November 19, 2019 Coordinator Workshop Minutes

Open

I.  UMCNO Updates – Lauren Rabalais, Director of Academic Affairs UMCNO

a.       Meal Card Policy beginning January 2020

b.      Key items of note: Meal cards assigned at beginning of year are program specific. Hand-offs should not be happening because they are assigned to the resident. Section 3: Lost and Stolen fee will be assessed to the program. Each program allowed 2 lost/stolen cards each year. Reports beyond that, a $25 fee will be assessed to the program.

c.       This policy only applies to programs with UMCNO rotations

d.      umcacademicaffairs@lcmchealth.org – email with any questions/concerns

II.  GME – Ashley Walker

a.       LSBME

                 i.      Non-Accredited Programs – PD letters needed for fellowships that acknowledge the house officer was part of an accredited residency program.

                ii.      Renewal Process – January is the first drop off at LSBME for license renewal paperwork. If house officers have a training permit and want to continue with training permit, they will need to submit $100 check to program coordinator. LSBME Spreadsheet, Program director letters, and CDS CME Certificates can be submitted to Ashley Walker. An email will be sent to all programs when the Program Director letters and Spreadsheet are available. Another drop off to LSBME is scheduled for mid-February.

                iii.      Current LSBME Audit – LSBME is auditing 3% of fully licensed physicians in the state, some include residents. If residents are audited, it is important to know that residents do not have to do CME other than the Opioid CME. The audit is for 2018 time frame. Normal PD letters would not be appropriate, a separate PD letter stating where residents were within program on January 1, 2018 – December 31, 2018. If this is ignored, there is a chance that their license will be revoked, which is reportable for the rest of their careers. GME will work on a template for this specific PD letter. Don’t ignore these emails!

               iv.      CE Broker – A third party company will be handling CME, where training and credits can be uploaded. The audit will then expand to all licensed physicians as opposed to 3% of physicians.

b.      Residency Planning Day – January 6, 2020

                i.      Participation Forms and Booklet Updates are Past Due at this point

               ii.      Small group schedules will be emailed to you and your program director in the coming weeks.

c.       Interviews

                i.      Review Program and Institutional Requirements carefully regarding Selection of Applicants

               ii.      Under the New 2019 Program Requirements IV.A.1.a) The Program’s aims must be made available to program applicants.

              iii.      LSU does not sponsor J-1 Visas. Those are done through the ECFMG.

              iv.      If your RRC approves exceptional candidate exceptions those applicants must be approved by GMEC before an interview can be offered.

             v.      Applicant Information Sheet

             vi.      Interviewee Acknowledgement Form – please keep these on file as proof that this was received by each interviewee.

d.      Flu Shot Documentation past due

e.       Meal Card Reminders

             i.      Distribution Grid sample on Knowledge Base

            ii.      Program to Program Handoffs – this should not be happening, the cards should only stay within the program.

f.        CDS Licenses

          i.      Initial and Expired – New Innovations should be reminding the house officers that their licenses have expired. Coordinators are asked to track this as well, and to remind house officers to renew each year. There is a late fee for going past the deadline.

         ii.      Must do 3 hour CME course to renew license. LSBME is now requiring a quiz to go along with the CME that was not required previously. We are waiting to hear if our course is approved. Any intern will need to complete course – either our own or through the list provided on LSBME’s website (with a fee).

         iii.      Interns registered for CDS licenses at orientation but did not take CME course. This is completed right before license renewal. They can complete other CME courses and pay to complete it through LSBME approval list or wait for LSU modules that are pending approval at this time.

g.      Contracts and Amendments – for the few programs that still have not submitted these, please submit these ASAP.

h.      Work Group Poll – a poll will be coming via email to determine dates, times and location for any of these that will be upcoming.

i.        Coordinator Lunch – December 17, 2019 in Neurosurgery’s conference room

III.   ERAS & NRMP – Yolanda Lundsgaard

a.       Match Deadlines – January 15 ranking opens, January 31 quota change deadline and SOAP participation deadline. You have to select if you are or are not participating in SOAP – can’t be ignored if you are not participating.

b.      I-9 and Background Checks – HR has a new process for both of these. Hire Right is a new vendor for electronic paperwork. We do not know how this is going to apply to House Officers yet, but there may be changes forthcoming.

c.       Licensing Day – March 23, 2020 – All LSU Graduating seniors that match in Louisiana programs can attend to start their licensing process. New Hire Paperwork also can start to be filled out at this point.

d.      Holiday Change Over Date – January 2, 2020 – If the schedule the hospital has is not updated to match what Resident Scheduler, it needs to be updated.

IV.   EQuIP – Treva Lincoln

a.       QI Forum – June 4, 2020

b.      IHI Modules – GME Focus   The GME IHI Modules include topics that can help faculty teach Quality Improvement

V.                Announcements – Stephanie Galendez

a.       Daniels Lecture – April 17, 2020 – William McDade MD, PhD

             i.      Chief of Diversity and Inclusion from ACGME 

b. CORE is scheduled for January - third Thursday at 2pm

c.      Congrats to Leslie Davis – retiring January 2020 after 30 years of service! Congratulations!

Highlight of Events:

December 17, 2019 – Coordinator Holiday Luncheon
January 2, 2020 – Holiday Changeover Date
January 6, 2020 – Residency Planning Day
January 14, 2020 – NRMP Deadline to Create Program Tracks
January 15, 2020 – NRMP Ranking Opens and SOAP Participation Status
January 21, 2020 – Coordinator Meeting
January 31, 2020 – NRMP Quota Change Deadline
February 18, 2020 – Coordinator Meeting
February 26, 2020 – NRMP Rank Order List Deadline
March 16, 2020 – NRMP – Match Week
March 17, 2020 – Coordinator Meeting
March 20, 2020 – NRMP –Match Day
March 23, 2020 – LSU Licensing Day
April 17, 2020 – Daniels Lecture – William McDade, MD, PhD
April 21, 2020 – Coordinator Meeting
May 19, 2020 – Coordinator Meeting
June 4, 2020 – QI Forum
June 24 – 25, 2020 – EPIC Training
June 26, 2020 – UMCNO Orientation
June 29, 2020 – BR Orientation
June 30, 2020 – LSU Incoming House Officer Orientation