dss new hire training welcome!. dss-company history a start up company in 1992, dss, inc. grew out...

DSS New Hire TrainingDSS New Hire Training

Welcome! Welcome!

DSS-Company HistoryDSS-Company History

A start up company in 1992, DSS, Inc. grew out of the A start up company in 1992, DSS, Inc. grew out of the basement and back bedroom in the Byers household in basement and back bedroom in the Byers household in Broomfield, Colorado. The original intent of DSS was to Broomfield, Colorado. The original intent of DSS was to use new technology to create a Document Imaging use new technology to create a Document Imaging product for electronic storage. In the fall of 1997 DSS product for electronic storage. In the fall of 1997 DSS moved from Aurora, Colorado to Palm Beach Gardens, moved from Aurora, Colorado to Palm Beach Gardens, Florida. After many twists and turns and through the Florida. After many twists and turns and through the persistence of many dedicated employees, partners and persistence of many dedicated employees, partners and founders, DSS grew from a company of eight employees founders, DSS grew from a company of eight employees in 1997 located in a small office off of A1A to the in 1997 located in a small office off of A1A to the company we are today of approximately 200 employees. company we are today of approximately 200 employees.

DSS MISSIONDSS MISSION STATEMENTSTATEMENT

Our Mission is to provide tools, Our Mission is to provide tools, services and education to advance services and education to advance

the flow of information in the the flow of information in the electronic healthcare workplace.electronic healthcare workplace.

DSS Offices and Departments DSS Offices and Departments

There are eight departments and almost There are eight departments and almost 100 employees in the Juno Beach Office, 100 employees in the Juno Beach Office, which is DSS Headquarters.which is DSS Headquarters.

Atlanta Atlanta

Tampa Tampa

Minneapolis (Sage)Minneapolis (Sage)

Salt Lake City (ILC)Salt Lake City (ILC)

Remote employees Remote employees

Administration DepartmentAdministration Department The Business Administration Department and The Business Administration Department and administrative administrative

assistants are responsible for all accounts receivable and payable, assistants are responsible for all accounts receivable and payable, all banking operations, expense tracking and reporting, payroll, tax all banking operations, expense tracking and reporting, payroll, tax reporting, all health and business insurances, the printing and reporting, all health and business insurances, the printing and shipping of documentation, and all other matters which enable DSS shipping of documentation, and all other matters which enable DSS to conduct business in a professional and ethical manner. to conduct business in a professional and ethical manner.

The DSS HR department is part of the Administrative Department The DSS HR department is part of the Administrative Department and is responsible for recruiting new employees and monitoring and and is responsible for recruiting new employees and monitoring and assisting with all employee needs. assisting with all employee needs.

Training and education on corporate policies and procedures are Training and education on corporate policies and procedures are planned, maintained and executed through the Administrative planned, maintained and executed through the Administrative Department.Department.

Departments-DevelopmentDepartments-Development The Research and Development Department started in 1995 and

has a staff of over 30 software engineers.

Software engineers interface with Technical Support, QA, Product Software engineers interface with Technical Support, QA, Product Line Managers and Sales/Marketing to report, define, analyze and Line Managers and Sales/Marketing to report, define, analyze and track any bugs/issues encountered in the field.track any bugs/issues encountered in the field.

The software engineer receives prioritized list of enhancements and bugs and works with the Product Line Manager to correct the issues and deliver a quality product. Before releasing any product to QA, the software engineer performs thorough testing to guarantee the product is as defect free as possible and meets all of the specified requirements as defined by the product team.

Departments-InstallationDepartments-Installation Manager – Chuck Meyers Manager – Chuck Meyers PMPPMP

The installation department is responsible for all government The installation department is responsible for all government applications purchased that need to be installed within a Federal applications purchased that need to be installed within a Federal Government facility. The installation department’s prime customer Government facility. The installation department’s prime customer is the Veterans Administration with over 150 main facilities. is the Veterans Administration with over 150 main facilities.

Once a PO (Purchase Order) is received, the installation department Once a PO (Purchase Order) is received, the installation department will coordinate the complete installation and testing of the DSS will coordinate the complete installation and testing of the DSS marketed products in preparation for training. marketed products in preparation for training.

Departments-IT SupportDepartments-IT Support IT Support is responsible for the following:

Analyzing and auditing our systems and softwareAnalyzing and auditing our systems and software Applying operating system updates, patches and configuration changesApplying operating system updates, patches and configuration changes Ensuring that the network infrastructure is up and runningEnsuring that the network infrastructure is up and running Assist employees with technical inquiriesAssist employees with technical inquiries Installing and configuring new hardware and softwareInstalling and configuring new hardware and software

IT Manager – Brian VisserChris Sindone (Senior Systems Administrator)Chris Sindone (Senior Systems Administrator)John Beasley (ASP Administrator)John Beasley (ASP Administrator)Carlos Serpa (Linux Systems Administrator)Carlos Serpa (Linux Systems Administrator)Jeff Rossi (Systems Administrator and IT Specialist)Jeff Rossi (Systems Administrator and IT Specialist)Nicholas Monsour (Applications Administrator)Nicholas Monsour (Applications Administrator)

Departments-Technical Support Departments-Technical Support ServicesServices

Manager- Richard LeaManager- Richard Lea

Technical Support Services (TSS) supports our products that are Technical Support Services (TSS) supports our products that are deployed in the VA by telephone, email, remotely and in some deployed in the VA by telephone, email, remotely and in some cases, on site presence. cases, on site presence. The Technical Support Specialist is typically the first point of contact The Technical Support Specialist is typically the first point of contact when a customer is experiencing difficulties with our products. when a customer is experiencing difficulties with our products. Coverage is provided Monday-Friday between the hours of 8AM Coverage is provided Monday-Friday between the hours of 8AM EST and 7PM EST except for holidays. After hours coverage is EST and 7PM EST except for holidays. After hours coverage is provided as needed for critical issues through the use of on-call provided as needed for critical issues through the use of on-call resources. resources.

Departments-PublishingDepartments-Publishing The Publishing Department, managed by Edwin Barreto, The Publishing Department, managed by Edwin Barreto,

is responsible for the following:is responsible for the following:

Creation/revision of all user guides, technical and Creation/revision of all user guides, technical and administrative manualsadministrative manuals

Visio flowcharting – software/network diagramsVisio flowcharting – software/network diagrams Adherence to Class 1 complianceAdherence to Class 1 compliance Adherence to VA documentation standardsAdherence to VA documentation standards Creation/revision of help files for softwareCreation/revision of help files for software Work with trainers and QA staff during revisionsWork with trainers and QA staff during revisions

Departments-Quality AssuranceDepartments-Quality Assurance The Quality Assurance Department was implemented in 2002 and

has a staff of 20 QA Analysts

The Quality Assurance (QA) Analyst is responsible for ensuring our The Quality Assurance (QA) Analyst is responsible for ensuring our applications execute correctly and accurately through testing to track applications execute correctly and accurately through testing to track and report any product defects.and report any product defects.

The QA Analyst interfaces with Technical Support, Developers, Product Line Managers, Sales/Marketing and Customer Support to report, define, analyze and track any bugs/issues that are encountered..

The QA Analyst may need to interface directly with DSS The QA Analyst may need to interface directly with DSS clients/customers/end users as necessary. clients/customers/end users as necessary.

Sales and MarketingSales and Marketing The Sales Department markets our products and services to the VA, The Sales Department markets our products and services to the VA,

DoD, IHS and the private sector as well. DoD, IHS and the private sector as well.

VP of Sales and MarketingVP of Sales and Marketing – Joe Byers – Joe Byers Sales DirectorSales Director – Rodney Neal – Rodney Neal Strategic Account ManagerStrategic Account Manager – Jim Trompeter – Jim Trompeter Inside Sales CoordinatorsInside Sales Coordinators

Jeff BechtelJeff BechtelMichelle ZabellaMichelle Zabella

Account ManagersAccount Managers Kevin GuilesKevin GuilesRob GillRob GillHardy FaisonHardy FaisonStephanie BinchStephanie Binch

Nichole PriceNichole PriceAlyssa TsaiAlyssa Tsai

Marketing DepartmentMarketing Department

Manager – Mike GinsburgManager – Mike Ginsburg

Marketing Specialist – Alyssa StanleyMarketing Specialist – Alyssa Stanley

SEWP Administrator – Kelly KavoorasSEWP Administrator – Kelly Kavooras

(Solutions for Enterprise-Wide Procurement)(Solutions for Enterprise-Wide Procurement)

Departments-vxVistA Departments-vxVistA

vxVistA is an open source, enhanced version of VistA for vxVistA is an open source, enhanced version of VistA for use in non-VA settings, as well as a complete suite of use in non-VA settings, as well as a complete suite of add-on modules that improve the capabilities of VistA. add-on modules that improve the capabilities of VistA. The company provides software, integration, installation, The company provides software, integration, installation, project management, training, support and development project management, training, support and development for VistA and vxVistA. DSS is also a supporter and for VistA and vxVistA. DSS is also a supporter and founder of founder of www.vxvista.org, a collaboration environment , a collaboration environment supporting the adoption of VistA and vxVistA, as well as supporting the adoption of VistA and vxVistA, as well as thought leadership and best practices.thought leadership and best practices.Hugh Creedon is the manager of vxVistA operations.Hugh Creedon is the manager of vxVistA operations.

The Veteran’s AdministrationThe Veteran’s Administration DSS has had a relationship with the VA for over 17 yearsDSS has had a relationship with the VA for over 17 years

We currently have five nationally purchased products in We currently have five nationally purchased products in the VAthe VA

The VA is broken down into VISNs. There are 21 VISNs The VA is broken down into VISNs. There are 21 VISNs

in the Continental United States (CONUS)in the Continental United States (CONUS)

There are over 150 Veteran’s Hospitals in the There are over 150 Veteran’s Hospitals in the Continental US (CONUS) and close to 1500 Community Continental US (CONUS) and close to 1500 Community Based Outpatient Clinics (CBOCs)Based Outpatient Clinics (CBOCs)

The Veteran’s AdministrationThe Veteran’s AdministrationVISN MAPVISN MAP

The Veteran’s AdministrationThe Veteran’s Administration

The Goal of the Veteran’s AdministrationThe Goal of the Veteran’s Administration

“ “ Our goal is to provide excellence in patient care, Our goal is to provide excellence in patient care, veterans' benefits and customer satisfaction. We have veterans' benefits and customer satisfaction. We have reformed our department internally and are striving for reformed our department internally and are striving for high quality, prompt and seamless service to veterans. high quality, prompt and seamless service to veterans. Our department's employees continue to offer their Our department's employees continue to offer their dedication and commitment to help veterans get the dedication and commitment to help veterans get the services they have earned. Our nation's veterans services they have earned. Our nation's veterans deserve no less.”deserve no less.”

DSS Products DSS Products RTV (Real Time Vitals & Avery Bar Code)RTV (Real Time Vitals & Avery Bar Code) This application directly imports patient vitals into This application directly imports patient vitals into VistA /CPRS by a scan of the patient’s wristband.VistA /CPRS by a scan of the patient’s wristband. Doc ManagerDoc Manager DSS Doc Manager allows the user to scan and view DSS Doc Manager allows the user to scan and view both clinical and administrative documents. Multipleboth clinical and administrative documents. Multiple users within the facility or VISN, may access these users within the facility or VISN, may access these documents simultaneously. documents simultaneously.

