News

New Employee Onboarding to be delivered virtually to prevent COVID-19 spread

In an effort to comply with recent WVU Medicine guidelines and protocols regarding limiting large gatherings, Human Resources' New Employee Onboarding (NEO) process will be temporarily moved to a virtual format. Effective March 24, NEO will be delivered virtually to employees via Computer Based Learning Modules (CBLs) from their home on their scheduled NEO day. Employees will then begin work in their department on their second day of employment. Human Resources will continue this process as outlined below until further notice.

Here are more details you need to know:

NEO Process:

  • The HR Onboarding Specialist will ensure through the onboarding process that the employee will have internet access for the virtual NEO process.
    • If not, contingency plan through onsite CBL process will be established.
  • New employees will receive a link sent to their personal email prior to their start day with instructions on how to complete the appropriate NEO CBLs. The employee should track their time spent on completing the CBLs to later give to their supervisors to be enter into Kronos.
  • Managers (or designee) should reach out to their incoming employee via phone on their NEO day to establish a time and place to meet on their second day of employment.
  • Managers (or designee) should stop by Ruby HR Suite (located on the second floor) and pick up the employee's badge on their NEO day to provide to the new employee upon their immediate arrival to the building on their second day of employment.
    • Note: Due to volume to the HR suite, new employee badges are created the day before NEO.
  • Benefits information for those benefit eligible employees is available on HROneSource. The Onboarding Specialist will direct the new employee where to find the information on HROneSource.
  • For questions about the hiring process/NEO, please contact:

New Employee Onboarding (NEO) Calendar:

  • The NEO calendar will remain unchanged. Virtual orientations will continue to be delivered on the previously designated days.

Nursing Services Orientation (NSO) Process:

  • NSO will be delivered via CBL until further notice, effective March 17.
  • Point of Care validations will occur at the unit level. Use paper checklists until annual competency assignments occur.
  • Employees will have 30 days to complete the NSO CBL.
  • The CBL will be assigned by the Clinical Education and Development Department.
  • Contact Jennifer McDaniel at jennifer.mcdaniel@wvumedicine.org or 304-598-5743 for more information.

Clinical Support Orientation (CSO) Process:

  • CSO will be delivered via CBL until further notice, effective March 18.
  • The CBL will be assigned by the Clinical Education and Development Department.
  • Contact Jennifer McDaniel at jennifer.mcdaniel@wvumedicine.org or 304-598-5743 for more information.

EPIC Training:

  • In effort to be in accordance with senior leadership in regards to COVID -19, the Informatics Epic Training Team will take measures to significantly reduce classroom time until May 1.
  • Efforts to reduce classroom time will be ongoing as remote and online options become available to new hires for their Epic Training needs, and adjustments may be made as they become viable options.
  • For all classroom activities, social distancing will be employed. Breaks for hand washing will be scheduled.

New Hire Epic Training

  • Most classes will be administered with a trainer at the Operations Support Center. Efforts will be made to employ CBLs to reduce classroom time. Any large classes (greater than 15) will be in consideration to be split into two smaller classes provided resources and facilities are available to do so. For nurses who were previous employees or students, an opportunity to test out of new hire training can be offered.
  • Some classes are able to be offered remotely via WebEx depending on the available technology at the home site of the users.

Transfers and Non-Local End User Training

  • Online training via WebEx will be used in most situations. Each WVU Medicine location has a member who can assist trainees in logging into an online session. A tutorial video on logging into and using WebEx will be created to allow more end users to receive training remotely as time goes on.

Provider Training

  • Conducted remotely, when possible. Personalization sessions and Fluency Direct sessions will be conducted via WebEx

Credentialed Trainer Training at New WVUM Facilities

  • The remainder of the credentialed training sessions will be largely moved to WebEx sessions with limited/minimal travel.

CPM Training:

  • CPM Training for new employees will be a virtual training session.
  • Nursing: CPM Coordinators will email managers directions on how to access the video and the assessment to go with the content.
  • Ancillary Services: Continue to notify CPM Coordinators of new hires so that WebEx training can be provided
  • CPM Coordinators: