I. Gerard Williams –UMCNO – UMCNO Updates
1. New Director in Academic Affairs, Lauren Rabalais
2. Flier for upcoming events was distributed, please share with residents and fellows
3. Inviting coordinators to get tour of GME space at UMCNO. Will also be happy to show new enhancements including new resident lounge near cafeteria, new computer lounge for residents will be on the 5th floor.
4. Please share feedback on any processes so changes can continue to be made/improved.
II. Dr. Becky Odinet Frey
1. Letters of Notification are being received. High success rate, few number of citations. Thanks to coordinators for your hard work.
2. UMCNO is having trouble getting rotation schedules from programs. Please be open and generous to UMCNO’s Academic Affairs office with sharing this information with them. If there are issues, please let us know or Gerard know.
3. UMCNO is requesting information on residents who would like to serve on committees. Information will be coming from Dr. Frey, please submit interested names back to our office and this will be shared with UMCNO. Serving on a committee is a priority; PDs should recognize this as such.
4. ACGME Surveys are rolling out (Group 1 and Group 2 already – next group is mid-March). Please track faculty participation in this. Compliance rate goal is 100% - if any program is below 80%, programs will be notified. ACGME has no tolerance policy on 80+ hour work weeks. LSU House Officer End of Year survey will be coming out in April. This is used for the Board of Supervisors and Legislature regarding funding, please work with residents/fellows to complete these.
5. Intern Study: GME is working to help programs achieve wellness goals within their programs. ACGME is working on Wellness Curriculum – first webinar was presented last week by Dr. Slavin and is available on the ACGME Website. One of the first opportunities we are looking at is an Intern Study through University of Michigan that looks at burnout, depression, in first year of training. IRB as approved us to participate in this study. Interns in residency programs will receive an email after MATCH directly from University of Michigan. This is their invitation to participate. Agreeing to participate includes downloading an app, providing a FitBit, tracking the interns’ data through the year based on questionnaires. Our office will provide University of Michigan with names, non-LSU emails (those entered in ERAS). The study is limited to 3,000 individuals and is usually filled up mid- to late- April. When communicating with the interns, please encourage them to participate.
6. CORE meeting in April, you are all are expected to attend so please save the date.
III. Treva Lincoln
1. QI Forum – Call for Submissions went out last week. Please encourage your residents and fellows to submit QI Projects to be considered. The submission form is available and we are asking for these to be submitted back to us by March 15.
2. QI Projects – A newly revised QI Project Spreadsheet has been emailed out to you and your program directors. Please submit back any existing or new QI projects to the EQuIP office by March 31.
IV. Ashley Walker
1. Orientation Schedule
A. EPIC Training June 24 and 25
B. OLOL / Baton Rouge Orientation June 26
C. Incoming House Officer Orientation: June 27
D. UMCNO Orientation: June 28
2. Orientations are mandatory unless your residents/fellows do not go to OLOL/Baton Rouge.
3. LSU residents matching to LSU Fellowships may not need to do as much EPIC training but some will be required. If prior EPIC training was done please use the EPIC Training Request Form.
A. All modules need to be completed for their PGY level by June. Please monitor this and ensure this is being completed or is done.
V. Academic Year Changeover
1. ERAS Upload to New Innovations
A. For all programs that do application through ERAS, before MATCH day, mark anyone “will start” in ERAS. Without this being done, Chris cannot import them on March 15 for Licensing Day.
B. If applications are not done through ERAS, and if they are residents starting July 1, they need to be entered manually in New Innovations.
C. Basic demographic info is needed BEFORE April 1st.
2. Basic Demographic Info Needed for New Residents
A. See Initial Demographic Info Needed for Incoming House Officers in Knowledge Base. Much of this information comes from ERAS, but not everything. This information needs to be entered into New Innovations BEFORE April 1st.
B. Required basic demographic info can be checked by going to https://ome-ccalla-serv.master.lsuhsc.edu/ResidentDataStatus/default.aspx NOTE: Missing SSNs are not reflected here. Also, Medicare/PECOS status can be ignored for incoming residents, and incoming residents will not initially have an NPI.
3. Demographic Info Update in New Innovations
A. See Required Information for House Officers in New Innovations Personnel Data in Knowledge Base for required data elements and locations.
B. One thing to note is the training record. This drives appointment forms, promotion spreadsheets, transfer spreadsheets, and so on. This must be correct in order to have all other documents in place and accurate.
C. Contact Chris if you are unsure about any changes which need to be made to a training record.
4. Promotions
A. To find spreadsheet, go to the GME Online Appointment Forms System and click on 7/1 Promotions Tab
B. House officers with July 1 promotions require being input on the Promotion Spreadsheet.
C. All House Officers 1-6 will promote effective July 1 to the next level automatically if they are listed on the Promotion Spreadsheet
D. House Officers that don’t promote July 1 will be flagged to Not Promote July 1 only if they are listed on the Off-Cycle/Exception Spreadsheet – and they must appear on the Off-Cycle Spreadsheet
E. House Officers paid by the Military are appointed as Gratis House Officers and require PER 3 to promote – they cannot be listed to automatically promote July 1
F. Promotion or do not promote errors will require a PER 3 to correct so that the House Officer is not over/under paid
G. The spreadsheet will print by levels
H. Program Directors need to sign, along with the PCs, and send to Yolanda
I. Deadline: March 29 (refer to paperwork submission timeline handout)
5. Terminations:
A. To find spreadsheet, go to GME Online Appointment Forms System and click on 7/1 Terminations Tab
B. House Officers that appear on the Termination Spreadsheet will automatically terminate June 30, termination effective July 1
C. House Officers terminating other than June 30 require a PER 3 – and they will be listed on the Off-Cycle spreadsheet
D. House Officers paid by the Military are appointed as Gratis House Officers and require a PER 3 to terminate, they cannot be listed to automatically terminate June 30
E. An email must be sent to
LSUHSC-NONotificationofEmployeeSeparation@lsuhsc.edu
for all house officers that terminate, regardless of their last date, including House officers that graduate, resign or are terminated after Due process
F. Email is deactivated the day after termination date
6. Off Cycle / Exceptions Spreadsheet
A. To find spreadsheet, go to the GME Online Appointment Forms System and click on Off-Cycle & Exceptions Tab. There is no spreadsheet to download. Print and submit print the Off-Cycle & Exceptions tab.
