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FAQs

  1. What is CATS?
  2. I am a staff member and see my information in CATS is wrong. How can I fix it?
  3. A staff member has a license/certification that is no longer required for his/her job. How can I delete it?
  4. I am a new manager and I'm not familiar with CATS. Is there a user's guide?
  5. I would like to have my administrative assistant help with data entry for my staff. Can I assign someone as an assistant?
  6. I have logged into CATS and see a Patient Care flag. What does that mean and what should I do?
  7. Does CATS help remind me when staff licenses/certifications/registrations are about to expire?
  8. I'm not sure how to count my staff member's experience for his/her role?
  9. Is there an explanation of what the different experience categories means?

1. What is CATS?

CATS stands for Credentials Application Tracking System. It is the central repository for staff member's certifications, licenses, education and work experience. What are the advantages of capturing credentials and experience in CATS? CATS has been used primarily with our licensed staff so that we can monitor license and certification expiration dates. We have collected years of experience to allow us to be proactive in appropriately aligning current staff relative to each other, enhance flexibility in hiring at competitive rates, and provide managers with data through a reporting mechanism of staff's years of experience.


2. I am a staff member and see that my information in CATS is wrong. How can I fix it?

Staff members have review access to their CATS record. If you see something incorrect in your record, please notify your manager so she/he can update your record.


 

3. A staff member has a license/certification that is no longer required for his or her job. How can I delete it?

A Department Leader or Department Assistant may delete the license/certification by clicking on the trashcan icon to the left of the license/certification name. Detailed instructions can be found in the User's Guidebook


 

4. I am a new manager and I'm not familiar with CATS. Is there a user's guide?

Yes, there is a user's guide to help familiarize yourself with CATS. There is also a PowerPoint presentation which displays screen shots of CATS.


5. I would like to have my administrative assistant help with data entry for my staff. Can I assign someone as an assistant?

Yes, each home department may have up to three department assistants assigned to help with data entry. Please review the Managing Department Assistants document to show you how to assign assistants in CATS.


6. I have logged into CATS and see a Patient Care flag. What does that mean and what should I do?

Staff are to be assigned as having direct care, indirect care, administrator or N/A access. Definitions are noted below:

  • Direct Care:The direct patient care provider cares directly to patients and excludes the manager and administrator. Direct patient care responsibilities are patient-centered activities carried out in the presence of the patient (such as, admission, transfer/discharge, patient teaching, patient communication, etc.). This category includes staff that are:
    • Counted in the staffing matrix
    • Assigned greater than 50 percent to direct care responsibilities
    • Replaced during a shift if they call in sick.
  • Indirect Care: Staff whose primary focus is patient care responsibilities and/or contact, but who have "hands on" less than 50 percent of their time.
  • Administrator: Staff whose primary responsibility is the management of healthcare services delivery. The levels of administrators include administrative directors, directors, managers and assistant managers.
  • NA: Not Applicable. Staff member is in a job that is not applicable to patient contact.

7. Does CATS help remind me when staff licenses/certifications/registrations are about to expire?

Yes, when you log into CATS and open either the department list or employee specific record, you will see a color to designate status of experience, license and certification. Green indicates current, yellow indicates soon to expire and red indicates expired. CATS also emails status updates to the staff member, supervisor and designated department contacts to remind them of status, starting with a reminder at 60 day to expiration.


8. I'm not sure how to count my staff member's experience for their role?

There are Help documents organized by professional categories (see listing below) to explain how to review your staff member's experience and assign the correct category in CATS. They explain how to capture relevant work experience, account for full time and part time experience, combining pre-VUMC experience into one entry, ensuring only one entry is made when two jobs are worked simultaneously and how to manage current staff on leave.


9. Is there an explanation of what the different experience categories means?

Yes, there is a glossary of the experience categories with explanations organized by professional categories (see listing below). There is also a quick search available under each of the the Supporting Documents webpages.


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