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NC AHEC Intranet Repository

The content sections within this depository include:

  • System Resources
  • Internal Communications
  • Brand Assets
  • AHEC Learning Academy (ALA) and Staff Trainings
  • eLearning Resources
  • CPD Resources

Each section includes an introduction that provides context and guidance on how to engage with the content provided.

If you have questions or feedback on any area of this repository, please submit your comment or inquiry using this form. This survey is monitored on a weekly basis and responses will be routed to the appropriate Program Office personnel. 

System Resources

These statewide NC AHEC System Resources can be accessed by NC AHEC staff for insight and clarity on certain system-wide processes, strategies, and resources. They may be especially useful to new employees.

If you have any questions about this area, please contact Lisi Martinez Lotz, Director of Planning and Innovation at lisi_lotz@ncahec.net

AHEC overview

Group Charters

The objective of these Group Charters is to share clear guidelines, outline roles, and have consistency across the groups led by the Program Office.

Internal Communications

Effective January 2024, NC AHEC staff must opt-in to receive internal communications from the Program Office. Please subscribe to our mailing list using this form.

If you already receive our AHEC Bulletin newsletter and AHEC Learning Academy announcements, you do not need to resubscribe. If you’re not sure, please attempt to subscribe to our mailing list, and your subscription will be confirmed.

Please ensure you receive our communications by whitelisting/adding ncahec@ncahec.net to your safe senders list in your email client settings: Apple, Gmail, Outlook

AHEC Bulletins

The AHEC Bulletin is a quarterly email digest delivered to NC AHEC staff members as part of an effort to improve communication surrounding statewide work across our system. This archive contains links to bulletins beginning in December 2020 to our most recent issue.

Please send a message to Caroline Orth at caroline_orth@ncahec.net with feedback, questions, or to request updates on a particular topic or project in our next bulletin.

State of AHEC recordings

Brand Assets

This growing section organizes statewide NC AHEC brand assets—including logos, PowerPoint presentation templates, AHEC maps, and more—into accessible download links for use when designing material collateral or preparing presentations on behalf of the NC AHEC Program. 

If you have any questions about how to use an asset or need assistance, please contact Caroline Orth, Program Office Communications Manager, at caroline_orth@ncahec.net.

Logos and templates

Guide to Choosing Logo File Type

Statewide Logos

AHEC Map

About NC AHEC PowerPoint Template

AHEC Learning Academy (ALA) and Staff Trainings

This section features recordings and materials from past AHEC Learning Academy and staff training sessions created and delivered for NC AHEC staff.

For questions regarding our AHEC Learning Academy and staff training resources, please contact Nevin Fouts, Statewide eLearning Coordinator, at nevin_fouts@ncahec.net.  

Other Staff Training Opportunities

CPD Resources

These Continuing Professional Development (CPD) resources house information that may be helpful for Regional CPD staff. The CPD Policy subsection contains resources related to the CPD policy workflow for reducing duplication of efforts among statewide programming. The CPD Office Hours subsection contains recordings of office hour sessions that were designed for any CPD staff across the Regional AHECs.  

Please send a message to Caroline Collier at caroline_collier@ncahec.net with feedback, questions, or to request additional information.

CPD POLICY MATERIALS

CPD OFFICE HOUR RECORDINGS

 

Webinars

Updated May 3, 2023 at 3:16 p.m.

Reoccurring Webinar Series

Case Investigation and Contact Tracing Training

Live CI/CT trainings are offered on topics including but not limited to updated COVID-19 guidance, CCTO tool updates and enhancements, common HelpDesk issues, as well as special topics such as vaccines, equity, and resource referrals. These trainings are always recorded and a live Q&A is held at the end of the session. Below you will find the most recent training, as well as a link to access an archive of all the CI/CT training materials.

April 27, 2023 | Spanish Language & Communication Equity: Recording and Slides

April 25, 2023 | CCTO Updates: Recording and Slides

Click here to access a full archive of all CI/CT training material.

CCTO Views Training

Reporting Training for CCTO Administrators: Recording and Slides

NC DHHS COVID-19 Vaccine Webinars

Join the Zoom meeting room on your computer, or dial-in at (646) 558-8656 using webinar ID 131 899 801.

