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For Activity Trackers

Pre-TrackingCreating the Activity TrackWhat Happens Next?

Missed TracksPrintable Checklist for Activity TrackersSystem Guide Videos

Pre-Tracking

Collecting Teaching Information

The first step in the process is to ensure you have collected the information you need to track a teaching activity. There are three primary ways to collect teaching information: reporting done by an individual clinical faculty member; an individual (such as a Site Lead or Course Director) reporting on behalf of a group; or student reporting.

The chosen method is dependent on the complexity of the unit and the variation of the type of teaching delivered. Tools that you can use to collect this information include:

Please note, with the introduction of TTP service providers will not be required to submit an invoice to be paid as a corporation or partnership. The statements will serve as an invoice of teaching.

What You Need to Know Before You Track

If you have been designated as an "Activity Tracker" in TTPS, your role is to track the activities that a "Service Provider" (e.g. clinical faculty member) delivers for the Faculty of Medicine in TTPS. You create new activity tracks by inputting the accurate activity, event, and provider information into the system. You are also responsible for:

  • Identifying missing service providers from the TTPS database and requesting their profiles be created;
  • Liasing with the appropriate HR or departmental representatives to determine if a service provider should be entered as an "exception" based on criteria provided to you; and
  • Correcting activity tracks if they have been returned to you for revision;

A full explanation of the responsibilities of all roles in the TTP process can be found in the TTP Roles and Responsibilities document.

Group Teaching Documentation

If you have group teaching in your department or unit you are required to have clear documentation detailing the agreement of those participating in the group teaching. Documentation of these agreements is particularly important now as the units, hours, and/or sessions tracked in TTPS act as a record of teaching. Documentation may take the form of an existing department or regional form, an email conversation, or some other written agreement. We have also created a Group Teaching Declaration Form in (PDF) | (Word) for optional use. It is important to note that this form should not be used for joint ventures.

Bulk Tracking for Teaching without Patient Care

In some instances, bulk tracking can be the most efficient option in tracking the delivery of teaching with patient care. Bulk tracking refers to bundling tracks together into just one track. In cases where, over a set time period the same service provider(s) has taught the same course and activity, a track can be created to reflect this up to a maximum of 4 weeks. Please review the Guidelines for Bulk Tracking Teaching with Patient Care and contact ttp.support@ubc.ca if you have any questions prior to creating or submitting a bulk track.

Creating the Activity Track

Activity Information

The first part of an activity track is the Activity Information. This is information about where an activity took place, and what kind of activity it was. The components of this section include:

  • Activity Start Date: (Determines which courses, activities and receiving functions are available for this track)
  • Program: The MD Undergraduate Program in which teaching took place.
  • Location: A physical place where teaching occurs (i.e. campus or hospital).
  • Course: An integrated course of academic studies (i.e. Transition into Medical Education – MEDD 410).
  • Activity: A specific planned teaching engagement between teaching faculty and learner(s) (i.e. lecture, small group session or teaching with patient care session).
  • Receiving Function A function to which a teaching service or non-teaching service is delivered. Typically an administrative or education department (i.e. Clinical Skills, Pediatrics, SMP)

After you identify the program and location, the information that appears in the next dropdowns is tailored to your role. This means you will only be able to track courses and receiving functions that have been matched to you before you start tracking.

Tracking Remedial Work, Visiting Students, and Teaching Students from Partner Institutions

Remedial work: teaching delivered for remedial work should be tracked to the course being remediated, regardless of when it is delivered in the academic year.

Visiting students: teaching delivered to visiting students should be tracked using the Visiting Student course in TTPS (VS Elective Block). This course is not a UBC course, and should only be used when the only student in a session is a visiting student. If one or more UBC student is present, enter the activity in TTPS as if the visiting student were not present using the appropriate Senior Clerkship Elective Block.

Students from partner institutions: teaching delivered to students from partner institutions completing visiting electives should be tracked using the UBC elective course list (e.g. track using Elective Block 1, Inpatient - 1 Learner). Track them as you would a UBC learner. By doing this your preceptors will be paid according to the Compensation Terms and eligibility guidelines. (Our partner institutions are; Peking University, Fudan University, Shanghai Medical College, Lund University, Zhejiang University School of Medicine and University of Hong Kong, Li Ka Shing Faculty of Medicine.)

Event Information

The second part of an activity track is the Event Information. This is information about when the activity took place and for how long it lasted.

Note: If you are tracking using sessions, TTPS will not let you enter more than 40 sessions per track. If you need to track more than 40 sessions, you will have to create multiple tracks.

