Just Announced: Final Catch-Up COVID-19 Vaccination Clinics Scheduled for October

To support team members in achieving full vaccination status by the Nov. 1 compliance deadline, catch-up COVID-19 vaccination clinics are being held on the days and times listed below. All vaccinations are being administered on the second floor of the Emily Couric Clinical Cancer Center. Team members should schedule catch-up appointments through VaxTrax and follow signage to the clinic. COVID-19 vaccines are also available at community vaccination sites, which are listed on Vaccinate.Virginia.gov.

Because there is a 14-day waiting period between receiving a final vaccination dose and being considered fully vaccinated, all team members must complete the vaccination process no later than Monday, Oct. 18, to meet the Nov. 1 compliance deadline. At this point, the single-shot Johnson & Johnson vaccine is the only option for unvaccinated team members. Second doses of Pfizer and Moderna vaccines and the single-dose J&J vaccine will be available at the following times:

• Wednesday, Oct. 6 | 9 a.m.-5 p.m.
• Friday, Oct. 8 | 9 a.m.-5 p.m.
• Thursday, Oct. 14 | 9 a.m.-5 p.m.
• Friday, Oct. 15 | 9 a.m.-5 p.m.
• Monday, Oct. 18 | 9 a.m.-5 p.m.

COVID-19

Current Patient Census (as of 3:35 p.m., Sept. 2)

Workforce Impact (as of Sept. 29)
UVA Health team members affected and on paid administrative leave

(Information source: UVA Health Data Portal)

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Last Call: Information Session for Using Epic-Integrated Zoom | Zoom, UVA Health’s new HIPAA-compliant, Epic-integrated virtual visit platform for Ambulatory debuts Wednesday, Oct. 13. It will be available in addition to the virtual visit platforms in use today. As requested by clinicians, the Zoom platform has been configured to launch directly in Epic and includes features such as the patient waiting room, patient helpdesk, screen sharing, and multi-party visits. To learn more, join the last information session on Friday, Oct. 1 at noon (click to join; passcode wahoo), or visit the Telemedicine Website. A recording will be available.

West Complex Phlebotomy Lab Will Close Temporarily | Monday, Oct. 4, to Friday, Oct. 15 |Staffing constraints are necessitating this temporary closure. Patients normally served by the West Complex lab will be directed to the first floor lab in the Primary Care Center. Those needing transportation assistance can use either the golf cart, which will run 8 a.m.- 5:30 p.m. Monday to Friday, or wheelchairs provided by Volunteer Services. Patients with lab-only visits should be referred to alternative locations.

• Clinic-Collect Samples | No impact to the drop-off location and courier pickup.
• Patient Home Collect Samples | Dropbox located outside the West Complex Lab with signage. Specimens can also be dropped off at alternate locations, including the Core Laboratory Building.
• In-Clinic Lab Draw | When clinically appropriate, please call 434.924.5887 to coordinate.
• Patient Education/Clinic Communication | Clinics impacted by the temporary lab closure have received materials. Email requests for materials to Panwichit Tongvichit at pt6b@hscmail.mcc.virginia.edu. 

Updated Referral Process for SARS COV-2 Monoclonal Antibody Therapies | Starting Thursday, Sept. 30, providers no longer need to obtain Infectious Disease approval prior to placing a referral. To initiate the referral, place an EPIC order to “amb ref to COVID infusion [REF219].” Please discuss the referral with your patient prior to placing the order to let them know that monoclonal antibodies are not FDA approved but authorized by the FDA for Emergency Authorization Use in eligible patients for either prophylaxis or treatment of COVID-19 in those mild-to-moderate symptoms and are at increased risk of progression to severe disease. 

• For questions about adult patients, contact the COVID Therapy consult at PIC #9007.
• For questions related to use for pediatric patients, contact pediatric infectious diseases at PIC #6381 as use in pediatric patients should include a more individualized risk/benefit.

To learn more, refer to the updated mAb FAQs for providers.

Operations

User Alert: UVA Health Data Portal Connection Issue | If you run into a connection issue with the data portal on Microsoft Edge, please go to KnowledgeLink and launch the UVA Health Data Portal there and save as a new bookmark.

Pinn Hall Façade Replacement Project | Tower Crane Removal | 7 p.m. Thursday, Oct. 7, to 7 p.m. Sunday, Oct. 10 | The Pinn Hall façade replacement project will be preparing to remove the tower crane between Pinn Hall and the PCC Annex. All parking and vehicular access in and around the loading dock will be blocked during this time. There will also be closures on Lane Road. The loading dock will remain open and operational, and flaggers will maintain two-way traffic and pedestrian safety. Parking and Transportation will be informing impacted permit holders.

Ride the Bus: Afton Express Is New Commuter Option | The Afton Express is now serving commuters from parking lots in Staunton, Fishersville, and Waynesboro with stops at Bavaro Hall, Pinn Hall/Health Sciences Library, the Amtrak Station, Downtown, and Wegmans. The fare is $3 each way. Discounted fare cards will be available. Morning service starts in Fishersville and provides four trips arriving at the Medical Center between 6:10 a.m. and 8:35 a.m. Afternoon service from the Medical Center provides four return trips departing between 3:10 p.m. and 6:10 p.m.

Care for the Community

Spirit of Giving Extends Well Beyond Our Hospitals and Clinics | ​​In her latest post on Vision and Voice, Wendy Horton, Medical Center CEO, discussed how giving back is at the core of UVA Health. At the recent United Way Laurence E. Richardson Day of Caring, it was clear that “resiliency is also part of who we are at UVA Health. And our team members who volunteered last Wednesday, amid a rainstorm, showed plenty of it.” Read more.

Strategic Planning

Use New Suggestion Boxes to Share Your Ideas | Suggestion boxes with submission forms have been placed in many UVA Health locations to make it easy for team members and patients to participate in our One Future Together strategic planning process. Forms can be used to share your thoughts about what makes you proud to work (or receive care) at UVA Health, what actions will help us be stronger, and more.

Happenings

Let Leadership Know: What Topics Should Be Addressed at Future Town Hall Meetings? | As a follow-up to the Sept. 15 UVA Health Town Hall, leadership is encouraging everyone to complete a brief survey to assess how informative the presentation was for you and what suggestions you have for future meetings. The survey closes Friday, Oct. 1.

• Town Hall Replay | If you missed the Sept. 15 Town Hall (or want to rewatch), here's your chance to catch up. Check out Connect’s Speed-Watcher’s Guide, which includes time-code shortcuts and agenda topics for easier replay.

Appreciation

Saluting the Wonderful Women in Medicine | September is the American Medical Association's Women in Medicine month, created to recognize the growing number of women in the profession. Thank you to all the women of UVA Health for your dedication to medicine, compassion for our patients, and tireless pursuit of excellence. To celebrate, department chairs nominated a handful of the outstanding women at UVA Health to be recognized (out of thousands!). Read more about the featured women on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

PREVIOUS UPDATES

Monday, Sept. 27, 2021

Get Ready to Roll Up Your Sleeves | What You Need to Know About Mandatory Vaccinations at UVA Health

Our mandatory COVID-19 and flu vaccination programs marked important milestones today:

• COVID-19: Last Call for First Dose of Pfizer Vaccine | Today is the last day unvaccinated team members can opt to receive their first dose of the Pfizer vaccine and still meet the Nov. 1 compliance deadline. The only vaccine that remains an option is the one-dose J&J. Since a 14-day waiting period is needed to achieve full immunity after vaccination, the J&J vaccine must be received by Monday, Oct. 18. Team members can book appointments at UVA Health catch-up clinics in the Emily Couric Clinical Cancer Center through VaxTrax or go to any community vaccination site. Find sites on Vaccinate.Virginia.gov.
• Flu Shot Program Launches | This year’s annual flu vaccination program began today and will run until Friday, Nov. 12. All UVA Health team members are required to receive a flu vaccination or have an approved religious or medical exemption on file with Employee Health. The emphasis of this year’s program is to vaccinate team members at their work locations through the use of to-go kits. Read more on Connect.

COVID-19 

Current Patient Census (as of 2:05 p.m., Sept. 27)

Workforce Impact (as of Sept. 27)
UVA Health team members affected and on paid administrative leave

(Information source: UVA Health Data Portal)

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Extended Times Approved for Fentanyl and Hydromorphone Infusions During National Supply Shortage | Several steps have been implemented to accommodate alternative preparations and to reduce waste of fentanyl and hydromorphone infusions. Nursing, pharmacy, and infection control have approved extended hang times for fentanyl and hydromorphone infusion from 24 hours to 48 hours.

