Last modified at 2/13/2017 2:36 PM by Rebecca L. Sladek



This wiki is a work in progress. If you can't find what you need, please contact pbsci@uw.edu.

Research
    

Research                                        

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Standard Operating Procedure (SOP):  Research Grants & Contracts, Goods & Services Agreements, Clinical Services Agreements, Non-Disclosure Agreements                

 

The University of Washington’s (UW) School of Medicine (SoM) Department of Psychiatry & Behavioral Sciences engages as a vendor/recipient for paid and unpaid agreements with diverse partners regarding a wide range of activities, including research, consultation, and clinical services (among others). This SOP document defines each type of activity and provides guidance about the methods for processing each type of agreement under UW and SoM policies.
 
If you have questions please contact Diane Powers, powersd@uw.edu, 206.685.7095.

 

Clinical                                       

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Reimbursement for Dues and Licenses                      

Instructions
1) Complete appropriate reimbursement request form
2) Obtain a copy of your renewed license
3) Obtain proof of payment (check issued or online receipt)
4) Please submit all three documents to:

UWP
Form: UWP
Reimbursements of dues and licenses will be processed and paid through the UWP payroll system via direct deposit added to the regular UWP monthly payment.  Requests received by the 18th of the month will be paid as part of that month’s direct deposit.
Fax: 206.520.5168
Interoffice mail: UW Physicians - Finance Campus / Box 359110

CUMG
Form: CUMG
Fax: 206.987.8484
Interoffice mail: Mailstop CSB-100/ BOX 359300
If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
 

CPT Codes Overview                         

Source: 2014 National Physician Fee Schedule RVU table
If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
Outpatient Codes
CPT
Description
Work RVU
Psych Diagnostic Evaluation
90791
PSYCHIATRIC DIAGNOSTIC EVALUATION
3.0
90792
PSYCHIATRIC DIAGNOSTIC EVAL W/MEDICAL SERVICES
3.25
New Outpatient Codes
99201
OFFICE OUTPATIENT NEW 10 MINUTES
0.48
99202
OFFICE OUTPATIENT NEW 20 MINUTES
0.93
99203
OFFICE OUTPATIENT NEW 30 MINUTES
1.42
99204
OFFICE OUTPATIENT NEW 45 MINUTES
2.43
99205
OFFICE OUTPATIENT NEW 60 MINUTES
3.17
Established Outpatient Codes
99211
OFFICE OUTPATIENT VISIT 5 MINUTES
0.18
99212
OFFICE OUTPATIENT VISIT 10 MINUTES
0.48
99213
OFFICE OUTPATIENT VISIT 15 MINUTES
0.97
99214
OFFICE OUTPATIENT VISIT 25 MINUTES
1.50
99215
OFFICE OUTPATIENT VISIT 40 MINUTES
2.11
Initial Observation
99219
INITIAL OBSERVATION CARE/DAY 50 MINUTES
2.6
99220
INITIAL OBSERVATION CARE/DAY 70 MINUTES
3.56
Office Consultation
99241
OFFICE CONSULT NEW/ESTAB PATIENT 15 MIN
0.64
99242
OFFICE CONSULT NEW/ESTAB PATIENT 30 MIN
1.34
99243
OFFICE CONSULT NEW/ESTAB PATIENT 40 MIN
1.88
99244
OFFICE CONSULT NEW/ESTAB PATIENT 60 MIN
3.02
99245
OFFICE CONSULT NEW/ESTAB PATIENT 80 MIN
3.77
Psychiatric Diagnostic
90791
PSYCHIATRIC DIAGNOSTIC EVALUATION
3.0
90792
PSYCHIATRIC DIAGNOSTIC EVAL W/MEDICAL SERVICES
3.25
Psychotherapy
90832
PSYCHOTHERAPY PATIENT &/ FAMILY 30 MINUTES
1.5
90833
PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 30 MIN
1.5
90834
PSYCHOTHERAPY PATIENT &/ FAMILY 45 MINUTES
2.0
90836
PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 45 MIN
1.9
90837
PSYCHOTHERAPY PATIENT &/ FAMILY 60 MINUTES
3.0
90838
PSYCHOTHERAPY PT&/FAMILY W/E&M SRVCS 60 MIN
2.5
Psychotherapy Cont.
90839
PSYCHOTHERAPY FOR CRISIS INITIAL 60 MINUTES
3.13
90840
PSYCHOTHERAPY FOR CRISIS EACH ADDL 30 MINUTES
1.5
90853
GROUP PSYCHOTHERAPY
0.59
90846
FAMILY PSYCHOTHERAPY W/O PATIENT PRESENT
2.40
90847
FAMILY PSYCHOTHERAPY W/ PATIENT PRESENT
2.50
90870
ELECTROCONVULSIVE THERAPY
2.5
90880
Hypnotherapy
2.19
Advanced Care Planning
99497
ADVANCE CARE PLANNING FIRST 30 MINS
1.5
99498
ADVANCE CARE PLANNING EA ADDL 30 MINS
1.4
 
