Supporting Clinical Faculty

System Navigation for Clinical Faculty

Each quarter Clinical Faculty members that have provided teaching services receive an email notification to advise them to sign into the Teaching Tracking and Payment System to review their tracked teaching. To support clinical faculty members with navigating the TTP system and answer questions such as, “how do I…” and “where do I click to…” please refer to the Clinical Faculty TTPS Quick Guide, found on the TTP Site for Clinical Faculty, or watch the video below.

Privacy & Security for Communicating with Clinical Faculty

General Guidelines

• Exercise extreme caution when including a clinical faculty member’s personal or payee information in email communications, even when emailing them directly (e.g. do not email them their TTPS profile for validation).
• Encourage clinical faculty members to securely login to the TTPS to access their information when possible instead of sending information over email.

Additional Resources

• University Counsel Privacy Fact Sheet – What is Personal Information? (UBC) 
• University Counsel Privacy Fact Sheet – Privacy of Email Systems (UBC) 
• Faculty of Medicine Communications Policies & Guidelines (Faculty of Medicine) 

Clinical Faculty Inquiries

Clinical faculty members have the opportunity to review their teaching statement and submit an inquiry about individual teaching tracks. If a clinical faculty member provides information via email or phone that indicates a track must be revised, please ask them to submit the inquiry via the TTPS. If they do not, education teams will not be able to revise the track in the system.

Once a clinical faculty member submits an inquiry in the TTPS, the activity track is sent to the Activity Validator. In some circumstances, the Activity Validator may determine that the track requires revision and return it to the Activity Tracker. In other circumstances, the Activity Validator may need to follow-up with the clinical faculty member through other communication channels (phone, email) in order to address the inquiry. Some anticipated questions around payment eligibility and amounts can be answered by referencing the Compensation Terms for Clinical Faculty Teaching in the MD Undergraduate and Postgraduate Programs.

TTPS will not send an email to a clinical faculty member regarding the actions you have taken to address their inquiry. It is the responsibility of the Activity Validator to follow-up with the clinical faculty member directly. 

Clinical Faculty CWLs

Clinical faculty members are encouraged to set up a UBC CWL account once appointed. The Teaching Statement webpage provides the information for clinical faculty to self-serve CWL account set-up and trouble shooting. Program staff should not set up CWL accounts for clinical faculty for privacy and information management purposes. However, if a clinical faculty member is having difficulty you can use this FAQ to help them troubleshoot. If you cannot help them resolve their issue, please call the MedIT Service Desk (1.877.266.0666) on their behalf.

Please note: If a clinical faculty member has a valid CWL but that CWL is not linked to their TTPS account they will encounter a TTPS account configuration error. If a clinical faculty member contacts you with this error, please contact TTPS Launch Help.

Payments

Clinical faculty can expect four standard payments per year for their teaching services. These payments can be expected before the end of the quarter following the delivery of teaching. For example, if teaching occurs in Quarter 1 (April-June) payment will be fulfilled by September. Please refer to the timelines diagram for the annual schedule.

After the clinical faculty teaching statement is processed, payment will take 4 weeks for fulfillment. If you receive questions during this period, you may inform clinical faculty members that finance is providing the necessary authorizations and they can expect to receive payment “no later than” the final month in the following Quarter, as noted in the timelines.

Payment Arrangements

A payment arrangement is an agreement between a person and the Health Authority or Ministry of Health for payment for delivery of clinical services, which sometimes includes teaching with patient care and teaching without patient care. The TTPS applies eligibility rules according to what is documented in the Payment Arrangement table. 

Determining the Payment Arrangement in the TTPS 

If a clinical faculty member wishes to know which payment arrangement the Faculty of Medicine has on file in the TTPS, they may generate a PDF statement in the system by pressing “Print Draft” to find the information, or you may search the system for their profile and provide it to them from what is captured on their person profile. 

Questions about Payment Arrangements 

As clinical faculty members may have varying understandings of their payment arrangements and payment arrangement interpretations can differ across health authorities, please escalate any questions about payment arrangements to the most senior administrator in your department or regional program. They may choose to escalate to the Dean’s Office, if necessary. 

Delays to Payment

A clinical faculty member’s payment may be delayed for a number of reasons, including missed or incorrectly recorded teaching activities in the TTPS. 

If the clinical faculty member flags a missed or incorrectly recorded teaching activity it is recommended that you: 

1. Respond with an apology for the error, inform them that their payment will be processed as soon as possible, and that they will receive a follow-up email; 
2. Enter the activity in the TTPS; then 
3. Send them an email with the relevant payment information and expected payment date. 

If an administrator flags a missed or incorrectly recorded teaching activity it is recommended that you: 

1. Reach out to the clinical faculty member to inform them of the error, apologize, inform them their payment will be processed as soon as possible and that they will receive a follow-up email; 
2. Enter the activity in TTPS; then 
3. Send them an email with the relevant payment information and expected payment date.

If they have questions beyond what you have provided, or would like to speak to someone about the delay in their payment, direct them to the most senior administrator in your unit. 

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 the TTPS act as a record of teaching. Documentation may take the form of an existing department or a regional form, an email conversation, or some other written agreement. We have also created a Group Teaching Declaration Form (PDF) | (Word) for optional use. It is important to note that this form should not be used for joint ventures.

Maintaining Clinical Faculty Information

Department HR and distributed site Capture Support focus on ensuring that the data captured in the TTPS for clinical faculty members is up to date and reliable. This takes cooperation from all departments and units to update and maintain the information.

If education staff have inquiries regarding TTPS profile information, including requests to create or update profiles, they should contact the designated TTPS departmental representative from the Contacts Lists on the Clinical Faculty Profile Management page. Due to privacy concerns around the sharing of personal information, TTPS profile information should be kept up to date by the clinical faculty member’s appointing department.