License Verification PPS ELIC Screen

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License Verification PPS ELIC Screen

• Laine Vehar
• lvehar_at_ucsd.edu

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AGENDA

• Overview
• Process
• Forms Tools
• Tracking and Auditing

• The University of California School of Medicine,
  Skaggs School of Pharmacy and Pharmaceutical
  Science and the Medical Center provides
  excellence in clinical, clinical trials, and
  research by licensed or certified professionals.
• This presentation provides an overview of the
  license verification process for the Vice
  Chancellor Health Sciences.

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License Verification Overview

• State and Federal regulations as well as
  University policy require employees in certain
  professions have valid license and/or
  certifications.
• Performing license verifications for new
  employees and conducting audits to re-verify
  licenses prior to the expiration is mandatory.

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License Verification and Documentation
ProcessAdd license information in the PPS ELIC
Screen at the time of hire to document the
license information which is used for tracking
and auditing employees licensure prior to
expiration. This ensures the license is
re-verified as current and documented.

• Refer to the License Verification and title codes
  to identify positions that require license
  verifications.
• Complete the UCSD License Verification Form
  initially for new hires, and again to confirm the
  license renewal is completed. The employee and
  the HR contact should sign the bottom of the
  form.
• Use the primary source links on the SOM HR
  website (http//som.ucsd.edu/hr/healthcare) for
  title codes.
• Enter employees license information and verify
  it is current and in good standing. Print the
  results and attach it to the UCSD License
  Verification Form.
• Add license information in the PPS ELIC Screen
  at the time of hire to document verification in
  the Data Warehouse. This will allow searching
  capabilities and identify an employees licenses
  prior to expiration to ensure the license is
  re-verified and documented as current.

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License Verification and Title Code List

• Refer to the License Verification and Title Code
  List on the SOM HR website http//som.ucsd.edu/hr
  /healthcare
• to identify titles that require license
  verifications.

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UCSD License Verification Form

• Complete the UCSD License Verification Form on
  the SOM HR website (http//som.ucsd.edu/hr/healthc
  are)
• initially for new hires, and again to confirm
  license renewal) are completed by the employee
  and documented by the Department. The employee
  and the HR contact sign the bottom of the form.

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Primary Source Links by Title

• Use the primary source links on the SOM HR
  website (http//som.ucsd.edu/hr/healthcare) by
  title to verify the employees license information

• Enter employees license information and verify
  it current and in good standing. Print the
  results and attach to the UCSD License
  Verification Form.

• .

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Document License Verification in PPS ELIC Screen

• Adding employees license information in the PPS
  ELIC Screen at the time of hire documents the
  verification in the Data Warehouse. This provides
  reporting capabilities of employees license
  expiration dates to ensure the license is
  re-verified and documented as current.

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Fields to complete in ELIC Screen

• There are three fields to complete in the ELIC
  screen
• Code Select appropriate code from PPS ELIC
  Screen License Verification Code from the PPS
  ELIC Screen License Verification Code document
  on found on the SOM HR website http//som.ucsd.edu
  /hr/healthcare
• Do not use the F1 key in the code field.
  The options for the F1 key do not reflect
  license code choices.
• Number - the license or certificate number
• Renewal Date the date the license will expire

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File the License Verification form with the
license verification from the primary source
attached in the Personnel File for reference.
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Audit Information

• Reports from the Data Warehouse provide
  information for VCHS employees and list the
  following
• Employees Names
• Employment Status
• Home Department
• Employee ID
• License Code entered in PPS
• Renewal Date
• License Number

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Re-verifying Licenses/Certificates and updating
documentation.

• Review the audit report and identify licenses at
  risk of expiration. Notify employee their
  renewal information needs to be provided to you.
• Repeat the License Verification and Documentation
  Process 1-5.