DSS Products-continuedDSS Products-continued MHS (Mental Health Suite)MHS (Mental Health Suite)

DSS Mental Health Suite is the second generation of DSS Mental Health Suite is the second generation of MHTP (Mental Health Treatment Plan). The application MHTP (Mental Health Treatment Plan). The application automates the intake documentation process and automates the intake documentation process and production of patient treatment plans.production of patient treatment plans.

PAMS (Patient Accounts Management System)PAMS (Patient Accounts Management System) PAMS was created to help hospitals and clinics PAMS was created to help hospitals and clinics

administration in their billing processes and claim administration in their billing processes and claim reconciliation. PAMS reporting and historical data allows reconciliation. PAMS reporting and historical data allows supervisors to easily find and create reports.supervisors to easily find and create reports.

DSS Products-continuedDSS Products-continued

TRM (Telecare Record Manager)TRM (Telecare Record Manager)DSS TeleCare Record Manager™ is a complete DSS TeleCare Record Manager™ is a complete telephone liaison care management system. TRM is telephone liaison care management system. TRM is integrated with the DSHI Veteran’s Heath Gateway integrated with the DSHI Veteran’s Heath Gateway (VHG) algorithmic triage protocol system.(VHG) algorithmic triage protocol system.

CNTS (Clinical Note Templates) CNTS (Clinical Note Templates) DSS Clinical Note Templates (CNTs) automate the DSS Clinical Note Templates (CNTs) automate the entire process of producing an accurate, consistent entire process of producing an accurate, consistent and compliant progress note.and compliant progress note.

DSS Products-continuedDSS Products-continued CIS-DataBridge (CIS = Clinical Information System)CIS-DataBridge (CIS = Clinical Information System)

An interface that facilitates the communication between commercially An interface that facilitates the communication between commercially developed products and VistA .The 3 major components are:developed products and VistA .The 3 major components are:

SAVLink (Surgery Anesthesia Link)SAVLink (Surgery Anesthesia Link) ICULink (for use in critical care areas)ICULink (for use in critical care areas)

DataLink (for use in the VA Data Analytics project)DataLink (for use in the VA Data Analytics project)

HB Mobile HB Mobile HB Mobile is a Home-Based Health Software system that is fully integrated HB Mobile is a Home-Based Health Software system that is fully integrated with VistA. This integration allows providers the ability to quickly and with VistA. This integration allows providers the ability to quickly and efficiently record patient information while on patient visits, for subsequent efficiently record patient information while on patient visits, for subsequent uploading into VistA, via a tablet device. The HB Mobile system has been uploading into VistA, via a tablet device. The HB Mobile system has been developed and refined using the experience and practical knowledge of developed and refined using the experience and practical knowledge of project team members and stakeholders from RN’s, LPN’s, and IT project team members and stakeholders from RN’s, LPN’s, and IT Professionals.Professionals.


EOB (Explanation of Benefits) EOB (Explanation of Benefits) Facilitates insurance payment information. When a company submits payment to the facility, they can provide an EOB which explains which treatments received payment and any that were denied.

VACC (VA Chart Complete)VACC (VA Chart Complete) Produces a list of required documents to be included in a patient’s record upon admission. Continuously reviews the record and notifies the user of incomplete documentation. This is very important for auditing and billing purposes.


TheraDoc TheraDoc An infection control monitoring product used to provide clinical staff with proper information and tracking of the care of patients with contagious diseases.

VCM (VistA Chemotherapy Manager) formerly known as VCM (VistA Chemotherapy Manager) formerly known as IntelliDoseIntelliDoseCancer treatment planning and information tracking product used within the Oncology departments. Allows clinical staff to write prescriptions and send them directly to the pharmacy departments, making cancer care virtually a paperless process..


MedflowMedflow DSS builds the interface for this partner product. DSS builds the interface for this partner product.

Medflow is an eye care treatment, planning and tracking Medflow is an eye care treatment, planning and tracking product.product.

PocketMDPocketMDDSS builds the interface for this wireless hand held DSS builds the interface for this wireless hand held patient record product. patient record product.

Radwise Radwise DSS builds the interface for this radiology decision DSS builds the interface for this radiology decision support system.support system.

National ProductsNational Products

ROI (Release of Information)ROI (Release of Information)The DSS Release of Information software is designed to automate the entire process of managing the electronic medical record release of information requests.

DRM Plus (Dental Record Manager Plus)DRM Plus (Dental Record Manager Plus)

Dental Record Manger Plus uses a simple graphical interface allowing the user to enter diagnostic findings, treatment plan procedures and charting.

National ProductsNational Products

ICB (Insurance Capture Buffer)ICB (Insurance Capture Buffer)

The ICB module is an insurance card scanning and VistA Buffer The ICB module is an insurance card scanning and VistA Buffer File update management system designed to enhance the File update management system designed to enhance the insurance data collection and verification processes for the VA insurance data collection and verification processes for the VA Hospitals.Hospitals.

FBCS (Fee Basis Claims System)FBCS (Fee Basis Claims System) Fee Basis Claims System ™ Fee Basis Claims System ™ (FBCS) is designed to improve Fee (FBCS) is designed to improve Fee

Basis claims management and adjudication. It will bring efficiencies Basis claims management and adjudication. It will bring efficiencies to the processing of claims as well as provide a knowledge base of to the processing of claims as well as provide a knowledge base of information needed to strategically guide the decisions made about information needed to strategically guide the decisions made about Non-VA care.Non-VA care.

