100,000 Shots!

UVA Health reached a major milestone on Thursday, April 29, administering our 100,000th COVID-19 vaccine dose. CavMan was on hand for the event and sat in a vaccination chair, too! Hundreds of UVA Health team members and community volunteers have supported vaccination efforts, including 675 people who have administered vaccines and 162 volunteers who have served as screeners and greeters. Read more and see photos on Connect.

COVID-19 

Know Someone Who is Homebound and Wants to Get Vaccinated? UVA Health vaccinators have delivered “doses of hope” to more than 100 homebound patients so far and welcome referrals, so others can benefit from this special outreach program. To make a referral, contact the UVA COVID Vaccine Call Center at 434.297.4829 (4VAX). The call center is in operation Monday through Saturday, 8 a.m.-8 p.m. You can also email PFAVaxHelp@hscmail.mcc.virginia.edu.

Reminder: ERC Pharmacy Is Making It Easier for Team Members to Get Vaccinated |Thanks to a pilot program that is now underway, team members can schedule first-dose vaccination appointments at the ERC Pharmacy on Tuesdays and Thursdays from 1-3 p.m. Twelve first-dose appointments for the Pfizer vaccine will be available each week during the pilot program, which is expected to run through Thursday, May 13. Second doses will be scheduled during the initial vaccination visit and also administered at the ERC Pharmacy. Vaccination appointments for team members also continue to be available at the Seminole Square Community Vaccination Center.

Pilot program details:

• Self-Scheduling: In the VaxTrax system, select ERC Pharmacy as the clinic location.
• Location: ERC Pharmacy, 1240 Lee St., Charlottesville, VA 22903. Pharmacy is on the first floor. Look for vaccination signs near the Uteam window.
• Required: Bring your UVA Health badge ID and a mask. You must wear a mask at all times while in the building.
• Parking Information: Free 30-minute parking in the Lee Street garage.
• Questions: Email CovidVax@hscmail.mcc.virginia.edu or call UVA Employee Health at 434.924.2013.
• More information: Visit the COVID-19 Vaccination Program website.

Planning a Trip? Don’t Leave Home Before Reading Updated Travel Guidelines | All team members considering traveling out of the area should review the newly updated Travel Guidelines for UVA Health Team Members posted here on the COVID-19 Resources page. These updated guidelines provide detailed information on the specific self-monitored steps vaccinated and unvaccinated team members should follow before, during, and after all domestic and international travel. 

Please remember, travel poses an increased risk of exposure to COVID-19, especially new variant strains. In addition, no vaccine is 100% effective in preventing COVID-19. For these reasons, UVA community members are encouraged to postpone all non-essential personal and business travel. Those who travel must follow the new guidelines.

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

Patient Care

Updated Process for Ordering Quest Labs Mail-In Kit for Pre-Procedural COVID-19 Testing | Effective Monday, May 3 | Quest Labs mail-in kits remain an option for patients unable to travel to a UVA pre-procedural testing site or to locate a testing center in their area. However, there are two changes in the order process:

1. A billable provider must place the order. Recent billing changes require that the order for a Quest Labs mail kit be placed by or under the name of a billable provider. Residents cannot sign as the authorizing provider.
2. Patient education materials must be given directly to adult patients. Because Quest is now mailing the test kit and collection instructions directly to patients, it is no longer possible to add patient education materials to the package. Instead, care teams must give this information directly to adult patients to help them prepare for the procedure: English, Spanish, or Epic smartphrase “.COVIDADULTPREOPEDUCATION.” If an expected result is not available in the chart, please follow up with the Quest Labs help desk directly at 1-800-697-9302.

Reminders:

• Kit must be ordered at least 14 days prior to procedure.
• Quest will mail the kit and instructions to the patient. Specimens should be collected within seven calendar days prior to the procedure date and returned to Quest using the prepaid mailer.
• Quest results will be available via Epic and will need to be conveyed to the patient by the care team.
• Pre-procedural COVID testing options are listed in Guiding Principles.

Updated Protocols for COVID-19 Prevalence Testing During Admission | When ordering COVID-19 Surveillance Testing upon admission, the RN should select the LIP responsible for the care of the patient to ensure lab results are reported to the responsible party. The COVID-19 Surveillance Testing Protocol Order has been updated to reflect this change.

Operations

Travel Alert: Increased Traffic Near Scott Stadium | Saturday, May 1 | The UVA football team is hosting its spring game at noon. Anyone traveling in the vicinity of Scott Stadium should be cautious and allow for extra travel time in the area. Learn more about the game.

Happenings

Reminder to Nurses: Update Your Talent Profile | Deadline: Monday, May 3 | On April 16, all nurses received a notification in their Workday inbox directing them to review and update their Talent Profile. Participation in this process is valued and critical for the current comprehensive internal equity review for all nursing roles by UVA Medical Center leadership and UVA HR. Visit Workday for instructions and details. Direct questions to your manager or the UVA HR Solution Center at askhr@virginia.edu.

Have You Taken the Workplace Health Climate Survey? | You are invited to participate in a survey that is assessing perceptions of active support from your organization, supervisors, and co-workers for your physical and psychological well-being. Your participation in the survey will help workplace interventions planning and contribute to experiential learning for students in the Master of Public Health program. Take the survey.

Appreciation

Thank You for Giving Others a Renewed Chance at Life! | Each year, National Donate Life Month allows us to spotlight organ, tissue, and eye donors, living donors, their families, and the UVA Health transplant team members who make it all happen. To close out this year’s observance, we’d like to recognize a very special transplant patient-turned-volunteer, Pat Gutekenst, who gives back to others by sharing his experience as an organ recipient. Read his story on Connect.

PS: If you haven’t already registered to be an organ donor, please sign up at DonateLifeVirginia.org.

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

PREVIOUS UPDATES

WEDNESDAY, APRIL 28, 2021

Changes to COVID-19 Admission and Pre-Procedural Guidelines for Asymptomatic Patients | Effective Thursday, April 29

The following changes apply only to patients who are asymptomatic and have had no recent close contact with COVID-19 positive patients.

