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Monthly Updates: December 13, 2011 Web updates at: http://www.med.umn.edu/gme/programresources/coordinators/home.html

2012/2013 Benefit Update – Carol The OSHB and GME met with HealthPartners on December 12. We are reviewing the data to determine the 2012/2013 benefit rates, plan changes, etc. We anticipate bringing a recommendation to January 24, 2012 GMEC meeting.

2012/2013 Residency Agreement – Carol The GMEC approved the 2012/2013 residency agreement at the November 28 meeting. The agreement is on our website as a sample. Lori is working with the contracts library to upload it, and she will let you know when it is available.

http://www.med.umn.edu/gme/applicants/home.html

Click on the link below to view a sample of our Residency/Fellowship agreement for 2012-2013

University Residency Agreement

2012/2013 Stipend Levels – Carol The GMEC approved the 2012/2013 stipend levels at the November 28 meeting. They are available on our website at: http://www.med.umn.edu/gme/residents/stipendinfo/home.html

ACGME Faculty Surveys – Erica As a reminder, residency programs for the following specialties will be the first group to participate in the ACGME Faculty Survey, anticipated to begin in January 2012: Diagnostic Radiology, Emergency Medicine, Internal Medicine, Neurological Surgery, Pediatrics, Urology. We anticipate receiving more information on the ACGME Faculty Surveys from ACGME in the next few weeks. As soon as we receive any information, we will update all program directors, coordinators, and appropriate education managers, etc. In the mean time, please begin to prepare for the Faculty Survey by ensuring that your Faculty Rosters are up-to-date, paying particular attention to names and email addresses (as ACGME will email the surveys to faculty members via the email addresses listed in WebADS). Contact Erica King (king0367@umn.edu) or Dr. Karla Hemesath

(hemes002@umn.edu) with questions. Please see additional information at the end of this document. .

ACGME Resident/Fellow Survey The survey schedule has not yet been posted to the ACGME website. Lori Payne will send notification via email when she has more information.

EVNet – Erica In order to transition to the new EVNet “paperless” J-1 application form (reminder: just ONE piece of the application will be electronic—all supporting documentation will still be submitted to Erica in paper/email attachment form!!) on Jan. 1, 2012,

please assist me in emailing me the following information for any of your programs with J-1 visa holders FOR AY 2012-2012:

1. Program name 2. PGY-level(s) with J-1 trainees 3. Start date for AY 2012-2013 FOR EACH

LEVEL OF TRAINING w/ J-1 TRAINEES 4. End date for AY 2012-2013 FOR EACH LEVEL

OF TRAINING w/ J-1 TRAINEES

Please email your information to me at king0367@umn.edu. Thank you!

NOTE: Because the 2012-2013 Resident/Fellow Agreement will include visa language, a separate offer letter will not be necessary for incoming 2012-2013 incoming residents and fellows. Contact Erica with questions.

IMG Webinar – Erica ECFMG will be holding their next IMG Webinar on IMG Remediation on Wed., December 14, at either 9a or 2p CST. If you wish to participate, please respond via this link: https://www.surveymonkey.com/s/2Q8RQGC

"Life Happens: Responding to Unexpected Obstacles to Success for Medical Trainees" Hosted by the Marcus Foundation Grant Project Tuesday, January 24, 2012 5:30pm‐7:30pm [light dinner available at 5:00pm] Location: Mayo Auditorium

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Format: Nationally recognized speaker ‐ Dr. Suzanne Vogel‐Scibilia [Member of National Alliance on Mental Illness Board of Directors] will share her personal experience and experiences of other physicians with invisible disabilities [mental health, attention and learning disabilities]. A panel of U of MN colleagues will provide overviews on responding to trainees in distress, education/training policies, legal issues, and Disability Services accommodation processes. Q's? contact Marilyn Becker becke024@umn.edu

New Innovations – Onboarding Module New Innovations continues their work on the onboarding module which is scheduled to be available in January 2012. Details will be provided as they become available.

NRMP Update – Lori - SOAP Process for 2012 Match For those programs participating in the 2012 NRMP Match there is a new process for Scramble now known as the Supplemental Offer and Acceptance Program (SOAP). The NRMP will open up a webinar on this new process on their website on Friday, January 6, 2012. (See www.nrmp.org > Communications).

- Match Day (March 16, 2012) – U Holiday Match Day 2012 falls on a University floating holiday. Programs should begin planning for this, noting that contact between programs and matched applicants prior to the general announcement of 2012 Match results at 1:00 PM Eastern Time Friday, March 16, 2012 is a violation of the Match Participating Agreement.