Operations

Good News: Do You Use Vocera? Two New Features Are Available

• You can now send a hands-free speech-to-text message: In response to requests, you can now create and send a Vocera text message using your voice. Vocera will confirm the voice-to-text translation before sending. This tip sheet will walk you through the steps.
• Quickly find a patient’s information and send a text to the care team with Patient Centric Texting: Vocera will sync with Epic to importinformation for patients who are admitted to Inpatient, Emergency Department, and Procedural areas. By tapping the patient’s name, you can quickly view and message the patient’s care team members or add the patient’s information to a Vocera conversation. Learn more.

For more tips on using Vocera and other system enhancements, visit the new How To Use Vocera site.

Got Young Children? Use This Tool to Connect with Other Parents & Guardians | A new tool is now available to assist UVA faculty and staff who have young or school-aged children to connect with one another for support and engagement. The tool facilitates connections with other UVA parents and guardians with similar needs and priorities. Learn more. 

Happenings

Complete Town Hall Survey Today | As a follow-up to the Sept. 15 UVA Health Town Hall, leadership is encouraging everyone to complete a brief survey to assess how informative the presentation was for you and what suggestions you have for future meetings. The survey will be open through Friday, Oct. 1.

• Town Hall Replay | If you missed the Sept. 15 Town Hall (or want to rewatch), here's your chance to catch up. Check out Connect’s Speed-Watcher’s Guide, which includes time-code shortcuts and agenda topics for easier replay.

Please Stop By: Information Booth for Language Services and Patient Relations | Wednesday, Sept. 29 | 11 a.m.-2 p.m. | University Hospital lobby | Representatives from the Language Services and Patient Relations teams will be on-hand to provide information and answer questions from team members and visitors. Learn how to request a language proficiency test, how to request an interpreter, how a Patient Relations representative can help when a patient has a concern or grievance, and more.

UVA Seeks Suggestions About Night Safety | Survey Closes Sunday, Oct. 3| The UVA Security and General Safety Committee is looking for venues and/or issues to examine for its upcoming Fall Night Tour to be held in mid-October. During the Night Tour, committee members walk areas around Grounds in darkness to assess physical safety conditions (particularly lighting, pathways, crosswalks, and emergency phones) and physical infrastructure hazards (such as sidewalks, stairs, or railings). Make recommendations in a short survey by Sunday, Oct. 3. Questions about the survey can be directed to Tim Eckert, Office Manager and Special Assistant to the Chief of Police & AVP,  Department of Safety & Security, at tre8g@virginia.edu. Read more.

Appreciation

Thank You to the Hundreds of Team Members Who Volunteered at the Day of Caring | On Wednesday, Sept. 22, about 400 volunteers from UVA Health dispersed in the community to build up residents and organizations and make the Charlottesville area a better place. It was the 30th anniversary of the United Way Laurence E. Richardson Day of Caring. At the kick-off breakfast, Wendy Horton, CEO of the Medical Center, thanked all the volunteers for their steadfast dedication to one another, patients, families, and the broader community. Read more and see photos on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Friday, Sept. 24, 2021

Planning Is Underway to Offer COVID Vaccine Boosters at UVA Health

The CDC now recommends that a single Pfizer COVID-19 vaccine booster dose be made available to several groups. In response, the UVA Health Pharmacy & Therapeutics Committee and the Antimicrobial Utilization Committee will review and vote on these recommendations, and updates will be made to our vaccine protocol. Once these steps have been taken, information about where team members and patients can receive their boosters will be provided.

Reminder: While the availability of booster shots will benefit many groups, everyone who has received Pfizer, Moderna or Johnson & Johnson vaccines continues to have significant protection against COVID-19. Vaccination remains the best option for safeguarding the health and safety of our workforce, patients and community during the COVID-19 pandemic.

COVID-19

Current Patient Census (as of 3:35 p.m., Sept. 24)

Workforce Impact (as of Sept. 24)
UVA Health team members affected and on paid administrative leave

(Information source: UVA Health Data Portal)

Final Call for Pfizer First-Dose Vaccinations | Walk-ins Welcome at Catch-Up Clinic on Monday, Sept. 27 | Team members not yet vaccinated against COVID-19 need to act quickly. Pfizer and Johnson & Johnson remain options, but time is running out to get the required number of shots and complete the 14-day waiting period needed to be considered fully vaccinated by the Nov. 1 compliance deadline.

• Pfizer first dose deadline: Monday, Sept. 27 | As an added support to unvaccinated team members, first doses of the Pfizer vaccine will be made available on a walk-in basis from 10 a.m. to 4 p.m. at a special catch-up clinic being held Monday, Sept. 27. The clinic is on the second floor of the Emily Couric Clinical Cancer Center, and signs are in place to guide team members to the right location. 

• J&J single dose deadline: Monday, Oct. 18 | Team members can book appointments at UVA Health catch-up clinics in the Emily Couric Clinical Cancer Center through VaxTrax or go to any community vaccination site. Find sites on Vaccinate.Virginia.gov.

• Moderna: No longer an option | Because it requires two doses 28 days apart plus the 14-day waiting period, getting a first dose of the Moderna vaccine is no longer an option for team members who need to meet the Nov. 1 compliance deadline. 

Travel Testing Reminder | The UVA Be SAFE COVID-19 testing program is unable to offer travel testing outside of the normal saliva testing, which typically reports outcomes in 48-72 hours. If you are testing for travel, using a commercial provider is encouraged. 

• Be Safe Results Reporting Process | You will receive an email from Be SAFE with a link for negative and inconclusive results. An inconclusive result requires you to be retested. Students and employees with positive results will be contacted by phone (by Student Health and Wellness or Employee Health). You will receive a second email from MyChart when your medical record has been updated. If you need to print your outcome, please access MyChart. If you have any issues with MyChart, please call 434.243.2500. Access the Be Safe program website here. Make an appointment in Time2Test.

(COVID-19 Dashboard | COVID-19 Resources Page)

Operations

2021 Flu Vaccination Program Launches Next Week | Between Monday, Sept. 27, and Friday, Nov. 12, all UVA Health team members will be required to receive their annual flu vaccination or have an approved religious or medical exemption on file with Employee Health. The emphasis of this year’s program is to vaccinate team members at their work locations through the use of to-go kits. Read more about this year’s flu vaccination program on Connect.

Reminder: Billing and Collections Ombuds Offers Support for Patients | Anne Broccoli is UVA Health’s first Billing and Collections Ombuds. In this role, she offers a new tier of support to patients with billing and payment issues. Below is a summary of the Billing and Collections resources now available to patients. Learn more on the Billing and Collections Ombuds page.

• Patient Friendly Billing | The PFB team is the first point of contact for patients who have concerns about medical and/or pharmacy billing, need help with financial aid resources, or want to set up an affordable payment plan. Patients can email the PFB team at PFBCustomerService@hscmail.mcc.virginia.edu or call 434.297.5416 (8 a.m.-5 p.m. Monday-Friday). Clinics can email the PFB Internal Customer Support team at PFBInternalCustomerSupport@hscmail.mcc.virginia.edu.
• Billing and Collections Ombuds | A designated resolution specialist, the ombuds will assist patients having difficulty navigating UVA Health’s billing and collections processes — specifically in cases where payment issues have been identified and resolution is needed beyond the scope of Patient Friendly Billing or Patient Relations and Risk Management. Contact Anne Broccoli at abd4f@hscmail.mcc.virginia.edu or 434.243.4249.

Happenings

Medical Center Hour | From Self to System: A “Both/And” Conversation about Improving Clinician Well-Being | Wednesday, Sept. 29 | noon-1 p.m. | Zoom | The COVID-19 pandemic has made visible for the public what clinicians in healthcare have understood for all too long: clinician well-being is in crisis. An interprofessional panel of UVA’s School of Nursing faculty discuss how self-care, mattering at work, and constructive advocacy can be leveraged to reinvent healthy work environments in healthcare. Read more on Connect.

Appreciation

Scientist Honored With $9 Million From Howard Hughes Medical Institute | Jochen Zimmer, PhD, professor of molecular physiology and biomedical physics at the School of Medicine, has been named an Investigator by the Howard Hughes Medical Institute (HHMI), the largest private biomedical research institution in the nation. Researchers who achieve this honor — considered among the highest a biomedical scientist can achieve — have the potential to radically change how we think about biology, human health and diseases. Zimmer is one of 33 scientists from across the country selected for the honor from more than 800 applicants. He is only the second HHMI investigator from UVA and the first in more than two decades. Congratulations, Dr. Zimmer, and thank you for this work! Read more.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Wednesday, Sept. 22, 2021

COVID-19 Regional Impacts and Response Planning | Our Spirit of Collaboration Is Improving Patient Care

As always, our teams are pitching in and working together to care for our patients during the current surge in COVID cases. Two key areas — the ED and ICU — are introducing new clinical care programs thanks to many helpful colleagues from other work groups who have responded to calls for support. Below is a quick overview of the new programs. The participation and collaboration of everyone contributing to this work is much appreciated.

