year 3 scheduling 2012-13 academic year judith l. rowen, m.d. assistant dean for educational affairs...
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Year 3 SchedulingYear 3 Scheduling2012-13 Academic Year2012-13 Academic Year
Judith L. Rowen, M.D.Assistant Dean for Educational Affairs
Office of Clinical Education
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What’s in Year 3?
Clinical Skills Week
Internal Medicine 12 weeksPediatrics 8 weeksSurgery 8 weeksOb/Gynecology 6 weeksPsychiatry 6 weeksFamily Medicine 4 weeksElective period 4 weeks
December break 4 weeks
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RegistrationRegistration
Clinical Skills Week – registration automatic
Clerkships – you select the order, ES registers you◦You may need to choose preferences within the
clerkship, e.g. outpatient locationElectives – you enroll yourself
◦Automatically enrolled in “VACA”◦You swap this out with the course you want
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Before the “week” ◦EPIC training – March 16, March 30 or April 6◦Online quizzes/videos
June 25-27, 2012◦Task trainers◦SIM Man◦Writing notes, presenting on rounds
June 28-29 ◦Houston students – Houston orientation◦Austin students – Austin orientation
Clinical Skills Week
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Clerkships – general principlesClerkships – general principles
Orientation held first day – MANDATORYClinical evaluations – shared formShelf exams on last dayCommunication largely by emailCoordinators make schedules ~2m in
advance Log patients in New InnovationsOn-line eval of residents and faculty, courseMore course-specific info – slide show on OCE
website
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A word about examsA word about exams
The “shelf exams” or NBME subject tests, are national, normed tests
All clerkships take the 5th percentile nationally as passing
Failure of shelf (and nothing else) = PCFM and Neurology – web-based, in PMRest on paper, in AM – will be web-basedProper behavior requiredIf you must miss, Dr. Thomas must approve
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A word about e-mailA word about e-mail
Only your @utmb.edu address should be used◦Potential HIPAA violations◦We can’t find it/search for it◦Might be “spam filtered” out◦We will ignore email from other accounts◦Do you really want to be known as “sweet
cherry pie” for the rest of your life?Check it often or you’re out of luck
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Clerkships are an exposure to clinical medicine
Clinical medicine is a full-time occupation, stuff happens 24/7
All clerkships agree to the same policy:◦You work one day per weekend on average◦This includes holiday weekends, except
Thanksgiving◦The clerkship decides whether you can pick and
choose the day or whether it will be assigned
A Word About Holidays and A Word About Holidays and Schedules in GeneralSchedules in General
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Track SequenceTrack Sequence
Probably doesn’t matterBut you will worry that it doesPlacement of elective/VACA block may
matterTimes it might:
◦You’re getting married◦You’re in Global Health or Public Health
If you defer for boards, I’ll assign
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12 different tracks – see http://www.utmb.edu/oce/Documents/ClerkshipTrackSequence.pdf
4 different options within each track Make selection via MyStar System opens on Tuesday, March 20 at 7AM Deadline 5PM Friday, March 23
Track trade deadline Friday, April 6 Schedules available to view on April 13 Add/drop period for electives begins Monday,
April 16
Year 3 Track PreferenceYear 3 Track Preference
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Track switchingTrack switching
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What to put in that “VACA” blockWhat to put in that “VACA” block
Electives (5 blocks needed to graduate) Must take one in year 3 – may take two
Courses you may take as a third year student:◦ Senior Neurology ◦ Senior Surgery◦ Senior Emergency Medicine (selective)◦ Acting Internship selective
Courses you may not take as a third year student:◦ Basic Science/Humanities selective◦ Ambulatory Community Selective
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Registering for electivesRegistering for electives
Electronically (“swap”) before add/drop deadline
By paper if late◦C form, C = complete
At another school – VSAS vs. paper◦B form, B = before you go
Student-created elective – form due 30d before
Research electives – form due 30d before◦R form, R = research readiness
Course catalog and policies at: http://meded.utmb.edu/electives.asp
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Email [email protected] with your request for VSAS access. You will then receive a “VSAS: New User Instructions” e-mail with login information.