Personal Holiday – Carol The communication regarding Personal Holidays for Academic Employees is not applicable to our medical residents and fellows (all 8 classifications). http://www1.umn.edu/ohr/benefits/leaves/personalholiday/ Their vacation & sick time is determined by their program and the associated board requirements.

Recruitment Update - Checklist Templates – Carol Thank you to Laura Pham, Gina Deveney and Jean Jones for sharing their recruitment checklists that can be revised to suit your program’s needs. They can be found at: http://www.med.umn.edu/gme/programresources/RecruitmentInformation/home.html

Recruitment Checklist Templates

Interview Preparation Checklist Template

Preparing for Interview Season

Recruitment Season Assignment of Tasks Template

- Applicant/Interviewee Website Through our website the GME Office provides applicants/interviewees with information about our programs and institution as well as what our beautiful state has to offer. Information about local hotel accommodations is also included. The information can be found at: http://www.med.umn.edu/gme/applicants/home.html

USMLE Urban Legend The "urban legend" referred to the ongoing rumor that the Step 2 Clinical Skills exam is no longer going to be required for US Medical School graduates. This is absolutely false - there are no plans to stop requiring this exam as part of the Step 2 requirement [generally completed during Yr 4 of UME].

USMLE Step 3: Delay in Score Reporting Starting in mid-February 2012, a transition period will begin in which the number of Multiple-Choice Questions (MCQs) and Computer-based Case Simulation (CCS) cases in current forms of the Step 3 examination will change. Because of the changes, as well as routine modifications to the test item pool, there will be a delay in score reporting for most Step 3 examinations administered from mid-February 2012 through early May 2012. The target date for reporting Step 3 scores for most examinees testing during that interval will be Wednesday, June 6, 2012.

USMLE Step 3: Change in Question Formatting Changes to both the Multiple-Choice Question (MCQ) and the Computer-based Case Simulation (CCS) sections of the Step 3 examination will occur beginning in mid-February 2012. Please see this link for more specific information: http://www.usmle.org/announcements/?ContentId=85

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From our Partners: Marilyn Becker, PhD LP Director of Learner Development B-624 Mayo Building (612) 626-7196 becke024@umn.edu Programs/Services: Assistance to residents and fellows on learning/performance across the GME competencies and residency/fellowship requirements. Individual resident contacts by self-referral

or program referral. o Improving test-taking o Learning in residency o Adapting to training environment o Maximizing efficiency o Problem solving o Time management o Organizational skills o Communication skills o Well-being o Assistance with preparing for USMLE Step 3, In-Training Exams o Assessment and Referral to other services [i.e. ESL language assistance, Disability Services, RAP, health/wellness services]. Workshops/presentations and consultation

to GME programs [topics such as improving test-taking, resident efficiency, time management, strategies for ITE prep groups, well-being, etc.].

Program resource development.

MMCGME Update RMS Open Work Sessions Thursday, December 15 (9:00 - 11:00) @University Park Plaza, 635 Thursday, January 5 (9:00 - 11:00) @The Diehl Hall Learning Commons Thursday, January 19 (1:30-3:30) @ University Park Plaza, 635 Is your RMS ‘to-do list’ piling up? Do you need some time to leave other distractions behind and focus on RMS? This is a time for you to escape your daily distractions and obtain assistance on any RMS related topic(s). Feel free to stop in at any point during these two hours. Registration is not required for these sessions but we do appreciate you informing us of your intent to attend and an indication of an area of focus in order to provide appropriate staffing.

Evaluations Training (Part 2 of 2) Thursday, January 19 @ The Diehl Hall Learning Commons (2:00-4:00)

Have those Evaluations reports been causing you to scratch your head? Not sure how to best manage your completed evaluations? Evaluations training part 2 will cover:

Management of completed evaluations (Including viewing completed evaluations, delinquent evaluations, pending evaluations, NET evaluations; accessing high/low scores, returning NET evaluations, viewing automated email history and more)

Common reporting options

Documentation Audit FINAL REMINDER! The MMCGME Services documentation audit deadline was Friday, October 28. Documentation is required by Medicaid & HRSA. If any documentation is missing, the potential exists for loss of FTE reimbursement. The following documents are required by August 1 or one month after a new resident/fellow starts a program:

