Transitioning From Preceptor To Residency Program

Director: Pearls For New RPDs

JASMINE CARPENTER, PHARM.D, BCPS, BCPP

PGY-1 RESIDENCY PROGRAM DIRECTOR

CLINICAL PHARMACY SPECIALIST-MENTAL HEALTH

VETERANS AFFAIRS MEDICAL CENTER, WASHINGTON DC

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Disclosure

I have no conflicts of interest to report

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Objectives

Identify key pearls that can assist individuals transitioning into the role of a residency program director (RPD)

Describe the benefits of each pearl presented and how it can assist a new RPD and ultimately strengthen a

residency program

Explain the need for proper training and guidance for new and future RPDs

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Questions for the

Audience

Question #1 How many of you are preceptors?

How many of you are RPDs? Question # 2

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My Transition into the role

of an RPD

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Questions for the

Audience

For those who are RPDs, how would you

describe your transition into that role? Question # 3

Question # 4 If you are a current RPD do you have a

transition plan in place for future RPDs of

your program ?

1 Get to know the ASHP Accreditation

Standards

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Get To Know The ASHP Standards

The American Society of Health-System Pharmacists

(ASHP) is the accrediting body for pharmacy residency

programs

The ASHP accreditation standards establishes criteria for

training residents

New RPDs should continuously review the ASHP

Standards Guidance Document

Will ensure that their program meets the established

standards

Always watch out for updates made to the standards

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American Society of Health-System Pharmacists. Guidance Document For Postgraduate Year One (PGY 1) Pharmacy Residency Programs. October 2017

Get To Know The ASHP Standards

The best tool to use to help you understand the

ASHP Standards is the “Guidance Document”

The Guidance Document provides clear

interpretations of each standard and how it will be

surveyed

Can be found on the ASHP Website

4.1- Program Leadership Requirements

4.2 Residency Program Directors’ Eligibility

4.3 Residency Program Directors’ Qualifications

4.4 Residency Program Leadership Responsibilities

New RPDs should first focus on Standards: 4.1-4.4 How do I get to know the Standards???

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American Society of Health-System Pharmacists. Guidance Document For Postgraduate Year One (PGY 1) Pharmacy Residency Programs. October 2017

4.3 Residency Program Directors’ Qualifications

Guidance

4.3 is a critical factor (see Glossary for definition of “critical factor”).

4.3.b. demonstrating ongoing professionalism and contribution to the profession;

Guidance

Examples of demonstrating ongoing professionalism and contribution to the profession (should have been demonstrated within the last

five years):

• presentation/poster/publication in professional forums.

• poster/presentation/project co-author for pharmacy students or residents at a professional meeting (local, state, or national).

• moderator or evaluator at regional residency conferences or other professional meeting.

• faculty or pharmacy student preceptor appointment.

• contributing to health and wellness in the community and/or organization through active participation in health fairs, public events,

employee wellness promotion/disease prevention

How it will be surveyed

Review of academic and professional record form or PharmAcademic® review 10

American Society of Health-System Pharmacists. Guidance Document For Postgraduate Year One (PGY 1) Pharmacy Residency Programs. October 2017

Why is it important to know the standards ??

It will prepare you for future progress reports

and accreditation surveys

Allows you to properly restructure your

program

Provides insight of the current holes in your

program

Provides the RPD support when making difficult

decisions

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2 Inform ASHP of RPD Changes

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Inform ASHP of RPD Changes

New RPD should contact the ASHP Accreditation Services Office with the information of the changes

The organization or RPD will email the following information to asd@ashp.org :

The name, email address, phone number and fax number for the new RPD

Updated CV

Completed Academic and Professional Form – With all sections complete

These documents must be in compliance with the RPD requirements stated in the standards

Also be sure to change the information on the ASHP Directory Site

All RPDs must be approved by the Commission on Credentialing and

ASHP Board of Directors

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Why is it important to alert ASHP of RPD Changes ??

Ensures that you receive important information such as:

Updates to the ASHP Standards

Information on Upcoming Surveys

Survey Reports/ Voted Actions for Progress

Reports or Surveys for Accreditation

RPD Related Emails for Midyear

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3 Get to know your own program

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It is important to know the following aspects

related to your program:

The Structure of the Program

Objectives Layout

Learning Experiences

Syllabi

Location of past files and documents

Past Residents

ASHP Academic and Professional Form for preceptors

RAC* Minutes

Policies and procedures related to your program

The Residency Manual

The Preceptor Manual

Duty Hours policy

Residency Selection Policy

Past Reports

ASHP Accreditation Surveys

Progress Report Surveys

Residency Advisory Committee (RAC)

Why is it important to know your own program??