• Ambulatory Team and Emergency Department | To improve ED capacity, a group of Ambulatory team members is working with ED colleagues to implement a fast-track triage and care model for lower acuity patients who are seeking care for small cuts, vomiting, diarrhea, ear pain, eye redness/itchiness, etc. Training is now underway, and this new model is expected to launch on Friday, Sept. 24.
• Cross-Discipline ICU Proning Team | To alleviate the demands placed on our COVID ICU care providers, a Proning Team is being piloted to safely turn patients to improve their breathing and reduce the need for ventilators. Recently, as many as eight patients a day have needed this labor-intensive intervention, which typically requires the help of five or six team members. During the pilot, shift managers in acute care medicine and the adult ICU units are receiving text notifications when proning support is needed from their teams. Respiratory therapists are also pitching in. The cross-discipline Proning Team has quickly proven successful. Not only is this approach contributing to patient care, it is also fostering the kind of team-building vitally needed in today’s healthcare environment.

COVID-19 

Current Patient Census (as of 2:50 p.m.)

Acute   24
ICU      26
Peds    3
Total    53

Workforce Impact (as of Sept. 22)
UVA Health team members affected and on paid administrative leave
Total             Nurses           Physicians     Other
62                    19                    2                      41

(Information source: UVA Health Data Portal)

Pivoting Quickly on COVID Planning | ​​In her latest post on Vision and Voice, Wendy Horton, Medical Center CEO, shares an excerpt of her comments from the recent town hall talking about our current COVID-19 response planning process as we experience an increase in cases due to the Delta variant. Read more.

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

New: COVID-19 Vaccination Status Displayed in Storyboard | Starting Thursday, Sept. 23, the Storyboard in Epic will now display COVID-19 vaccination status for all patients 12 and older. Hovering over the status will display more details, and clicking it will bring you to the Immunizations activity. If there is no documented COVID-19 vaccine in the patient’s chart, it will display as Unknown. Questions? Contact the Help Desk at 434.924.5334 or email helpdesk@hscmail.mcc.virginia.edu.

Information Sessions for Using Epic-Integrated Zoom Are Now Underway | Zoom, UVA Health’s new HIPAA-compliant, Epic-integrated virtual visit platform for Ambulatory debuts Wednesday, Oct. 13. It will be available in addition to the virtual visit platforms in use today. As requested by clinicians, the Zoom platform has been configured to launch directly in Epic, and includes features such as the patient waiting room, patient helpdesk, screen sharing, and multi-party visits. To learn more, visit the Telemedicine Website, or join an upcoming information session where you’ll get a preview and find out how to adopt Zoom in your area (click to join; passcode wahoo):

• Friday, Sept. 24 at noon
• Monday, Sept. 27 at 3 p.m.
• Friday, Oct. 1 at noon

Operations

Reminder: Scott Stadium Closed for Commuter Parking on Friday, Sept. 24 | In preparation for the upcoming home football game against Wake Forest, commuter service from Scott Stadium will not operate on Friday, Sept 24. All permit holders will be directed to park in the Emmet Ivy Garage or the John Paul Jones Arena Garage/surface lots based on arrival time and ride the Health System Employee Shuttle (before 5 a.m.) or the UTS Blueline (5 a.m.-8 p.m.) to the Medical Center. Please plan ahead and allow extra time for your commute. Read details.

Permit holders who prefer to park at the Stadium Red Lot and walk to the Medical Center may do so, if they will vacate the lot before 3:30 p.m. There will be no commuter service from the Stadium on Friday, Sept. 24. All vehicles remaining in the lot after 3:30 p.m. will be towed.

New Workday Feature: Display Your Pronouns | To better foster a University community where the asking, sharing, and respecting a person's chosen personal pronouns is common practice, all Workday users may now select and display their preferred pronouns through the “Change My Personal Information” task in Workday. After making their selection, users can opt whether to display their selection publicly or not. Please see step-by-step instructions, and visit the Office for Equal Opportunity and Civil Rights pronouns website for more information.

Happenings

Last Call: Sign Up for Weekly Mindful Eating Class | Thursdays, Sept. 23-Nov. 18, | 6:30-8:30 p.m. | Zoom | This online class is designed to help people alter their behavior and improve their relationship to food, eating, and their bodies. Learn more and register.

Distinguished Speaker Series | Physician Data Scientists: Wearing Two Hats — The Why and How of Applying Data Science to Medical Research | Monday, Sept. 27, 4-5 p.m. | Featuring Dr. Sana Syed, MD, Pediatric Gastroenterologist and Associate Professor, and Thomas Hartka, MD, Assistant Professor of Emergency Medicine and of Mechanical and Aerospace Engineering. Co-facilitated by Phil Bourne, PhD, Founding Dean, School of Data Science, and Professor of Biomedical Engineering, and Sallie Keller, PhD, Distinguished Professor in Biocomplexity and a Division Director in the Biocomplexity Institute. Register.

Got Town Hall Feedback? Complete Survey Today | As a follow-up to the Sept. 15 UVA Health Town Hall, leadership is encouraging everyone to complete a brief survey to assess how informative the presentation was for you and what suggestions you have for future meetings. The survey will be open through Friday, Oct. 1.

• Town Hall Replay | If you missed the Sept. 15 Town Hall (or want to rewatch), here's your chance to catch up. Check out Connect’s Speed-Watcher’s Guide, which includes time-code shortcuts and agenda topics for easier replay.

Appreciation

Thank you, researchers! | Although much of our institutional focus is on responding to COVID-19 right now, incredible discoveries and outstanding research continues to happen at UVA Health every day. You can learn more by reading about a bone-loss discovery pointing to a potential treatment for osteoporosis and rheumatoid arthritis (Drs. Kodi Ravichandran and Sanja Arandjelovic), a discovery of genes that cause obesity and could lead to drugs to prevent weight gain (Dr. Eyleen O’Rourke), a study on how cholesterol drives Alzheimer’s plaque formation (Dr. Heather Ferris), how new artificial intelligence technology is poised to transform heart imaging (Dr. Christopher Kramer), or a study about how common blood-pressure drugs could improve colorectal cancer survival (Dr. Rajesh Balkrishnan). Thank you, researchers, for your dedication and commitment! Read more research news on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Monday, Sept. 20

COVID-19 Impact and Response Planning – Ambulatory Update

Applying COVID-19 Learnings | As the Delta variant continues to push COVID-19 cases higher, we are following an operations plan that draws upon lessons we have learned from previous COVID-19 surges. Our experience is guiding our actions and improving our ability to   respond to changes in operational workflow needs.

• Ambulatory Operations | The status of our ambulatory operations continues to be the focus of daily discussions and thoughtful planning. At present, we are keeping our ambulatory team and clinics operating at normal capacity. By serving patients with non-urgent clinical care needs, our ambulatory teams are helping to alleviate strains on our Emergency Department, which is crucial at this time. If COVID hospitalizations warrant changes in operational workflow, we will only utilize our ambulatory team members in other areas if they are needed and qualified. Training will be provided, if required.
• Promoting Telehealth | We are continuing to promote telehealth visits as a convenient patient care option when appropriate.

COVID-19

Current Census (as of 3:50 p.m.)

Acute  17

ICU      29

Peds   3

Total   49

Workforce Impact (as of Sept. 20)

UVA Health team members affected and on paid administrative leave

Total           Nurses          Other

49                    18                    31

Update: Religious Exemptions for COVID-19 Vaccination |The Health System Vaccine Religious Exemption Committee is in the process of notifying all team members regarding their request for Religious Exemptions. Team members whose religious exemption requests are denied may submit additional information for consideration if it is new and/or different than the documentation they originally submitted. Please note: Resubmission of the same information and/or of submissions that disagree with the Committee’s decision and do not provide new and/or different supporting documentation will not be reconsidered. Team members must submit additional information along with their original exemption request via VaxTrax. Find Religious Exemption FAQs here.

