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TimeTrex

Your Guide to Better Time Tracking

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Welcome Participants, CADAS, and Designees:

• Each of you have a very important role in the success of the TimeTrex system.

• The participant/physician’s role is to enter their hours in the TimeTrex system for the cycle week required.

• The CADA/designee’s job is to enter the data in the system if the participant/physician is not able or if your department has chosen to input the data for the participant/physician.

• The CADA will also check the data for errors and assign hospital contract numbers as required.

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The Process:

• The CADA and designees will receive two e-mail reminders each month.

• One will ask 3 questions prompting you to take the appropriate action.

1. Will anyone be leaving UNC this month?

2. Will anyone be changing their last name?

3. Will anyone be on paid leave this month?

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The Process continued

• The second e-mail reminder, also received by each participant/physician, reminds you there is a time study week ready to be input.

• This email will direct you to the TimeTrex website for login.

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Once your login is completed, the Welcome Screen will appear.

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Welcome Screen

• This screen allows the user to do one of two functions:

• 1. Cycle Management

• 2. View Completed Cycles

• We will discuss Cycle Management first.

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Cycle Management

Once the Cycle Management box has been activated the following screen will appear:

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The Cycle Management screen will list all personnel that the designee/CADA is authorized to complete.

The participant/physician will be sent directly to the Cycle Management screen.

Click the Cycle Management button next to the person’s name to be completed.

This will allow the user to access the current month time cycle and any monthly cycles that have not been completed.

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This screen allows the user to work on any open time cycles. To work on the current month’s cycle press the Start button that appears beside the current month cycle box.

This screen also lists any previous time cycles that are incomplete. If any previous cycles are incomplete a Start or an Edit button will appear next to the date open. The Edit button indicates activity was previously started but not completed.

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Begin Time Study:

• On the first page of the time study five (5) questions will appear. Question 1 asks if you are a full time employee. This response assists us with the review of the time study, as it pertains to the number of total hours submitted for a week.

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•Question 2 asks if you were on paid leave for the entire month. A yes response will lock the remaining questions and screen will look like this…

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No additional answers are required, just click the next button to continue.

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•If the user has made a mistake he/she may press the Save Time Without Finalizing button to remove/cancel this action.

•After pressing the Finalize Cycle button, the following will appear.

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•After finalizing, the user will print a copy of the sheet by pressing the view PDF. The participant/physician will sign the form and forward it to the CADA.

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•If Question 2 is NO…proceed to questions 3 through 5.

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Questions 3 through 5Question 3 deals with the preferred time cycle reporting week and the selection of an alternative week.

Question 4 deals with if the participant/physician is involved with pre-transplant program administration.

Question 5 deals with if the participant/physician provides services in the Pediatric Continuity Clinic.

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If Questions 4 and 5 are answered yes the following will appear after the time sheet and will need to be completed.

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Please note the total of all hours disclosed in each block must agree with the total number of hours from the time study line referenced in red. The system will not allow you to continue until the totals reconcile.

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After the “Begin Time Study” screen has been completed and if Question 2 is no..the following screen will appear. The hours sheet is similar to the manual sheet that each participant/physician has used in the past.

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Time should not be reported in less than 15 minute increments, .25, .50, .75, 1.00, 1.25 etc.

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Non-Physician Practitioner Time Study

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Hospital Transplant Time Study

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After the time input sheet has been completed, submit the form using the Next button on the bottom of the page.

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•After pressing the Finalize Cycle button, the following will appear.

•If the user would like to save this data but not finalize it, he/she may press the Save Time Without Finalizing button.

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•After finalizing, the user will print out a copy of the sheet by pressing the view PDF. The participant/physician will sign the form and forward it to the CADA.

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View Completed Cycles

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View Completed CycleThe View Completed Cycle selection allows the user to view all completed time cycles and see their status.

After a participant/physician has finalized the time sheet, no further revisions are possible by the participant/physician.

Only the CADA or designee may make changes at that time. If the form has been checked in then no other revisions are allowed.

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The End of the Process for Participants/Physicians and DesigneesAfter the completed sheets are forwarded to the CADAs, your job is complete. You will log out of the system using the Logout button.

This function is a monthly function and participant/physicians, designees, and CADAs will be receiving a monthly e-mail reminding them when the next month’s cycle begins.

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The End of the Process for CADAsThe CADA will review the time sheets for obvious errors and correct them in the TimeTrex system.

They will then fill in Hospital contract numbers as needed in the TimeTrex system and sign the time sheet.

Time sheets will then be forwarded to Susan Turner in the Reimbursement Department for checking into the system.

This completes the cycle for the CADAs.

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With each of us working together, we can make this system a tremendous success and a model for others.

If you have any questions about this process or your participation in the process, please call Susan Turner at 966-5032.

THANK YOU!