Qgenda NoAssign, Float, and InHouseCov Instructions

Principles

• AutoAssign fundamentally tries to balance RVUs per hour of shift worked so far during the day
• Assignments turn off for a person 15-60 minutes before the end of their shift as defined in Qgenda to give them time to catch up, depending on the shift
• NoAssign decreases the person's calculated shift length corresponding with the times entered in Qgenda, thereby giving them credit for the time of their absence since RVU/hr is the metric balanced

• For example, A person needs to read 40 RVUs to achieve 5 RVUs per hour over an 8 hour shift. If you give them NoAssign for an hour, say 10-11A, it calculates their shift as 7 hours, so they only need to read 35 RVUs for the same result.
• NoAssign lowers the hours worked to give credit but does NOT turn off assignments entirely during that time. This is to allow assignment of subspecialty cases or to keep a patient's multiple studies together with one rad for efficiency.

• For that reason, if a person is leaving and not coming back (ie. sick), end their shift at the appropriate time in Qgenda so they don't get assigned anything. If they're coming back (ie 1 hour meeting), NoAssign is appropriate.
• If the time requested lines up with the beginning of the shift or end of the shift, just change the begin/end time of the shift rather than entering a NoAssign task. For example, if a Mauston person has a 7:30-8:30a meeting, just start the Mauston shift at 8:30 instead of 7:30. Same principle for end of shift.
• AA only handles one NoAssign entry per day. If someone needs two, just add the time requested to the earlier NoAssign entry. For example if a rad has an hour meeting from 9-10A and from 1-2P, just have one NoAssign entry from 9-11A. It will be equivalent.

• InHouseCov is used for a person called in from Float for a specific time. It's advantage is that it assigns for the entire time the person is on service, compared with normal shift seats which end earlier

• For example, imagine if you assign a person to XC1 from 11A-12P. Autoassign stops assigning to XC1 60 minutes before end of shift by design, meaning it will never assign anything to that shift.
• By contrast, if you assign them to InHouseCov, it assigns for the entire length of the shift, which is the desired effect.
• At least for now, InHouseCov can be used whether the person is physically in house or reading from home.

Examples

• Person is out for a 1 hour meeting

• Assign them to NoAssign for that time period

• Float is called in for a two hour period

• Assign them to InHouseCov for that two hour period

• Person calls in sick and Float covers the full day for that seat

• Assign sick person to OS (or whatever you use for sick days), and assign the float to the appropriate seat name (e.g. XC1)

• InHouseCov would work but is less desirable for full day shifts. The seat name does a better job of tailoring the assigned cases to the unique responsibilities of the seat and has grace time at the end, which applies only to full (or near full) day shifts.
• There's some gray area between when InHouseCov is better (short time periods) and when seat name is better (near full days). As a rule of thumb, I'd say if the coverage is 5 hours or shorter, use InHouseCov. Otherwise use the seat name. See below.

• Person comes in to work on XC1 but leaves sick at 10AM, Float covers XC1 from 10A - 4P

• Sick person Qgenda - XC1 7:30A-10A. Float Qgenda - XC1 10A-4P.

• Person comes in to work on XC1 but leaves at 2P, Float covers XC1

• Sick person Qgenda - XC1 7:30A-2P. Float Qgenda - InHouseCov 2P-4P

• Weather emergency requires change in shift hours, either delayed start or early release

• In general, just change shift hours in Qgenda to reflect the hours people are expected to be working.

Hard to anticipate every possible situation, but hopefully this gives you a good idea of the concepts.

Approval Processes

This may evolve over time, but for now:

• Requests for NoAssign time should be sent to admins and cc: scheduling team. You don't need approval - just honor all requests. Scheduling team will intervene if they see any issues.
• Emergency requests (sick, weather, etc) also don't need approval. Just make the Qgenda adjustments and make sure the scheduling folks are cc'ed.

Thanks and let me know if you have any questions!
Rob