PubClear

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PubClear is for researchers using Mission Hospital data AND with GME researchers.

All research done with Mission Data requires clearance before dissemination of results.

  • If your research does not use Mission Hospital data, you don’t need PubClear.
  • If your research does use Mission data but does not include GME researchers, please see External Data Release (page under construction).

What PubClear is…

PubClear (Publication Clearance) is an HCA process to review Mission Hospital/HCA Healthcare publications before external dissemination. PubClear looks for legal issues (e.g. PHI, copyright, etc.), privacy issues (e.g. HIPAA), and publications that may impact service line policies and practices.
You must receive PubCLEAR approval before releasing any information outside of Mission Hospital/HCA Healthcare, including but not limited to:

  • research abstracts
  • submissions to peer-reviewed journals, professional society journals and/or blogs
  • poster presentations
  • live or recorded presentations, and
  • any public dissemination of Mission Hospital/HCA Healthcare data.

What PubCLEAR isn’t….

  • Permission to do research
  • Peer review of your product
  • An endorsement of your product’s results
  • A retroactive approval of products already released

How long does clearance take?

Initial review can take up to 30 days. Time to final approval is not guaranteed.

PubClear on Scholarly Commons website

Scholarly Commons (portal to submit PubClear submissions)

Links for PubClear

PLEASE NOTE: LINKS ONLY WORK WHEN CONNECTED TO THE MAHEC NETWORK EITHER ON-SITE OR CONNECTED VIA VPN (Global Protect)! THIS ENSURES THE PRIVACY OF THE LINKED DOCUMENTS.

Using PubClear for MAHEC Research (step-by-step instructions for MAHEC)

Scholarly Commons PubClear Guide (HCA how-to instructions, including guide to expediting PubClear process.

Frequently Asked Questions (FAQ) for PubClear

IMPORTANT! You must add your HCA GME Division Research Director (DRD) as last author for communication purposes. Reference Using PubClear for MAHEC Research for more details

  • SUBMISSIONS WITHOUT A DRD AS AN AUTHOR WILL BE SENT BACK WITHOUT REVIEW.
  • This is NOT for true authorship purposes.
  • Research Directors need to stay in the loop about products in their divisions.

ALL submissions should include the following disclaimer VERBATIM:

This research was supported (in whole or in part) by HCA Healthcare and/or an HCA Healthcare affiliated entity. The views expressed in this publication represent those of the author(s) and do not necessarily represent the official views of HCA Healthcare or any of its affiliated entities.

You can and should use MAHEC GME Presentation templates (posters or slide presentations).

You need to include the following comment in your PubClear submission:

The non-standard poster template is for Dr. Awesome’s GME program through Mountain Area Health Education Center (MAHEC).

You must have an account on HCA Scholarly Commons to submit to PubClear. You do not need an HCA 3-4 ID to submit to PubClear.

Advanced Options for Scheduling Webex Meetings on mahec.webex.com

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  1. Click on Show advanced options and then click on Audio connection options.
    1. Here you may disallow attendees to unmute themselves after you mute them.
    2. You may also enable mute upon entry for your attendees. This option can be very helpful in cutting down on background noise. A participant must manually unmute themself if they wish to speak.
    3. If you disallow attendees from unmuting themselves and enable mute upon entry, they will be unable to speak until you allow them. To allow an attendee to speak, click on the red microphone icon next to their name in the Participant Panel during the session.