· Residency/Fellowship contracts for all years active in the program

· Medical School Diploma · Graduating/Transitioning Form (if applicable)

Due by July 1 · GME Completion Certificates for all prior

training programs (if applicable) · ECFMG Certificate (if applicable)

Please send any documents on the list to MMCGME Services via:

· Netfiles · ImageNow · fax (612-625-0326) · Mail (MMCGME Services Suite 635, 2721, 2829

University Ave SE Minneapolis, MN 55414) · Email: RMSHelp@umn.edu (Do not email

documents that contain sensitive information. i.e. social security

number)

As a caution, the RMS reports used for the audit may not catch 100% of the missing items and we ask that programs do their best to submit all documents prior to the audit. Thank you for your cooperation!

UMMC-F Update EPIC Training for 2012-2013 Incoming Residents/Fellows: Mira Jurich will be meeting with the EPIC trainers and will provide an update during the January coordinator meeting.

Mayo Call Room Improvements: UofMN Facilities Management and UMMC-F will provide funding for Mayo Call Room improvements including paint, heating and air conditioning, as well as some carpeting, furniture, and televisions (as

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needed). The changes will be coming in January. Contact Mira Jurich with questions: mjurich1@fairview.org.

Coming in January! The following items will be discussed during the January 10, 2012 Coordinator Meeting (10-11 AM; B646 Mayo). Please make every attempt to attend.

2012-2013 Benefit Plans: The OSHB will be in attendance to discuss the plans and to answer your questions.

Family Medical Leave Act (FMLA): HR Staff from AHC/Medical School will present additional FMLA information.

NRMP SOAP Process for 2012 Match: Lori Payne will provide an update on the process.

UMMC-F EPIC Training: Mira Jurich will discuss plans for the EPIC training of 2012-2013 incoming residents and fellows.

ACGME Faculty Survey Tip Sheet As part of the new accreditation process, the ACGME plans to survey program core faculty in manner similar to the current resident/fellow survey. Listed below are question areas based on pilot conducted in 2011 (note: a copy of the actual survey has not been released or posted). 1. How many hours per week do you devote to “professional efforts” (all parts of job). (they will

probably ask for a number) 2. How much time do you spend: (if any activity involves a resident & most probably do, count that

as “residency activity”). Your program coordinator should provide you with a summary of your activities from Web ADS. You might want to use that summary when you complete this question.

Residency activity (Note: clinical care with residents, didactics, research with residents, advising, residency meetings, residency administrative work, anything related to residency)

Administrative work (not for residency program)

Research activities (not for residency program or with residents)

Providing clinical care with NO residents present.

Completing paperwork related to clinical care

Other 3. How often do you participate (includes: leading, presenting, attending) in group educational

activities such as morning report, grand rounds, journal clubs, M & M, core conferences, etc.?

Daily

Weekly

Monthly

Every few months

Once/twice per year

Never 4. Which of the following best describes when you give resident documented written feedback

(completion of E-value or RMS form, written summary, paper form, email,, dictated note) about the rotation or assignment they complete under your supervision (wards attending, rotation attending, clinic attending)?

Last day of the rotation

Week after completion of the rotation

Two weeks after completion of the rotations

One month after completion of the rotations

At the end of the academic year

I do not provide written feedback (not an ideal response)

5. In your opinion, what impact have the current duty hour standards (remember that they changed 7.1.2011) had on residents’ abilities to provide safe patient care? (Loaded question… be honest)

Response choices: Extremely positive, positive, none, negative, extremely negative,

6. In your opinion, what effect has the current duty hour standards had on the residents’ ability to

learn? (Loaded question… be honest)

Response choices: Extremely positive, positive, none, negative, extremely negative,

7. How satisfied are you with the program’s ability to confidentially deal with residents’ concerns and

problems? (this question is also asked of the residents)

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

8. How satisfied are you with the education residents receive on fatigue management? (All residents

new to the U of MN programs complete a web module on fatigue and sleep deprivation during new resident orientation. Your program probably also offers additional sessions).

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

9. How often do you have sufficient time to adequately supervise residents?

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

10a.Do residents recognize the limits of their authority and seek supervisory guidance when

performing clinical care? (Does your program have a clear supervision policy for each level of resident? Your department should have a UMP “trigger card” that outlines circumstances/situations when an attending should be called. Has it been reviewed with faculty?)