Testing Guidelines | To reduce retesting for asymptomatic patients with known previous COVID-19 infections in the last 120 days, testing guidelines have been updated:

• Asymptomatic patients with a previous positive within 120 days should not be retested, as it is common for a PCR test to pick up inactive viral RNA. Positive results should be documented and verified.
• Unless the recent (within 120 days) positive result exception is met, Admission and Pre-Procedural testing remains required for both vaccinated and unvaccinated asymptomatic patients.

Pre-Procedure Self-Isolation Guidelines | Patients who are fully vaccinated (>14 days from completed doses) do not need to self-isolate prior to their scheduled procedure; however, they should continue to follow CDC masking and public health recommendations. Patients who are not fully vaccinated should continue our current pre-procedural self-isolation recommendations.

Additional resources coming soon.

COVID-19 

COVID-19 Weekly Update | Hospital Epidemiologist Costi Sifri, MD 

• Nationwide
  • New cases have leveled off
  • Regional hotspots may be shifting
  • Deaths continue downward trend 
  • Variants of concern: B.1.1.7 continues to expand rapidly and is associated with regional surges in the U.S.
• Vaccination Trends
  • Continued broad vaccination but slowing; J&J pause lifted
  • Transitioning from period of more demand than supply to period of more supply than demand
• Virginia
  • New cases, hospitalizations, and deaths remain in downward trend
  • Case counts and test positivity in the Blue Ridge Health District are stable
• UVA Medical Center
  • Hospitalizations remain stable; patient census in the low 30s

Local COVID-19 Vaccination Rates (per 100,000 of population)  

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

Patient Care

Discharging Patients to a Hotel | To help expedite safe and timely discharges for patients who live far away, are facing challenges delaying their discharge, and may need continued access to care, UVA Health is continuing its partnership with Homewood Suites to provide a two-night-maximum stay. The patient hoteling program supports providers who need to discharge medically appropriate patients after assessing their psychosocial, economic, and support needs.

• Contact Amy Schmidt-Morris by email or phone with reservation requests: 434.243.3951 (office), 443.834.8989 (cell), or asm3wk@virginia.edu.
• Reservations can be made 7 days a week from 5-10 p.m. (weekends reach out via text/phone call).
• No reservations facilitated between 10 p.m. and 6 a.m.

Operations

Medical Center Announces Updated Bed Allocation Plans | UVA Health is making adjustments in response to our current COVID-19 status with the recent decrease in COVID-19 inpatient numbers allowing us to revisit plans for bed allocation. Our goals in this process are to maximize our new South Tower units while enabling us to serve the needs of our patients and healthcare teams. Read the full announcement on Connect.

Happenings

COVID Vax Chat: Babies & Breast Milk | Friday, May 7 | noon-12:30 p.m. | An honest conversation about the COVID vaccine for expecting moms or moms who are breastfeeding. Questions are encouraged and can be submitted before the event or during the live Q&A. This session will be recorded and will be made available to share. Join here.

Appreciation

Thank You for Giving Second Chances at Life! | Thank you to those who made the compassionate decision to give the gift of life through organ donation, and thank you to the UVA Transplant team for facilitating those life-saving and life-changing procedures. April is National Donate Life Month, and to celebrate those who received a second chance and honor those who donated organs, tissue, and eyes, team members and volunteers recently installed a Pinwheel Garden at the West Complex. Visit Connect to see photos of the dazzling display. Register to be an organ donor at DonateLifeVirginia.org. Thank you to all who make transplantation possible!

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

MONDAY, APRIL 26, 2021

Missed Your Second Dose of the Moderna Vaccine? This Catch-Up Clinic Is for You

Thursday, April 29 | By appointment | Seminole Square Community Vaccination Center, 393 Hillsdale Drive, Charlottesville | Team members who missed their second dose appointment for the Moderna vaccine will have another chance to become fully vaccinated during this special catch-up clinic.

• Scheduling: Sign up under “UVA Health Badged Team Member” in the VaxTrax system.
• Not available on April 29? Learn what other second dose options are available by emailing CovidVax@hscmail.mcc.virginia.edu or calling Employee Health at 434.924.2013.

COVID-19

ERC Pharmacy Begins Pilot COVID-19 Vaccination Program for Team Members |Starting April 27, the Pharmacy team will offer first-dose vaccination appointments to UVA Health team members on Tuesdays and Thursdays from 1-3 p.m. in the Educational Resource Center (ERC). During this three-week pilot program, 12 first-dose appointments for the Pfizer vaccine will be available each week. Second doses will be required and scheduled during the initial vaccination visit. 

The ERC Pharmacy pilot program is being tested as a new option for unvaccinated team members. The Seminole Square Community Vaccination Center continues to be the hub of our vaccination activities and is reserving more than 200 appointments per week for current and onboarding team members. New team members are encouraged to receive their vaccination at Seminole Square during their orientation week.

Pilot program details:

• Self-Scheduling: In the VaxTrax system, select ERC Pharmacy as the clinic location.
• Location: ERC Pharmacy, 1240 Lee St., Charlottesville, VA 22903. Pharmacy is on the first floor. Look for vaccination signs near the Uteam window.
• Required: Bring your UVA Health badge ID and a mask. You must wear a mask at all times while in the building.
• Parking Information: Free 30-minute parking in the Lee Street garage.
• Questions: Email CovidVax@hscmail.mcc.virginia.edu or call UVA Employee Health at 434.924.2013.
• More information: Visit the COVID-19 Vaccination Program website.

Reminder: Updated Team Member Travel Guidelines Announced |  All team members considering traveling out of the area should review the newly updated Travel Guidelines for UVA Health Team Members now posted here on the COVID-19 Resources page. These updated guidelines provide detailed information on the specific self-monitored steps vaccinated and unvaccinated team members should follow before, during and after domestic and international travel for both personal and professional activities. Highlights include:

• Team members should call the Asymptomatic Testing Clinic (434.243.9534) if they feel testing is needed.
• Team members who believe post-travel quarantine is needed should talk to their manager and/or HR for decisions about leave.
• Employee Health is available to answer team member questions about the new guidelines.
• Team members who would like to receive a COVID vaccine before travel can self-schedule in VaxTrax. Please direct questions about COVID vaccine to CovidVax@hscmail.mcc.virginia.edu.