Ready to Get Vaccinated? Keep These Deadlines in Mind | To meet the Nov. 1 compliance deadline, team members must receive their COVID-19 vaccinations by the dates listed below. (Note: The final/only dose of COVID-19 vaccines must be completed at least 14 days prior to Nov. 1 in order for required full immunity to be achieved.)

• Moderna Vaccine | First dose must be received no later than today (Monday, Sept. 20) and second dose must be received no later than Monday, Oct. 18
• Pfizer Vaccine | First dose must be received no later than Monday, Sept. 27, and second dose must be received no later than Monday, Oct. 18
• Johnson & Johnson Vaccine | Single dose must be received no later than Monday, Oct. 18.

UVA Health is offering Pfizer and Johnson & Johnson vaccines at special catch-up clinics in the Emily Couric Clinical Cancer Center, and team members can book appointments through VaxTrax. Team members can receive Moderna, Pfizer, and Johnson & Johnson vaccines at any location that offers them. Find sites on Vaccinate.Virginia.gov.

(COVID-19 Dashboard | COVID-19 Resources Page)

Operations

Hospital Chapel and Chaplaincy Services Available 24/7 | Many team members find prayer and meditation to be meaningful and powerful ways to cope with the stresses and challenges of their daily work. Open at all times for quiet reflection, the hospital chapel conducts prayer services at noon on Sunday, Tuesday, and Friday. Hospital chaplains are available to provide 24/7 on-site spiritual care and emotional support to staff at University Hospital and will travel to other UVA Health locations upon request. For more information, contact Chaplaincy Services & Pastoral Education at 434.924.2642.

Scott Stadium Closed for Commuter Parking on Friday, Sept. 24 | In preparation for the upcoming home football game against Wake Forest, commuter service from Scott Stadium will not operate on Friday, Sept 24. All permit holders will be directed to park in the Emmet Ivy Garage or the John Paul Jones Arena Garage/surface lots based on arrival time and ride the Health System Employee Shuttle (before 5 a.m.) or the UTS Blueline (5 a.m.-8 p.m.) to the Medical Center. Please plan ahead and allow extra time for your commute. Read details.

Permit holders who prefer to park at the Stadium Red Lot and walk to the Medical Center may do so, if they will vacate the lot before 3:30 p.m. There will be no commuter service from the Stadium on Friday, Sept. 24. All vehicles remaining in the lot after 3:30 p.m. will be towed.

Tips, Resources, and a New App to Help You Stay Safe and Secure | At UVA, the safety and security of our team members is a priority. We want to make sure that everyone has access to the available resources to stay safe when they are coming to and from work. Check out Connect for these tips, resources, classes, and an app to help you stay safe. 

Strategic Planning

New Website, Work Teams and Health System Strategy Director | In a message distributed today, Jason Linen, Chief Strategy Officer, announced three important strategic planning updates: 

1. A new, internal strategic planning website just launched: strategy.uvahs.org
2. Four strategic planning work groups have formed and will be led by eight exceptional co-chairs: Kirsten Greene, MD; Mike Valentine, MD; Tracy Downs, MD; Mesha Jones, RN; Susan Kirk, MD; Clareen Wiencek, RN, PhD; Karen Johnston, MD; and Harry Sontheimer, PhD
3. The UVA Health Strategic Planning Office welcomes David Stebbins, MBA, as the new Director of Health System Strategy

Read more about these topics on Connect. 

Happenings

Share Your Feedback on the Town Hall | As a follow-up to the Sept. 15 UVA Health Town Hall, leadership is encouraging everyone to complete a brief survey to assess how informative the presentation was for you and what suggestions you have for future meetings. The survey will be open through Friday, Oct. 1.

• Missed the Town Hall? | If you missed the Sept. 15 Town Hall (or want to rewatch), here's your chance to catch up. Check out Connect’s Speed-Watcher’s Guide, which includes time-code shortcuts and agenda topics for easier replay.

Mindful Eating Class | Thursdays, Sept. 23-Nov. 18, | 6:30-8:30 p.m. | Zoom | This online class is designed to help people alter their behavior and improve their relationship to food, eating, and their bodies. Learn more and register.

Appreciation

Patients Helping Patients | Recently, two pediatric patients donated hundreds of stuffed bears to comfort children going through similar health challenges. The siblings receive care at UVA Children’s for a rare genetic kidney disease called focal segmental glomerulosclerosis, which makes it hard for their kidneys to filter blood. Thank you for your generosity and thoughtfulness, Lofton and Thatcher. Read more on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Friday, Sept. 17

COVID-19 Regional Impacts and Response Planning

We are seeing the increase in COVID-related hospitalizations place a strain on regional bed supply. While we have not exceeded our own capacity to care for COVID-positive patients, we are being asked to support other regional hospitals who are exceeding their bed capacity and seeing increased emergency department strain for COVID and non-COVID related illness. We are taking the following steps to support this regional need. Please note: ICU and ED are primary focus areas for response planning at this time.

• Bed Planning and Staffing | Beginning today, the PACU’s extended-stay capacity has been increased to 14 patients. 
• Emergency Department (ED) | The ED and Ambulatory teams are developing a fast-track triage and care model for lower acuity patients who present to the ED (small cuts, vomiting/diarrhea, ear pain, eye redness/itchiness, etc.) to help improve ED capacity. This model is expected to be implemented within the next week. 
• Proning Team Pilot | The ICU is piloting the use of a proning team to turn patients safely to improve their breathing and reduce the need for ventilators.

COVID-19 

Current Census (as of 3:50 p.m.)

Acute  19
ICU      28
Peds   4
L&D     2
Total   53

Workforce Impact (as of Sept. 17)

UVA Health team members affected and on paid administrative leave

Total           Nurses          Other

  59                  20                 39

Ready to Get Vaccinated? | Schedule an Appointment at A Catch-Up Clinic Now | Unvaccinated team members can receive either the two-dose Pfizer or one-dose J&J vaccine at one of the special catch-up clinics being held in the Emily Couric Clinical Cancer Center (1240 Lee Street, 2nd floor, follow signs to the employee clinic). All appointments must be booked through VaxTrax. Parking validation for the 11th Street Garage is available to team members arriving from off-Grounds locations. 

• Wednesday, Sept. 22 | 9 a.m.-5 p.m.
• Thursday, Sept. 23 | 9 a.m.-5 p.m.
• Friday, Sept. 24 | 10 a.m.-5 p.m.
• Monday, Sept. 27 | 10 a.m.-4 p.m. | This is the final day that team members can receive a first dose of the Pfizer vaccine and achieve full immunity status by the Nov. 1 deadline.

Note: Second dose appointments for the Pfizer vaccine will be scheduled during first dose visits. Vaccination information will automatically be added to a team member’s Employee Health record to confirm they have compiled with the requirements for mandatory COVID-19 vaccination.

(COVID-19 Dashboard | COVID-19 Resources Page)

Operations

Uteam Pharmacy Pickup Window Temporarily Closed | Due to staffing constraints, the Uteam pick-up window in the UVA Pharmacy on Lee Street has temporarily closed. The closure is allowing the pharmacy team to continue providing Meds to Beds, overnight hours, and other critical pharmacy services. When picking up prescriptions, team members should take a ticket from a pharmacy kiosk in the main waiting area. Wait times are reported to be very reasonable.

High Call Volumes Prompt Change in Patient Call Transfer Process | An increasing number of patients are calling UVA Health, and the Contact Center is taking steps to ensure that call volumes are handled as efficiently as possible. To reduce the time devoted to each inbound call, the team has suspended its practice of “warm transfers” (staying on the line with patients until a call transfer is completed). Instead, the team is now leaving calls after confirming that patients have their Medical Record Number (MRN) on hand, advising them that their call is being transferred to the appropriate clinic, and explaining that they may experience extended wait times. The Contact Center team is also suggesting that patients use MyChart to communicate with their clinicians. In certain circumstances, the team is also sending messages on a patient’s behalf to the appropriate clinical area. Questions can be sent to RPFA@hscmail.mcc.virginia.edu.

Parking & Transportation Impacts | UVA Home Football Game on Friday, Sept. 24 | In preparation for the upcoming home football game against Wake Forest, commuter service from Scott Stadium will not operate on Friday, Sept. 24. All permit holders will be directed to park in the Emmet Ivy Garage or the John Paul Jones Arena Garage/surface lots based on arrival time and ride the Health System Employee Shuttle (before 5 a.m.) or the UTS Blueline (5 a.m.-8 p.m.) to the Medical Center. Please plan ahead and allow extra time for your commute. Read details.

Permit holders who prefer to park at the Stadium Red Lot and walk to the Medical Center may do so, if they will vacate the lot before 3:30 p.m. There will be no commuter service from the Stadium on Friday, Sept. 24. All vehicles remaining in the lot after 3:30 p.m. will be towed.

Happenings

National Physician Suicide Awareness Day | Sept. 17 is National Physician Suicide Awareness Day — a day dedicated to honoring the memory of colleagues who have died by suicide. This day also gives us the opportunity to raise awareness about physician suicide and encourage discussion of how we can prevent it. Resources dedicated to helping you and your colleagues have been gathered and posted on Connect and on the Wisdom & Well-being Program website. 

Below are upcoming mental-health and well-being offerings from Hoos Well and FEAP:

• Personalized Coaching to Reboot Your Health and Well-Being | A six-week Zoom class that will help identify and meet your personal goals. Learn more and register. 
• Connect for Support Sessions | 30-minute drop-in session to check in with colleagues, share strategies for challenges, and discover resources available to help.
  • Employee-focused meetings occur the first Tuesday of each month.
  • Manager-focused meetings occur the second Wednesday of each month.

Share Your Feedback on the Town Hall | As a follow-up to the Sept. 15 UVA Health Town Hall, leadership invites you to complete a brief survey to assess how informative the presentation was for you and what suggestions you have for future meetings. The survey will be open through Friday, Oct. 1. Thank you to everyone who attended or watched a re-play of the meeting. 

Missed the Town Hall? | If you missed the Sept. 15 Town Hall (or want to re-watch), here's your chance to catch up. Check out Connect’s Speed-Watcher’s Guide, which includes time-code stamps and agenda topics for easier replay.

Appreciation

UVA Health Bests National Benchmarks in Breastfeeding Survey | UVA Medical Center and UVA Children’s have been highly rated for supporting breastfeeding in a national survey conducted for the federal Centers for Disease Control and Prevention. UVA earned a 95 out of 100 on the Maternity Practices in Infant Nutrition and Care survey, far exceeding the national and Mid-Atlantic region averages of 81. Founded and led by UVA Children’s pediatrician Ann Kellams, MD, the UVA Breastfeeding Medicine Program offers classes, in-person follow-up visits, and support by phone with lactation consultants to help new mothers have the best possible experience with breastfeeding. Thank you to all Medical Center and UVA Children’s team members who — every day — provide exceptional care to the mothers who come to UVA Health. Read more on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Wednesday, Sept. 15, 2021

SOM Dean Kibbe Arrives; UVA Health Leaders Discuss TopDevelopments During Town Hall 

Welcome Dr. Kibbe | Today was Dr. Melina Kibbe’s first day as dean of the UVA School of Medicine. To get to know more about her, both personally and professionally, read this profile on Connect. And then, to learn more about what she hopes to accomplish in her first 100 days as dean, read Dean Kibbe’s inaugural post in the Dean's Office Blog.

Town Hall Provides COVID-19 Update and More | During today’s noontime virtual Town Hall, COVID-19 was the central topic as leaders provided updates on its clinical and operational impact as well as resources for team members who are feeling its physical and emotional toll. Other topics included strategic planning, diversity and health equity, medical center staffing and compensation, the recent Joint Commission visit, and the Cancer Center’s success in achieving NCI Comprehensive Status. The meeting ended with a Q&A session, during which many of the questions submitted by team members were answered. For questions not answered due to meeting time limits, and in keeping with UVA Health leadership’s commitment to transparency, please look for responses soon on Connect. Thanks to all team members who took the time to submit questions. Anyone who missed the meeting can watch a recorded version here.

COVID-19 

Current Census (as of 4:21 p.m.)

Acute                        20
ICU                            23
Peds                          4
IMU                           1
Women’s                  1
Total                         49

Workforce Impact (as of Sept. 15)
UVA Health team members affected and on paid administrative leave
Total              Nurses             Other
64                   22                      42

Deadlines Approaching for COVID-19 Vaccination Compliance | The deadlines noted below are the latest day team members can begin a two-dose series of either the Moderna or Pfizer vaccine or receive their single dose of the Johnson & Johnson vaccine and meet the Nov. 1 compliance deadline for mandatory vaccination. (Note: The final/only dose of COVID-19 vaccines must be completed at least 14 days prior to Nov. 1 in order for required immunity to be achieved.)

• Moderna First Dose Deadline | Monday, Sept. 20 | UVA Health is not offering Moderna vaccine at its clinics, so team members who want this vaccine must go to a community vaccination site. Find sites on Vaccinate.Virginia.gov.
• Pfizer First Dose Deadline | Monday, Sept. 27 | This vaccine is available at UVA Health and community sites. Appointments at UVA Health must be scheduled through VaxTrax. 
• J&J Single Dose Deadline | Monday, Oct. 18 | This vaccine is available at UVA Health and community sites. Appointments at UVA Health must be scheduled through VaxTrax.

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Mark Your Calendars: Virtual Information Sessions Announced For New Zoom Virtual Visit Platform | UVA Health’s new HIPAA-compliant, Epic-integrated virtual visit platform Zoom debuts Wednesday, Oct. 13. It will be available in addition to the virtual visit platforms in use today. As requested by clinicians, the Zoom platform has been configured to launch directly in Epic and includes features such as the patient waiting room, patient helpdesk, screen sharing, and multi-party visits. To learn more, visit the Telemedicine Website, or join an upcoming information session where you’ll get a preview and find out how to adopt Zoom in your area (click to join; passcode wahoo):

• Tuesday, Sept. 21 at 7 a.m.
• Friday, Sept. 24 at noon
• Monday, Sept. 27 at 3 p.m.
• Friday, Oct. 1 at noon

Operations

Parking & Transportation Impacts | UVA Home Football Game on Friday, Sept. 24 | In preparation for the upcoming home football game against Wake Forest, commuter service from Scott Stadium will not operate on Friday, Sept 24. All permit holders will be directed to park in the Emmet Ivy Garage or the John Paul Jones Arena Garage/surface lots based on arrival time and ride the Health System Employee Shuttle (before 5 a.m.) or the UTS Blueline (5 a.m.-8 p.m.) to the Medical Center. Read details.

Permit holders who prefer to park at the Stadium Red Lot and walk to the Medical Center may do so, if they will vacate the lot before 3:30 p.m. There will be no commuter service from the Stadium on Friday, Sept. 24. All vehicles remaining in the lot after 3:30 p.m. will be towed.

What Will Tomorrow’s Headlines Say About UVA Health? | “Close your eyes for a moment and imagine with me: It's 2030, and you see a headline in a major news outlet about UVA Health. What would you most like it to read?” In her latest post on Vision and Voice, Wendy Horton, Medical Center CEO, gives her take on the future of UVA Health and what makes us different and unique. Read more.

Happenings

Information Booth for Language Services and Patient Relations | Wednesday, Sept. 29 | 11 a.m.-2 p.m. | University Hospital lobby |Representatives from the Language Services and Patient Relations teams will be on-hand to provide information and answer questions from team members and visitors. Learn how to request a language proficiency test, how to request an interpreter, how a Patient Relations representative can help when a patient has a concern or grievance, and more.

Appreciation

Every Drop of Blood Is Appreciated | The American Red Cross estimates that someone in the United States needs blood every two seconds. Thank you to everyone who donated blood recently to help with the critical shortages. Blood saves lives, and you are appreciated for your contribution. There’s still an ongoing need, and another chance to donate is coming on Tuesday, Sept. 21, from noon to 6 p.m. in the Quayle Learning Center. Appointments are required. Type O blood is especially needed. Learn more.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Monday, Sept. 13, 2021

Update: Live-Stream Only for Wednesday’s UVA Health Town Hall

Wednesday, Sept. 15 | noon-1 p.m. | Livestream | The time you devote to your role and work at UVA Health is very much respected, and because of that, planning is very important. In an abundance of caution given the current COVID-19 situation, this week’s UVA Health Town Hall has been changed from both in-person and live-stream options to LIVE-STREAM ONLY. We would like to invite you to join K. Craig Kent, MD, CEO of UVA Health, and other UVA Health leaders to learn more about COVID-19 surge response planning as well as the top priorities and latest developments for our organization. Please join us if your schedule allows. Click here to join the livestream on Wednesday at noon. Submit questions to YourTownHall@hscmail.mcc.virginia.edu — now or during the Town Hall.

COVID-19

Current Census (as of 3:50 p.m.)

Acute  26
ICU      23
Peds   3
Total   52

Need a COVID-19 Test? Here Are the Options for Team Members | Feedback from team members indicates there is confusion about which COVID-19 testing option is appropriate for them. Find out by reviewing the list below. Note: Asymptomatic team members with a possible exposure to COVID-19 must first call Employee Health (434.924.2013, 8 a.m.-5 p.m. daily) for guidance and a potential referral to the COVID Clinic for testing. 

