I. Gerard Williams – UMCNO Updates
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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
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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
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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)
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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.
B. All new hires will be listed. If they are not listed, they will need to be added to New Innovations and then will be shown here.
C.
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Pre-populated PER 2 and New Hire Checklist are available for coordinator to download
D. Each new hire has a unique login and PIN code that will allow them to complete all new hire documents online. Coordinators should send instructions and unique login and PIN code to each incoming resident ASAP after Match
E. Some facility packets will also be included with new hire paperwork. The included facilities are shown below the list of new hires.
F. After incoming House Officer generates new hire documents, all required forms will print, along with a page of instructions indicating what should be done on each page.
7. New Hire Packet
A. See Sample New Hire Packet in the Knowledge Base for an annotated sample packet.
B. Please only send completed packets to GME office
C. Double check that SSNs are entered correctly.
D. Use sample I-9 included in the sample packet for assistance completing I-9 forms. Additional help for I-9 is available in the Knowledge Base with the Sample New Hire Packet.
E. Don’t date paperwork until immigration documents are issued, it will be kicked back.
F. Please be sure all documents are legible,
G. Please make all document copies color so they can be copied easier.
H. Please attach voided check, if this is not available they need to print the routing and account number information from bank website.
I. HR-14 must be signed by resident and copies will be sent to HR and Benefits.
J. All due by May 31.
VII. Drug Testing
1. Chain of custody forms were handed out, can get additional copies from Ashley. Have to be original copies. Out of town residents need to be mailed and instructions sent on how to complete these drug tests
2. Drug testing training course and refresher for anyone interested. New users, please be sure to let us know so that you can get a username and password prior to the training. Training will be on our floor, conference room 7, March 20th 10am. Drug testing cannot start before April 1and all drug testing needs to be completed by April 30.
3. Exceptions are made for J1 visas – get them tested as soon as possible when they are in the country
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VIII. Hospital Onboarding Packets
1. Facility onboarding resources
A. Available for our major partners in the Knowledge Base: Facility Onboarding Resources. This list also indicates which packets are made available automatically for incoming house officers.
B. Children’s, Touro and UMCNO will be doing electronic onboarding through our office.
C. Ochsner will be doing electronic onboarding and will be contacting the residents directly.
2. The GME office is still determining what will be required for Our Lady of the Lake and West Jefferson Medical Center.
3. First time rotating residents to any facility will need to manually complete the necessary packets.
4. Any facilities we do not have need to be manually handled by the program coordinators.
IX. Malpractice Forms
1. Malpractice Form is available in the Knowledge Base. All of these will need to be routed through our office before they’re sent to Cynthia Scott (We will send them to her).
2. Malpractice Spreadsheet is available online on the Appointments and Contracts tab in the GME Online Appointment Forms System.
3. Spreadsheet should list all house officers so individual forms are not needed for each house officer
4. On second page, check off locations for where house officers will rotate.
5. Cynthia wants to start working on claims history now, so please update training records ASAP so we can send this to her. A final version will be sent closer to graduation to include anyone not sent in the first batch.
X. VA
1. See VA Medical Center for forms and onboarding resources
2. Also see 2019-2020 VA On-Boarding Process
3. TQCVL
A. Insert Letterhead at top of letter
B. Check the boxes on the bottom of page 1,
C. Program Director will need to sign.
D. Attach List of Residents – new and returning. If new are not known, send the returning now and then another later with new residents.
E. Send completed TQCVL to LSU GME office.
4. New Application – Coordinator reviews to be sure it is completed correctly and check that all forms are being submitted
5. Returning packets – only need the items on the checklist. Copy of PIV card and Refresher Training Certificate.
A. Certificates MUST have the House Officer’s name printed on the certificate
6. Coordinator Tracker – submit to James directly and copy Yolanda
A. New to VA means never rotated to the VA previously. Medical students that rotated must complete the application for New Hires but they may not need to re-do fingerprints – may be on file and the certificate will probably be the refresher certificate
B. Returning to VA – rotated to the VA previously. See checklist – PIV Card and Refresher Certificate
XI. NRMP Match Reminders
1. It is recommended for new coordinators to become familiar with SOAP – Visit the NRMP website
2. No contact with the incoming residents until after the student opens his/her envelope
3. Match Day is March 15 – Ceremony at the Super Dome
4. Student VP of Events is sending invitation emails and will deliver tickets – many programs get small gifts for the LSU students that match to the program, check with the Program Director/Business Managers about this
XII. Licensing Day – March 18
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