      Note: Only the Webex Audio option supports Breakout Sessions. Webex Audio is the default option and allows users to Call-in and does not remove any PTSN functionality. 
  2. Next, expand the Scheduling Options menu.
    1. Cohosts: Do not check the “The first person to join…” option, unless you truly want the first person that joins the session to take on the Cohost role. Remember, all UConn Webex accounts are Host Accounts, this means the third option will make everyone a Cohost. This is most likely undesired.
    2. Automatic Recording: Select this option if you would like the meeting to be recorded as soon as the meeting commences. Whether you enable this or not, you can control the start and stop of the recording while in the meeting. If you stop the recording and then start again, it will create a separate video file. If you would not like it to create a second file, please use the Pause option instead of Stop.
      1. The recording can easily be trimmed if you wish to exclude the beginning or ending of your meeting. Learn more: Trimming Webex Recordings.
    3. It is not necessary to Exclude Password from the email. Including the password in the email is not a security violation. Those who click on the join link will see that the password field auto-populates. Only those who search for the Meeting by its Meeting Number will need the password. However, it is a good idea to always share the password in case the attendee’s browser tries to fill in a saved password instead.
    4. Breakout sessions: Here you may pre-assign your breakout sessions. Learn how to pre-assign breakout sessions in the breakout session guide: Webex Breakout Sessions
    5. Unlocked meetings: Your scheduled Meetings begin in an unlocked state (unlike your Personal Room). This setting dictates how easily guests can access your unlocked Meeting. A guest is anyone who is not currently signed into Webex with their NetID; this includes students who click on a Join link and are not currently signed in to webex.uconn.edu or the Desktop App. Do not disallow guests from joining the Meeting; a student who is not signed in will not understand why they are unable to join.
      Please choose Guests can join the meeting to ensure all your students are able to join; it is unlikely that all of your participants have created their UConn Webex account.
    6. You may allow participants to join before the meeting begins; this allows them to test their connection.
      Note: this option is only available when you are creating a recurring Meeting. If you would like to enable this feature but you are not creating a recurring Meeting, set the Meeting to Recur but end after 1 meeting.
    7. Registration: You can require registration if you wish. This requires invitees to register before the Meeting begins. The email invitations include registration instructions.
      1. Requiring Attendees to register will give you the chance to find out information about your attendees. You may ask for name, contact information, location, and job title among other things. If you enable Registration simply to learn more about your attendees, be sure to check Automatically accept all registration requests. View the last section on this page to learn how to manage your Registrants after you are down scheduling.
      2. Registration is available only if the meeting has a password, isn’t recurring, isn’t restricted to invited attendees only, and doesn’t have the Join before host option enabled. Attendees may still forward the meeting invitation to others or join using a name and email address that doesn’t match their registration.
      3. If you enable registration, you must enter the attendees addresses into the Attendees field. Doing so will send them an email with a link to register.
      4. If you send out the session join link by itself, those who click on it will bypass the registration. This is useful for latecomers or last minute additions.
      5. Click on Customize registration form to choose which questions you would like to be included. You may make them optional or required. Click on Preview Form to see how the form will look.
  3. The Email reminder will only go to you, attendees you added to the Attendees field above, and/or those who registered.
  4. Within Scheduling Options, there is Meeting options and Attendee privileges. The options within these menus may be left the way they are, but you may explore these options.
    1. In Meeting Options, you can disable the Chat.
    2. In Attendee Privileges, you can disallow the Participants from seeing the Participant list.
    3. Other options can be altered once you begin the Meeting. Learn more about in-meeting options here.
  5. Before we book this meeting, you will notice there are two options for saving.
    1. You may save these settings as a template if you plan on replicating this meeting while making minor changes.
    2. Click the “Schedule” button to finish your setup. Your meeting details will appear on the next page. You, as the scheduler, will receive an email confirmation with the meeting details.
      Note: if the button says Start instead of Schedule, that means the meeting is scheduled to begin at the current time. Go back to the top and set the correct time and date if needed

Annotate in Webex Meetings

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Use text, lines, shapes, and color options from the Annotate toolbar to draw attention to things you want to point out on content that’s being shared.

You can annotate several things in your Webex meetings, for example, you can share your screen and annotate whatever is visible on it. You can also upload a document or add a whiteboard to the meeting to annotate with your meeting participants.

Before you can start annotating, you need to enable the Annotate toolbar. Choose one of the options below to enable your Annotate toolbar:

  • If you’re sharing your screen, go to the Controls panel at the top of your screen and click Annotate.
  • If you’re sharing a document or a whiteboard, but not your screen, click Annotate on the Controls panel on the left.

The Annotate toolbar appears on the left side of your Webex meeting. See the Annotate toolbar table below for a detailed list of your annotate options.

Share a Document to Annotate in Webex Meetings

1Click File > Open and Share.
2Navigate to the location of your file.
3Select the file and click Open.To change which page you’re viewing you can:Select the page you want to view by clicking on the page thumbnail.Select a page thumbnail then use the up and down arrows on your keyboard.Click the arrows above and below the current page number from the small toolbar on the left.Click the page number in the small toolbar on the left and enter the page you want.
4To stop sharing click the drop-down arrow next to the document name, then click the close button. If you’re sharing multiple documents, you must do this for each of them.

Allow Participants to annotate documents

1To allow all participants to annotate content, during the meeting, event, or training session, on the Participant menu, select Assign Privileges, select Participants, and check the Annotate check box.
2To allow a specific participant to annotate, in the Participants list, right-click the person’s name and select Allow to Annotate.

You can also use the annotate toggle  from the Annotate toolbar to enable or disable annotations for all meeting participants. If you click the right arrow, you can enable annotations for specific meeting participants.

Draw an Annotation

Hosts can annotate shared content. If you’re a participant and the host allows you to annotate shared content, you can draw on and add shapes to content that’s being shared too.