Please remember, travel poses an increased risk of exposure to COVID-19 and especially new variant strains. In addition, no vaccine is 100% effective in preventing COVID-19. We strongly encourage members of the University of Virginia community to continue to postpone all non-essential personal and business travel. For those who decide to travel, the new guidelines must be followed to protect the health and safety of all team members and patients.

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

Patient Care

Online Readiness Resources Page | The Joint Commission has resumed on-site accreditation visits, and UVA Health is expecting its triennial survey to occur in coming months. To help teams prepare, visit the online resources page, which includes information such as hot survey topics, huddle points, FAQs, and survey preparation tools.

Happenings

A Candid Conversation: COVID-19 & Beyond | Wednesday, April 28 | 6 p.m. | The Jefferson Scholars Foundation is hosting an online conversation about the challenges facing today's global healthcare industry. Participants are Dr. Francis Collins, director of the National Institutes of Health and UVA alumnus, and Vivian Riefberg, healthcare expert and Darden School of Business professor. Register.

Appreciation

We Appreciate You, Patient Relations Team! | Patient Relations Week is April 26-30, and this week, we celebrate the team for their support of patients and family members. Patient Relations representatives address concerns from patients and families and connect them with the appropriate parties. The four-member team handles an average of 165 issues per month. Thank you to the Patient Relations team for all your hard work!

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

FRIDAY, APRIL 23, 2021

Updated Team Member Travel Guidelines Announced 

All team members considering traveling out of the area should review the newly updated Travel Guidelines for UVA Health Team Members now posted here on the COVID-19 Resources page. These updated guidelines provide detailed information on the specific self-monitored steps vaccinated and unvaccinated team members should follow before, during and after domestic and international travel for both personal and professional activities. Highlights include:

• Team members should call the Asymptomatic Testing Clinic (434.243.9534) if they feel testing is needed.
• Team members who believe post-travel quarantine is needed should talk to their manager and/or HR for decisions about leave.
• Employee Health is available to answer team member questions about the new guidelines.
• Team members who would like to receive a COVID vaccine before travel can self-schedule in VaxTrax. Please direct questions about COVID vaccine to CovidVax@hscmail.mcc.virginia.edu.

Please remember, travel poses an increased risk of exposure to COVID-19 and especially new variant strains. In addition, no vaccine is 100% effective in preventing COVID-19. We strongly encourage members of the University of Virginia community to continue to postpone all non-essential personal and business travel. For those who decide to travel, the new guidelines must be followed to protect the health and safety of all team members and patients.

COVID-19

Urgent Request for Existing Vaccinators: Louisa Equity Clinic Needs Vaccinators | Saturday, April 24 | 8:30 a.m.-12:30 p.m. and 12:30-4 p.m. | Conducted in partnership with the Blue Ridge Health District, this outreach clinic will provide second doses of Moderna vaccine to underserved populations in Louisa County. Seven additional vaccinators with VaxTrax documentation experience are needed for each shift.

• Existing vaccinator sign up: https://secure14.aladtec.com/medcom/
• Clinic location: Louisa County Middle School, 1015 Davis Highway, Mineral, VA 23117

We Asked for Volunteers, You Responded! | The response to the call for vaccinators last week was overwhelming! Thank you to the almost 500 team members who signed up. On Monday, April 26, at 8 a.m., we will place a pause on accepting new interest forms while we process those already submitted. Please note that there is a lag between when an interest form is submitted and when a volunteer is permitted to administer vaccinations. Completing all of the required steps can take up to two weeks.

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

Patient Care

This Weekend: Epic Upgrade | Please take time to review downtime procedures and visit Upgrade Central in the Epic Learning Library to access role-based training guides and other support resources such as the Epic Playground. This weekend:

• Downtime | Saturday, April 24, 11 p.m. (estimated 2.5-hour duration)
• Go-Live | Sunday, April 25, 1:30 a.m.

Managers: Huddle points and flyers are also available in Communication and Planning Resources.
Providers: Curated preparation materials are available on this LIP Upgrade Guide page.

Operations

Planned Hot-Water Outage | Sunday, April 25 | 7 a.m-4 p.m. | University Hospital | This Sunday, there is a planned hot-water outage that will affect the third, fourth, fifth, sixth, and 2M floors. For unexpected issues related to this outage contact Facilities Management at 434.924.2267 and your local clinical leadership for operational response. Dickie Williams is on call and can be contacted at 434.566.6102.

Update: Onsite Restrictions for Observers, Students, Volunteers, and Visiting Professionals | We acknowledge the value of providing opportunities onsite to observe or actively participate in educational and training activities and are pleased that we have been able to ease some restrictions. All efforts should continue to be made by sponsors, students, volunteers, observers, and visiting professionals to meet their objectives by redesigning processes to eliminate the need for onsite observations. When necessary, onsite activities are permitted within the provided guidance:

• Onsite Restrictions for Observers, Students, Volunteers, and Visiting Professionals
• Meetings, Grand Rounds and Educational Meetings Guidance

Happenings

UVA Hosts Prescription Drug Take-Back Day | Saturday, April 24 | 10 a.m.-2 p.m. | To help combat the opioid crisis and provide safe disposal of leftover prescription medications, UVA is hosting a free prescription drive-through drug take-back event. Please use the patient drop-off lane outside the Education Resource Center. Sponsored by the UVA Pharmacy, UVA Pain Management Center, and the UVA Police Department. Press release.

Final Call: Share Your Feedback on the Town Hall | As a follow-up to the April 2021 UVA Health Town Hall, leadership invites you to complete a brief survey to help understand how informative the presentation was for you and what suggestions you have for future meetings. These forums offer a unique opportunity for leaders to connect directly with team members and share important, timely information. Thank you to everyone who attended the meeting. The survey will be open through Friday, April 23. 

Missed the Town Hall? | You can watch a replay of the event on Connect.

Appreciation

Thank You for Recognizing Our Team Members, Marching Band! | In the early morning of Wednesday, April 21, members of the Cavalier Marching Band surprised UVA Health team members in the Scott Stadium parking lot with melodic drum beats. As team members arrived and departed, they were serenaded with live tunes as a thank you for their commitment to patient care during the COVID-19 pandemic. Check out photos of the pop-up event on Connect.

