Going on vacation? Covering someone on vacation? Here’s a brief how-to guide:
If you're leaving:
Finding someone to cover
- Once you have arranged coverage for your vacation, please communicate this to the Chief Resident. She will update coverage on the web site and include it in the newsletter.
- Go to gimres.org
- Go to “vacation coverage” and click on “coverage assignments”
- Click on add vacation coverage and fill out the form so we know who's covering you
Set up your Epic inbox:
- In EPIC: go to in-basket and then click on ‘OUT’
- Click on “NEW” in the bottom left hand corner and complete the form
- COMPLETELY empty your in-basket (you can postpone non-urgent stuff to yourself to complete upon your return)
- Contact the person covering you (directly or by staff message) with anything that's pending or needs to be done while you're gone
Turn on your email vacation message:
- Your vacation message should include the dates you will be gone and who is covering your clinic panel while you are away.
- Go to https://mailsrvc-h.u.washington.edu/edm/filter.cgi/vacation to set up your vacation message.
- Email the paging supervisor (firstname.lastname@example.org). Include the dates you will be away and who will be covering for you.
If you're covering:
- Attend to everything that comes to the in-basket
- For non-urgent chart cc’s and other issues that do not need a response you can postpone them to the date of the persons return (if further follow-up needed) or done them (if just FYI)
- Patient calls and ecare messages- answer them as if they are your own. OK to say Dr. so-and-so is out of the office and will respond upon return if non-urgent (if you do this, postpone the message instead of ‘doning’ it.) Always OK to have the patient schedule an appointment
- Results- send results by ecare or letter
Mailbox & faxes
- Check mail regularly
- Toss junk mail
- Respond to urgent faxes and other issues
- Non-urgent mail can be placed in a folder labelled “non-urgent”