Join State Health Director Dr. Elizabeth Tilson and other leadership from the North Carolina Department of Health and Human Services (NC DHHS) for an update on new vaccines, status of distribution (including allocation, provider enrollment, and prioritization), communications resources, and the COVID-19 Vaccine Management System (CVMS). Speakers will respond to questions during a Q&A session.

January 18, 2022 | NC DHHS COVID-19 Response Updates: Recording, Slides and Transcript

Access an archive of materials for this webinar series here.

How to Approach Isolation and Quarantine Challenges within Confinement Facilities

Along with providing a review of CDC Guidelines on Isolation and Quarantine, local correctional professionals will provide real world approaches to daily challenges faced within detention centers in a question-and-answer format. We want to highlight creative solutions that have been implemented despite uncontrollable factors such as limited space and staff.

April 19, 2022: Slides

Becoming a COVID-19 Vaccine Provider: We Need YOU!      

The goal of this training is to inform primary care practices about the CDC COVID-19 Vaccination Program and show how to enroll in North Carolina’s COVID-19 Vaccine Management System (CVMS). CVMS is a secure, cloud-based vaccine management solution for COVID-19 that enables vaccine management and data sharing across providers, hospitals, agencies, and local, state, and federal governments on one common platform.      

Agenda

  • Welcome and What to Expect Today
  • Current Status of Vaccinations in NC
  • CVMS Overview 
  • Provider Enrollment and Onboarding Overview
  • What to Expect Next

May 18th, 2021: Recording and Slides

Archived Webinars

COVID-19 Update for Long Term Care Settings

NC DHHS brought back this webinar for a few sessions in December and January in order to discuss LTC Vaccination and Infection Prevention Best Practices.  NC DHHS has a weekly written briefing on COVID-19 activity related to long-term care settings. 

September 2, 2021: Recording and Slide Deck

Access a full archive of materials for this webinar series here.

NC DHHS and NC AHEC Guidance for Dental Professionals

The North Carolina Department of Health and Human Services (NC DHHS) and NC AHEC hosted webinars offering guidance to dental professionals.

January 6, 2020 | Webinar on COVID-19 Vaccine and Distribution Plan: Recording, Slide Deck and Transcript

Access a full archive of materials for this webinar series here.

NC Medicaid, CCNC, and NC AHEC Health Care Professionals Webinar Series

August 13, 2020: Recording, Slide Deck and Transcript

Featuring subject-matter experts from NC Medicaid, CCNC, and NC AHEC, this webinar series addressed Medicaid policies including new options for telephonic and telehealth delivery of care for Medicaid beneficiaries, provided a one-stop location gathering the latest information from NC DHHS, and delivered practice support coaching to help practices implement new clinical workflows in response to the changing demands of COVID-19.

CCNC and NC AHEC Resources

Community Care of North Carolina (CCNC) and NC AHEC are working together to support providers by providing general information on COVID-19 and specific guidelines including coding suggestions for healthcare providers serving Medicaid beneficiaries. Visit our partnership webpage for additional resources.

Friday Office Hours for Providers

December 18, 2020: Recording, Slides and Transcript

Access a full archive of materials for this webinar series here.

Add the series to your Microsoft Outlook calendar.

As part of the State’s continuing efforts to ensure providers have the information they need, Dr. Betsey Tilson, State Health Director and Chief Medical Officer, and Dr. Zack Moore, State Epidemiologist, provided brief updates on the State’s COVID-19 response and responded to questions.

AHEC Webinar Series for North Carolina’s Oral Health Workforce

To support oral health professionals in North Carolina as they return to work, these six webinars will provide information on re-opening and operating in the midst of COVID-19. The series is designed to allow just-in-time input from participants and oral health leaders from across the state. Participants may pick and choose any combination of events.

View all previously recorded webinars in the series.

NC DHHS and NC AHEC COVID-19 Testing Overview: Updates on Testing Modalities, Guidance and Resources

Access the recording, slide deck and transcript from June 15, 2020.

NC DHHS and NC AHEC hosted a one-time webinar to lend an overview of COVID-19 testing. Speakers included Sec. Mandy Cohen, Dr. Betsey Tilson, Dr. Shannon Dowler, Dr. Cardra Burns, Scott Shone and Jay Ludlam.

NC DHHS and NC AHEC Weekly Business Forum

Access the recording, slide deck, and transcript from May 20, 2020.