National Products-continuedNational Products-continued EPS (DSS/QuadraMed Encoder Product Suite)EPS (DSS/QuadraMed Encoder Product Suite)

Encoder Product Suite (EPS) for VA Medical Centers provides VistA integrated software solutions to improve compliance, workflow efficiencies and revenue enhancement.

EPS is made up of the following components:

Compliant Coding Module (CCM)

Audit Compliance Manager (ACM)

VIP Workplace (VIP-W)

VIP Director (VIP-D)

DSS Partners and SubsidiariesDSS Partners and Subsidiaries PartnersPartners

QuadraMed (EPS & VACC)QuadraMed (EPS & VACC) VRS- VistA Revenue Solutions (FBCS and ICB)VRS- VistA Revenue Solutions (FBCS and ICB) CMS- Complete Medical Solutions(FBCS)CMS- Complete Medical Solutions(FBCS) DSHI Systems- (TRM)DSHI Systems- (TRM)

DSS SubsidiariesDSS Subsidiaries SageSage Informatix (ILC) Informatix (ILC) HB MobileHB Mobile

WHO’S WHO –Company OfficersWHO’S WHO –Company Officers

Mark Byers Mark Byers Joe ByersJoe Byers

President /CEOPresident /CEO VP Sales and MarketingVP Sales and Marketing


Robert MissroonRobert Missroon Jay Flejter-VP Jay Flejter-VP

VP Finance/CFOVP Finance/CFO Product Development Product Development


Joe Alvaro - Joe Alvaro - VP VP Jerry Wachsman-VPJerry Wachsman-VP

IT, Tech Support, IT, Tech Support, Quality AssuranceQuality Assurance

Install ServicesInstall Services

Who’s WhoWho’s Who

Product Line ManagersProduct Line Managers PL1-EPSPL1-EPS Anne Marie McLaughlin Anne Marie McLaughlin

PL2-ROI, vxROI, TRMPL2-ROI, vxROI, TRM Lisa MartinezLisa Martinez


Product Line ManagersProduct Line Managers

PL 3-Commercial PL 3-Commercial

Deanne ClarkDeanne Clark

PL4-VACC, RTV, PL4-VACC, RTV,

Paul MannPaul Mann


Product Line ManagersProduct Line Managers PL5-DRMPL5-DRM

Vicky ByersVicky Byers

PL6-ICB,EOB,DocManagerPL6-ICB,EOB,DocManager

Frank MartinezFrank Martinez


Product Line ManagersProduct Line Managers PL7- FBCS PL7- FBCS

Kipp ClemmonsKipp Clemmons (Training Mgr- Amber Holmes) (Training Mgr- Amber Holmes)

PL8-TheraDocPL8-TheraDoc

Deanna BenzDeanna Benz


Product Line ManagersProduct Line Managers PL9-Medflow,CIS-DataBridgePL9-Medflow,CIS-DataBridge

Erin O’Brien Erin O’Brien

PL10-Pocket MD,CNT,HB MobilePL10-Pocket MD,CNT,HB MobileJulie YostJulie Yost

Who’s WhoWho’s WhoProduct Line ManagersProduct Line Managers

PL11-MHS, RadwisePL11-MHS, Radwise

Kent Demonbreun (Training Mgr-Melisa Shearin)Kent Demonbreun (Training Mgr-Melisa Shearin)

PL12-VCM (VistA Chemotherapy Manager) PL12-VCM (VistA Chemotherapy Manager)

Kent WilsonKent Wilson


Implementation Manager Implementation Manager PAMS/IHSPAMS/IHS

Andrea RuckerAndrea Rucker

Product Line and Training Product Line and Training Managers Job Description Managers Job Description

Product Line ManagerProduct Line ManagerWorks with the development team, installation and Works with the development team, installation and quality assurance to ensure the full functionality of the quality assurance to ensure the full functionality of the end product as well as with the customer on any product end product as well as with the customer on any product issues or enhancement requests.issues or enhancement requests.

Training ManagersTraining Managers Schedules classroom training and or product Schedules classroom training and or product implementations as well as performing product line implementations as well as performing product line training and development assistance for the trainerstraining and development assistance for the trainers..

Administration DepartmentAdministration Department

Jan ByersJan Byers ~ Office Manager ~ Office Manager

Cindy KnappCindy Knapp ~ Human Resources ~ Human Resources

AdministratorAdministrator

Joan Kavooras ~ Joan Kavooras ~ Accounting/AdminAccounting/Admin

SupervisorSupervisor

Administration Department-Administration Department-Administrative SupportAdministrative Support

Janet MarinoJanet Marino Becky Galinis Becky Galinis

Kim YoungKim Young Ana Maria MartinezAna Maria Martinez

Sherrie FacchineSherrie Facchine

Administration DepartmentAdministration Department

Donna Alvaro ~ CISODonna Alvaro ~ CISO

(Company Information(Company Information

Security Officer)Security Officer)

Gail Barton – Payroll ProcessorGail Barton – Payroll Processor

Other DSS Staff /Department Other DSS Staff /Department HeadsHeads

Kent WilsonKent Wilson Manager of Operations, Government Manager of Operations, Government

Product LinesProduct Lines

Bob PedrazaBob Pedraza

Manager of Partner RelationsManager of Partner Relations

Karen FriedKaren Fried

Corporate TrainerCorporate Trainer

Other DSS Staff/Department Other DSS Staff/Department HeadsHeads

Doug Virgilio ~ Controller Doug Virgilio ~ Controller

DSS WebsiteDSS Website

DSS Sharepoint SiteDSS Sharepoint Site

Sharepoint is our internal website Sharepoint is our internal website designed to help employees find shared designed to help employees find shared files, relevant information, travel and files, relevant information, travel and expense related forms and corporate expense related forms and corporate announcements.announcements.

DSS Sharepoint SiteDSS Sharepoint Site

http://sharepoint.dssinc.com/ http://sharepoint.dssinc.com/

Travel Policies and ProceduresTravel Policies and Procedures

Guidelines for Travel ExpensesGuidelines for Travel Expenses Government Per Diem RatesGovernment Per Diem Rates Travel Reimbursement & Expense Travel Reimbursement & Expense

ReportingReporting Returning Early/Staying Over a WeekendReturning Early/Staying Over a Weekend Travel ItinerariesTravel Itineraries

Guidelines For Travel ExpensesGuidelines For Travel Expenses

Per DiemPer Diem Per Diem is paid to employees traveling away from their home on company business. (Per Diem Per Diem is paid to employees traveling away from their home on company business. (Per Diem

rates are set by the US government and are strictly adhered to by DSS.) The day you leave your rates are set by the US government and are strictly adhered to by DSS.) The day you leave your home and the day that you return to your home, regardless of time, are paid out at 75% of the home and the day that you return to your home, regardless of time, are paid out at 75% of the daily total per diem. Per Diem rates are found on the GSA website at daily total per diem. Per Diem rates are found on the GSA website at www.gsa.gov/perdiemwww.gsa.gov/perdiem. . Cities/counties traveled to that are not listed on the Per Diem rate sheet allow the 2010 CONUS Cities/counties traveled to that are not listed on the Per Diem rate sheet allow the 2010 CONUS rate of $46 per day.rate of $46 per day.

Employees training locally (less than 60 miles from their home) and returning home each evening Employees training locally (less than 60 miles from their home) and returning home each evening will not receive Per Diem. Employees traveling greater than 60 miles each way that choose to will not receive Per Diem. Employees traveling greater than 60 miles each way that choose to return home each evening will receive Per Diem at the travel day rate of 75% each day traveled. return home each evening will receive Per Diem at the travel day rate of 75% each day traveled.

Hotel Hotel Employees traveling away from home greater than 60 miles are authorized for a hotel each night Employees traveling away from home greater than 60 miles are authorized for a hotel each night

of stay at an amount not greater than the government Per Diem rate, also found on the GSA of stay at an amount not greater than the government Per Diem rate, also found on the GSA website (see above). Cities/counties traveled to that are not listed on the Per Diem rate sheet website (see above). Cities/counties traveled to that are not listed on the Per Diem rate sheet may not exceed $70 (the 2010 CONUS rate) unless emailed approval from immediate manager may not exceed $70 (the 2010 CONUS rate) unless emailed approval from immediate manager is received. is received.

Choose hotels that offer free internet – Hampton Inn, Holiday Inn Express, Fairfield Inn are just a Choose hotels that offer free internet – Hampton Inn, Holiday Inn Express, Fairfield Inn are just a few that offer free internet to their guests. Hilton Honors members must select Free Internet for few that offer free internet to their guests. Hilton Honors members must select Free Internet for their benefit under “My Way” > Choose Your On Property VIP Benefits. their benefit under “My Way” > Choose Your On Property VIP Benefits. Do not choose Free Do not choose Free Breakfast as this is paid with your per diem. Breakfast as this is paid with your per diem.


Rental CarRental Car Employees traveling away from home greater than 60 miles are authorized to rent a Employees traveling away from home greater than 60 miles are authorized to rent a

car. Rental car rate must not exceed the Thrifty/Dollar Corporate rate of $41 per day car. Rental car rate must not exceed the Thrifty/Dollar Corporate rate of $41 per day unless emailed approval from immediate manager is received. Employees are not unless emailed approval from immediate manager is received. Employees are not authorized to purchase additional insurance coverage, GPS navigation or other authorized to purchase additional insurance coverage, GPS navigation or other additional expenses when renting a car. additional expenses when renting a car.

Fuel option may be used only if employee is traveling less than 75 miles or will use Fuel option may be used only if employee is traveling less than 75 miles or will use an entire tank of fuel (and only if the option is offered and acknowledged by the rental an entire tank of fuel (and only if the option is offered and acknowledged by the rental car company at the time of pick up). If Thrifty is not available in location traveled to, car company at the time of pick up). If Thrifty is not available in location traveled to, daily rate must be comparable or emailed approval from immediate manager is daily rate must be comparable or emailed approval from immediate manager is required. required.

**Please refer to the “Travel and Auto Related Policy” for additional **Please refer to the “Travel and Auto Related Policy” for additional information.information.


Mileage and ParkingMileage and Parking

Employees may collect mileage from their home to the airport when traveling on Employees may collect mileage from their home to the airport when traveling on company business. Mileage is paid at the current IRS rate. If spouse or family company business. Mileage is paid at the current IRS rate. If spouse or family member drives employee to the airport and picks employee up, then round trip member drives employee to the airport and picks employee up, then round trip reimbursement is collected each way in lieu of parking expense. Employees are reimbursement is collected each way in lieu of parking expense. Employees are authorized to use long term parking at the airport. authorized to use long term parking at the airport.

Airfare

Airfare must be purchased as far in advance as schedule will allow but not more than three weeks prior to trip. Airfare must not be purchased until trip is confirmed. Any airfare exceeding $500 (including tax) must receive emailed approval from manager. *Delta Airlines- the DSS Corporate SkyBonus number (US431575286) is to be entered into the employee’s profile section of the Delta home page.