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

WEDNESDAY, APRIL 21, 2021

It’s Earth Week, and an Environmentally Friendly Change is Underway at UVA Health

A possibility identified several years ago and necessitated by recent supply disruptions is rolling out within the Medical Center. Our current wall mounted red and yellow resin sharps collection containers are being replaced with reusable models. The new containers have a counterbalanced lid and will not require any change in the sharps depositing process. They also comply with hot needle standard work. The conversion process began in the intensive care units on Monday, April 19, and is set to take two weeks to complete. Questions should be directed to Michael Payne, Value Management, at 434.882.0446 or mpayne@virginia.edu.

COVID-19

Want to Encourage People in Your Life to Get Vaccinated? | Click the “Be a Vaccine Champion” icon on the COVID-19 Vaccination Program page, and you will find tools to help you be a source of timely and accurate information. In addition to links to the most reliable public health information sites, you can access and share a series of English and Spanish video snippets in which UVA Health experts answer frequently asked questions about COVID-19 vaccines. Below, watch how our experts respond to the question, “Why is it important to get vaccinated?”

• Protect Yourself, Your Loved Ones, and the Community [1:04] | Michael D. Williams, MD, COVID-19 Vaccine Ambassador and surgeon | Watch now
• Vaccination Is How We Break the Back of the Pandemic [1:30] | Taison Bell, MD, critical care and infectious disease physician | Watch now
• Es Importante Vacunarse [0:47] | El Dr. Max Luna, cardiólogo y director del Latino Health Initiative (Iniciativa de Salud Latina) | Watch now

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

Operations

Recall Necessitates Use of Alternative Wipes | A recall has been issued for single sterile 3 ml Chloraprep One-Step wipes made by BD (catalog # 930400). It is important to note that3 ml Chloraprep in a KIT remains safe to use. The supply disruption is expected to last until the end of May, and units are being asked to stock alternative forms of Chloraprep. Questions should be directed to the supply chain front desk at 434.982.6712.

Supply Chain Is Addressing Shortages | The global supply chain remains disrupted due to the availability of raw materials, production capacity, and logistical delays from overseas. In response, the Supply Chain team has implemented the following changes:

• Enhanced the process for identifying appropriate clinical substitutions for out-of-stock supplies. REQUESTED ACTION: Please call 434.982.6712 when an order is unfilled or filled with an unknown substitute.
• Assigned more supervisors to weekend shifts to help with supply issues and respond to end of week shortages
• Increased on-hand inventory of supplies to mitigate daily distribution issues
• Scheduled a reassessment of necessary supply levels on units to begin on May 1. The goal will be to keep frequently used items closer and more available to care teams.

Happenings

Prescription Drug Takeback Day | Saturday, April 24 | 10 a.m.-2 p.m. | Patient drop-off lane outside the Education Resource Center, 1240 Lee St. | Unused medications may be dropped off with no questions asked. To prevent the spread of COVID-19, this will be a drive-through, touch-free event. Masks are required. Read more on Connect. 

Share Your Feedback on the Town Hall | As a follow-up to the April 2021 UVA Health Town Hall, leadership invites you to complete a brief survey to help understand how informative the presentation was for you and what suggestions you have for future meetings. These forums offer a unique opportunity for leaders to connect directly with team members and share important, timely information. Thank you to everyone who attended the meeting. The survey will be open through Friday, April 23. 

Missed the Town Hall? | You can watch a replay of the event on Connect.

Appreciation

Thank You, Volunteers, For Your Hours and Hours of Service! | Volunteer Appreciation Week is April 18-24, and we celebrate and thank our UVA Health volunteers for all the support they provide. Due to COVID-19 precautions, the volunteer program was halted for a period of time, but volunteers are beginning to return to service. At this time, volunteers support programs such as the COVID vaccine clinic, the Mercy program, and patient flower arrangements. Volunteers will be honored this week with a virtual social, virtual Gift Shop purchase tours, and drive-thru events to thank them and provide tokens of appreciation. Thank you, volunteers! 

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

MONDAY, APRIL 19, 2021

Spread the Word: Appointments Available This Week at Seminole Square Community Vaccination Center

Everyone who is age 16 and older is now eligible to receive a COVID-19 vaccine. Due to an increase in vaccine supplies, our Seminole Square Community Vaccination Center has appointments available this week. Please invite your family, friends, and neighbors to make an appointment today by contacting the UVA COVID Vaccine Call Center at 434.297.4829 (4VAX). The call center is in operation Monday-Saturday, 8 a.m.-8 p.m. The community vaccination center is located at 393 Hillsdale Drive, Charlottesville, VA. Appointments are required.

COVID-19 

UVA Health Vaccination Totals Pass 90,000 Mark | Since its start on Dec. 15, 2020, our COVID-19 vaccination program has been busy providing tens of thousands of “doses of hope” to team members, to UVA faculty, staff and students, and to members of our community. Here are the vaccination totals reported today:

Clarification: Graduate Nursing Students with RN License Are Eligible to Vaccinate | In previous announcements, nursing students have been listed among the groups that are eligible to serve as vaccinators at our COVID-19 vaccination sites. We have been asked to clarify that only graduate nursing students with an active RN license can serve as vaccinators. Other eligible groups are: RNs, LPNs, CMAs, EMTs, paramedics, pharmacists, pharmacy technicians, MDs, NPs, CRNAs, and PAs.

Vaccinators Still Needed | Shifts are available at our Seminole Square Community Vaccination Clinic, at our equity clinics, and with our homebound patient vaccination program. Learn more about becoming a volunteer vaccinator (including pay) and sign up on the COVID-19 Vaccination Program website.

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

Patient Care

Final Preparations: Epic Upgrade is One Week Away | This is a great time to review downtime procedures and visit Upgrade Central in the Epic Learning Library to access role-based training guides and other support resources such as the Epic Playground. Mark your calendars:

• Downtime | Saturday, April 24, 11 p.m. (estimated 2.5-hour duration)
• Go-Live | Sunday, April 25, 1:30 a.m.

