Time-Off Policy

Purpose: To assure that enough providers are available to meet the needs of clinic patients. 

1. A minimum of five (5) providers per each half-day clinic are needed to service our patients.  At least one (1) provider must be able to see children.
2. On a quarterly basis, Primary Care Center leadership will ask for written requests for time out of clinic due to vacation, CME, etc. for the next quarter. 
3. If too many requests are made for the same dates, the Primary Care leadership will facilitate a meeting to discuss options to shift some of the requests to a different time or develop alternative ways of covering clinic.  The number of physicians out of the clinic due to hospital attending will be considered when determining how many requests can be granted in order to maintain the minimum coverage of providers per half day.
4. Providers who wish to request additional time off outside of the quarterly request process will have their requests reviewed by the clinic Program Manager to ensure there is no compromise to minimum provider staffing.  In the event there is an urgent need for time out of clinic and too many providers are already planned to be off, the provider will discuss the need with the Medical Director for problem-solving.
5. Primary Care leadership will review the schedules on a regular basis to determine if any problems with provider staffing exist and will do contingency planning in the event falling below minimum staffing cannot be avoided. 

Procedure for Requesting Time-Off 

1. Requests for time off can be submitted to the Program Manager or the Division Secretary.  They will communicate with each other to ensure each person is aware of the requests.
2. If the request for time off dose not put the clinic outside of minimum staffing, the approval will be sent to the Division Secretary (Internal Medicine or Family Medicine).
3. If the request puts the clinic below minimum staffing the Program Manager will discuss the request with the provider to determine if the provider can select an alternate time to be off.  If the provider states there is no alternative time possible, the Program Manager will assess for possibilities to obtain additional provider coverage or to make another accommodations.
4. If the Program Manager cannot cover or approve the time off without compromising patient access, the Program Manager will discuss the request with the Medical Director.  The Division Chief will be involved as necessary.
5. Requests for high-demand holiday times will be prioritized based on previous years, including the hospital attending schedule, to assure equitable time off for all providers.  Requests should be turned in early so all request can be looked at and responded to in a timely fashion.