See the Annotate toolbar table below for details on all your available choices.
1To draw an annotation, select one of the options on the Annotate toolbar.
2Press the left mouse button and drag the mouse to draw. You can draw consecutive annotations.
 Make sure that your cursor is in draw mode and not move mode . For example, if you selected the square shape on the toolbar, move your cursor until it changes to the draw cursor .If you want to continue to draw directly on top of the annotation you just drew, hold down the Ctrl key in Windows (Command key on a Mac) to force the cursor into draw mode, press the left mouse button, and drag to draw.

Save an Annotated Whiteboard or Document

Follow these steps to save your content.

All unsaved documents and whiteboards will be lost once the meeting ends.
1Choose the whiteboard or document you want to save from the list.
2Click the Save  button from the Annotate toolbar on the left.
3Navigate to where you want to save the file.
4Name the file and choose a file type. Available file types are:Universal Communication Format (*.ucf)—choose if you want to reuse in a Webex meeting and continue annotating.Portable Document Format (*.pdf)—choose if you want to open in other applications, print, or share.
5Click Save.

Create and Share a Whiteboard During a Webex Meeting

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1During a meeting, go to Share , scroll all the way to the bottom, choose New Whiteboard, and the new whiteboard is shared in the meeting. Multiple people can edit the whiteboard at the same time. Color  changes the marker color.
Eraser  turns the marker into an eraser to remove edits or click eraser  again to select Clear all and remove all edits. You can click undo  to restore the edits you just cleared.
Stickies  creates and adds stickies. You can add text, change the color, and move the stickies around your whiteboard.
Undo  removes your last edit. You can continue to click undo and remove each edit until you return to the last saved whiteboard. On a shared whiteboard, if someone selects Clear all, undo is unavailable. However, if you select Clear all and nobody else edits the whiteboard, you can click undo  to restore the edits. There’s no limit to the size of your whiteboard. Use the arrow keys on your keyboard to move around the whiteboard. You can use a mouse or a touchpad to zoom in or out on the whiteboard.
 You can share an existing whiteboard or annotation. Click All whiteboards , select a whiteboard or annotation, and then click  > Share in call
2When you’re finished, select Done.
3Click  to stop sharing your whiteboard.

Webex Meetings Roles

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There are six roles within Webex Meetings, which are referenced below. 

  • Host Role:  The host is the person who schedules, starts and ends the session and or recordings of the session.  A host can also assign roles to other participants in the session.  The host role can be reassigned once in a live session. 
  • Cohost: Because the Cohost role provides privileges similar to the host role, Cohosts can help to improve meeting productivity. If the host is running late or can’t attend, a cohost can start and manage the meeting. Cohosts can also assist the host with meeting management, which is useful for larger meetings.
  • Presenter: Responsible for sharing and annotating presentations, whiteboards, documents, and applications in a meeting.
  • Note Taker: A single note taker can publish notes at any time during the meeting or can send a meeting transcript to all participants.
  • Closed Captionist: Responsible for publishing captions in real time during the meeting and can send a transcript containing the captions to all participants.
  • Attendee Role:  Any person attending the session who is not already identified as a Presenter, or host. Attendees are typically who the meeting information is being presented to.

Host and Co-host Roles and Privileges

When you are the host or co-host of a meeting on a Webex Board, Room or Desk device, there are extra privileges available to you. These options let the host and co-hosts manage certain aspects of the meeting.

Troubleshooting Webex Audio Problems

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Connect to Audio Using Call Me in Webex Meetings and Webex Events

You can connect to the audio portion of a meeting or event by having Webex call you. This is handy when it might not be possible to use your computer for audio. You get the audio portion of the meeting through your mobile phone or land line and the content portion of the meeting through your computer.

Before a meeting

1After you’ve clicked Join in your email invitation, select the audio connection options.Audio connection options
2Select Call me at and enter or select a phone number, including the area code, that you want Webex to call you at.Enter the phone number
 To connect to audio easily the next time, save your phone number. Then, you can select the number instead of having to enter it. Select the arrow, select Manage my phone numbers, and then follow the instructions to save your phone number. By default, when the meeting calls you, you’ll be prompted to press 1 on your phone to connect to audio. You can check the Connect to audio without pressing 1 on my phone check box to connect to the meeting audio immediately after you answer the call from Webex. We recommend keeping this option unchecked to prevent disruptions to the meeting, such as the call going straight to voicemail.Connect to audio without pressing 1 on my phone check box
3After you click Join meeting, answer the call when your phone rings.If prompted, press 1 to connect to the meeting audio.