Per Diem Request GuidelinesPer Diem Request Guidelines Per Diem is used to pay for all meals and incidentals Per Diem is used to pay for all meals and incidentals

while traveling on company business.while traveling on company business.

First and last day of travel is paid at 75%,regardless of First and last day of travel is paid at 75%,regardless of the time. First day of travel is defined as the day you the time. First day of travel is defined as the day you leave your home and last day is defined as the day that leave your home and last day is defined as the day that you return to your home. you return to your home.

Per Diem is paid from your invoice when travel has been Per Diem is paid from your invoice when travel has been completed.completed.

Reimbursement GuidelinesReimbursement Guidelines

Employees will be reimbursed for any out of pocket Employees will be reimbursed for any out of pocket expenses (other than meals) while traveling. expenses (other than meals) while traveling.

Employees will be paid mileage for traveling to and from Employees will be paid mileage for traveling to and from the airport at the current IRS regulated rate. the airport at the current IRS regulated rate.

Reimbursements will paid from the invoice once travel Reimbursements will paid from the invoice once travel has been completed. has been completed.

InvoicingInvoicing

Invoices along with receipts for all reimbursable items are to be submitted Invoices along with receipts for all reimbursable items are to be submitted to “FBCS Contractor Reimbursement” every other Monday beginning to “FBCS Contractor Reimbursement” every other Monday beginning 4/26/10. Once hours have been approved by Training Manager, invoice will 4/26/10. Once hours have been approved by Training Manager, invoice will be paid.be paid.

Receipts for air fare, hotel, rental car, fuel for rental car, parking and any Receipts for air fare, hotel, rental car, fuel for rental car, parking and any other expenses must be sent with your invoice via mail, scanned and other expenses must be sent with your invoice via mail, scanned and emailed or faxed emailed or faxed {561-220-0208} {561-220-0208} . If faxing, please fax to the attention of . If faxing, please fax to the attention of Karen Fried. Karen Fried.

Reimbursements will be paid when invoice has been verified. Reimbursements will be paid when invoice has been verified.

If receipts are not received, it may result in your reimbursement being held If receipts are not received, it may result in your reimbursement being held up the following pay period. up the following pay period.

Sample InvoiceSample Invoice

Instructions for InvoiceInstructions for Invoice

Invoices are to be filled out completely and Invoices are to be filled out completely and emailed emailed to “FBCS Contractor Reimbursement” to “FBCS Contractor Reimbursement” every other every other Monday Monday

Tab through each field Tab through each field

Mileage is paid for miles driven in personal vehicle Mileage is paid for miles driven in personal vehicle onlyonly

Travel ItinerariesTravel Itineraries

All employees traveling on DSS business must All employees traveling on DSS business must fill out a Travel Itineraryfill out a Travel Itinerary

Itinerary is to be filled out once air travel and Itinerary is to be filled out once air travel and hotel has been arrangedhotel has been arranged

Itinerary is to be emailed to “FBCS Contractor Itinerary is to be emailed to “FBCS Contractor

Reimbursement” groupReimbursement” group

Sample ItinerarySample Itinerary

Returning Early/Staying for Returning Early/Staying for WeekendWeekend

These guidelines are to be used when the following circumstances ariseThese guidelines are to be used when the following circumstances arise Returning home earlier than originally scheduled:Returning home earlier than originally scheduled:

If you are scheduled on site from Monday – Friday and as mandated by the site, you’re to come If you are scheduled on site from Monday – Friday and as mandated by the site, you’re to come home Thursday, you may do so under the following condition: home Thursday, you may do so under the following condition: it will not cost the company it will not cost the company more than $100more than $100. This means that the change in airfare is not more than $100 over what you will . This means that the change in airfare is not more than $100 over what you will save in a night’s hotel and that extra day of per diem. Example: Hotel Room is $129 per night and save in a night’s hotel and that extra day of per diem. Example: Hotel Room is $129 per night and Per Diem is $49 per day = $178. If you were scheduled out until Friday evening and come home Per Diem is $49 per day = $178. If you were scheduled out until Friday evening and come home Thursday evening, $178 less is charged to the company. If your flight change is going to be $ Thursday evening, $178 less is charged to the company. If your flight change is going to be $ 200 total, then come home. If it is going to be $350 then please stay that extra night. 200 total, then come home. If it is going to be $350 then please stay that extra night.

Most of the airlines charge a change fee of at least $150 when you are changing your day of Most of the airlines charge a change fee of at least $150 when you are changing your day of travel. travel.

Same Day TravelSame Day Travel

Flights are booked as late as possible on the last day of training/installation so if you are able to Flights are booked as late as possible on the last day of training/installation so if you are able to leave the site earlier than expectedleave the site earlier than expected (same day travel), (same day travel), you may take an earlier flight as long as it you may take an earlier flight as long as it will not cost more than $50. Delta will let passengers fly within three hours of their original flight will not cost more than $50. Delta will let passengers fly within three hours of their original flight time for $50 (free for gold and platinum), as will Continental, USAir, and AA. United charges $75. time for $50 (free for gold and platinum), as will Continental, USAir, and AA. United charges $75. Each airline has different policies so check before you book as well as clearing with your Each airline has different policies so check before you book as well as clearing with your supervisor. supervisor.

Staying over a weekend before or after a scheduled TripStaying over a weekend before or after a scheduled Trip If you are scheduled to be on the West Coast for training more than one week at a time and it If you are scheduled to be on the West Coast for training more than one week at a time and it more cost effective to stay the weekend, the company will pay for your hotel and per diem for the more cost effective to stay the weekend, the company will pay for your hotel and per diem for the weekend (and car) in lieu of your flying back and forth again. weekend (and car) in lieu of your flying back and forth again.