• Symptomatic Testing | COVID Clinic in West Complex | This site is now performing testing for symptomatic team members on a walk-in basis (8 a.m.-noon and from 1-4 p.m., Monday-Saturday). Note: Anyone who is not a symptomatic team member must have a referral to book an appointment at the clinic. Find the COVID Clinic location and contact information here.
• Weekly Prevalence Testing | Time2Test | Unvaccinated team members who are required to complete weekly prevalence testing must schedule a PCR-based saliva test using the Time2Test application. This site is updated regularly to reflect changes in testing locations and appointment times.
• Travel-Related Testing | BeSafe Saliva Testing | Please refer to Travel Guidelines for UVA Health Team Members to understand COVID-19 testing requirements. If required, testing should be scheduled online through Be SAFE | Be SAFE Saliva Testing. 

Today is the Deadline for Submitting COVID-19 Exemption Requests | Time is running out to submit vaccination exemption requests. To do so, follow instructions on this step-by-step tip sheet. 

A large number of requests have been received and are being reviewed as quickly as possible. Team members whose requests are denied will be given sufficient time to receive a vaccine and be compliant with policy. Team members on leave who want to apply for an exemption due to medical or religious reasons will need to submit their request within a week of their return. If the exemption is denied, they will have to schedule their vaccine within a week of receiving their response.

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

New Glucometer System Goes Live Tomorrow | Tuesday, Sept. 14 | Starting at 8 a.m. tomorrow, a deployment team from the Point of Care Testing Department and NOVA StatStrip will begin swapping out glucometers and charging bases across UVA Health. The team will perform an initial Quality Control check to ensure that the new meters are ready for immediate use. Onsite areas will receive supplies from Supply Chain, and offsite locations have received instructions for ordering needed supplies. 

Q. What is the swap-out schedule?

Note: Operators will continue to use existing Roche Accu-Chek meters until the new NOVA StatStrip meters are delivered to their area.

Q. Who should be contacted if there are issues during go-live? 

• Call 434.982.0483 or email PointofCareLab@hscmail.mcc.virginia.edu.

Q. What training support is available during go live and afterwards? After go-live, any operator who has not completed the required two-step training process — completion of a CBL and in-person training — will be unable to access the new meters.

• Go-live training drop-in classes will be offered, Tuesday, Sept. 14, from 10 a.m.- 3:30 p.m., in the Dining Conference Room.
• All other untrained operators will be trained after go-live by email request, which should be sent to PointofCareLab@hscmail.mcc.virginia.edu.
• The registration link for the required Workday CBL can be accessed here.

Beginning Tuesday, Sept. 14: More Clinical Note Types Will Auto-Release to MyChart | To meet compliance requirements of the 21st Century Cures Act (“Info Blocking”), additional note types will auto-release to MyChart beginning on Tuesday, Sept. 14. This change only applies to note types authored on or after Sept. 14 — they will not be retroactive. Providers can prevent auto-release of these notes to MyChart if there is concern for patient harm or privacy.

For additional information, please visit Inpatient Note Release and Outpatient Note Release topics on the project website.

• Inpatient Note Types | These notes will now be released at discharge: ACP (Advance Care Planning), Advance Planning Notes, BMT Notes, Brief Op Notes, Case Management Discharge Notes, Certification Notes, Communication to Patient, End of Life Notes, Event Notes, Home Health, Interdisciplinary Notes, Lactation Notes, Malnutrition Notes, MET Nursing Notes, Op Notes, OR Nursing, PETC Notes, and Pharmacy Notes. 
• Outpatient Note Types | These notes will be released when an encounter is closed by an attending: ACP (Advance Care Planning), BMT Notes, End of Life Notes, Flowsheet Notes, and Tumor Board Notes. 

How Will You Be Impacted by the Latest Changes in Epic? | Tuesday, Sept. 14 is the go-live date for this month’s Epic updates. The changes will impact inpatient LIPs, ambulatory, and inpatient nurses, and therapy services. Learn about the new inpatient and ambulatory Note types set for auto-release to MyChart and more in this month’s Epic Update bundle. If you need further assistance, please contact the Help Desk at 434.924.5334.

Happenings

Current and Upcoming: Hoos Well and FEAP Offerings 

• Hoos Well Research Needs You | Help shape Hoos Well programs for emotional well-being and receive up to $120 in rewards. Learn more and register.
• Trainable Skills of Well-Being | Sept. 14 and 21 | Webinar | Learn practical ways you can strengthen your mind and boost your well-being. Learn more and register.

Appreciation

Congratulations to UMA Clinic on Outstanding Patient Feedback | University Medical Associates (UMA) is a big clinic. 12,000+ patients. 100+ physicians. 30+ new residents every summer. Medical, nursing, and pharmacy students coming through all year long. Additionally, it has faced staffing challenges due to nationwide, nurse-staffing shortages — at one point experiencing a 40% vacancy rate. And then, of course, there’s the pandemic. Yet, amid all of this, UMA is shining bright. A recent Clinician and Group Consumer Assessment of Healthcare Providers and Systems (CG-CAHPS) survey showed them in the top decile for multiple months, across multiple domains. They are a model of resiliency and of how it can be done. Please join us in thanking our UMA colleagues for taking such good care of our patients and in congratulating them on receiving such positive feedback. Read more on Connect.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Friday, Sept. 10, 2021

Mandated Vaccinations Announced By Federal Government | UVA Health Focusing on Nov. 1 Compliance Deadline

Yesterday, the Centers for Medicare and Medicaid Services announced that the Biden-Harris Administration will require COVID-19 vaccination of staff within all Medicare and Medicaid-certified facilities to protect both staff and patients from the virus and its more contagious Delta variant. This announcement has encouraged healthcare facilities across the country to make efforts now to get healthcare staff vaccinated in order to ensure compliance when the rule takes effect.

At UVA Health, our response to COVID-19 and vaccination requirements continues to be guided by some of the world’s foremost experts: the infectious disease professionals and epidemiologists on our team. To ensure patient and team member safety, our goal is to have everyone who works in our environment fully vaccinated or exempted by Monday, Nov. 1. The first milestone on our timeline is set for Monday, Sept. 13, which is the deadline for submitting requests for a medical or religious exemption from COVID-19 vaccination.

Exemption Request Details:

• Submission deadline is Monday, Sept. 13
• The application process is described on a new step-by-step tip sheet.
• Team members with an existing medical flu shot exemption must submit a new exemption request; those with an existing religious flu shot exemption do not need to file a new request.

COVID-19 

New Guidelines for More Accessible COVID-19 Testing | Please follow the recommendations below if you are experiencing symptoms, may have been exposed to COVID-19, are returning from travel, or planning to undergo rapid testing at an outside facility. Read the full announcement and information about rapid testing on Connect. 

Note: Information in bold has been updated since the email announcement sent this morning.

(COVID-19 Dashboard | COVID-19 Resources Page)

Operations

Football Game May Cause Traffic Delays | Saturday, Sept. 11 | 11 a.m. Kickoff | Increased traffic is expected in and around Grounds during the Virginia Cavaliers football games at home this season. If you are driving to the game or passing through the area, please allow additional travel time.

Happenings

Open Enrollment Coming Soon | Oct. 4-15 | For the 2022 plan year, UVA will not raise the premiums for health, dental, or vision plans for full-time team members and has lowered premium rates for part-time team members. Read more about benefits changes that will take effect January 1, 2022, and action items to prepare yourself for Open Enrollment on the Open Enrollment website and Connect. 

Two Mindfulness Classes Begin Next Week | Mindfulness is the practice of present-moment awareness.

• Mindfulness Based Stress Reduction Class | Mondays, Sept. 13-Nov. 1 | 6:30-8:30 p.m. | Retreat: Saturday, Oct. 16 | Zoom | Learn more and register.
• Free Mindfulness for UVA Health Team Members Class | Wednesdays, Sept. 15-Nov. 3 | 6:30-8:30 p.m. | Retreat: Saturday, Oct. 16 | Zoom | Learn more and register.

Appreciation

Remembering 9/11 | Tomorrow marks the 20th anniversary of the 9/11 terrorist attacks, which claimed the lives of 2,977 people and injured thousands more at the World Trade Center, the Pentagon, and in Somerset County, Pennsylvania. The effects of the attacks reached across the country, including in our own community. Read a collection of profound stories from the UVA family on UVA Today. The Medical Center will pay tribute to the victims and honor the survivors and first responders by announcing and observing a moment of silence at 8:46 a.m. and lowering our flags to half-staff.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Wednesday, Sept. 8, 2021

Still Not Vaccinated for COVID-19? Here Are 4 Upcoming Deadlines You Should Know About

All team members have until Nov. 1 to comply with mandatory COVID-19 vaccination requirements. To be compliant, team members must either receive an exemption or have proof of full vaccination on file at Employee Health. 

Team members can receive either Pfizer or the one-dose J&J vaccine at UVA Health and should schedule their appointment through VaxTrax. All COVID-19 vaccines, including Moderna, are available at community vaccination sites. You can find sites on Vaccinate.Virginia.gov.

Here are upcoming deadlines:

• Exemption Request Deadline | Monday, Sept. 13 | Team members have five days left to apply for either a medical or religious exemption from COVID-19 vaccination. The application process is described on a new step-by-step tip sheet.
  • Team members with an existing medical flu shot exemption must submit a new exemption request; those with an existing religious flu shot exemption do not need to file a new request.
• First Dose Deadlines | Moderna - Monday, Sept. 20 | Pfizer - Monday, Sept. 27 |These deadlines are the latest day team members can begin a two-dose series of either the Moderna or Pfizer vaccine and meet the Nov. 1 deadline for full vaccination. 
• J&J Single Dose Deadline | Monday, Oct. 18 | This is the last day team members can get the one-dose J&J vaccine and meet the Nov. 1 deadline for full vaccination.

COVID-19 

Special Vaccination Support Available for Team Members Who Are Immunocompromised or Have Allergy Concerns | All appointments for the support described below should be scheduled through VaxTrax:

• Immunocompromised team members who originally received the Moderna vaccine and now qualify for a third dose can book an appointment to receive that vaccine at Employee Health.
• Allergy providers will be on hand at the Emily Couric Clinical Cancer Center vaccination clinic on Fridays from 1-3 p.m. Since the clinic is operating on a limited basis, team members with allergy concerns should book their appointment on a Friday when the clinic is open and choose a time slot between 1 and 3 p.m. The Allergy team will also support ERC pharmacy patients on Fridays. 

Mandatory COVID-19 Vaccines Protect Ourselves and Our Communities | In her latest post on Vision and Voice, Wendy Horton, Medical Center CEO, discusses the thought process behind the important step UVA Health took to require all UVA Health team members to be vaccinated. Read more.

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Deadline Alert: New Glucometer System Goes Live Tuesday, Sept. 14 | Many Operators Have Not Yet Completed Training | Only six days remain until our current Roche Accu-Chek glucometers are replaced with Novo StatStrip devices. Although similar in many ways, the devices have significant differences that require operators to complete a two-step training process before being authorized to use them. Completion of both a Workday CBL and an in-person class are required. Untrained operators will be unable to access the new system, and no exceptions will be made. CBL enrollment steps and other details can be found on Connect. Team members who have not yet completed in-person training should ask their manager about roving cart training sessions. Managers can send inquiries to PointofCareLab@hscmail.mcc.virginia.edu. Team members on leave who return after Sept. 14 and need training should contact the Point of Care team at the same email address.

Operations

Parking Impact | Pinn Hall Lots | Sept. 13-17 | A University Hospital construction project will be impacting the parking lots between Pinn Hall and the loading dock from 7 a.m., on Monday, Sept. 13, to 5 p.m. on Friday, Sept. 17. Several parking spots will be blocked for the duration of the work, and those users will be notified. Patient transporters will need to park along Crispell Drive and enter the hospital through the covered ambulance parking area. Additionally, the project will require the use of a crane on Sept. 13 and Sept. 17, 5 a.m.-7 p.m. During this time, the area between Pinn Hall and Gamma Knife will be blocked to parking and through-traffic coming from the loading dock. RMC will be on-site with flaggers and support personnel.

Happenings

Submit Your Questions: UVA Health Town Hall | Wednesday, Sept. 15 | noon-1 p.m. | Sandridge Auditorium | K. Craig Kent, MD, CEO of UVA Health, and other UVA Health leaders are inviting all team members to attend a town hall discussion about the top priorities and latest developments for our organization. Team members are welcome to attend in person (Sandridge Auditorium has a seating capacity of 154) or via livestreaming. A portion of the agenda will be devoted to live Q&A. Submit questions to YourTownHall@hscmail.mcc.virginia.edu. 

MERCI Is Open and Accepting Supplies | Thursdays, 9 a.m.-4 p.m. | Primary Care Center, Ground Floor, G105 | The Medical Equipment Recovery of Clean Inventory (MERCI) Program has resumed and is accepting donations. MERCI accepts a variety of unused, clean, medical supplies to distribute to those in need at no cost. Learn about donating or requesting supplies on Connect and the MERCI website. Support the program by printing and posting this flier in your work area.

Appreciation

South Tower Goes Gold for Childhood Cancer Awareness | September is National Childhood Cancer Awareness Month, and the South Tower — along with many other buildings and homes in Virginia — are going gold to honor the children who are fighting pediatric cancer. According to the Virginia Department of Health, 337 children are diagnosed with cancer in the state every year. To honor them, lights in the seventh and eighth floors of the South Tower will have a golden glow the whole month of September. (See below.) Thank you to the facilities crew who made this happen and to the teams who care for these children every day. Read more about the Go Gold initiative. See coverage of the golden lights on CBS 19.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Friday, Sept. 3

REMINDER: Monday, Sept. 13, Is Submission Deadline for COVID-19 Exemption Requests

Team members interested in applying for either a medical or religious exemption from COVID-19 vaccination have 10 days left to submit their request. The process is described on a new step-by-step tip sheet. Requested exemptions will be evaluated by a multidisciplinary team at UVA Health, and each request will be considered on an individual basis. With very few exceptions, medical conditions are generally not recognized as contraindications to COVID-19 vaccination and should not prevent team members from getting the vaccine. Additional information:

• Team members with an existing medical flu shot exemption must submit a new exemption request for the COVID-19 vaccine.
• Team members with an existing religious flu shot exemption on file with Employee Health do not need to submit a separate exemption application for COVID-19.

COVID-19

COVID-19 Research Quantifies Antibody Response to Pfizer, Moderna Vaccines | New research from the University of Virginia School of Medicine quantifies the antibody response generated by the Pfizer and Moderna COVID vaccines. The findings are some of the earliest to compare the two vaccines’ antibody responses head-to-head. Read more on Connect.

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Added Clinical Documentation Will Automatically Release to MyChart | Begins Tuesday, Sept. 14 | To meet compliance requirements of the 21st Century Cures Act (“Info Blocking”), additional note types will begin automatically releasing to MyChart on Tuesday, Sept. 14:

• Inpatient Note Types: ACP (Advance Care Planning), Advance Planning Notes, BMT Notes, Brief Op Notes, Case Management Discharge Notes, Certification Notes, Communication to Patient, End of Life Notes, Event Notes, Home Health, Interdisciplinary Notes, Lactation Notes, Malnutrition Notes, MET Nursing Notes, Op Notes, OR Nursing, PETC Notes, and Pharmacy Notes. 
• Outpatient Note Types: ACP (Advance Care Planning), BMT Notes, End of Life Notes, Flowsheet Notes, and Tumor Board Notes. 

Important Considerations:

• Inpatient Notes release at discharge and Outpatient Notes release when the encounter is closed by an attending.
• Note release for the above Note Types is not retroactive — patients will be able to view the above note types in MyChart authored on or after the Sept. 14 go-live.
• Like other note types currently being released, these can be prevented from auto-release to MyChart if there is concern for patient harm or privacy.

For additional information, please visit Inpatient Note Release and Outpatient Note Release topics on the project website.

Operations

Labor Day Holiday | Parking and Transportation Impacts | The University Transit Service bus and Health System Transit shuttle service will not operate Monday, Sept. 6. Team members may park in the South Garage on Crispell Drive and the 11th Street Garage (level D and above only) Monday, Sept. 6 (midnight-11:59 pm). The Medical Center Courtesy Shuttle will operate on the weekend schedule, running every 60 minutes from 7:20 a.m. to 7:45 p.m. UtoCar will operate normally.

UVA Football Season Kicks Off Against William & Mary | Scott Stadium | Saturday, Sept. 4 | 7:30 p.m.| Plan for traffic delays, purchase tickets, and remember to wear a mask to the game.