Managers: Huddle points and flyers are also available in Communication and Planning Resources.
Providers: Curated preparation materials are available on this LIP Upgrade Guide page.

Operations

UVA Health Announces New Billing Policies | UVA Health announced new billing and collections policies today that reflect fair and financially responsible guidelines based upon a patient’s ability to pay. Under the new billing practices, UVA Health will release all liens and judgments against patients whose income is at or below 400% of the federal poverty level; establish an ombudsperson’s office to help patients navigate payment options and to ensure a fair, impartial assessment of individual cases; provide a policy for catastrophic care to ensure public access to emergency services; offer a re-designed financial assistance application that is clearer and more understandable; and evolve our clinical scheduling and revenue cycle management process, as part of the Bridge Plan, to better assist patients with the financial navigation of their healthcare journey. Read the full statement on Connect.

UVA Health Acquires Surgery Center, Improves Patient Care and Access for Procedures | UVA Health finalized an agreement to acquire the Monticello Community Surgery Center, a stand-alone outpatient surgery center conveniently located adjacent to UVA Primary Care Riverside. The 17,000-square-foot facility — previously independently owned and operated — includes four state-of-the-art operating suites and one procedure room. Read the full press release here.

Happenings

Share Your Feedback on the Town Hall | As a follow-up to the April 2021 UVA Health Town Hall, leadership invites you to complete a brief survey to help understand how informative the presentation was for you and what suggestions you have for future meetings. These forums offer a unique opportunity for leaders to connect directly with team members and share important, timely information. Thank you to everyone who attended the meeting. The survey will be open through Friday, April 23. 

Missed the Town Hall? | You can watch a replay of the event on Connect. 

Appreciation

Our Labs Never Stopped | Medical Laboratory Professionals Week, April 18-24, is an annual celebration of medical laboratory professionals and pathologists who play a vital role in healthcare and patient advocacy. COVID’s arrival last year didn’t mean the Clinical and Anatomic Pathology Laboratories could stop their day-to-day work of performing a variety of tests — from STAT chemistries, immunosuppressant drug testing, genetic testing, pap smears, cancer surgical specimens, to blood banking, and so much more. In addition to routine testing, the Medical Laboratories also ramped up the ability to test for the SARS-CoV-2 Coronavirus, which doubled the workload in Clinical Microbiology, Specimen Management, and Customer Service almost overnight. Tracking specimens, calling physicians and patients, securing supplies, supporting COVID patient blood collections, and performing COVID testing challenged the medical laboratories in new ways. While over 320,000 COVID PCR tests have been performed for our community of patients, employees, students, and faculty in the Clinical Microbiology Laboratory and the new BeSafe Saliva Testing Laboratory, the Medical Laboratories as a whole have maintained the high standard of care across ALL the services that UVA Health and those it serves have come to expect.

To get it all done, leadership supported expanding services and shifting team members from across the University so that they could join forces to ensure our labs never stopped delivering high-quality care for our patients. “I get choked up when I think about the contributions of our team,” says Melinda Poulter, PhD, Associate Professor of Pathology and Director of the Clinical Microbiology Laboratory. “They kept giving of their time and their energy. It was remarkable.” While it sometimes feels like it’s all about COVID, the Medical Laboratories does so much more than that. When you have a moment this week, reach out to your colleagues in the labs and thank them for their outstanding work. We could not have gotten through the last year without their dedication. They’re an inspiration to us all!

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

FRIDAY, APRIL 16, 2021

Share Your Feedback on the Town Hall

As a follow-up to the April 2021 UVA Health Town Hall, leadership invites you to complete a brief survey to help understand how informative the presentation was for you and what suggestions you have for future meetings. These forums offer a unique opportunity for leaders to connect directly with team members and share important, timely information. Thank you to everyone who attended the meeting. The survey will be open through Friday, April 23. 

Missed the Town Hall? | You can watch a replay of the event on Connect. 

COVID-19

Trained Vaccinators Needed Immediately | UVA Health has administered over 86,000 vaccinations to date, and over 5,000 UVA students, faculty, and staff members are signed up to receive vaccines in the days and weeks ahead. RNs, LPNs, CMAs, EMTs, paramedics, pharmacists, pharmacy technicians, MDs, NPs, CRNAs, PAs, and nursing students are needed to staff the clinics. Learn more about volunteer positions (including pay) and sign up to be a vaccinator on the COVID-19 Vaccination Program website.

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

Happenings

UVA Health Exclusive: Atul Gawande at Medical Center Hour | The recording of the recent Medical Center Hour with surgeon, author, and healthcare thought leader Atul Gawande, MD, MPH, in conversation with a trio of UVA physician trainees is available on UVA intranet platforms only. Watch “Healthcare Beyond COVID - a Conversation” onConnect or the University of Virginia Library. 

Appreciation

Help Us Celebrate: April is Occupational Therapy Month | Occupational Therapy (OT) is an integral part of our patients’ recovery. UVA Health provides OT services across the spectrum of care in all of the adult ICUs and acute care units, including the Special Pathogens Units, the PACU, and the Emergency Department. Our Behavioral Health OT team is embedded on the Psychiatric Unit on 5 East where they provide OT services and lead therapeutic groups seven days a week. The Pediatric OT team at UVA Children’s consists of both an inpatient team on the seventh floor, who serve some of our most fragile patients in the NICU and PICU, and the OT staff who provide outpatient services to pediatric patients in the clinics at the Battle Building. What is OT’s role at UVA Health? They start the rehabilitation process, optimize independence with self-care, facilitate early and safe functional mobilization, restore physical and mental function, offer post-concussion patient/family instruction, provide thermoplastic splinting for protection/positioning to prevent contractures, train caregivers in management of orthotics, provide medication management, and facilitate safe and successful discharge planning. Thank you, OT Team!

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

WEDNESDAY, APRIL 14, 2021

Virtual Town Hall Playback

If you were unable to attend the April 14 virtual town hall, don’t worry — the session was recorded and can be viewed here. During this hour-long meeting, senior leaders discussed our COVID-19 response, resiliency, financial recovery, the Bridge Plan, and strategic planning and vision for growth. In addition, responses were provided to several questions that were submitted by team members in advance of the Town Hall.