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

10b.Do residents communicate effectively with their colleagues (including other faculty) when

transferring responsibility at the end of their shifts? (Do they follow sign out procedures? Do you have a formal system?) Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

11. How often does the sponsoring institution and program provide adequate provision to ensure safe

patient care is provided by the residents? (This is a really broad question-it seems like they are asking about infrastructure: sufficient attending staffing, adequate ancillary support, appropriate processes/procedures, allowing for admission and service caps) Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

12. How successful is the residency program in preventing excessive reliance on the residents to

maximize the number of patients seen? (This might be out of the program’s control..are you allowed to cap admissions when needed, prevent or limit pt transfers, limit consults, protect didactic time, etc. or are service pressures too much?

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

13. How often is the residents’ workload appropriate for their level of expertise to the clinical needs of patients? Are you pressured as a department/service/unit to provide more care or more complex care than the residents are equipped to handle?

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

14. How often is the residents’ work in the hospital or clinics directly related to their education? (The

residents are also asked this question. The question is intended to inquire about the balance of service vs. education which is very difficult to determine)

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

15. How often do residents, faculty, and other clinical support personnel (e.g. nurses, pharmacists, case worker or dieticians) participate in teams to provide clinical and patient care?) (case conferences, rounding with PharmD, discharge planning, etc.) Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

16. Have you personally worked this academic year with any of the current residents on a scholarly

project? (Note: scholarly activity is not just research, it includes cases reports, journal clubs, writing, quality improvement)

Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I don’t know

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ACGME Faculty Survey

The ACGME conducted a pilot faculty survey this past year (see sample on next page). This pilot will become a required element in the accreditation process. Here are the details that we have learned so far. GME Administration will determine follow-up with programs as further details become available from the ACGME.

Per ACGME Workshop on 11/7/11 in Chicago:

The ACGME Faculty Survey will begin in early 2012 (no exact dates identified yet). The ACGME should send out a general notice announcing the “kick-off” in the weekly e-bulletin by December. The first programs to be surveyed will be: Internal Medicine, Pediatrics, Urology, Emergency Medicine, Diagnostic Radiology, and Neurological Surgery. Only residency programs will be surveyed at this time; fellowships will not be surveyed. The ACGME will email the faculty listed in the faculty roster directly to ask them to complete the survey (including how to access, etc.). It is very important that programs have their faculty rosters defined, cleaned up, etc.—specifically names and email addresses. The ACGME will email the PD/PC that their faculty are scheduled to complete the survey. The GME office will email the ACGME in (mid- to late-) December to find out a master list of program scheduled dates. We will provide an update at that time.

Step Responsible Person Action Item

1 PD & PC Schedule a meeting between Program Director & Program Coordinator now.

2 PC Pull these tools and provide to the Program Director during your meeting: “Core Faculty” description from the Faculty Roster

page from within WebADS. ACGME specialty program requirements and

highlight “core faculty” sections TIP: Program Directors and Site Directors are ALWAYS

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considered Core Faculty.

3 PC Review Tutorials in WebADS – learn “Faculty Roster” functionality. “Navigating the New Physician CV” (13 minutes) “Navigating the New Physician Roster” (8 minutes)

4 PD Program Director finalizes list of core faculty and gives to the Program Coordinator.

5 PD & PC Schedule meeting and/or communication to identified “core faculty” giving them a “heads-up” to anticipate survey and importance of participation. Watch for complete details to come directly from the ACGME. GME Administration will provide follow-up assistance.

6 PC Collect CV’s for those faculty needing entry and/or updating. Suggestions for retrieving CV’s: Copy from another program within WebADS Obtain from department administrative support

person who coordinates promotion/tenure Obtain from research administrator (i.e., your grant

people) UMP credentialling clinic administrator

7 PC Ensure that faculty email addresses are correct. (We suspect this will be the communication tool to administer the survey, similar to that of the ACGME Resident Survey)

8 ACGME ACGME sends notifications directly to programs ~mid-late December 2011. GME Administration to follow-up with ACGME to obtain dates and further details.

9 PD & PC Monitor compliance during survey window. There may be a required minimum response rate (the resident survey is 70%).

10 PC & PD Pull survey summary report. Review and analyze report results.

Non-compliance with this survey will result in similar consequences to non-compliance with the Resident/Fellow Survey (including but not limited to):

Generates letter of concern from ACGME

Mandatory follow-up to the GMEC

Shortened accreditation cycle

Immediate site visit Call or email your program specialist, Karla Hemesath (hemes002@umn.edu) or Louis (lingx002@umn.edu) with questions or for further assistance.