Resident Wellness Policy: 29kb

Policy and Protocol for Internal Reviews

Program Director Worksheet for Internal Review

Coordinator Information for Internal Review

Program Requirements

Program coordinators must be familiar with their department specific program requirements as well as the Common Program Requirements found on the ACGME website at http://www.acgme.org/acWebsite/dutyHours/dh_dutyhoursCommonPR07012007.pdf. At the time of your site visit, the RRC will be asking questions of all program staff to determine the understanding of the Common Program and program specific Requirements. Understanding and execution of those requirements contribute to the evaluation of the program by the RRC. Those programs governed by other requirements shall

Preparing for a Site Visit

The assigned RRC will contact your Program Director regarding establishing a date for the site visit. Approximate dates for each departmental site visit are found on the ACGME website, and are listed on the Coordinator Calendar on the GME website at: Coordinators Calendar. A letter confirming the date with instructions pertinent to the day of the site visit be sent from the RRC to the Program Director.

When the date of the visit has been established, download your Program Information Form (PIF) from the ACGME website www.acgme.org.

Faculty and residents should immediately be notified of the date of the visit as they are all involved in the process. They will need to schedule time to meet with the RRC and this may mean canceling clinic dates/times. The RRC will provide instructions as to how the program coordinator should schedule the day.

Preparing your Program Information Form    

A well prepared PIF may be the most effective and easiest means to ensure the most successful site visit resulting in the maximum interval between site visits. As soon as you have received notification of the date of your site visit, you should begin working on your PIF. You will want to schedule regular meetings with your Program Director, faculty members and residents to be certain all are in agreement about what is contained in the PIF and that the information is complete and truthful.

The best way to prepare the PIF is to just answer the questions posed. Do not answer with information you think the RRC wants to hear. Answer the questions truthfully, do not elaborate. Extraneous verbiage presents the RRC with an opportunity to dig into areas which aren’t being questioned.

The draft of your PIF is to be presented to the Designated Institution Official, Dorothy Jambrosek, at a minimum 2 weeks prior to the date it is due to be returned to ACGME. This will allow time to review and edit your PIF and assist in presenting the most professional product possible for ACGME.

Electronic Residency Application Service (ERAS)

ERAS®—The Electronic Residency Application Service offered through the American Association of Medical Colleges (AAMC) —is a service that transmits residency applications, letters of recommendation, MSPEs, transcripts, and other supporting credentials from applicants and medical schools to fellowship, osteopathic internship, and residency programs using the Internet. The ERAS website is clearly structured for ease of use. For further information, please refer to their website at http://www.aamc.org/audienceeras.htm.

Recruitment

A smooth interview process is critical for any residency program. There is a limited amount of time to persuade the applicants that LUMC should be their number one choice. Planning ahead and good organization are key.

A significant part of the process lies with the Program Director. It is the responsibility of the Program Director to communicate with the faculty who will be assisting in the interviews what are the most important elements to emphasize. If yours is a department which has a Chief Resident/Fellow, your Chief(s) should be charged with the task of selecting which housestaff members should conduct tours of the facility.

It is key that as a program coordinator you know the details of your program inside and out so you are able to answer questions the potential applicants may have. Have an information sheet prepared to hand out to the interviewees that day.

Some potential questions you may want to ask during interviews:

            How did you hear about the LUMC program?

            Why did you choose (specialty)?

            What have you heard about the program?

            What are your plans between medical school graduation and the
               beginning of your residency?

            What other programs are you visiting?

The GME Office requests that the interviewees sign consent and release from liability forms at the time of the interview so we may conduct criminal and other background checks prior to extending a contract to the applicant. 

Consent and Release form: Click Here: 23kb