COVID-19

New: Resources for Everyone Who Wants to Be a Vaccine Champion | True to the spirit of UVA Health, many team members who have gotten vaccinated against COVID-19 have expressed interest in encouraging others in their life — peers, friends, and family members — to roll up their sleeves and get vaccinated, too. Everyone who is interested in promoting vaccine acceptance is invited to use our newly posted COVID Vaccine Champion resources, which include links to essential vaccine information sources and to video FAQs featuring UVA Health physicians. Video links are posted on YouTube so they can be shared far and wide. Access resources here.

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

Patient Care

Reminder: Training Available for April 24 Epic Upgrade | It’s time to get ready for the Spring ‘21 Epic Upgrade, so dust off your area’s downtime procedures, and check out the new Training Guide. Upgrade schedule:

• Downtime | Saturday, April 24, at 11 p.m. (estimated 2.5-hour duration)
• Go-Live | Sunday, April 25, at 1:30 a.m.

Support: Expanded Help Desk support will be available during and after go-live, and can be accessed by calling 434.924.5334, emailing the Help Desk, or clicking “To Epic” to submit a ticket in Epic.

Operations

Downs Named Inaugural Chief Diversity & Community Engagement Officer | Tracy Downs, MD, has been appointed as the inaugural Chief Diversity & Community Engagement Officer. In this new role, Dr. Downs will serve as UVA Health’s leading voice on diversity, equity, and inclusion, and will be a powerful advocate for related initiatives across the health system and, more broadly, in the local community. Within UVA Health, he will support, consolidate, and guide efforts to ensure an inclusive, optimal and respectful learning, training and working environment. Within the greater Charlottesville region, he will work collaboratively to improve community health and well-being by addressing social determinants of health to decrease health disparities among those who are at risk or currently under-served. He will start on July 1. Read the full announcement on Connect.

Appreciation

Thank you, Transplant Team, for Saving Lives Every Day! | Today, Craig Kent, MD, Executive Vice President for Health Affairs, shared an inspiring story on Twitter: “In honor of National #DonateLife Month, I want to share this heartwarming story about the power of organ donation. Our @uvatransplant team saves lives every day, and you can help by signing up to be a living donor here: http://ow.ly/PUmJ50EnR2V.” Read about how a coworker gave the gift of life here: “Former organ donor finds perfect match for her own transplant.” Our Transplant Team makes stories like this possible. Thank you! 

VISIT OUR COVID-19 INFORMATION RESOURCE
Outpatient call 434.982.6843
Hospital Epidemiologist page 9204
COVID19Questions@hscmail.mcc.virginia.edu

TUESDAY, APRIL 13, 2021

Final Details: UVA Health Virtual Town Hall  

Time: Noon-1 p.m., Wednesday, April 14
Meeting link: Click here to join meeting 
Agenda: 

• Opening Remarks (Dr. Kent)
• COVID-19 Response 
• Resiliency 
• Financial Recovery
• Bridge Plan Status Update
• Strategic Planning and Vision for Growth
• Q&A

COVID-19

UVA Health Has Halted Use of J&J Vaccine — What You Need to Know | Earlier today, the CDC and FDA announced that use of the Johnson & Johnson COVID-19 vaccine has been temporarily halted. UVA Health has complied with this guidance and immediately discontinued administration of the vaccine.

• Read Joint CDC-FDA announcement
• Read Virginia Department of Health announcement

The government’s announcement followed reports that six individuals developed blood clots after receiving the J&J vaccine. Although blood clots appear to be a rare side effect (only six in 6.8 million recipients have experienced them) and not proven to be caused by the vaccine, the CDC and FDA decided to suspend use of the J&J vaccine until independent scientists and medical experts can review the cases. This precautionary action is a testament to the emphasis that the CDC and FDA are placing on vaccine safety.

Blood clots have not been observed to date among recipients of the Pfizer or Moderna vaccines. Their use is continuing as public health agencies focus on turning the tide against the COVID-19 pandemic.

Your Questions Answered | The information below is intended to answer your questions and concerns about the J&J vaccine and how it has been used at UVA Health. 

Q. To whom has UVA Health been administering the J&J vaccine?

UVA Health has administered the J&J vaccine to a small number of homebound patients and in a small pilot program to vaccinate select inpatients. We had also previously used the vaccine at a few community vaccination events.

Q. How will this change impact our Seminole Square Community Vaccination Center?

Vaccinations at our Seminole Square Community Vaccination Center and at community outreach events are expected to continue as scheduled with our existing supplies of the Pfizer and Moderna vaccines.

Q. What is the side effect that has caused use of the J&J vaccine to be suspended? 

The side effect of concern is a blood clot in the veins that drain blood from the brain. This reaction is called central venous sinus thrombosis (CVST). In these vaccine-associated cases of CVST, platelets in blood — which are important for making clots — have been lower than normal. While CVST is treatable with the use of anticoagulants, in instances of low platelets, treatment involves use of blood thinners other than heparin.

Q. How common are these blood clots? 

This side effect has occurred in six cases out of the 6.8 million doses of the J&J vaccine administered in the U.S., making the incidence rate one in a million. These six cases all occurred in women ages 18-48, and from six to 13 days after vaccination.

Q. Have blood clots been experienced by recipients of other COVID-19 vaccines?

A similar and rare problem of blood clotting with low platelets in the cerebral venous sinus and also in the abdominal veins and arteries has been seen with the use of the AstraZeneca COVID-19 vaccine used in Europe (182 cases in 190 million doses). The European Medicines Agency (EMA) investigated this and concluded that CVST with low platelets be listed as a possible “very rare side effect” of the vaccine. Read more.

Q. What symptoms indicate if someone is experiencing a blood clot following vaccination? What should primary care providers look for?

The CDC and FDA are recommending that people who have received the J&J vaccine within the last three weeks who develop severe headache, abdominal pain, leg pain, or shortness of breath contact their healthcare provider.

Q. What are the next steps in the government review process?

CDC will convene a meeting of the Advisory Committee on Immunization Practices (ACIP) on Wednesday, April 14. The ACIP will review the available evidence and make recommendations to the CDC. To a great extent, the committee’s recommendations will be based on the likelihood that the blood clots are vaccine-related.