Inpatient Codes
CPT
Description
Work RVU
Initial Inpatient Visits
99221
INITIAL HOSPITAL CARE/DAY 30 MINUTES
1.92
99222
INITIAL HOSPITAL CARE/DAY 50 MINUTES
2.61
99223
INITIAL HOSPITAL CARE/DAY 70 MINUTES
3.86
Subsequent Inpatient Visits
99231
SBSQ HOSPITAL CARE/DAY 15 MINUTES
0.76
99232
SBSQ HOSPITAL CARE/DAY 25 MINUTES
1.39
99233
SBSQ HOSPITAL CARE/DAY 35 MINUTES
2.0
Inpatient Consultation
99251
INITL INPATIENT CONSULT NEW/ESTAB PT 20 MIN
1.0
99252
INITL INPATIENT CONSULT NEW/ESTAB PT 40 MIN
1.5
99253
INITL INPATIENT CONSULT NEW/ESTAB PT 55 MIN
2.27
99254
INITL INPATIENT CONSULT NEW/ESTAB PT 80 MIN
3.29
99255
I NITIAL INPATIENT CONSULT NEW/ESTAB PT 110 MIN
4.0
Emergency Department
99281
EMERGENCY DEPT VISIT LIMITED/MINOR PROB
0.45
99282
EMERGENCY DEPT VISIT LOW/MODER SEVERITY
0.88
99283
EMERGENCY DEPT VISIT MODERATE SEVERITY
1.34
99284
EMERGENCY DEPT VISIT HIGH/URGENT SEVERITY
2.56
99285
EMERGENCY DEPT VISIT HIGH SEVERITY&THREAT FUNCJ
3.80
Nursing Home Care
99304
INITIAL NURSING FACILITY CARE/DAY 25 MINUTES
1.64
99307
SBSQ NURSING FACILITY CARE/DAY E/M STABLE 10 MIN
0.76
99308
SBSQ NURSING FACIL CARE/DAY MINOR COMPLJ 15 MIN
1.16
99309
SBSQ NURSING FACIL CARE/DAY NEW PROBLEM 25 MIN
1.55
99310
SBSQ NURSING FACIL CARE/DAY NEW PROBLEM 45 MIN
2.35
Assisted Living – Established Patient
99334
DOM/R-HOME E/M EST PT LW MOD SEVERITY 15 MIN
1.07
99335
DOM/R-HOME E/M EST PT LW MOD SEVERITY 25 MIN
1.72
99336
DOM/R-HOME E/M EST PT MOD HI SEVERITY 40 MIN
2.46
99337
DOM/R-HOME E/M EST PT MOD HI SEVERITY 60 MIN
3.58
Alcohol/Substance Abuse
99408
ALCOHOL/SUBSTANCE SCREEN & INTERVEN 15-30 MIN
0.65
99409
ALCOHOL/SUBSTANCE SCREEN & INTERVENTION
1.3
 
  

UWP Provider Dashboard Review                           

The UWP dashboard is to create individual faculty productivity and practice and to ensure the accuracy in clinical billing. This report is available any time on your Epic Dashboard and it is sent out via email bi-monthly.
The updated monthly dashboard is a one-page summary of billed activity and related measures, most frequently billed CPT codes, and E&M levels for the past 12 months.
If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
 

Clinical Productivity Report                          

The clinical productivity report provides faculty with the most accurate information possible to help manage your clinical practice. It is designed to report your inpatient and outpatient services based on date-of-service.  The report provides the following information:
·         Actual Work RVUs year-to-date and a comparison to last year’s Work RVUs through the same time period pro-rated to match your current Clinical FTE
·         Actual Units of Service – each unit of service = a single CPT code
·         Your current Clinical FTE, broken into in-patient and out-patients, as well as your pro-rated Clinical FTE for the year.
·         Comparison of your Work RVUs to the threshold needed to receive an incentive payment. This is only applicable if your pro-rated CFTE is greater 0.50. This comparison is adjusted to match your total CFTE level for the year and pro-rated for how far we are through the year.
·         Work RVUs broken out per service type and your averages per Unit of Service.
If you have any questions please contact Heather Hughes, Assistant Director of Clinical Analytics, at hdh2@uw.edu or 206.543.3603.
 

UWP Annual Compliance Training                           

UWP’s annual compliance training provides useful information on coding levels and what is needed to bill for particular CPT codes:
 

Education                                                                            

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No-Show for Duty Policy                            

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Residents are expected to report on time for all assigned duty, including daytime clinical rotations, didactics, call, and night float. If a resident does not report for duty, the attending, chief resident, resident on duty who is awaiting sign-out, assistant residency director, program director, or other appropriate responsible party will attempt to reach the missing resident by:
·         Pager
·         Home or other primary contact phone number
·         Emergency contact number
If the resident has not been located within 1-2 hours using the measures above, and any other options appropriate to the circumstance, the police will be notified and asked to go to the resident's home to do a welfare check. The decision to call the police should be made in consultation with the program director, assistant residency director for the site, and/or chief resident at the site, if at all possible.
All residents are required to provide primary and emergency contact information, as well as their home address, to the Residency Office, and to update this information immediately with any change.
Lack of timely attendance for duty is a serious professionalism issue and is cause for disciplinary action.
If you have any questions or need to make any changes to your information please contact the Education Office, psychres@uw.edu, 206.543.6577.

 

Finance                                                 

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Reimbursement Receipt Requirements                       

Although the University of Washington has been granted permission from the State of Washington to waive receipt requirements for certain “low risk” purchases/reimbursements under $75.00, the departmental procedure requires that all receipts for purchases and reimbursements be collected regardless of amount.
The UW procedure was intended to streamline the process for reconciliation and reimbursements. However, for departments with grants and contracts, the practice of waiving receipt collection can be risky in the event of an external audit.
If you have any questions please contact Nadia Khan, Associate Director of Finance, nadiak@uw.edu or 206.616.1897.
 

IT, Development, and Website                            

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Cell Phone Standards                                         

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We will be unable to provide support for any of your personal hardware, including your smartphone. If you would like to have your work email and calendar on your cell phone please refer to the below instructions on setting this up on your phone. If you have any issues with your smartphone please contact your phone service provider.

Computer Standards                                             

 
The Department of Psychiatry and Behavioral Sciences deploys business-class Hewlett-Packard PCs and laptops as our standard IT platform. There are many benefits to the department adopting a standard IT platform:
  • IT standardization is a strategy for minimizing IT costs within an organization by keeping hardware and software as uniform as possible.
  • By standardizing on a single IT platform and configuration, the setup and maintenance of PC hardware is more streamlined and efficient.
  • Standardizing on a single platform also makes us much more proficient at diagnosing and repairing issues that arise. In the event of a hardware failure, we have spares on hand for a speedy replacement.
  • Without standardization there is a learning curve with each new piece of technology brought on board as the troubleshooting and support skills needed for every piece of technology are different.
  • The department is part of the UW Medicine (AMC) domain, which is a Windows domain environment. We utilize AMC domain file servers, print servers, database servers and remote management servers to manage our data and resources. The use of these resources facilitates easier collaboration within the department and with other UW Medicine employees via shared files and shared databases.
  • Our PCs receive security patches, software, and other critical updates automatically from the management server, ensuring they are all running the same software platforms and their security is up-to-date.
  • All AMC domain PCs are managed in Active Directory, which allows users to login to any PC on the AMC domain, e.g. any PC in the department, with the same AMC credentials. 
·         Desktop - HP EliteDesk 800 G2 SFF i5-6500/8GB/256GB SSD
·         12” Laptop - HP EliteBook 820 G3 i5-6200U 12" 8GB/128GB SSD
·         14” Laptop - HP EliteBook 840 G3 i5-6200U 14" 8GB/128GB SSD
·         15” laptop - HP EliteBook 850 G3 i5-6200U 15" 8GB/128GB SSD

 

Configuring your smartphone/tablet                            

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Steps for adding the new account to your phone or tablet

  • Delete any existing UW accounts from your phone (both uw.edu and uwmedicine.org).
  • Add a new account and choose “Microsoft Exchange” as the account type.
  • Enter your uw.edu email address, your UWNetID password, and click Next.
  • Windows phones and iPhones should automatically find the account and auto-configure everything. Just choose which data you want to sync to the phone (mail, calendar, contacts, etc.) and click Save or Finish.
  • Android phones may require you to enter more information, such as server name (outlook.office365.com) or username (youruwnetid@uw.edu).
  • As a best practice users should secure and encrypt their smartphone/tablets with a passcode.

