Telecommuting Guide

TABLE OF CONTENTS

1.0 TELECOMMUTING POLICIES & GUIDELINES

Before telecommuting, each manager and employee should become familiar with the UVA Medical Center Policy 503 on Telecommuting.

It is recommended that each department or work area develop guidelines for behavior, communications, security, and access at home. Although these may vary considerably by department, some guidelines to include:

Communications

• Define expected response times for phone calls, emails, and text messages.
• Define expected turnaround times and processes for completing work assignments and requests.
• Define preferred methods of communication during a team member’s standard shift, including phone, email, instant messaging, or virtual meeting (See the 'Communications' section below for information about available tools.)

Attendance

• Define attendance requirements for team meetings and other scheduled calls. 
• Define attendance rules, including process for notifying manager when team members may be unavailable to work or respond within expected time frames.

Work Space

• Provide requirements for home work space (example: work in an area away from family members and other distractions) and restrictions for working with sensitive date (such as PHI).

Printing at Home

• Include restrictions on printing PHI only if necessary.
• Require access to equipment if team member needs to confidentially shred documents containing sensitive data, e.g. PHI.

1.1 APPROPRIATE REMOTE WORK ENVIRONMENT

In order to be able to work remotely the team member must have an appropriate environment in which proprietary business information and protected health information (PHI) can be effectively safeguarded. This includes physical, technical, and administrative safeguards to protect information used while telecommuting. 

Permission must be granted according to the University’s policy on Data Protection of University Information for employees to work on highly sensitive data at alternative work locations. The team member must agree to follow all applicable Medical Center policies and security procedures in order to ensure confidentiality and security of data and documents in their possession, and the team member assumes responsibility for the security of information, documents, and records in his or her possession or used while telecommuting. Violations of confidentiality will be subject to Medical Center Human Resources Policy No. 707 “Violations of Confidentiality”. 

1.2 REMOTE ACCESS TECHNICAL REQUIREMENTS

• A high speed internet connection (such as CenturyLink, Comcast, Verizon, etc) with a recommended connection speed of at least 10MB/sec upload.
• A wi-fi network for computers that do not have a hard-wired connection, or for computers located in a different room than the internet modem.
• A functional computer with at least a 4GB ram and 128GB hard disk. If you are using the VPN options (described in sections 2.2 – 2.4), there are additional requirements for your home computer.

2.0 TOOLS FOR REMOTE ACCESS TO UVA HEALTH NETWORKED DRIVES AND APPLICATIONS

If you currently have a functional remote access setup with the appropriate access at home, continue using this method.

2.1 UVA HEALTH APPS PORTAL (RECOMMENDED CHOICE)

• Does not require installation of the VPN client, and
• Does not require that the home computer comply with UVA Health security standards such as encryption, patching, and anti-virus software.

• Epic
• Outlook and Microsoft Office
• Kronos
• ePro, and others
• For a full list of applications, see HIT Apps Portal Application Inventory

Instructions for installing the necessary software on your home PC and how to log in, see HIT Apps Portal Instructions.

Requests for New Apps on UVA Health Portal: If you do not see a key application or system access that you require for your role, you may have your manager submit a request to have it added to the Portal. Requests should be made by submitting an HIT Service Request Form. HIT will evaluate the application for inclusion. Note that some applications do not work properly on the UVA Health Apps Portal and therefore we may not be able to be added to the Portal.

2.2  VPN REMOTE CONNECTION TO YOUR UVA HEALTH COMPUTER

• An available computer at home that meets UVA Health security standards. The home computer can either be personally owned or a computer supplied by UVA Health and managed by HIT.
• Dedicated computer at work, not a shared computer, because when you are connected to it others cannot use it.

Instructions: This connection requires first that you establish a VPN connection and then connect to the computer on-site. For instructions see the HIT VPN Resource Guide.

