April 17 Coordinator Workshop Minutes

Chair Yoga - Jennifer Hughes, PhD - BWELL Initiative
1. UMCNO’s Wellness Initiative, BWell, introduced by Jennifer Hughes, PhD. 30-minute Chair Yoga session took place, print out of chair yoga demonstrations and benefits was disseminated. Dr. Hughes sees good turnout from residents, but specifically faculty and PDs at the hospital participating in activities like Chair Yoga. She is willing to do these exercises with program residents or faculty to introduce them to Wellness concepts and the BWELL Initiative.
Accreditation Updates – Becky
1. End of Year Exit Surveys will be sent out May 7. Important that these are filled out, information is used for Board of Supervisors and Legislature (all information is sent to them)
2. Web ADS – needs to be constantly accurate. ACGME is randomly pulling information from what is entered. If a license is new, it needs to be updated (as well as board certifications, etc.). Any major changes/updates need to be made consistently.
3. ACGME Resident and Faculty surveys have closed. Results expected in May or June.
4. CORE is this Thursday, April 20. Program directors, coordinators are highly advised to attend. Chiefs can come on behalf of PDs. Program will be geared toward programs with Self Study. UMCNO is coming to propose to move month-long rotations to 4-week rotations. Feedback will be asked from group, please come to share feedback. Attendance will be important for this reason
EQuIP – Treva
1. CLER visit went well. Preliminary feedback was very positive. Full report coming in 6-8 weeks. Thanks to everyone who worked with us to get information needed.
2. EQuIP Rotation Recruitment information was sent out last week with information about 4 week and 2 week slots available for participating residents. This is to ensure that we are maximizing the resident experience on EQuIP – allows us to incorporate more residents at once into didactics and simulated activities.
3. QI Forum will be scheduled May 31 in the Learning Center. More details coming soon.
Orientation Schedule – Ashley
1. June 25 – 26, EPIC Training at UMCNO
2. June 28, LSU Orientation
3. June 29, UMCNO Orientation
Mask Fit Testing/TB – Ashley
1. Mask Fit Testing email was sent out so it could then forwarded to residents. If residents have a beard, please contact Ashley Walker – this will be mean they are noncompliant by OSHA standards. Hospital can then say they don’t want to have noncompliant residents rotate at their site. There is a fee to get mask fit test completed elsewhere.
2. Volunteers are needed. Sign Up available.
  1. April 23 (1pm – 4pm), May 4 (1pm – 4pm), May 8 (8am- 11am), May 16 (8am – 11am)
AMA Modules – Ashley
1. Information specific to your program was disseminated. AMA GCEP Competencies – shows you where your program is in terms of completing the modules. Please remind residents and fellows to login and complete these modules.
2. Any residents that are locked out of their accounts should contact Ashley Walker.
3. GCEP replaced Core Curriculum. Manual checking system (coordinators must log in and monitor progress).
4. Each PGY level has it’s own set of requirements. They must complete before moving on to next PGY level.
5. Issue: residents completing modules but the administrator side not recognizing that they are completing these/not printing certificates. Will discuss with AMA.
Beeper Swap – Ashley
1. Anyone graduating will give coordinator the pager, and these will be passed on to the incoming people. If there are extra pagers, send to Ashley. If pagers are needed, contact Ashley and she will assign accordingly.
2. System to assign who is getting what pagers. Information is in the Knowledge Base. Ashley will ‘accept changes’ that are input into the system around mid-June/end of June and you will see confirmation of this then.
3. If pager is lost, there is a $55.20 fee. Checks made payable to LSUHSC. If pager is found after payment received, a refund can be made. If check is not turned in, then we will have to bill departments.
4. Do programs have an option to opt-out of pagers? Yes
End of Year Documentation – Ashley
1. Separation Packet
  1. Email was sent this morning 4/17. This is relevant information for people graduating program and leaving training all together.
2. Diplomas
  1. If not ordered by May 1, it won’t be processed until after June. This can be done through Tenneal Fox in Human Resources.
3. GME Program Exit Packet
  1. This is the new post program completion packet (form is different, title has changed). Should be completed on every person who leaves the program for any reason (terminated, graduated, withdrew, etc.)
  2. New to the form: reason for separation and date; copy of updated CV
4. ACGME Verification Forms
  1. Same form that’s been used the last couple years. No major changes, is mostly filled out for you and needing signature from Program Director.
