IMSL & Primary Care & Population Health Service Line
Approved: 1/9/2023, 2/28/2023
Approved by: Dr. Shashank Kraleti, Dr. Aaron Wenger, Deanna Stiles, Sandra Meredith-Neve
Purpose
To ensure timely submission of Clinic Time Unavailable requests to minimize patient rescheduling. Applies to MDs, PAs, APRNs, Residents, and Fellows in IMSL and Primary Care & Population Health clinics.
General Policy
- Submit Time Off Requests at least 90 days in advance.
Requests under 90 days require makeup clinic sessions, unless exceptions are approved by the Service Line Director. - Fellows and Residents are exempt from makeup requirements due to educational commitments.
- All leave (Vacation, Sick, etc.) must be entered and approved in Workday prior to submitting the Block Request Form.
- Educational Leave must follow department-specific processes.
- Providers must ensure Epic schedules reflect any time off and arrange coverage within their group.
Submission Contacts
- Primary Care & Med Specialty Clinics: IMSLTimeUnavailable@uams.edu
- Regional Programs Clinics: REPTemplateManagers@uams.edu
Time Unavailable Request Process
1. Urgent / Same-Day Cancellations
- Notify Area Director and CSM by phone only.
- CSM updates EPIC and notifies admin at the relevant email.
- Service Line admin updates block records and informs Clinic Access.
- Provider enters time off in Workday ASAP.
2. Requests Less Than 90 Days in Advance
Requests under 30 days generally will not be approved unless emergent.
Steps:
- Enter leave in Workday and fill out Clinic Block Form.
- Consult CSM about makeup session availability.
- Submit detailed Clinic Block Form (dates, times, reason, makeup sessions).
- Send to appropriate email for approval.
- If approved, Service Line notifies stakeholders and manages scheduling.
- If disapproved, involved parties are notified.
3. Requests More Than 90 Days in Advance
- Enter leave in Workday and complete Clinic Block Form.
- Submit form to the appropriate email.
- Include specific dates, times, reasons.
- Service Line coordinates scheduling and notifies staff.
Request Approvals
| Role | Approver |
|---|---|
| Regional Programs | Program Directors, then REP Vice Chancellor |
| IMSL & PCPHSL APPs | Ed Horton (Hosp Med, Pulm & Crit Care), Barb McDonald (others) |
| Faculty & Non-ACGME Fellows | Dept/Division Admin or Program Director |
| ACGME Fellows/Residents | Program Director or Coordinator |
| CME Leave | Tracked manually by the Department |
Additional Notes
- Faculty CME Leave is not entered in Workday.
- Electronic signatures are accepted.
- Template “holds” should only be used in urgent situations (within 36 hours).
Attachment A: Block Request Form
- Includes provider details, leave dates, type of change (permanent or temporary), coverage plan, and makeup session details.
- Requires signatures from Provider, Dept Admin, CSM, and Director.
Reference
UAMS Policy A.1.17 – Provider Cancellation and Provider Time Off Request