• Football Game to Impact Traffic | Increased traffic is expected in and around Grounds during home football games. If you are driving to the game or passing through the area, please allow additional travel time.
• Discounted Football Tickets Still Available | UVA Health team members can purchase $10 tickets for seats in the reserved lower-level sections 114-115. Learn more. 

​​UVA Health Update on Hiatus for Labor Day Holiday | In observance of Labor Day, the UVA Health Update will not appear in your inbox on Monday. Look for the next Update on Wednesday, Sept. 8. Have a safe holiday! 

Coming Soon: Open Enrollment | Oct. 4-15 | UVA’s Benefits Open Enrollment for plan year 2021 will occur Oct. 4-15. Now is the time to review and select benefits for next year.  Learn what to expect this year, review your benefits, mark your calendars for key dates, and register for webinars and benefits presentations. Learn more.

Tips, Resources, and a New App to Help You Stay Safe | At UVA, the safety of our team members is a priority. We want to make sure that everyone has access to the available resources to stay safe when they are coming to and from work. Check out Connect for these tips, resources, classes, and an app to help you stay safe. 

Happenings

UVA Medical Center Sickle Cell Month Blood Drive | Tuesday, Sept. 7 | noon-5 p.m. | Quayle Learning Center | Patients fighting sickle cell disease may require blood transfusions to avoid health crises. You can help ensure that these patients get the treatments they need by donating blood at this month's drive. Appointments required. Sign up by emailing giveblood@virginia.edu. From Sept. 3-7, donors will receive a 16-ounce Red Cross campfire mug (while supplies last). Read more on Connect.

Appreciation

Celebrate National Clinical Nurse Specialist (CNS) Week | National Clinical Nurse Specialist Recognition Week(CNS Week), Sept. 1-7, is an annual event that acknowledges the contributions of CNSs across the country. UVA Health is very fortunate to have 15 incredible, high-performing CNSs within our 500+ advanced practice provider workforce. Their leadership, courage, and collaborative partnerships across specialties are truly essential to our patient care outcomes. If you happen to be lucky enough to work alongside one of them, please take a moment to thank them for their daily impact and service. Clinical Nurse Specialists: We are incredibly grateful for your service!

Read more about our CNS team on Connect and check out this story about how they partnered with Pharmacy to reduce trips to the pharmacy, creating a major win for frontline staff and patients (see photo).

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Wednesday, Sept. 1

Your Suggestions Will Help Shape Our Future | Leaders Discuss Strategic Planning Process in New Video

K. Craig Kent, MD, CEO of UVA Health, and Jason Lineen, Chief Strategy Officer, recently sat down to discuss UVA Health’s long-term plan, “One Future Together.” Among the key questions they address: Why is now the right time to engage in a forward-looking planning process like this? How can team members get involved? What happens once we have a plan in place? To watch the full interview and obtain more information, including how you can participate, go to onefuturetogether.uvahealth.com.

COVID-19

Team Member Vaccination Clinic Scheduled for Friday, Sept. 3 | The temporary COVID-19 vaccination clinic on the second floor of the Emily Couric Clinical Cancer Center will be open on Friday, Sept. 3, to provide shots to team members getting their first dose or who meet requirements for a third one. Appointments can be scheduled through VaxTrax, and team members should follow the signs to the back hallway on the second floor. The clinic is offering Pfizer and Johnson & Johnson vaccines. 

• Important Note: This clinic is the only UVA Health location offering vaccinations to team members at this time, and it will operate on a limited schedule. Unvaccinated team members are advised that the clinic will be open only four more times (dates to be announced) before Monday, Sept. 27 — the latest day they can begin a two-dose series of Pfizer or Moderna vaccines and meet the Nov. 1 deadline for full vaccination. Team members can also schedule appointments at community vaccination sites, which are listed on Vaccinate.Virginia.gov.

Call for Vaccinators | Vaccinators are urgently needed to serve in the UVA Outpatient Pharmacy in the Education Resource Center, which is now the primary location for patient and community COVID-19 vaccinations. This need is in ADDITION to the vaccinator shifts in the Emily Couric Clinical Cancer Center, which is offering shots to UVA Health team members. If you’re willing to help us vaccinate our community in the pharmacy, please consider claiming a shift on the Google Doc sign-up sheet. 

• Details: One vaccinator per day is needed to assist the pharmacy staff in administering shots to patients. 
  • Eligibility is limited to exempt (salaried), wage, or part-time team members up to 40 hours per week (no overtime) and physicians
  • The days are broken up into two shifts
  • All new vaccinators will receive an workflow orientation before their first shift

Special Vaccination Support Available for Team Members Who Are Immunocompromised or Have Allergy Concerns | All appointments for the support described below should be scheduled through VaxTrax:

• Immunocompromised team members who originally received the Moderna vaccine and now qualify for a third dose can book an appointment to receive that vaccine at Employee Health.
• Allergy providers will be on hand at the Emily Couric Clinical Cancer Center vaccination clinic on Fridays from 1-3 p.m. Since the clinic is operating on a limited basis, team members with allergy concerns should book their appointment on a Friday when the clinic is open and choose a time slot between 1 and 3 p.m. The Allergy team will also support ERC pharmacy patients on Fridays.  

(COVID-19 Dashboard | COVID-19 Resources Page)

Patient Care

Manager Advisory: Ensure Your Glucometer Operators Get Trained So They Can Access New System | Walk-In Sessions Being Held Sept. 1 and 2 | Dining Conference Rooms 1-3 | Time is running out for all glucometer operators to complete the two-part training needed to access our new Nova StatStrip point-of-care glucose monitoring system, which will replace all Roche Accu-Chek devices on Tuesday, Sept. 14. Completion of both a Workday CBL and an in-person class are required. Untrained operators will be unable to access the new system, and no exceptions will be made. CBL Enrollment steps and other details can be found on Connect. Walk-ins are now welcomed for the Sept. 1 and 2 classes:

• Wednesday, Sept. 1 | 2-10 p.m.
• Thursday, Sept. 2 | 7:30 a.m.-12:30 p.m. and 4:30-10 p.m.

(Note: no classes will be held during trainer breaks:  6:30-7:30 p.m.)

Patient Care Is Everyone’s Job | In her latest post on Vision and Voice, Wendy Horton, Medical Center CEO, reminds us that patient care extends beyond licensed clinicians. Hospitality and support services also play a significant role in promoting healing and contributing to an outstanding clinical and patient experience. Read more.

Operations

​​Parking and Transportation Modifications | Labor Day Holiday | The University Transit Service bus and Health System Transit shuttle service will not operate Monday, Sept. 6. Team members may park in the South Garage on Crispell Drive and the 11th Street Garage (level D and above only) Monday, Sept 6 (midnight--11:59 pm). The Medical Center Courtesy Shuttle will operate on the weekend schedule, running every 60 minutes from 7:20 a.m. to 7:45 p.m. UtoCar will operate normally.

PTO Carryover Limit Increased for 2022 | University Staff and UVA Health team members may now carry forward up to 40 hours of unused leave/PTO into 2022, above and beyond permitted carry-forward amounts. Read details on Connect. 

Happenings

Mindfulness Based Stress Reduction Class | Mondays, Sept. 13-Nov. 1 | 6:30-8:30 p.m. | Zoom | Retreat: Saturday, Oct. 16 | Mindfulness is the practice of present-moment awareness. It promotes personal well-being and enables us to experience life more fully by developing the ability to return with kindness to the present moment rather than being lost in repetitive thoughts and worries about the past or future. The silent retreat provides an opportunity for participants to experience more deeply the mindfulness techniques learned in class. Learn more and register.

Appreciation

Voices From the COVID Unit | The fifth in a five-part series “Voices From the COVID Unit” — firsthand accounts from those who cared for COVID-19 patients hospitalized at UVA Health — has been posted on Healthy Balance. This latest installment features Sarah Kaplan, RN, a UVA nurse for 30 years who faced her toughest year during the COVID pandemic. 

Other’s voices highlighted in this series include Roman Abdul Satar, RN; Shanice Artis, RN; Kendall Barger, RN; and Ashley Harlow, RN. Thank you to these amazing nurses for sharing their experiences. Their candor and strength is inspirational.

Connect | UVA Health Bridge Plan | UVA Human Resources
Faculty and Employee Assistance Program | Wisdom & Well-being Program

Archive of previous UVA Health Updates

• March 30-July 31, 2020
• Aug. 3-Sept. 30, 2020
• Oct. 1-Dec. 31, 2020
• Jan. 1-March 31, 2021
• April 1-30, 2021
• May 1-31, 2021
• June 1-30, 2021
• July 1-31, 2021
• Aug.1-31, 2021