 

Hardware Equipment Purchasing Policy                       

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For Faculty:

The department will support the purchase of our standard hardware set up (computer and one monitor) for each Faculty hired into the department.  Exceptions include Seattle Children’s Hospital and the VA.  These Faculty are provided computer equipment from the local IT departments at these facilities.  
 

For Fellows, Post-docs, Research Assistants/Associates:

There will be no equipment provided out of department funds.  Necessary equipment should be purchased using appropriate division/center grant budgets.
 

For Staff on a Grant:

For staff working on a grant, there will be no equipment provided out of department funds.  All equipment will be purchased using a grant budget.   
 

For Administrative Staff Supporting Department Functions:

For Administrative staff that support departmental functions standard hardware (computer and one monitor) will be provided to you from the department. 
 

Non-standards Hardware (MAC)                                

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If you are working independently and are not relying on access to file shares and other domain resources and prefer to use non-standard hardware, such as a MAC, this is an option. The IT staff may not be able to provide you with the same level of support as you would receive on a standard PC. If you would like to pursue the use of non-standard hardware, please let your local IT support person know and we will be happy to meet with you to discuss your options.

If you require equipment that falls outside of the department's standards please contact the Assistant Director of IT, Rosemary Whitright, rwhit@uw.edu, 206.221.3640.

Non-UW Equipment                                       

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We will be unable to provide support for any of your personal hardware such as your computer/laptop at home. If you work from home please review the details on how to set up your work environment on a PC or MAC to set up your home machine.

 

Monitor standards                                          

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The department will provide each workstation with a single monitor. If you require a second monitor please contact your local IT support person and provide them with your budget number to order a second monitor. Current monitor standards include one of the following:

  • HP EliteDisplay E222 22-inch LCD Monitor
  • HP EliteDisplay E242 24-inch LCD Monitor

 

Phishing: Be aware of phishing scams by following these guidelines on protecting yourself.                              

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What Does the Scam Look Like?

Recent phishing messages have asked recipients to click on links to phony Web pages designed to look like official UW Web sites, where they are then asked to “update” or “confirm” information such as UW NetIDs and passwords. If you click on one of these links, your account will be disabled by the Office of the Chief Information Security Officer.
 

How Can I Protect Myself?

Your best protection is to:
  • Be skeptical about these urgent emails; do not take their recommended action.
  • Do not provide any sensitive or personal information by email without verifying with the institution that purports to be the “sender”.
  • Verify the legitimacy of an embedded link before automatically following it (hover over the link to see if it will redirect you to something other than a valid UW Web site).
  • Verify the Web address that appears in your browser before entering sensitive information on that page; most UW Web sites have familiar Web addresses.
If you need further assistance, or are worried that your account may have been compromised, please email Rosemary Whitright, Assistant Director of IT, rwhit@uw.edu, 206-221-3640. 
 

Printer Standards                                    

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The department will not provide personal desktop printers. Everyone will have access to the main department printers located in the copy rooms on each floor.

These main department printers provide a variety of services such as confidential printing, scanning, and emailing information out to a designated email address.

SharePoint Login Instructions Using IE                         

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Login To SharePoint Using Internet Explorer:
  • You can’t access SharePoint using your AMC login so you must….
  • Select “Use another account” then….
  • Type in your full UW email address (e.g., janedoe@uw.edu) then….
  • Type in your UW NetID password (same one you access MyUW)

Software Standards                                             

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The department will provide Windows and the Office Suite of products on every PC. If you require additional software please send a request to your local IT support person with the following information:

  • List of the software you need
  • Your budget number for the software purchase

Your local IT person will place the order and install the software on your PC.

Equipment Disposal/Surplus Policy                           

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The UW must dispose of all property (equipment, material, and supplies) through its established disposal procedures.  For details around disposal/surplus please refer to the Equipment Inventory Office policy.

 

Communications                                                      

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Department Email Signature Template                           

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The email signature template conveys a consistent and professional look throughout the department.
Note: Some modifications are allowed, such as adding a third website link, but sayings and pictures are not allowed.
 