2.3 VPN REMOTE CONNECTION TO UVA HEALTH NETWORK

If you do not have a dedicated computer at work to which you can connect, you can connect to the VPN and access any web-based application you need, and any other application that is installed on your home computer or UVA provided laptop.

Note: You will have to install any applications that have a local client (not a web-based application). To install applications directly on your computer you will need temporary administrator rights to your computer, which can be obtained by contacting HIT Help Desk.

Instructions: To establish the VPN connection, follow the instructions in the HIT VPN Resource Guide.

2.4 LAPTOPS AND PCs FOR REMOTE ACCESS TO UVA HEALTH

Hardware (desktop computer, laptops, monitors, etc.) is necessary for many team members to work remotely.

If you or your employees:

1. Have a home or UVA Health computer set up to work: Continue using that device.
2. Have a home personal computer (PC), but it is not set up for work: We advise you use the UVA Health Apps Portal described in the section 2.1. For other ways to access UVA Health, see sections 2.2 and 2.3.
3. Have no home PC or UVA Health laptop: Managers can download and complete the HIT Home Equipment Request Form to request new equipment or to send computers home for employees without a home PC. Request forms should be sent to consults@hscmail.mcc.virginia.edu.
   • Request new equipment: Purchase new desktop computers or laptops from existing HIT limited stock. HIT may also be able to purchase additional computers for you subject to industry availability and normal purchasing approval process. A limited number of loaner laptops are also available
     - OR -
   • Send home existing, dedicated work computer (only with prior approval)
     • NOTE: Equipment must NOT be removed without receiving approval from HIT. The computer will need to be set up to function properly at home prior to removal.
     • Requests must come from employee's UVA Health manager.
     • HIT can provide very limited assistance with employee’s home network setup or connectivity.
     • HIT can provide telephone assistance via the HIT Help Desk at 434-924-5334.
     • HIT cannot provide delivery for the computer or home assistance in setup.
        
   • BEFORE YOU TAKE YOUR COMPUTER HOME see the set-up guide here.

3.0 TOOLS FOR REMOTE COMMUNICATIONS AND MEETINGS

Aside from telephones and email, there are two key tools available from HIT for group and personal communications.

3.1 VIDEO CONFERENCING - WEBEX (New)

Team members can use Webex to conduct virtual meetings through video or conference line. This is an industry-leading video conferencing tool that can accommodate meetings with up to 1,000 attendees. It is integrated with Outlook so that you can schedule meetings from within Outlook.

To request a Webex account, go to the HIT On-line Access Form on the HIT web site. Note: A license is only needed to schedule and host meetings; meeting participants do not require a license.

For more information on Webex capabilities, see https://www.webex.com/video-conferencing. For UVA TipSheets go to the Epic Learning Library (ELL) Webex Tip Sheet.

Please do not sign up to try for free, as this will not be connected to UVA’s account.

3.2 WEB EMAIL

Team members can access their UVA email on the internet via any computer using web email.

Note: You cannot download attachments from web email for security reasons. To download attachments from emails, use the Outlook application on UVA Apps Portal.

Instructions: Log into web email here   

3.3 CALL FORWARDING

To forward your personal desk phone remotely, your phone requires voicemail. If you do not have voicemail, or need to have your passcode reset, call the HIT Help Desk (434-924-5334).

Instructions: Once you have voicemail and your passcode

1. Dial into the voicemail portal: (434) 924-4000
2. Enter your mailbox ID (5 digit extension) and press #
3. Enter your mailbox password and press #
4. Press 4 to change call forwarding options
5. Enter the destination phone number of where you want to forward your desk phone and press #
6. Press 1 to activate call forwarding
7. Hang up the call, your desk phone is now forwarded to the destination phone number you set

3.4 CALLING FROM YOUR HOME OR PERSONAL PHONE FOR WORK

• Hide your caller ID number by using *67 and then dialing the number
• Replace your caller ID number with the central scheduling number 434-924-3627 (4DOCS), contact your Pod Manager or PFA.