As we continue to transition from the legacy policies and procedures to the new unified UofL Health policies and procedures and the integration of new applications, HR would like to share how the tracking and reporting of our employees’ licenses and certifications will work moving forward.
Tracking and Document Storage
The tracking and storage of license and certification documents will now be through UofL Health’s HealthStream/Knowledge Hub (KNOW).
Tracking
Managers can track all licenses and certifications through KNOW and their MyTeam page. Managers should address any alerts or discrepancies in a timely manner by reporting them to the License and Certification Specialist, Amanda Durham-Barnes.
Reports
Reports will go out to all HR business partners that indicate expired or soon to expire licenses and certifications so they can reach out to their managers for resolutions. Expired items should be resolved by submitting the renewed document (process outlined below) within a week of the report date. If an employee is unable to renew their documentation within this time frame, they should be removed from the schedule, and a short explanation of the situation and plan of resolution should be sent to the HR business partner.
Submissions
New hires
HR will upload all new hire documents within two (2) weeks of their hire dates. If there are any issues with the documentation after the employee has submitted these items to the Recruitment team, the employee’s manager and HR business partner will be contacted to inform them of the situation and help the employee correct the issue.
Renewals
HeartCode CPR courses completed through KNOW
All approved HeartCode CPR certifications that are completed through UofL Health’s KNOW courses will automatically generate a certificate and update the trackable data on the employee’s account. No further submission will be needed. The HeartCode administrators assign these courses. Please reach out to your facilities HeartCode administrator for more information.
Kentucky Nursing Board (KBN) Annual Renewals
All KBN renewals during the annual renewal period in October will be gathered and uploaded to the employees’ KNOW accounts by HR. More communications about this process will be sent before the annual renewal period begins. Employees will receive a notification if they need to submit their license renewals..
All other license and certification renewals
All other licenses and certifications must be submitted to HR for uploading and updating. This includes all renewals not mentioned above and any new licenses or certifications awarded after the employee’s hire date.
All submissions should be sent to the License and Certifications Specialist, Amanda Durham-Barnes, at Amanda.Durham-Barnes@UofLHealth.org. We are working to create a submission form for these items, and more communication will be sent when available.
Please direct questions to Amanda Durham-Barnes.
