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Outline

Welcome & Introductions

Secretarial Management Guide

Privacy Update

EPR Education Index
Secretarial Management Guide
By: Nick Kokkoros, Resource
Planning Specialist, City-Wide
Medical Affairs
Liz Hodge, Consultant, Human
Resources
Employment Relationship
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
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LHSC = employer
Physician secretary = employee
Physician = supervisor or direct report
Note: In most situations your physician
supervisor is not in an employment relationship
with LHSC. Therefore for some issues, such
as pay increases, Medical Affairs plays the role
of your supervisor.
If I am a Hospital Employee, What Are
the Physician’s Rights and
Responsibilities?

Managing my performance
–

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Ensuring appropriate orientation and training
Signing a “Secretarial Services Purchase
Agreement”
–
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This includes a three-month probationary review
and ongoing performance review
A copy should be sent to Medical Affairs
Approving vacation times and requests for
discretionary time off
If I am a Hospital Employee, What are
the Physician’s Rights and
Responsibilities?

Working in partnership with the department,
Medical Affairs and Human Resources in
matters of:
–
–
–
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Hiring
Terminations
Changes in status
Performance development
Physician’s Responsibilities for
Shared Secretaries

Shared secretaries are the responsibility of all
physicians involved.
Terms of Employment

General policy information for non-union
employees can be found on the Intranet:
http://appserver.lhsc.on.ca/policy/search_res.php?polid
=HRM001&live=1
Unionized employees should refer to their
Collective Agreement
Secretarial Coverage

Replacement secretaries can be contracted
through a temporary agency

Replacement secretaries are not paid through
the Hospital payroll
Vacation

For non-union employees, information can be
found on the Hospital Intranet:
http://appserver.lhsc.on.ca/policy/search_res.php?polid
=HRM026&live=1

Union members should refer to their Collective
Agreement

It is the physician’s responsibility to ensure that you do not carry forward
vacation in excess of that described in the vacation policy
Vacation entitlement earned in a vacation year is to be taken in the
same calendar year

You should keep written records of your vacation and present it to
your employer monthly to ensure that exception has been coded
Vacation

HR runs annual vacation reports for Medical Secretaries
whose time is managed by HR. At any time, more
specific reports can be run and shared with Physicians
at their request. For Secretaries whose time is not
managed by HR, their individual timekeepers can run
these reports. The most detailed report is the
TIMECODE by TEAM report which can be run for a
specific individual or by team. The report details by
day all of the timekeeping for a specific range of dates.
Employee Benefit Plans and
Policies


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The link for employee benefit plans is
http://www.lhsc.on.ca/priv/hr/benefits/claim.ht
m
The link for leave policies and various other
policies is
http://www.lhsc.on.ca/priv/policy/HRM.htm
Unionized employees should refer to their
Collective Agreement
Sick Time
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Entitlement to sick time varies depending on
your employment status
During an absence due to disability, you retain
your status as an employee with the right to
return to your position when you are medically
cleared by the Hospital’s Occupation Health
and Safety Services department
For non-union members refer to the policy for
sick time, or your collective agreement
Performance Development (PD)

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Is an ongoing, cooperative process, the success
of which depends largely on communication
Forms related to performance development and
job evaluation can be found on the Intranet:
http://www.lhsc.on.ca/priv/hr/perfdev/home.htm
–
One of the hospital’s strategic goal is to ensure every
employee has a PD plan done at least every two years.
MedAffairs will work with HR to send out
notifications/reminders moving forward.
Standard Probationary Period
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New employees are required to complete a
standard probationary period and annual
performance reviews thereafter
Medical Affairs will send the physician a threemonth performance review form
–
–
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Your employer should discuss this review with you
A signed copy needs to be sent to Medical Affairs
and to Human Resources
Your employer should keep a copy of of the review
for his/her files
Termination: The Physician(s) I
work for is/are Leaving the Hospital
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If you are a Hospital employee, the physician
must ensure that Medical Affairs and Human
Resources are made aware of the final date
that he/she will require your secretarial
services
Every effort will be made to secure alternate
employment for you prior to the physician’s
departure. If that is not possible, the layoff
language for non-union employees or from the
Collective Agreement will apply
Termination: You are Leaving the
Hospital

If you are a Hospital employee you should
provide a minimum of two weeks notice in the
event that you resign. Three months notice in the
event you retire.
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More information can be found on the Intranet:
http://appserver.lhsc.on.ca/policy/search_res.php?polid
=HRM010&live=1
Thank you!