July 16 Coordinator Meeting Minutes

WebADS are now due. Please contact Dr. Frey if you have questions.

Exit Paperwork on each of your house officers that left your program for whatever reason are due at the end of the month.

• Summative evaluation template is included here

Pager swaps – please let Ashley know if your program is not currently utilizing the pagers that are assigned to your program.

Licensing - stay vigilant on checking the status of any house officers that were given a temporary permit. If license is not current, the house officer must be put on leave.

Document Retention (State Policy from Office of State Archives included below)

• All records on residents are permanent

• Can be stored at Gallagher

• Scanning is ok for convenience but can’t replace originals. Originals must be kept.

• Disciplinary record should be kept separately in a disciplinary file. Ensure to mark the education file indicating that another file exists.

Meal Cards - UMC is now handling replacement cards. The process will be to continue to notify Ashley when a meal card is lost, she will communicate with Academic Affairs and UMC will re-issue the card with the amount that was left on the card when it was lost. This process is ONLY for UMCNO.

• Tracking spreadsheet can be used and it’s suggested that this be audited quarterly to ensure the cards that you know are linked to your program still are. If you have questions about knowing which cards are allocated to your program, contact Ashley.

Coordinator Retreat is scheduled for August 20. Please plan to attend from 9am-4pm.

AMA GCEP Modules – incoming residents are not added yet (will likely happen between August and September). AMA will promote all house officers when new hires have been added and will mark graduates as inactive. Do not promote or assign modules to any house officers.

Visiting House Officers – packet needs to be completed if you have anyone not affiliated with LSU rotating with your program.

End of Month Reports for June are due now. Please also submit these for any previous months that were missing resident signatures. These must be signed.

July Beginning of Month Reports are due now also. Please be sure that House Officers are promoted and salaries match the new PGY level.

Appointment Forms: If house officer training record changes, an updated appointment form and house officer contract are required to match the training dates.

Missing documents can be tracked, if there are any that were noted as missing, please send these back to our office.

Program Letters of Agreement – please continue updating these as we are now in the new academic year. ***Please note: after the meeting, CHNOLA informed us that moving forward when PLAs expire and are needing to be updated, please only list Dr. Bonnie Desselle, Chief Medical Education Officer, on the PLA for signature. The PLA signatory page has been updated accordingly. You do not have to update existing PLAs.

Attachment F for APEs – please remember to utilize this form when completing QI projects. This tool was recently modified so as to be make it easier to collect the pertinent project details from the residents contributing to it.

Announcements

CORE is this Thursday, July 19 at 2pm. Large Lecture Room. Program directors, program coordinators and chief residents are strongly encouraged to attend.