Service Provider Information

The third part of an activity track is the Service Provider(s). This is information about who delivered the teaching activity. To add a service provider, you can use three pieces of information to search the TTPS database: their first name, last name, and appointment department.  For now, only service providers that are in the database and are being tracked in TTPS are clinical faculty members. In the future, service providers may include other faculty types, such as full time faculty.

When you select a service provider in TTPS, you are required to provide information so financial teams know if and how they should be compensated. The information you are being asked to provide, and methods to determine it, is described below.

Usage Type

There are two ways to indicate a service provider's payment arrangement: to use the payment arrangement that is assigned to an individual in TTPS (normal), or to indicate that there is an exception to their payment arrangement for the activity track (exception).

Normal use of a service provider means that you are indicating that they are compensated according to the payment arrangement that is recorded in TTPS. If you are entering a service provider according to their normal payment arrangement, you do not have to do anything differently in TTPS.

Exception use of a service provider means that you are indicating that they are compensated according to a different payment arrangement than what is recorded in TTPS. If there are common cases for exception uses for certain service providers there may be notes in the system to assist you in determining when to mark them as an exception. If you indicate that there is an exception to a service provider's payment arrangement, you will be asked to provide a valid business reason. The Exception Approver for your unit will review the reason you provided and use it to determine whether or not they approve.

Payee

If a service provider is eligible to be compensated by the university for the type of activity being tracked, you will be required to associate a payee with the track. Since clinical faculty members have complex payment arrangements with the university, the payee information tells the financial systems how a service provider should be paid for that activity (e.g. are they paid through a corporation or sole proprietorship?). A single service provider may have more than one payee if they have multiple business arrangements. As the activity tracker, it is your responsibility to indicate which payee to use if a service provider has more than one payee associated with them. If it has not been indicated to you which of the payees to use for a given service provider, follow these guidelines:

  • Use local knowledge first: the below guidelines may not apply. Ask your team or manager.
  • If the activity is teaching without patient care: pay to the individual or the clinical faculty's corporation, not to a shared payee (i.e. a group).
  • If the teaching is with patient care: pay to the partnership, group, or corporation.

If a service provider's profile does not have a payee associated with it and it should for exception usage, please contact Capture Support via the Change Request Tool to add the information before you complete the track. In the case where you have not been able to collect the necessary payment information before the tracking period for that date range is closed, then:

  • Submit the track as 'Track Only';
  • Gather the required information; and
  • Follow the procedures outlined in the missed tracks section below.

Contribution (%)

In the Contribution (%) box, you indicate how much a particular service provider has contributed to that teaching activity. The contribution amount for all service providers must always equal 100%. Here are some common cases to help you determine the contribution allocation:

  • Single service provider delivered entire activity: 100%
  • Four service providers evenly split an activity: 25% each
  • Three service providers evenly split an activity: 34% for the first service provider added, 33% for the following two service providers

As the last example shows, in cases where the contribution percentage does not evenly split into 100, the first service provider added is allocated the extra percentage.

Generic Profiles

Generic profiles are Service Provider profiles included in TTPS that do not have an actual individual associated with them. If teaching is split between a clinical faculty member and a non-clinical faculty member (e.g. full-time/GFT faculty or honorary faculty) use a generic profile to ensure contribution is allocated correctly. If teaching is split between a clinical faculty member and another clinical faculty member who's profile was not complete by the deadline, you may also use a generic profile to ensure the other clinical faculty member is not impacted.

All profiles can be found by searching the first word in the profile name (e.g. "full") in the First Name field in TTPS. The table below lists the profile names and what circumstances you might use that profile for.

​Profile Name​When To Use
​Full Faculty​Use this profile to split shared teaching when a full faculty member delivers a percentage of a teaching activity.
​Honorary/Adjunct Faculty​Use this profile to split shared teaching when an honorary or adjunct faculty member delivers a percentage of a teaching activity.
​Clinical Faculty - Compensable​This profile may be used when a clinical faculty member delivered a percentage of a teaching activity, but did not have a profile in TTPS before the deadline. Select the compensable dummy profile if the preceptor is eligible for payment, the actual payment must be processed at a later date. This allows the track to be submitted and avoids payment delays for other clinical faculty members. This should only be used when tracking for group teaching.
​Clinical Faculty - Non-Compensable​This profile may be used when a clinical faculty member delivered a percentage of a teaching activity, but did not have a profile in TTPS before the deadline. Select the non-compensable dummy profile if the preceptor is ineligible for payment. This allows the track to be submitted and avoids payment delays for other clinical faculty members. This should only be used when tracking for group teaching.