Change FeesChange Fees

As of June 1, 2009 the following fees apply:As of June 1, 2009 the following fees apply:Change fee to a non-refundable ticket:Change fee to a non-refundable ticket:

$150 – American, Continental, Delta, United, USAir$150 – American, Continental, Delta, United, USAir

Same Day Confirmed:Same Day Confirmed:

$50 – American, Continental, Delta,USAir$50 – American, Continental, Delta,USAir

$75 – United$75 – United

Fare Difference only: – SouthwestFare Difference only: – Southwest

For all other airlines, please check. For all other airlines, please check.

Other fees Other fees

Most airlines charge extra to book via telephone. Please book your flights Most airlines charge extra to book via telephone. Please book your flights from the internet directly from the airline’s websitefrom the internet directly from the airline’s website

$25 – Delta, United, USAir$25 – Delta, United, USAir$20 – American $20 – American $15 – Continental$15 – Continental

Baggage fees – All airlines except Southwest charge passengers for Baggage fees – All airlines except Southwest charge passengers for checked baggage (Fliers with status are exempt from these charges) checked baggage (Fliers with status are exempt from these charges) Bag charges vary per airline starting with $20 for a first checked bag up to Bag charges vary per airline starting with $20 for a first checked bag up to $35 for a second. All airlines charge more to check the bag at the airport $35 for a second. All airlines charge more to check the bag at the airport versus checking it on line.versus checking it on line.

Overweight bags (over 50 lbs) are charged an additional $90-$175 so make Overweight bags (over 50 lbs) are charged an additional $90-$175 so make sure your bag does not exceed 50 lbs. Overweight bag fees must have sure your bag does not exceed 50 lbs. Overweight bag fees must have manager’s approval. manager’s approval.

Odds and EndsOdds and Ends

Delta SkyBonus NumberDelta SkyBonus Number

Please enter this number in the “Additional Information” Please enter this number in the “Additional Information” section of the Delta “Profile” tab.section of the Delta “Profile” tab.

US431575286US431575286

Policy- HIPAA GuidelinesPolicy- HIPAA Guidelines

Understanding HIPAA Understanding HIPAA

The Health Insurance Portability and Accountability Act (HIPAA) was enacted by the U.S. Congress in 1996. According to the Centers for Medicare and Medicaid Services (CMS) website, Title I of HIPAA protects health insurance coverage for workers and their families when they change or lose their jobs. Title II of HIPAA, known as the Administrative Simplification (AS) provisions, requires the establishment of national standards for electronic health care transactions and national identifiers for providers, health insurance plans, and employers. It helps people keep their information private.

The Administration Simplification provisions also address the security and privacy of health data. The standards are meant to improve the efficiency and effectiveness of the nation's health care system by encouraging the widespread use of electronic data interchange in the U.S. health care system.

Policy- HIPAA GuidelinesPolicy- HIPAA Guidelines

Standard Operating Procedure for DSS Employees in Standard Operating Procedure for DSS Employees in regards to HIPAAregards to HIPAA

Purpose:Purpose:This procedure defines DSS company policy regarding This procedure defines DSS company policy regarding the use of Patient/Provider/Physician Data Names and the use of Patient/Provider/Physician Data Names and Social Security Numbers as they relate to the Social Security Numbers as they relate to the government mandated “Health Insurance Portability and government mandated “Health Insurance Portability and Accountability Act of 1996 (HIPAA). This policy applies Accountability Act of 1996 (HIPAA). This policy applies to testing, company documentation and presentations of to testing, company documentation and presentations of DSS products/vendor-partner products or any other DSS products/vendor-partner products or any other documents prepared for public use or display (such as documents prepared for public use or display (such as web pages)web pages)

Policy- HIPAA GuidelinesPolicy- HIPAA Guidelines Policy:Policy:

QA Department Responsibility:QA Department Responsibility:The Quality Assurance Department (QA) shall be The Quality Assurance Department (QA) shall be responsible for creating, tracking and maintaining HIPAA responsible for creating, tracking and maintaining HIPAA compliant data names/Social Security Numbers (SSNs) compliant data names/Social Security Numbers (SSNs) used by DSS.used by DSS.HIPAA Required Components:HIPAA Required Components:

HIPAA components shall be tested, tracked and HIPAA components shall be tested, tracked and maintained by the Quality Assurance Department maintained by the Quality Assurance Department

Please refer to handout for full HIPAA Compliance Please refer to handout for full HIPAA Compliance Guidelines.Guidelines.

Training Basics – PreparationTraining Basics – Preparation

Pre-Site PreparationPre-Site Preparation Travel Arrangements (shop for best price in advance)Travel Arrangements (shop for best price in advance) Introduction call or Pre Train CallIntroduction call or Pre Train Call Trainer ChecklistTrainer Checklist

Site PreparationSite Preparation Trial Run to site the day priorTrial Run to site the day prior Ask hotel staff about any traffic situationsAsk hotel staff about any traffic situations Leave early to arrive on time! Leave early to arrive on time! Make sure you’re comfortable (clothing, shoes and Make sure you’re comfortable (clothing, shoes and

with your material!)with your material!)

