Coordinators’ Meeting

June 9, 2016

Agenda

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GME End of the Year Housekeeping Orientation

SUNet Emails

Diploma Frames

Exiting House Staff Checklist

Cal/Osha Requirement

Immigration J-1 visas

Summative Evaluations

Alumni Survey

APEs

CCCs

Orientation

• Orientation Dates

– June 20, 2016

– June 30, 2016

• Learn More: http://med.stanford.edu/gme/incoming_residents/orientations.html

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SUNet Emails

• Please use SUNet emails for all business.

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Diploma Frames

• Diploma frames must be picked up by program/department/coordinators on Thursday, June 9, 2016, 10:00AM – 4:00PM, Grant Courtyard, near Alway.

• NOTE: House staff pick up diploma certificates of completion with GME as usual.

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Certificate

Exiting House Staff Checklist

• Exiting House Staff must complete their checkout sheet on their last day of training

• Learn more: http://med.stanford.edu/gme/current_residents/exiting_residents.html

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Cal/OSHA Requirement

• Cal/OSHA requires that all house staff be trained by the department in Sharps Training (refer to checklist).

• Where do I find the Sharps Training Checklist?

– Download from MedHub > scroll down to Resources/Documents > Sharps Training Checklist-Sign Off

• Link to the checklist:https://stanford.medhub.com/u/g/myhome_resources.mh?action=view&resourceID=7132

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Cal/OSHA Requirement

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Cal/OSHA Requirement

• What does the coordinator do with the checklist after its been signed off?

– Upload to MedHub > Choose the Resident-of-interest > Forms/Files

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Immigration J-1 Visas

• Acting under instructions issued by the US Department of State, the ECFMG will no longer provide J-1 clinical sponsorship to short-term clinical scholars

– The only allowable option you can currently consider would be to bring down your Canadian trainees in observership programs

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Summative Evaluations – Brief Refresher

• What is the summative evaluation?– A summative evaluation is a method of judging the competence

of a trainee at the end of the program (summation). The focus is on the outcome.

“Assessment with the primary purpose of establishing whether or not performance measured at a single defined

point in time meets established performance standards, permanently recorded in the form of a grade or score.”

Summative Evaluation

• Why do we do this?

– A program director must provide timely verification (written documentation) of residency education by completing summative performance evaluations:

1) for all graduating residents/fellows

2) for residents who leave the program prior to completion.

Continued…

• 3) ACGME also requires this for

– residents who are transferring into your program from another program.

Summative Evaluation

“The program director must obtain written or electronic verification of previous educational experiences and a summative competency-based performance evaluation of the transferring resident/intern.”

GMEOffice

Tools to Use in Summative Evaluations: MedHub Resident

Evaluations

1. Evaluations Competencies by Resident

2. Resident/Faculty Ranking Report (aggregate)

3. Aggregate Comments Report

4. Evaluation Competencies Report

5. Milestone Summary/Progress Reports

How We Can Do This…

Click on the report(s) you want:

Review Reports

• Decide which report(s) you want to use

• Review the MedHub Resident Evaluations

• Incorporate into the GME developed Summative Evaluation Template Form

Template

Move Your Choice to the Top and Click “OK”

Fill in <the blanks>

• Academic Year: <Insert Academic Year>

• <Insert Date>

• Resident Name: <insert name>, MD

Summative Evaluations….Final Points

• Review report with trainee

• Place a copy of the summative evaluation in the Trainee’s permanent file and upload to MedHub

GME Institution-Wide Alumni Survey

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• An alumni survey will be delivered from GME Office every August to the current year and all past year’s graduates.

Current Year’s Graduates:(anonymous)

Past Year’s Graduates:(choice to be anonymous)

- What’s next?- If in academia, what’s your

rank?- Percent of work time spent in

specialty practice, PC, inpatient care and research

- Evaluation of the program

- What’s current? Name of employer?

- If in academia, what’s the rank?- Percent of work time spent in

specialty practice, PC, inpatient care and research

- Willing to join the alumni network?

GME Institution-Wide Alumni Survey

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GME Institution-Wide Alumni Survey

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Annual Program Evaluation (APE)

Pre-APE

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• At least 2 faculty and 1 trainee in PEC

• (Program Coordinator) Update APE date and PEC members in Medhub.

• Data collection and analysis

o Checklist: http://med.stanford.edu/gme/GME_Community/APE_Checklist-Checkbox_v2016.pdf

o or MedHub > Resources/Documents (left bottom of page) > 02 Forms, Templates, & Examples > Annual Program Evaluation (APE) & Program Evaluation Committee (PEC)

o A summary presentation by the PD is recommended.

• (Program Coordinator) Download and save the APE Guidebook from last year’s page in Medhub.

Annual Program Evaluation (APE) – During-APE

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• Agenda: http://med.stanford.edu/gme/GME_Community/APE-Agenda.pdf

or MedHub > Resources/Documents (left bottom of page) > 02 Forms, Templates, & Examples > Annual Program Evaluation (APE) & Program Evaluation Committee (PEC)

o Last year’s action plan

o Discuss 4 key areas.

o Complete the SWOT tables.

o Generate a new action plan.

Annual Program Evaluation (APE) – Post-APE

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• Program Director:o Get the action plan approved by your teaching faculty.

o Start working on the action plans.

• Faculty:o Approve the APE meeting minutes.

• Program Coordinator:o Update the APE Guidebook under the 2015-16 tab and upload

it to Medhub.

o Upload meeting minutes, sign-in sheet and other related documents to Medhub.

Clinical Competency Committee Documentation in MedHub

CCC Meeting Documentation in MedHub

Milestone Management in Medhub

Milestones in Medhub

Documenting Semi-Annual Milestones in Medhub:Before Your Program’s CCC Meeting

Documenting Semi-Annual Milestones in Medhub:During or After Your Program’s CCC Meeting

Common Issue in MedHub:Lack of Semi-Annual Milestone Data in Residents’ Progress Reports

Possible explanations for lack of milestone evaluation data in MedHub:1. Lack of evaluations of trainees that use a Milestone Scale.

2. Milestone evaluation questions are not tagged to the subcompetencies.

3. Faculty haven’t completed milestone evaluations for each trainee in past 6 months.

How To Populate Residents’ Milestone Progress Reports

with Data from Milestone Evaluations

1. Create milestone evaluations for all rotations with RRC-approved Milestone Scale.

2. Tag the questions in the milestone evaluations to the subcompetencies and competencies.

3. Make sure faculty members are filling out their evaluations.

Please contact your GME Program Manager.We can meet with you to work through the process.

Questions