Allows you to see which areas need to be

addressed

Helps you be prepared for your next progress

report or survey

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4 Ask questions……a lot of questions

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Quote Of The Day

Don't be afraid to ask questions. Don't be afraid to ask for

help when you need it. I do that every day. Asking for help

isn't a sign of weakness, it's a sign of strength. It shows you

have the courage to admit when you don't know something,

and then allows you to learn something new.

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Ask Questions……a Lot Of Questions

As a new RPD there are a lot of things that you will

not know, do not be afraid to ask questions

Be sure to ask the following individuals:

The past or current RPD(s)

Pharmacy/ Organizational Leadership

RPD Email Groups

National Residency Advisory Boards (Veterans Health

Administration)

ASHP Surveyors

Always be inquisitive

Question: “Why do we do it this way?”

Answer: “Because we have always done it this

way”

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5 Teamwork makes the dream work

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The Development of Our RAC

Prior to becoming the RPD

We had an informal RAC

All preceptors were a part of the RAC

Restructured the RAC

• Made it formal and closed

• Members of the RAC volunteered

• Assigned roles

After becoming the RPD

RAC members

were disengaged

Members were

less involved in

the operation of

the program

RAC members

became much

more engaged

RAC members

are directly

involved in the

operation of the

program

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Residency Advisory Committee (RAC)

Teamwork Makes the Dream Work

Utilize your team to accomplish the goal/needs of your residency

program

The best way to do this is to :

Either create a Residency Advisory Committee

Optimize your current Residency Advisory Committee

Give assigned roles

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My Team

RAC

Role Assignments

ASHP Standards Chair Objectives Chair Preceptor Development

Chair Secretary

Continuously reviews the ASHP

Standards to ensure that our

program is in compliance with

the Standards

Works with the RPD to:

• Prepare for Progress

Reports

• Make updates to the

structure of the program

Ensures that the structure of the

program includes all of the ASHP

goals and objectives

Reviews whether the residents

are meeting the program’s

learning objectives

Provides a progress report

outlining the residents’

evaluations grades (NI, SP, Ach)

Organizes the preceptor

development events and calendar

for the year

Ensures that the preceptors have

completed their preceptor

development and academic and

professional forms

Documents the minutes for all of

the RAC and preceptor meetings

Develops spreadsheets/forms

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6 Listen to your preceptors and your

residents

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Listen To Your Preceptors and Your Residents

The best feedback on your leadership as a RPD comes

from your preceptors and residents

Preceptors can often provide honest and constructive

feedback regarding the structure of the the program

Each resident can add value to your program…..listen to

them and their recommendations to improve the

program

Take in the feedback and apply the changes

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7 Don’t take it personal

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Don’t Take It Personal

Change, especially a change in leadership, is sometimes difficult to process

Some preceptors and/or RAC members may not always agree with some of your recommendations or decisions

This is normal

Try not to view disagreements as personal attacks

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Seek to understand the

other perspective

Don’t expect people to read

your mind

Disarm by acknowledging their point of

view

Chen C (2013). “Effective Leadership: How to Not Take Things Personally”. Huffington Post-The Blog. Retrieved March 20,2018 from https://www.huffingtonpost.com/catherine-chen-phd/effective-leadership-how-_b_4226286.html

Methods for handling conflict

8 Know that you do not have to be perfect

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Know That You Do Not Have To Be Perfect

Know that you do not have to perfect to be a great RPD

Aiming for perfection can:

Lead to burnout

Have a negative impact on your relationships with your team and

residents

Admit your weaknesses and learn from your mistakes

Strive For

PROGRESS

Not

PERFECTION

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Question for the

Audience

Of all of the pearls that were presented, which

one resonates the most with you? Question # 5

Conclusion

The role of the RPD can be rewarding yet very complex

Without proper guidance and support, transitioning into this role can often be difficult

Becoming familiar with the ASHP standards is a great place to start when transitioning into the role as a RPD

A number of these pearls outlined may provide broad guidance to new RPDs and those considering this role in

the future

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Acknowledgements

Nathanial Roberts, Pharm.D, MBA- Chief, Pharmacy Service- Washington DC VA Medical Center

Ivan Cephas, Pharm.D- Associate Chief of Clinical Services- Washington DC VA Medical Center

Veterans Affairs Pharmacy Residency Advisory Board

Lori Golterman

Bill Jones

John Roefaro

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Questions???

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