Step 1: Receive VSAS AuthorizationsStep 1: Receive VSAS Authorizations
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Site SpecificsSite Specifics
Hospital affiliation agreements◦Take a lot of time◦May require more malpractice – you can buy
Catherine Hale in OCESt. Joseph applicationHousing issuesAmbulatory requests
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St. Joseph Medical CenterSt. Joseph Medical Center
St. Joseph Medical Center in Houston requires a rotation application from each student
All Galveston students complete a 3 week Psychiatry rotation at St. Joseph Medical Center.
Frances Dawe, UTMB Coordinator for Houston Programs, will email you the required forms.
There will be a deadline to return the application and required documents. Failure to meet the deadline may mean failure of the course.
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List of Required Documents for St. Joseph’s Medical Center Application
∙ Applicant’s current Curriculum Vitae
∙ Photocopy of driver’s license
∙ Proof of current health insurance coverage
∙ Immunization Records
∙ Completed Confidentiality and Computer Agreement
∙ Acknowledgement form from their Orientation Packet
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HousingHousing
Austin apartmentsGalveston apartmentsSugarland hotel (for Jester IV placement)Corpus condo
Free to studentShared bedroom (same gender only)Please keep neatContact Sommer Madrigal in OCE to reserve
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Year 3 Clerkship PreferencesYear 3 Clerkship Preferences
Internal Medicine clerkship preferences Deadline Friday, May 4
Internal Medicine – ambulatory site preference
Deadline Friday, May 4
Pediatrics – ambulatory site preferenceDeadline Friday, May 4
Family Medicine site preferenceDeadline Friday May 4
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Ambulatory choicesAmbulatory choices
Commutable = less than one hour driveMust justify commutable requestFamily medicine will email you linkInternal Medicine and Pediatrics onlineThere are great sites across the state,
branch out!
Deadline May 4
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Use for Pediatrics and Internal Medicine ambulatory site choicesUse for Pediatrics and Internal Medicine ambulatory site choicesSite Preference Ranking – Student GuideSite Preference Ranking – Student GuideGo to Go to https://meded.utmb.edu/edaffairs/siteRanking/
Login with your UTMB username and password.Login with your UTMB username and password.
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The Main Menu will be displayed. Select an option to Submit a New Site Preference.
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Use the drop down arrow to select Clerkship and then select Term/Period. Make sure the Academic Year is correct. Click Next to continue.
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The Site Preference form for the clerkship you selected will be displayed. Follow instructions to complete the form and then submit.
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•A confirmation page will be displayed for you. At the bottom of the confirmation page is a link to complete AHEC Student Biographical Sketch. Click on the link to access the AHEC form B-100.
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To make changes to your Site Preference Ranking, go back to the Main Menu
https://meded.utmb.edu/edaffairs/siteRanking/ and select the option to Edit/Update Existing Site Preference.
To check the status of your Site Preference Ranking, select the option to View My Site Ranking/Assignments from the Main Menu.
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What the Heck is AHEC?What the Heck is AHEC?Links
communities with health science schools to improve the health workforce
Provide real-life community educational experiences for students
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VoluntaryMeets once per monthFree foodRegular mentoringImportant topicsMeets in Galveston, Clear Lake area (Houston
students or folks who live on mainland), Austin
Sign up with purple form
POM3POM3
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You should be prepared for a mid-year OSCE◦First week of Period 13◦Will cover either Pedi/FM/Surg or IM, Psych, OB
ICEE will be comprehensive◦Happens summer of 4th year
A Word About OSCEsA Word About OSCEs
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Registration ErrorsRegistration Errors
Participating in a course you have not added◦ No credit◦ No malpractice coverage
Failing to participate in a course you have not dropped◦ Failure◦ Withdrawal
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Where do I Find 3Where do I Find 3rdrd Year Year Scheduling Information?Scheduling Information?
It’s all on the web:
http://www.utmb.edu/oce Click the Student tab!