Q. Who belongs to the Advisory Committee on Immunization Practices (ACIP)?

The ACIP is an independent board of 15 scientific and medical experts selected by the HHS Secretary that advises the CDC on vaccines for children and adults. Anyone with ties to vaccine manufacturers are excluded from the ACIP membership because of potential conflict of interest

VISIT OUR COVID-19 INFORMATION RESOURCE
Outpatient call 434.982.6843
Hospital Epidemiologist page 9204
COVID19Questions@hscmail.mcc.virginia.edu

PREVIOUS UPDATES

MONDAY, APRIL 12, 2021

More Vaccinators Needed

The UVA Health COVID-19 Vaccination Program has entered an exciting new phase: Shipments are increasing, and more groups are eligible for vaccination, including UVA faculty, staff, and students. To accommodate these very positive changes, our COVID-19 Community Vaccination Center is ramping up its hours of operation and recruiting more volunteer vaccinators who can work at least eight hours a month, especially during weekdays. Our equity clinics and homebound patient vaccination program are seeking added vaccinators, too.

Who can be a vaccinator? | RNs, LPNs, CMAs, EMTs, paramedics, pharmacists, pharmacy technicians, MDs, NPs, CRNAs, PAs, and nursing students. Learn more about volunteer positions (including pay) and sign up to be a vaccinator on the COVID-19 Vaccination Program website.

An uplifting experience | As many of our vaccination program volunteers will attest, being part of this pandemic-ending effort could be one of the most uplifting and affirming experiences you ever have. If you have been considering stepping up to help, now is the perfect time. Your contribution to this work is much needed and greatly appreciated.

An Update for the UVA Health Update

In today’s UVA Health Update you will see a few changes:

• A feature noteworthy item will open each issue of the UVA Health update
• COVID-related links will be provided in the COVID-19 section for easy access to the COVID-19 Dashboard and COVID-19 Resources Page
• Other helpful links are available for your use at end of the message

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

UVA Health Begins Vaccinating UVA Students |  Starting today, students are receiving personal invitations from UVA Health to self-schedule their first dose appointment at the COVID-19 Community Vaccination Center. The University will be running buses to and from the center on Saturday, April 17, and Sunday, April 18, for students who do not have their own transportation. Read more. 

Operations

“CAD COVID Advisory” No Longer Displaying in Inpatient, ED Areas | Beginning Tuesday, April 13 | In an effort to refine the Epic-based clinical decision support tools for COVID-19, the COVID-19 Advisory Display BPA (CAD BPA) on the Inpatient and Emergency Department Storyboard in Epic is being deactivated. The CAD BPA will continue to display for positive Travel (Access) screens in ambulatory areas. Further Information and instructions for suppressing the BPA are available in the COVID-19 Advisory and Banner Tip Sheet.

Happenings

Town Hall Agenda Announced | Wednesday, April 14 | noon-1 p.m. | Please join Craig Kent, MD, Executive Vice President for Health Affairs, and other UVA Health leaders in a discussion about our organization’s progress and priorities. The agenda will cover the following topics:

• Opening Remarks from the EVPHA/CEO
• COVID-19 Response 
• Resiliency 
• Financial Recovery
• Bridge Plan Status Update
• Strategic Planning and Vision for Growth
• Q&A

Don’t forget: Team members are invited to submit questions in advance of the meeting to YourTownHall@hscmail.mcc.virginia.edu. Click here to join us at noon on Wednesday.

Appreciation

Kudos to the Occupational Health Team. Thank You for the Care You Give Us | Thank you to the clinical and administrative team members of Occupational Health who have tirelessly taken care of UVA team members through the COVID pandemic. The team members of COVID clinic, Employee Health, and WorkMed have gone above and beyond to support us and maintain a safe working environment. From managing contact tracing and testing, to volunteering to work seven days a week, to answering thousands of team member phone calls, we are so grateful for your dedication and commitment to the UVA team member community. Your kindness and attentiveness in responding to our needs during this crisis exemplifies UVA’s mission and values. You are our caretakers, allowing us to focus on caring for our patients.

VISIT OUR COVID-19 INFORMATION RESOURCE
Outpatient call 434.982.6843
Hospital Epidemiologist page 9204
COVID19Questions@hscmail.mcc.virginia.edu

FRIDAY, APRIL 9, 2021

UVA COVID-19 INPATIENT SNAPSHOT, 1:50 p.m.

Current Census

• Under investigation for COVID-19: 0
• Confirmed with COVID-19: 23
  • SPU – 5S: 13 
  • SPU – 4S CVICU: 9
  • 7 Central: 1
• Confirmed with COVID-19 on ventilator: 9

Discharged Since March 10, 2020
Under investigation for COVID-19: 292
Confirmed with COVID-19: 1,328

PPE INVENTORY UPDATE, 8:13 a.m.

TOWN HALL UPDATE

Got a Question for Leadership? Please Submit It Now | Team members are invited to submit questions in advance of the town hall meeting to be held on Wednesday, April 14, hosted by Craig Kent, MD, Executive Vice President for Health Affairs. Email your questions to YourTownHall@hscmail.mcc.virginia.edu.

PATIENT CARE

Drop Off Unwanted Medication at UVA Health’s Prescription Drug Takeback Day | Saturday, April 24 | 10 a.m.-2 p.m. | Education Resource Center | Leftover and unwanted medications will be disposed of safely in an effort to help combat the opioid crisis. This will be a drive-through, touch-free event with no questions asked. Please wear a mask over your mouth and nose. Open to UVA Health team members and the community. Read more on Connect.

Is Your Team Ready for the April 24 Epic Upgrade? | Training Now Available | It’s time to get ready for the Spring ‘21 Epic Upgrade, so dust off your area’s downtime procedures, and check out the new Training Guide. Upgrade schedule:

• Downtime | Saturday, April 24, at 11 p.m. (estimated 2.5-hour duration)
• Go-Live | Sunday, April 25, at 1:30 a.m.
  Support: Expanded Help Desk support will be available during and after go-live, and can be accessed by calling 434.924.5334, emailing the Help Desk, or clicking “To Epic” to submit a ticket in Epic.  