Training Basics-IntroductionTraining Basics-Introduction

The introduction is a fundamental part of your training. An introduction can set the tone for the entire presentation. Be warm and informative. Make sure you cover the following points in every introduction:

Your nameYour name DSS and location of DSSDSS and location of DSS Relationship with VA for 17 yearsRelationship with VA for 17 years Specialize in Dental and Medical softwareSpecialize in Dental and Medical software Many national contracts in the VA (mention Fee Basis is the latest to go Many national contracts in the VA (mention Fee Basis is the latest to go

national)national) Today we are covering……Today we are covering…… What time would you like to take lunch?What time would you like to take lunch? We’ll take a morning break and afternoon break as wellWe’ll take a morning break and afternoon break as well **make mention that we have several partners that we work with, **make mention that we have several partners that we work with,

QuadraMed on EPS, VRS for FBCS…)QuadraMed on EPS, VRS for FBCS…)

Training Basics-IntroductionTraining Basics-Introduction

IntroductionIntroductionMy name is………I am with DSS which is My name is………I am with DSS which is headquartered in Juno Beach, Florida. We headquartered in Juno Beach, Florida. We have had a relationship with the VA for over have had a relationship with the VA for over 17 years. DSS specializes in the 17 years. DSS specializes in the computerization of patient medical and dental computerization of patient medical and dental records. We have many national contracts records. We have many national contracts here with you folks and this (FBCS) is just one here with you folks and this (FBCS) is just one of them. of them.

Training Basics-ProfessionalismTraining Basics-Professionalism

DODO Dress professionallyDress professionally Introduce yourselfIntroduce yourself Give an introduction of DSSGive an introduction of DSS Clearly state the objectives of your classClearly state the objectives of your class Present an agenda (may be verbal)Present an agenda (may be verbal) Use Use appropriateappropriate humor humor Put cell phone on silentPut cell phone on silent Use participant’s namesUse participant’s names If you smoke during a break, wash and rinse before If you smoke during a break, wash and rinse before

resuming! resuming!

Training Basics-ProfessionalismTraining Basics-Professionalism

Don’tDon’t Be late!Be late! Use cell during classUse cell during class Participate in discussions involving politics, religion, other Participate in discussions involving politics, religion, other

employees-DSS or VAemployees-DSS or VA Tell jokes that have any reference to race, religion,politics Tell jokes that have any reference to race, religion,politics

or any other inappropriate subject matteror any other inappropriate subject matter Be afraid to say “I don’t know”Be afraid to say “I don’t know” Give incorrect informationGive incorrect information Chew gum or eat in classChew gum or eat in class Use ice breakersUse ice breakers

Training Basics-Dress Training Basics-Dress GuidelinesGuidelines

Professional attire is expected at all times when inProfessional attire is expected at all times when infront of the customer, whether we are performingfront of the customer, whether we are performingclassroom training or mentoring one on one. classroom training or mentoring one on one. General Guidelines:General Guidelines:

Pressed Dress slacks (dress or dress skirt for women), Pressed Dress slacks (dress or dress skirt for women), pressed shirts pressed shirts

Shirts should be long enough and pants high enough to cover Shirts should be long enough and pants high enough to cover backsidebackside

Clothing that is excessively tight or shows excessive cleavage Clothing that is excessively tight or shows excessive cleavage is inappropriate. is inappropriate.

No visible tattoos or piercings (other than ears)No visible tattoos or piercings (other than ears) No jeans, warm ups or tank topsNo jeans, warm ups or tank tops No casual sandals or flip flops or sneakersNo casual sandals or flip flops or sneakers

Training Basics-ObstaclesTraining Basics-Obstacles

Overcoming Nerves/AnxietyOvercoming Nerves/Anxiety

Even the most skilled Trainers may experience anxiety before Even the most skilled Trainers may experience anxiety before beginning their session. To overcome anxiety, try some of these beginning their session. To overcome anxiety, try some of these tips:tips:

Master relaxation tips (head and shoulder rolls, dangling arms)Master relaxation tips (head and shoulder rolls, dangling arms) Isometric exercises (tightening various muscles, curling your Isometric exercises (tightening various muscles, curling your

toes or squeezing a rubber ball)toes or squeezing a rubber ball) Practice deep breathing (in through the nose, out through the Practice deep breathing (in through the nose, out through the

mouth)mouth) Arrive early to familiarize yourself with the roomArrive early to familiarize yourself with the room Introduce yourself and mingle before training startsIntroduce yourself and mingle before training starts Practice in the mirror and/or with colleaguesPractice in the mirror and/or with colleagues Wear comfortable shoes and clothingWear comfortable shoes and clothing

Training BasicsTraining Basics

What to Bring on SiteWhat to Bring on Site Completed installation reportCompleted installation report Completed Pre Train call (Amber)Completed Pre Train call (Amber) Trainer checklistTrainer checklist Directions to and from points of originDirections to and from points of origin Hotel and rental car informationHotel and rental car information Sign In sheets (Amber)Sign In sheets (Amber) Training Certifications (Amber) Training Certifications (Amber)

Your laptop Your laptop

Training Basics-The 7 SinsTraining Basics-The 7 Sins

Starting late and wasting timeStarting late and wasting time Being poorly prepared and lacking content Being poorly prepared and lacking content

knowledgeknowledge Displaying distracting habitsDisplaying distracting habits Ignoring participant’s needs and interrupting their Ignoring participant’s needs and interrupting their

questionsquestions Lack of enthusiasmLack of enthusiasm Reading from a scriptReading from a script Neglecting to tell participants -what’s in it for themNeglecting to tell participants -what’s in it for them

QuestionsQuestions

My contact informationMy contact informationOffice phone ~ 561-847-2888Office phone ~ 561-847-2888

Cell phone ~ 561-212-1187Cell phone ~ 561-212-1187

Email ~ [email protected] ~ [email protected]

dss new hire training welcome!. dss-company history a start up company in 1992, dss, inc. grew out...

Documents

dss headquarters

dss offices

dss hr department

dsscompany history

new employees

original intent of dss

dss mission statement

dedicated employees