Notified WRHA employment services about their webpage issue with this oath.Trish Ostryzniuk 18:49, 2014 July 22 (CDT)
• with WRHA that is good up to 4 weeks to before obtaining the actual record check. Information can be found on WRHA Insite in regards to this. If record check is not submitted to your employer within 4 weeks of employment start date, your employment can be terminated.Trish Ostryzniuk 11:30, 2014 July 16 (CDT)

Adult Abuse Registry Check

• To obtain an Adult Abuse Registry check an individual may apply in person at:
  • Provincial Services
  • 102 - 114 Garry Street
  • Winnipeg MB R3C 1G1
• Or complete the application form available online go here, and apply by mail or fax.
• Information regarding the Adult Abuse Registry is available on the Government of Manitoba web page at go here. This includes information regarding the application process as well as FAQs about the registry.
• The fee for the Adult Abuse Registry check is $15.00.
• Bring two pieces of ID. One must include a photo. (Not MB health card or SIN card).
• the above two checks will be submitted to employer within 4 weeks of start date of work.
• May, 2013 - Please note, as our policy requires the Vulnerable Sector Search (VSS) to be included in the Criminal Record Check and RCMP policy states that the VSS must be conducted by a local police agency, we are no longer able to accept Criminal Record Checks from either the Commissionaires office or Backcheck.ca.

Other Forms & things

• ACTM form to ServiceDesk - network access and Regional EPR Access - set up as a WRHA Regional Data Collector and include in comments on this form: as per Sandy Kroeger Instructions on file in Ehealath.
• WRHA ID card - go to: WRHA photo ID information WRHA website - should specify at bottom set up user as per Sandy Kroeger instructions.
• fill out site specific FORM site swipe card for site ID where applicable
• fill out site specific FORM for office key
• notify site manager where individual will be assigned
• check with employee if parking required.
  • staff to arrange parking on their own with the site assigned to. Site data collectors can help with contacts for parking and site keys and security forms.
    • STB: Phone: call 237-2319 and be placed on a waiting list.
• organize orientation training with main office and then partnering scheduling.
• set up epost account for pay statement if they don't have. Will need WRHA employee ID.
  • Instruction how to set up and register: go here
  • After adding them the WIKI - a password is sent to their work email (must check work email and enter correctly when registering new user on Wiki). Need to send them instruction on how to log in and change password.
• Send instructions to register for CCMDB Time sheets.
  • Registration see: Timesheet - web

New employee Handbook

New employee Handbook

IT Support

• computer accounts eHealth ServiceDesk - Go to ehealth service catalogue and fill out a eHealth service request FORMS. Send to electronic form by email to: Manager for signature.
  • refer them to Sandy Kroeger's instructions for NEW hires or for staff transferring into our WRHA program from another WRHA program
    • wording suggested by Sandy: "Set up with Data Collector Role as per Sandy Kroeger"
    • IMPORTANT: CC Sandy Kroeger and Wayne Hamilton, and make sure the email clearly states that this is for a Critical Care and Medicine data collector.
  • network login access
  • access to file share on Regional Server
  • add RIS/PACS account
  • EPR: Regional_EPR_Access#Setting up a new collector
    • direct collectors to EPR LMS training if needed.
• if the collector will collect data in a location new to our program, see Setting up a new location
• set up wiki account Setting up a new wiki user
• For info on setting up a new laptop for a collector, see Laptop Setup

Email Contact Group

Mailing list manager: Trish Ostryzniuk

NOTE: Adding to distribution list is apparently included in the Sandy Kroeger instructions for setting up new user but it does not always get setup.

To Add new hire to Global address Group mailing list:

• DC CC (Data Collection Critical Care)
• DC Med (Data Collector Medicine).
• Also subgroup mailing list for each Site.

Staff Resignation/Retirement

• ESF in SAP
• turn in office keys and swipe cards
• ID badge turn in to:
  • WRHA Photo ID Services | WRHA photo ID information
  • 2nd floor-496 Hargrave Ave.
  • R3C OX7