During a meeting

Click the Carat on the right of your Mute/Unmute Button, then select Switch Audio

Type in your number and press the Switch button.

How to Create a Project Code and Build Your Project Resource Plan in Workday

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Request a Project Code in WD by Going to Projects.

Request a Project Code.

Once you have completed the questionnaire and the project code has been completed, the Project Manager then needs to go to the Project.  You can type the name of the project in the top search bar or go to Projects—Find Projects.

Once you are on the Project Home Page, Click on the Resources Tab. 

Under Resources, Add a Resource Plan. And Select Ok.

Build your Resource Plan (MAHEC Employee Plan).

  1. You must include a project role, you can select the ones listed or create a new project role (if you don’t have that access ask Emily DeSantis or Paige Blankenship).
  2. You must include a start and end date for the role.
  3. You must include the % Allocation needed on the project. No other information is necessary but can be added for the benefit of more information like the memo line, etc.

Click Add in the top left hand corner to add a new resource plan line, if needed.  Once Finished, Click Submit.

Now go back to the Projects Home Page. Select, Find Worker for Project. 

Search for the Workers you want to Add to your Project.  Check the Worker Box and Add to Project.

You can add them to an existing Resource Line you have already Created, or if you have not added the resource lines you can create a New Resource Line for Worker.

Click Submit.  This Starts the Request Worker Business Process, The Request then Goes to the Supervisory Manager, The Project Manager (if it was not initiated by them), The Project Billing Specialist (Finance).

Once Complete the Project Billing Specialist will get a “To-Do” to review the Resource Plan Report for the Project to update invoicing.  The worker will get a notification (Bell in Workday on the top right hand side) that it has been approved, and the Resource Project Manager (Kayla, Ana, or Ashley Steward) will receive a notification to get with the Project Manager to help complete necessary budgets for the Project/Grant.

A Report Called MAHEC Project Resource Plan Detail by Worker, can be run to show the current resource plan to help build the budget.

At any time the Project Manager can go back to the Project Home Page in WD and then EDIT the Resource Plan Lines as Workers need to change on Projects.

You can click the minus sign in the circle on the left hand side of the screen to delete plan lines or you can click Add at the top left hand side to add new lines.   All Project Managers need to be proactive about managing their resource plan lines BEFORE Invoicing for the Month needs to happen so that Finance can make the necessary Costing Allocation Payroll Adjustments. 

Step by Step: MAHEC data and/or Survey of MAHEC patients/personnel

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Use this page for:

All studies (Non-GME and GME) using MAHEC data and/or survey of MAHEC’s patients/residents/personnel.

Dental research using MAHEC data and/or survey of MAHEC’s patients/residents/personnel.

Research Project Review Process:

This link will download a Powerpoint presentation to guide you through this process.

PLEASE NOTE: LINKS ONLY WORK WHEN CONNECTED TO THE MAHEC NETWORK EITHER ON-SITE OR CONNECTED VIA VPN (Global Protect)! THIS ENSURES THE PRIVACY OF THE LINKED DOCUMENTS.

Online training in protection of human subjects.

CITI Program

Create an account with IRBNet, download a protocol template, and submit to Mission IRB.

How to use IRBNet

After IRB exemption or approval, data collection may begin with HIPAA protections in mind.

Step by Step: Mission Hospital/HCA data and/or Survey of Mission inpatients

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Use this page for:

All studies using Mission/HCA data and/or survey of Mission patients/residents.

Online training in protection of human subjects.

CITI Program

Create an account with IRBNet and download a protocol template.

How to use IRB net

Submit research protocol to CARRIE to screen for exemption or IRB review.

A. If you are using Mission Data and have a GME researcher (i.e. Resident/Fellow), you will submit to CARRIE Screening via IRB Manager

B. If you are a researcher in the MAHEC Dental department OR using Mission Data but do not have a GME researcher, you will submit to the Mission IRB via IRBNet.

After IRB exemption or approval, data collection may begin.

A. If you are using Mission Data and have a GME researcher (i.e. Resident/Fellow), you will submit to DataClear to request data.

B. If you are a researcher in the MAHEC Dental department OR using Mission Data but do not have a GME researcher, you will collect/request data with HIPAA protections in mind.

All research done with Mission Data requires clearance before dissemination of results.

This requirement applies to abstracts, posters, presentations, manuscripts, and all other dissemination of research results outside of MAHEC and/or Mission hospital.

A. If you are using Mission Data and have a GME researcher (i.e. Resident/Fellow), you will submit to PubClear for review.

B. If you are a researcher in the MAHEC Dental department OR using Mission Data but do not have a GME researcher, you will submit to External Data Release for review.