TimeTrex

Electronic Signature Process

Welcome to the new totally electronic TimeTrex System

The purpose of this presentation is to explain how the electronic signature update will affect TimeTrex users.

SUMMARY OF CHANGES BY USER TYPE

Summary of changes by User Type

TIME STUDY PARTICIPANT• No longer necessary to print and sign time study.• E-mail notification, (if someone enters your time

for you) that a time study has been entered on your behalf and it is ready for you to review, make corrections and certify.

• Subsequent changes require a new certification.• Each time study will now contain an electronic

signature and date of the participant’s certification of the time study.

Summary of changes by User Type

DESIGNEE• Cannot formally approve a time study.• If entering time studies for participants, the

system will automatically notify the participants when you have completed the entry and the time study is ready for the participant to certify.

Summary of changes by User Type

CADA/ACA• Each department can have multiple CADA/ACA’s.• CADA/ACA’s will be able to review, add/change

contract numbers, and approve time studies for all participants in the department.

• Each approved time study will now contain an electronic CADA/ACA signature and the date the CADA/ACA approved the time study and the contract number.

Summary of changes by User Type

CADA/ACA- continued• Any incorrectly answered time study question or

time entry will require the CADA/ACA “reopen” the time study and return it to the participant for correction and to be certified again.

• CADA/ACA’s will receive an e-mail at 8AM and 3PM daily IF there are time studies ready for their review and approval. The e-mail will contain a link to the system and the system will display each time study ready for review and approval.

IMPORTANT NOTE

All time studies for the period of July 1, 2010 – December 31, 2010 must be submitted in the TimeTrex System the old way – including submitting a signed and dated paper copy of the time study to the Reimbursement Department.

DETAIL OF ELECTRONIC PROCESS WITH SAMPLES

Detail of Electronic Process with Samples

The participants, designees and CADA/ACA’s will continue to receive the 2 reminder e-mails per month.

After time has been entered by the participant and the “I Certify” option chosen, the “Completed Cycles” screen will now appear as below. The green check mark in the “Certified” column confirms the time study has been certified and locked.

Detail of Electronic Process with Samples

The designee and/or participant can review the PDF of the time study if desired.

If a designee or CADA/ACA enters the time study for the participant, the participant will receive an e-mail telling them the time study is ready to be certified.

The participant can make corrections as desired and certify the time study.

Detail of Electronic Process with Samples

When the participant logs into the TimeTrex System they will see to the left a “Certification Inbox” showing the number of time studies ready for their review and certification.

Click on the “Certification Inbox” and the time studies will be displayed.

Detail of Electronic Process with Samples

Click on the reporting cycle you wish to certify and the time study will come up as completed by the designee or CADA/ACA.

The time study will look the same and function the same as before. The participant can make any necessary corrections or changes.

Detail of Electronic Process with Samples

The participant can still “Save Time Without Finalizing” which will leave the time study without certification.

The new option is the “I Certify” button which will lock down the time study so no additional changes can be made by anyone without reopening and recertifying the time study.

“I Certify” will also enter the electronic signature and date the participant “certified” the time study.

Detail of Electronic Process with Samples

After the participant certifies the time study the system will take the participant to the “Completed Cycles” screen and the “Certified” column will contain a green checkmark.

The participant can review the PDF if desired.

Detail of Electronic Process with Samples

After the participant certifies the time study, the system will forward an e-mail to each CADA/ACA indicating a time study is ready for approval.

Detail of Electronic Process with Samples

The CADA can see the number of time studies ready for approval in the “Department Approval Inbox” to the left.

Detail of Electronic Process with Samples

Click on the “Department Approval Inbox” and a list of time studies ready for the CADA/ACA approval will show.

Click on the “Reporting Cycle” you wish to review and the time study will appear.

The CADA/ACA will not be able to change any fields with the exception of the Contract Number. All question responses and time will be locked down/grayed out.

Detail of Electronic Process with Samples

The CADA/ACA can choose to reopen the time study from page 1 or page 2 of the time study by clicking the “Reopen for Changes” button.

The CADA/ACA can enter or change the contract number ONLY.

If the time study is reopened a text box will appear allowing you to explain to the participant the item or items in question. The “Click to Reopen Time Study” button will actually reopen the time study.

Detail of Electronic Process with Samples

This screen will also allow the CADA/ACA to “Go Back” if it is determined the time study does not need to be reopened, or if this screen is obtained in error.

If a time study is reopened the participant will receive an e-mail indicating which time study, the reason for the reopening and which office initiated the reopening (CADA/ACA or Reimbursement).

When the participant logs in the previously certified time study will now be in “edit” status and ready for review.

Detail of Electronic Process with Samples

The participant will see the CADA/ACA or Reimbursement return reason in red at the top of each time study page - regardless of which page pertains to the return reason.

All of the time study fields will once again be open for the participant to make any necessary changes.

After all changes are made the participant will certify the time study again and the process repeats.

Detail of Electronic Process with Samples

Once the CADA/ACA approves the time study the “Completed Cycles” will now show a green check-mark in the “Dept Approved” column.

The “Checked-In” column will remain in “no” status until the Reimbursement Department reviews the time study and approves it.

After the time study is approved by the Reimbursement Department a green checkmark will appear in the “Checked-in Column”.

Detail of Electronic Process with Samples

If the Reimbursement Department sees a need for the time study to be reopened the process will begin again.

Both the participant and the CADA/ACA’S will be able to see the reopen reason the Reimbursement staff entered.

REPORT DEFINITION UPDATE

Report Definition Update A time study that has not been entered as well

as a time study that has been entered but NOT certified will be considered – incomplete.

Incomplete time study hours will not show on reports.

A time study that has been entered and certified but has NOT been approved by the department CADA and/or the reimbursement department will be considered – unchecked.

Unchecked time study hours DO show on the reports.

Thank You!

We would like to thank everyone for their input regarding the electronic system.

We welcome your ideas and suggestions for improving the system.

Please contact Susan Turner at 966-5032, or via e-mail at STurner@unch.unc.edu, if you have questions regarding the electronic signature process.