The NC Department of Health and Human Services’ Division of Public Health (DPH) and NC AHEC held weekly forums for the NC business community. The forums enabled members of the business community to obtain timely information on COVID-19 and to pose questions directly to public health subject matter experts.

NC AHEC and the Office of Rural Health (ORH) Telehealth Webinar Series

View a flyer for the April 20, 2020 webinar.

The Office of Rural Health (ORH) and NC AHEC co-sponsored a weekly webinar series to address the role of virtual visits in responding to COVID-19. The webinars enabled providers to pose questions directly to telehealth subject matter experts.

Access a full archive of materials for this webinar series here.

Travel Guidelines

NC AHEC Travel Guidelines for UNC-Chapel Hill Faculty, Staff, and Students

EFFECTIVE April 1, 2021

The NC AHEC Program currently assists in supporting the travel needs of faculty, staff and students from 19 UNC-Chapel Hill schools and departments. These NC AHEC-related activities include student housing needs to sites away from the academic health science centers, as well as faculty and staff travel to continuing professional development programs, technical assistance visits, specialty clinics, and other teaching and NC AHEC Program activities. NC AHEC support is intended to assist with travel expenses incurred while participating in approved NC AHEC educational programs and other NC AHEC-related work. NC AHEC support is not intended to cover all expenses.

STUDENT TRAVEL

Student travel is not eligible for mileage reimbursement.

STUDENT HOUSING

The nine regional AHECs provide student housing in 50 counties across the state. NC AHEC housing is short-term lodging for use when health science students are completing community clinical rotations; it is not meant to replace a student’s permanent residence. The majority of housing is in rented apartments, but also in AHEC-owned condominiums/houses or rooms-for-rent in private residences.

NC AHEC housing is accessible to students from a variety of health science schools across the state, but students are not required to use this housing (students may make their own lodging arrangements).  Students are required to apply for housing at http://my.ncahec.net/

UNC-Chapel Hill schools and departments are charged a $7.00 per night fee for their students’ use of NC AHEC housing. Each school may have different guidelines for use of AHEC housing, so please check with your school/course coordinator before applying for housing.

FACULTY AND STAFF TRAVEL

NC AHEC travel reimbursement is provided for faculty and staff activities which are consistent with the NC AHEC Program Work Statement Definitions and fall within the specific letter of agreement for each school or department. If AHEC activities conducted by a school or department are supported with non-AHEC funds (i.e. contracts, grants, clinical income, fees, or honorarium), the travel associated with those activities is not reimbursed by the NC AHEC Program. If there are questions about whether travel for specific activities is reimbursed, faculty are requested to contact the NC AHEC Program Office prior to travel.

Travel reimbursement is provided to NC AHEC liaisons and other faculty attendance at meetings or conferences at the request of the NC AHEC Program Director. Reimbursement is not provided by NC AHEC when faculty attend professional meetings or conferences for their own professional development.

We recognize that faculty travel to all NC AHEC sites is critical to the success of our programs. Given AHEC budget constraints and current reimbursement rates for using personal vehicles, we encourage faculty and staff and departmental travel coordinators to work together to secure UNC Chapel Hill Enterprise Rent-A-Car contract vehicles or UNC Air flights as needed.

NC AHEC Mileage Reimbursement Policy (rates effective April 1, 2021)

No mileage reimbursement for local mileage will be made for within 35 miles (one-way) or 70 miles (round trip) of destination from the closer of either the duty station or point of departure (e.g. home). NC AHEC mileage reimbursement is based on standard mileage between cities and not actual odometer mileage.

  • Mileage is measured from the closer of either the duty station or point of departure (e.g. home) to destination over 35 miles (one-way) based on standard mileage between cities on www.google.com (not Google Maps).  For standard mileage information, type the two cities into the Google search engine and click search. The distance between the two cities will appear as the first result. For example, go to Google search, type in “Chapel Hill, NC to Fayetteville, NC” and search. The mileage listed is 73.6 miles; standard mileage reimbursement paid by AHEC between Chapel Hill, NC and Fayetteville, NC is 74 miles.
  • When the round-trip is over 71 miles from closer of either the duty station or point of departure (e.g. home), traveler will be reimbursed at 56 cents per mile for the total round trip.

NC AHEC Policy to pay for UNC Enterprise Rent-A-Car contract vehicle (formerly Carolina Motor Pool)

UNC Chapel Hill Enterprise Rent-A-Car contract vehicles are available for NC AHEC related travel.