Your Name (Calibri, black, bold, font size 10)
Your Title (Calibri, black, font size 9)

Psychiatry and Behavioral Sciences (Calibri, black, font size 9)

University of Washington (Calibri; grey: RGB 128, 128, 128; font size 9)
UW Medicine, School of Medicine
1959 NE Pacific Street, Box 356560, Seattle, WA 98195-6560
phone: 206.###.#### | fax: 206.###.#### |email:
[yournetid]@uw.edu
 
 

Media Relations/Interview Requests                              

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All media interview requests should be routed through the UW Medicine News team by calling their main office number (206-543-3620) or by emailing Rebecca Sladek, Assistant Director of Communications, at rsladek@uw.edu. Working with the News Media is full of great advice on how to successfully interact with media in any situation.
 

Department Newsletter Submissions                                

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Please send department newsletter submissions or story ideas to Rebecca Sladek, Assistant Director of Communications, at rsladek@uw.edu. Submissions are due the 10th of each month for inclusion in that month’s newsletter. We’re always looking for stories about our clinical, training and research programs as well as fun things to share about faculty and staff. Material may be used in other communications such as our weekly News & Events or UW Medicine Insight. Please note that your submission may be edited.
 

Headshots                                

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Faculty and staff can have a professional headshot taken through Health Sciences Visual Design and Production located in T-265 of the Health Sciences Building, 1705 NE Pacific Street. You can book an appointment online and the shoot takes about five minutes. The cost is $81 for a basic studio portrait. The department does not pay for professional headshots at this time. Link to make an appointment: http://www.genbook.com/bookings/slot/reservation/30187809?bookingSourceId=1000
Alternatively, the department communications team can take a headshot for you. We take headshots the second Monday of every month starting at 11:00 AM. We are not professional photographers with a dedicated studio space, but the quality is pretty good. To sign up for a headshot, email Rebecca Sladek at rsladek@uw.edu.
 

Department Overview and Orientation                                

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All new staff and faculty are encouraged to attend UW Psychiatry: The Big Picture, a presentation about the mission, vision, and goals of the UW Department of Psychiatry and Behavioral Sciences. The presentation covers how our department fits into UW, UW Medicine, and the WWAMI region, our advancement efforts as part of the UW Medicine capital campaign, and an overview of the various ways you can stay connected and informed. The presentation is followed by a quick tour of the Chair’s office and the Department’s administrative team. Please allow 1 hour to accommodate questions and to meet fellow new employees. The Department will pay for parking or transportation when needed. We also offer headshots before the overview beginning at 11:00 AM.
Dates: The department overview is offered the second Monday of every month to coincide with the UW’s New Employee Orientation offered at UW Tower. For people working in other locations besides the UW campus, this allows you to attend both orientations on the same day by making one trip. The Health Sciences Express Shuttle operates between the two orientations, or it’s a 20 minute walk.
Time: 11:30 AM-12:30 PM. If you want a headshot taken, please arrive by 11:00 AM.
Location: BB1615
RSVP: Please rsvp to Rebecca Sladek at rsladek@uw.edu.
 
Adding an Event to Your Calendar                             
Instructions on adding an event from the department events calendar to your Outlook, Gmail or other calendars. 
  

Human Resources                                          

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CV Format                                                   

Refer to the School of Medicine (SOM) Curriculum Vitae (CV) format for required formatting of all faculty CVs.  If you have any questions please contact Rachel Reichert, rreicher@uw.edu, 206.543.3779.
 
DEA License Renewal                                                               
To renew a DEA certificate please follow these instructions.  If you need additional information and resources please refer to the DEA renewal information on the Office of Diversion Control’s website.  Important:  Do NOT pay the fee; your license is fee exempt.
 

Operations                                  

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Checking Out Equipment                                      

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Ifyou need to use the Department's laptop, LCD projector or camera, please do the following to reserve and use the equipment:
1.       Contact one of the following to confirm availability:  Molly Vinson/Mary Pyper/Molly Jones
2.       Complete posted check out sheets in BB1646 when picking up equipment. 
3.       Make sure the laptop is fully charged when returned. Delete files you saved to the desktop. 
4.       Make sure camera is fully charged when returned. Download and clear all photos.
5.       Sign equipment back in upon return to BB1646.
If you have any questions please contact Mary Pyper, mpyper@uw.edu, 206.685.0491.
 
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