B. This is for House Officers that do not promote July 1 or graduate/terminate June 30
C. Off-cycle House Officers must be listed on the Spreadsheet so they are not promoted or terminated in error
D. PER 3s to Promote or Terminate Off-Cycle House Officers are required
E. Contracts for Off-Cycle House Officers must match the training dates for each house officer level he/she will be during their training time
7. Faculty Appointments
A. House officers becoming Faculty should state Graduated continuing as faculty in the Graduation Reason. The reason will appear on the Termination spreadsheet. This should be populated if the post program status is set as “Faculty” in New Innovations.
B. It is important to let Yolanda know if the faculty appointment will be July 1 or later, so that benefits are continued or terminated.
C. If the faculty appointment will not be July 1, they are treated like the other Terminating House Officers, except in the Separation email it should state they will become faculty, include the expected faculty appointment date and request that their email not terminate
D. July 1 faculty appointments will terminate title only so their benefits remain active
VI. Transfers
1. Faculty Becoming House Officer
A. Faculty Becoming House Officer Checklist
B. Chief residents that do not have House Officer title transferring to an LSU fellowship program
C. Faculty entering a program (a chief resident that is going into a fellowship, for example)
D. Both of these scenarios require a PER 3 to terminate their faculty position, in Remarks section state they will be appointed as a House Officer July 1, 2019
E. Both required a PER 2 to appoint as a House Officer – no other New Hire paperwork is required unless they are changing their W4 or L4.
2. Internal Transferring House Officer
A. Internal Transfer Checklist
B. Transferring to another LSU program-residency or fellowship, includes N.O., B.R., Bogalusa, Lake Charles or Lafayette
C. Checklist includes documents and forms to submit to GME with checklist
D. House Officer July 1 transfers to another LSU program require the Transfer Spreadsheet
E. House Officers transferring to another LSU program not July 1, require a PER 3 to transfer and if promoting to the next level that option on the PER 3 must be selected too. If not promoting, then state that the House Officer is remaining the same level in the remarks section.
3. External Transfers – Anyone who is NOT accepted in Match/SOAP and transferring from a training program to an LSU training program – same program or different (i.e. from GI to Nephrology)
A. If there is an opening in your program, for any reason, the DIO Transfer Approval Packet needs to be submitted to GME and Dr. Hilton’s approval before any offer is extended. This is the only way to vet the residents/fellows that did not go through standard interview process.
B. Please attach checklist with documents to review. If Dr. Hilton approves, Stephanie will notify the program. Regular new hire process will proceed.
C. These are due May 31 to our office.
4. Appointment Packets (Contracts)
A. Prepopulated packets available to print by going to GME Online Appointment Forms System and click on Appointments and Contracts Tab.
B. Includes annual TB test, Driver Safety form, and possibly other needed documents.
C. Appointment Packets for New Hires are available for new hires to print themselves with their New Hire paperwork.
D. See Annotated 2019-2020 Appointment Packet.
E. For incoming house officers, all items listed are probably needed. If they are continuing, the drivers’ safety or health requirements paperwork for example, will automatically be checked off, an additional copy is not needed.
F. Deadline: May 31.
G. Do not hold everybody’s to submit all at once. A packet should be completed and sent to us when it is ready.
H. Mask fit and TB test dates will continue as usual. We will have this available in April and May as is standard.
I. Please route original signature documents – on single sided copies. It all goes to different places.
J. This information is needed first. Whenever there is a change, a new appointment form is needed. Contracts must match training records on the appointment forms.
5. Appointment Forms
A. Appointment forms are available online in the GME Online Appointment Forms System
B. The information on the Appointment Form comes from the Training Record in New Innovations. Any changes made in NI will be reflected on the Appointment Form on the following day.
C. An updated appointment form should be signed and submitted to GME any time a change is made
6. New Hire Documents
A. Documents for New Hires are available in the GME Online Appointment Forms System on the New Hire Documents tab.
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XIV. LSBME License Reminders – July 1st Deadline
1. If CME certificates weren’t submitted to us but were sent to LSBME with us, LSBME is looking at this. NetCE course is not valid after 12/13/2018. LSU has modules, meets LSBME requirements, will be submitted to them on the house officers behalf. For any other CME course, resident needs to print copy of certificate and mail it on their own.
2. Step 3 issues
A. House officers that have been out of medical school for 3 years no matter what circumstance, Step 3 needs to be done by now. USMLE needs to send the scores directly to LSBME.
3. Incoming PD Letters go to Lydia Favorite
A. Can only be submitted 5 separate attachments at a time and only by certain house officer levels.
XV. Upcoming Dates:
· March 20 - Drug Testing Training with Scott Embley, 10am – Lions Building, 6th Floor
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