TIMETREX
What Now??
Welcome TimeTrex Users
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You have a very important role in the
TimeTrex process.
Your time is used to calculate UNC
Hospitals’ and UNC P&A’s cost report
amounts for physician and transplant
costs.
What does TimeTrex
represent???
TimeTrex is a survey of one week
of your time every month. This
week is supposed to be
representative of your entire
month. Medicare requires
hospitals to rotate weeks so that
different weeks are represented
each year.
The time you report for the weeks
we survey is used to impute your
time for the entire year. A
calculation is made of your % of
clinical time for UNC P&A and the %
of admin time for hospital cost.
Using your time percentage and
your salary data UNC P&A and
UNC Hospitals Reimbursement
calculate the reimbursable costs
from Medicare (Hospital Only)
and Medicaid (Hospital and UNC
P&A).
Common Questions:
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When should I choose another week to
do my time?
What do I do if I am out all month?
Why do you ask if I am on paid or
unpaid leave if I am out for the entire
month?
Why can’t I count “On Call” time?
When should I choose another
week to do my time?
If you are out more than two days for paid or
unpaid leave in the assigned time collection
week, you need to choose a different week to
collect time.
The reason for this is that the collection week
is supposed to be representative of your
entire month. If you are out more than two
days you are missing a large amount of time
for that month. You can choose a different
week by answering question #3 yes and
using the drop down box to confirm the
alternate week.
What do I do if I am out all
month and why do you ask if I
am on paid or unpaid leave?
Occasionally a TimeTrex participant is
out all month for a number of reasons
including illness, vacation, mission trips,
sabbaticals, etc. If a participant is paid
for 12 full months even though they are
on leave for an entire month that entire
year’s time must be listed for that
person. By responding “yes” to question
#2 you are telling us you were on paid
leave for the entire month. No
additional entries are needed, just print
and sign.
If you are on unpaid leave for the
entire month there is no reason to list
any hours on the assigned time
collection week. You will be paid for 11
months of salary and you will have 11
months of time in the system.
These types of time sheets do not have
to be signed since they represent no
real time.
Why can’t I count “On Call
time?
“On call” time is defined as time where
the participant is not in the Hospital
performing duties but away from the
hospital and required to call or come in
when summoned. Medicare does not
consider “on call” time as work time
and it is not included in the TimeTrex
system. If a participant was called into
the hospital during “on call” time then
that time is counted.
Other Questions of Interest
Why do I have to sign my
time sheet?
You are required to sign your time
sheet because you are attesting to the
accuracy and authenticity of the time
record. The TimeTrex confirmation
reads:
“I certify that this time study reflects a
reasonably true and accurate record of
my time during the period indicated.”
Medicare/Medicaid requires this for
audit purposes.
How do I know what to put on
each line?
We will start by looking at a time sheet.
You will notice that each line
has a short description next to
the line numbers
If you click on the short description a
dialog box will appear that will explain
what the line represents.
There is a dialog box for each line
on the TimeTrex sheet.
What does finalize and save
without finalizing mean?
Finalizing means that you are done with the
time sheet input and are ready to sign the
sheet. Once you finalize your time sheet you
can not make any further changes without
reopening the sheet which requires your
CADA’s or Reimbursement’s help.
Save without finalizing means that you would
like to go back into the time sheet and make
additional changes later but you are finished
for now.
Why can’t I do all of my time
sheets for the year at once?
Since time sheets are supposed to
represent actual time you are not
allowed to complete the time sheets
ahead of time. Also you can not do a
time sheet for the fourth week of the
month on the first week of the month.
Time sheets in the system are time and
date stamped so it would be obvious
that you completed the time study
before the time had occurred.
What do I do to correct a time
study I have already submitted?
Errors happen and they need to be
corrected. Your CADA or our
reimbursement staff can reopen a
previously submitted time study so that
it can be corrected. Please write in the
notes section of the time study that this
is a revised time study. That way we
will know which one is the corrected
version.
Additional Questions????
Thank you for your support of
the TimeTrex system. Please feel
free to call us at anytime with
questions:
Susan Turner - 966-5032
Roberta Byrd - 966-7845