UVA Health Community Update | In his latest message to our friends and neighbors in the local area, Craig Kent, MD, Executive Vice President for Health Affairs, provides an update about UVA Health's COVID response and explains how our organization is poised to serve our patients and the community. Read the latest Community Update on Connect and subscribe here.

TEAM MEMBER SAFETY AND WELL-BEING

Special 30-minute Session of Virtual Meditation on the Lawn | Wednesday, April 14, 11-11:30 a.m. | George Mumford, internationally renowned speaker, teacher, coach, and author of The Mindful Athlete: The Secret to Pure Performance, will join a special 30-minute edition of Virtual Meditation on the Lawn. Mumford will lead a 15-minute meditation followed by a Q&A session moderated by UVA head wrestling coach Steve Garland. Free and open to the public. Register.

Relating in New Ways to Depression | Thursday, May 6, and Wednesday, May 19 | Part of a monthly series of emotional well-being seminars offered by UVA FEAP and Hoos Well, this seminar focuses on recognizing how you are relating to depression and how you may help yourself experience more relief and self-kindness. Read more.

• Thursday, May 6, noon-1 p.m. | Virtual seminar | Register | Zoom meeting with opportunities for interaction.
• Wednesday, May 19, 3:30-4:30 p.m. | Webinar | Register | Traditional Zoom webinar.

APPRECIATION

This Week, We’re Celebrating Our Patient Access Team: Their Numbers and Accomplishments Are Amazing! | As we prepare to close out Patient Access Week (April 4-10), we’re sharing a few numbers to illustrate exactly how awesome our Access teams are. In a mere 13 months (March 1, 2020-March 31, 2021), they have received close to 3 million inbound calls; scheduled 3,008,618 patient visits; completed 650,000 patient registrations; created workflows and staffed COVID community testing events, the COVID clinic, COVID respiratory evaluation clinics, the COVID vaccine call center, and the COVID community vaccination center at Seminole Square; provided training for 1,600 learners, including 357 virtual classes; assisted with 650 revenue-cycle help-desk calls per month; stood up Remote Waiting Room; and converted in-person visits to virtual visits in response to pandemic safety protocols. Additionally, 50 Access team members have earned their National Association of Healthcare Access Management certification. Of course, it’s not all about the numbers, but rather the people. As Kelseann Garrison, Practice Supervisor, Primary Care, says, “When I became an Access Associate, I felt that I had finally found my calling in what I wanted to do … I love working with people.” Thank you, Access Teams, for the staggeringly impressive numbers and the outstanding service to our patients!

VISIT OUR COVID-19 INFORMATION RESOURCE
Outpatient call 434.982.6843
Hospital Epidemiologist page 9204
COVID19Questions@hscmail.mcc.virginia.edu

WEDNESDAY, APRIL 7, 2021

UVA COVID-19 INPATIENT SNAPSHOT, 2:32 p.m.

Current Census

• Under investigation for COVID-19: 0
• Confirmed with COVID-19: 21
  • SPU – 5 South: 13
  • SPU – 4 South: 7
  • 8 Central OB: 1
• Confirmed with COVID-19 on ventilator: 10

Discharged Since March 10, 2020

• Under investigation for COVID-19: 291
• Confirmed with COVID-19: 1,320

PPE INVENTORY UPDATE, 8:13 a.m.

COVID VACCINATION PROGRAM

Seminole Square Community Vaccination Center Is Expanding Hours of Operation | Added Support Staff Volunteers Needed | Volunteers are needed to help as greeters, screeners, and line managers. All positions qualify as paid volunteers. It is recommended but not required that UVA volunteers be fully vaccinated (two doses completed). Please check schedule openings often and sign-up here.

OPERATIONS

Nighttime First-Floor Hallway Closure | Monday, April 5 through Thursday, April 8 | 6 p.m.-5 a.m. | Crews will be completing renovation work in the hallway near the old Emergency Department and diagnostic radiology. As a result, the hallway will be closed each night. During this time, those traveling on the first floor to the main hospital should take a path past MRI and through radiology. The barrier will be removed and EVS will clean each morning to allow for the pathway to be open during the day.

TEAM MEMBER SAFETY AND WELL-BEING

Connect for Support: Employee Focus | Tuesday, April 6 | noon-12:30 p.m. | FEAP invites UVA Health team members to join this 30-minute drop-in session over Zoom. The discussion will cover coping strategies and possible resources to help you during this challenging time. Register.

Compassionate Care Initiative Offers Monthly Drop-ins Sessions | All sessions are beginner-friendly, free, and open to the public. To register, click on the session title. Zoom links will be sent upon registration. This schedule will run through May. See full calendar of events. On April 14, 3:45-4:15 p.m., check in with Kenny the Therapy Dog’s “Office Hours.”

HAPPENINGS

Save the Date: UVA Health Virtual Town Hall | Wednesday, April 14 | noon-1 p.m. | Please plan to join Craig Kent, MD, Executive Vice President for Health Affairs, and other UVA Health leaders in a discussion about our organization’s progress and priorities. An agenda and link to the meeting will be provided prior to the event as well as an invitation to submit questions that will be answered during the meeting.

APPRECIATION

Thanks for 50 Years of Unique, Insightful Educational Programs, Medical Center Hour! | The Medical Center’s longest-running and iconic educational program is wrapping up its 50th year with a bang: the featured speaker is high-profile surgeon-writer and public health thought leader, Atul Gawande, MD, MPH. 

Those who launched Medical Center Hour in 1970 could never have imagined that generations of medical and nursing students, residents, and faculty would benefit from the insights about the human dimensions of illness, health, and healthcare they gained during the program’s weekly (during the academic year) lectures. Also unimaginable all those decades ago was that Medical Center Hour would continue to thrive during a global pandemic by embracing a 21st-century innovation: online conferencing. Dr. Gawande’s presentation begins at noon on Wednesday, April 7, and you can log on via this Zoom link. Passcode: 763749

VISIT OUR COVID-19 INFORMATION RESOURCE
Outpatient call 434.982.6843
Hospital Epidemiologist page 9204
COVID19Questions@hscmail.mcc.virginia.edu

FRIDAY, APRIL 2, 2021

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