  • UNC Enterprise Rent-A-Car contract vehicle (formerly Carolina Motor Pool) reservations are required to be made in advance by calling the Air Transportation Coordinator at UNC  Air Operations office at RDU Airport at 919-840-1980.
  • The on-line reservation form can only be completed by the Air Transportation Coordinator.
  • UNC Enterprise Rent-A-Car contract vehicles can be picked up at any rental location, eliminating the need to come to campus first. Enterprise will also pick you up on request.
  • The reservation requires the address of the Enterprise location preference for vehicle pick-up.
  • To reduce administrative processing for gasoline reimbursement, the Traveler is required to choose the “Post-Pay Gas” option when returning the vehicle. Enterprise Rent-A-Car guarantees your rental vehicle will have a minimum of a quarter tank of fuel upon pickup. Unless gasoline is needed during the trip, traveler should not fill the gas tank.
  • As a general rule, an intermediate size car will be reserved for all travelers.  If a larger vehicle is needed, please specify the need for an exception at the time of reservation.

UNC Air Operations Flights paid with AHEC state travel funds

  • NC AHEC state travel funds will pay for pre-approved passengers on NC AHEC related UNC Air Operations same day flights. Prior approval is required if a passenger requires an overnight stay.
  • UNC Air Operations information and passenger eligibility policy can be found at: https://www.ncahec.net/about-nc-ahec/unc-air-operations/

FACULTY AND STAFF LODGING/MEALS

Prior approval is required at least three weeks in advance for faculty and staff needing overnight accommodations for AHEC-related activities. In order to make overnight lodging arrangements at acceptable and reasonable rates, travelers should contact the local AHEC for lodging suggestions prior to making reservations. Travelers are encouraged to ask if “State Employee hotel rates” are available. Excess lodging expenses must be justified if hotel rates, excluding taxes and surcharges, exceed $400 per night, if staying in one of the following high-cost cities: Boston, New York City, San Francisco and the Bay Area, Washington, D.C., and Los Angeles. If those limits are exceeded, travelers must complete Form 1302.1f Excess Lodging Justification and obtain their supervisor’s approval and signature before traveling.

Per Diem Allowances

In-State
Breakfast: $9.00
Lunch: $11.80
Dinner: $20.50
Lodging: $75.10
Total: $116.40

Out-of-State
Breakfast: $9.00
Lunch: $11.80
Dinner: $23.30
Lodging: $88.70
Total: $132.80

Meals During Travel
NC AHEC follows the State of North Carolina policy for meals during daily travel which states:

Overnight Travel Status

Employees may be reimbursed for meals for partial days of travel when in overnight travel status and the partial day is the day of departure or the day of return. The following applies:

Breakfast: depart duty station prior to 6:00 am and extend the workday by 2 hours.

Lunch: depart duty station prior to Noon (day of departure) or return to duty station after 2:00 p.m. (day of return).

Dinner: depart duty station prior to 5:00 p.m. (day of departure) or return to duty station after 8:00 p.m. (day of return) and extend the workday by 3 hours.
The travel must involve a travel destination located at least 35 miles from the employee’s regularly assigned duty station or point of departure (e.g. home), whichever is less.

Same Day Travel

No per diem meal allowance for same-day travel.

NC AHEC TRAVEL REIMBURSEMENT PROCESSING

NC AHEC travel reimbursement must be submitted within 30 days from the date of travel.

NC AHEC travel funds support over 19 on-campus schools and departments.  NC AHEC travel funding is contingent on the school or department’s ability to process travel authorization/reimbursement in the University’s web travel system for their faculty and staff on AHEC-related travel.

The NC AHEC Program Office does not create or complete travel authorization/reimbursement for on-campus faculty and staff. The school or department initiates the travel authorization/reimbursement in the UNC-Chapel Hill web travel system and electronically sends to the NC AHEC Program Office for approval.

NC AHEC travel reimbursement processing details can be obtained by contacting NC AHEC Financial Manager Pratyush Mehta at (919) 966-0810 or pratyush_mehta@ncahec.net.

QUESTIONS ABOUT NC AHEC TRAVEL POLICIES AND PROCEDURES

For questions concerning NC AHEC travel policies and procedures, please contact NC AHEC Financial Manager Pratyush Mehta at (919) 966-0810 or pratyush_mehta@ncahec.net