5. Malpractice Forms
  1. Due ASAP. House officers can be done in one group. Mark what hospitals they are rotating through and will be signed by Department Head, sent to GME and then routed to Cynthia Scott.
6. Appointment Packets
  1. Will be automatically completed on checks we already have on file. Contract should be included with everyone’s signature except Dr. Hilton’s.
  2. Salary raise for residents came through. If contracts were printed before we got approval from Dean’s office, they will need to be reprinted. If it’s already routed most contracts: on page 2 of packet, have them in right margin initial the resident initials and route them in. Turn this in and Dr. Hilton will initial. Due May 31.
    1. If nothing has been submitted yet, print like normal and everything will be routed as normal.
    2. PER 2’s will need to be reprinted. PER 3’s submitted for off cycle, they will need to be submitted with correct salary.
    3. Original signatures are required.
    4. Chris will send a summary email with details later today (4/17)
  3. TB tests are required annually. Offered during Mask Fit Testing. Supposed to be able to go to 2025 Gravier Clinics to have these done, as well. Will likely run insurance if get these done at clinic. If skin test can’t be completed, they will need to do quantiferon gold from a physician.
  4. Driver Safety Record, if they’ve submitted this information then it should be fine. If they are out of state driver, then GME needs official driving record every year.
  5. Moonlighting form is also in this packet (formerly part of New Hire Packet). This will be submitted to GME as well.
Health Requirements
1. Health Requirements should also be submitted for incoming residents. Handout was provided at last meeting. Worksheet and supporting documents should be completed on each incoming resident.
FCVS
1. Reporting system through FSMB to report on each House Officer the completion of their training. Melanie O’Donnell sent a list of who is doing annual reporting, who is working in the new system vs. web based system, or who is filling them out as requested.
2. Highly suggested to use web-based system. If you do not have a username, let Ashley know.
LSBME License Reminders – July 1 Deadline
1. Step 3 Issues that were not updated. Either resident has not done Step 3 or have done it but not sent official results to LSBME. This needs to be completed if license is not updated.
2. Ashley will communicate issues that arise for missing information.
3. Incoming residents: coordinators can check status of license application. State Board website – for the practitioner – check status of practitioner. Asks for last name, date of birth, and last 4 of SSN.
4. Can not check current residents, only incoming.
5. LSBME hoping that website is checked to cut down on phone calls.
6. May not be up to date just yet, continue to monitor.
Academic Year Changeover
1. Paperwork Submission Deadlines- Yolanda
  1. Handout included
2. Promotions
  1. Per 3 Form Changes – Stephanie
3. Terminations
  1. Send Separation Email
4. Off Cycle
  1. New Contract needs to be submitted with new salary
  2. Question: several people off cycle, contract went to end-date, should they have 2 contracts? Yes
5. Faculty Appointments
6. Transfers
  1. Faculty Becoming House Officer Checklist (primarily IM Chiefs)
  2. Internal Transferring House Officer Checklist
  3. Everyone that is transferring, receiving program completes paperwork in the packet as well.
7. New Hires
  1. Appointment Packets
  2. HRM New Hire Packet
    1. Send as you receive these completed.
  3. Drug Testing
  4. Hospital Onboarding Packets
  5. ALL Due May 31
  6. OLOL wants paperwork back by May 1. Only 10 received this far. Incoming residents need these forms and GME data sheet.
8. Malpractice Forms
9. VA
  1. TQCVL – required for new (never rotated before at VA) residents. New programs that have not rotated to VA, be sure to familiarize yourself with TQCVL forms. Page 3 or Page 4 has a list of House Officers that will be at the VA. If this list changes anytime during the year, a new TQCVL needs to be submitted. TQCVL has a new form where letterhead needs to be submitted. Can be sent directly to James at VA and copy Yolanda/Stephanie in GME. Site Director is where PD signs. New this year – coordinator tracker spreadsheet. Asks for House Officers that are rotating during the year, asks for emails, contact info. One file for new and returning and tracker can be sent to James.
  2. New and Returning Resident Packets
    1. Returning packet has HIPPA certificate, PIV card and Training Certificates with 2018 dates. Submit with current Academic Year on certificate.

Workshop Handouts

Forms & Documents

April 17 Coordinator Workshop Minutes

LSU GME Knowledge Base