Can't Complete the Track?

Here are some common examples of why you could not complete a track and how you might resolve it:

Missing service provider: first, check within your team regarding information renewal process. Then, make sure the service provider is a clinical faculty member and not full or honorary. If no one has recently reached out for information, follow your team's processes to obtain this information. Once you have the information, contact Capture Support to add a new profile.

Invalid/Pending Validation payee indicated: contact the Business Support Analyst or your regional Capture Support for information about why the payee is invalid or pending validation. It may be that the Information Analyst in finance has not validated the payee yet, or there could be a reason why the payee was invalid that requires follow-up with the service provider.

Schedule and teaching information not submitted/received: you cannot complete a track without confirming that the teaching activity has taken place and knowing who delivered the teaching. If you gather teaching information from external sources, you may have to follow-up with the appropriate contact and provide background on the new deadlines. You will have until the end of the tracking period to submit this information (refer to the System Timelines for tracking deadlines). If you are unable to submit this information within the required timelines, please refer to the Missed Tracks section.

If you do not submit an activity track, it will remain in your Tracking Inbox and you are able to edit it until you are ready to submit. The track state will either say "Draft" or "Ready to Submit" depending on whether or not you have provided all of the required information. If you do not submit by the end of the tracking period, the activity track will not be processed for that period.

When you submit an activity track, it is sent to the Activity Validator, or, in cases where exception service providers were added, the Exception Approver. In these cases, the track state will say "Pending Validation" or "Pending Exception Approval."

Approved Tracks

If a track is approved it will be included in the service provider's inbox and they will have the opportunity to review it. They can do two things:

  1. Not take action, indicating their approval of the captured information.
  2. Submit a query, indicating that they believe some information captured in the activity track is not correct.

In the second case, the Activity Validator will review the service provider's comments on the track and determine whether or not it should be sent back to you for revision.

Returned Tracks

If a track is returned it will appear in your returned queue to remediate. Comments will have been provided by the Exception Approver or Activity Validator to assist you with identifying what needs to be revised.

Denied Tracks

If a track is denied by either the Exception Approver or Activity Validator it will be stopped in the process. The system will not provide you with any notifications regarding denied tracks. Your Exception Approver or Activity Validator will need to contact you if the situation requires a follow-up.

Service Provider Submits an Inquiry

If a service provider has a question about or correction to suggest for an activity track, they can submit an inquiry through TTPS. The inquiry will be sent to the Activity Validator who determines whether or not it should be returned to you, the Activity Tracker. If they do return the track, you will receive an email notifying you of the return and see it in your returned queue. The column “Inquiry?” will change to “yes” to show that the return was initiated by the service provider. Comments will be provided by the Activity Validator to assist you with identifying what needs to be revised. Once you have made the appropriate revision you can re-submit the track. Please note that teams must work quickly through this process as the time allotted for the inquiry process is short – two weeks total. Please refer to the timelines document to see the exact dates.

Missed Tracks

It is strongly recommended that you submit all tracks for the current teaching delivery period before the tracking deadline to ensure that clinical faculty are paid in a timely manner. However, there may be times when you cannot complete the activity track within TTPS.

 This could happen for a number of reasons:

  • You did not receive the appropriate teaching information within the TTPS timelines;
  • A track was rejected, but it is later discovered that it should be processed; or
  • A clinical faculty member notifies you outside of the statement revision period that some tracking information was incorrect

Due to circumstances like these, TTPS will allow you to submit late tracks.

The process for late tracking is much the same as the regular tracking process. You may choose any past date as the Activity Start Date. The available courses, activities and receiving functions are dependent on the start date of the track. For example, you are only able to track for activities and courses that were active in the curriculum at the time the teaching was delivered. If you need assistance tracking for a retired course or activity, please contact TTP Support.

It is important to note that payments are processed according to the timelines for the period in which the track was submitted. This means that if you submit a track in Quarter 3 for teaching that occurred in Quarter 1, the service provider(s) will be compensated when payments for Quarter 3 are processed. To minimize the impact on our Clinical Faculty, you should enter tracks on time to the best of your ability.

Printable Checklist for Activity Trackers

Use this printable checklist to ensure you've covered all the steps in the TTP process.

System Guide Videos

Teaching Without Patient Care (TWOPC)

 

Teaching With Patient Care (TWPC)