March Coordinator Workshop Minutes

Residency Program Coordinator Workshop Agenda

Tuesday, March 10, 2020

I.                COVID19 Update – Dr. Frey

a.      Policies we get from other institutions will be sent out through our office. The one update that we have received from Ochsner has been communicated out to programs that have residents rotating there.

b.      Travel to an affected area requires home quarantine even if asymptomatic.

c.      ACGME Policy updated on website and there was information in their weekly bulletin.

d.      Familiarize yourself with policies to be able to update your residents as needed.

e.      If residents have scheduled vacations, program directors should ask where they are going and this should be tracked.

II.              Match

a.      Match week and SOAP Listserv – May have received emails about signing up for SOAP Listserv. If you did not receive, contact NRMP at admin@nrmp.org – this needs to be done prior to March 16. This will be the format to ask questions for the Match or applications through ERAS. These are two separate systems.

b.      SOAP – Webinar was emailed out, has lots of good information. Includes information on policies required to participate in SOAP.

c.      Please mark all incomings as Will Start by noon on Friday so these can be imported on time.

d.      By March 30 emails and SSNs will be required to send to HR

e.      No contact with matched applications until after 12pm on March 20

III.            Academic Year Changeover

a.      Appointment Forms

        i.     List of all House Officers that will be in the program for the academic year, even if they are leaving early (off cycle).

        ii.     These are found on the Academic Appointment system. The data is pulled from New Innovations – please be sure New Innovations information is accurate.

       iii.     For New Hires- indicate School so when the Appointment Form prints all the fields are completed, especially if they are FMG.

       iv.     Changes to training records (i.e., decide they won’t start) then a new appointment form would need to be routed.

        v.     Changes in New Innovations would be reflective on Appointment Forms the next day.

        vi.     Appointment forms due by the end of this month and need original signatures.

b.      Spreadsheets

         i.     Spreadsheets are printed from same site that Appointment Forms are.

         ii.     Only spreadsheet that does not print from here are if the person will become faculty, but there is a sample in Knowledge Base.

c.      Promotions

          i.     Appointment Packets – House Officers promoting July 1 must be included in Spreadsheet.

          ii.     All HO 1-6 will be automatically promoted.

          iii.     House Officers not included will need a PER3 to promote.

d.      Terminations

          i.     House Officers terminating 6/30 should be included on the spreadsheet, this data comes from New Innovations also.

         ii.     If they are becoming Faculty, it will be noted that they are graduating and becoming faculty, highly important for those starting July 1.

        iii.     The spreadsheet is used to enter a master list into PeopleSoft so PER3’s are not completed individually.

        iv.     House Officers compensated by military would fall into this category.

        v.     If HOs are terminating June 30, benefits need to be cancelled before they get paid in June. This would mean sometime in May after last payroll, the HO would go through the process of terminating benefits the following month. The second part of the process is to terminate the HO from PeopleSoft. Termination list needs to be as accurate as possible before May (this is due in March but for any last minute changes)

       vi.     Separation email needs to be sent. If there is not one on file, HR is requesting this. Attach separation spreadsheet to include everyone who is leaving the program June 30.

e.      Off cycle

         i.     Any HO that is not promoting July 1 and not terminating June 30, or there could be a holdover for anyone repeating the year.

         ii.     Those repeating the year will show up on Appointment Form with an X in the Holdover column. This is so that they are not appointed in promotion automated process.

         iii.     For off cycle promotions, these will be listed twice on the Appointment spreadsheets.

         iv.     Off Cycle promotions require PER 3s to promote.

         v.     HOs must be included on promotion spreadsheet so they are not terminated in error. Please notify us with changes ASAP.

         vi.     Off Cycle Transfers require PER 3s. If level is not changing, that needs to be noted. If they are changing, transfer and promotion needs to be noted. PER 3’s need to be completed before promotion date. If done after, payment will need be modified.

         vii.     Contracts for HOs need to match what we have on spreadsheets.

f.       Faculty Appointments

         i.     May not want to include in list of everyone terminating June 30

         ii.     If it is not a July 1 effective date, they would be terminated like anyone leaving. Separation and PER 3 should include expected faculty appointment date and to keep email online. Benefits will terminate also.

g.      Transfers

         i.   Faculty Becoming House Officer Checklist – most common in IM and Pediatric programs where Chiefs are entering fellowship programs. This checklist is available in the Knowledge Base. Business office needs to terminate faculty appointment, and a PER 2 would be required if they are entering a fellowship. No other HR paperwork is needed unless they are changing tax forms or any updates HR would need to be notified about.

           ii.     Internal Transferring House Officer Checklist – this is anyone transferring to another LSU-NO program (Bogalusa, Lake Charles, Lafayette and Baton Rouge). LSU Shreveport is not an Internal Transfer, they would be treated like a New Hire. Program the HO is transferring to is responsible for items on the checklist. Please put this ON TOP of Appointment Packet so it is not forgotten. This will only print for the program that is ACCEPTING the transfer.

           iii.     External Transfers – Anyone who is not accepted in Match/SOAP must complete DIO approval packet. This needs to be submitted to Stephanie for review by Dr. Hilton and Dr. Frey. Prior to offering position, this needs to be approved by Dr. Hilton. Interviews can be conducted but nothing can be finalized until the packet is approved.

h.      PER 3’s (if applicable)

           i.     HOs that are not completing the program would require a PER3 to terminate.

           ii.     Anyone that resigns June 30 would need a PER 3 with a resignation letter.

           iii.     Gratis House Officers would require a PER 3 regardless of when they are promoted, transferred or terminated.

           iv.     Off Cycle terminations require PER 3 - Waiting to hear about electronic PER 3 – these are still being tested.

i.       New Hires

            i.     Everything will be set up online for New Hires, please use most current revised copy March 2020

            ii.     New Hire Documents Login and PIN code. An LSUHSC student/residency can use their own LSUHSC login. Outside of LSUHSC would utilize the Login and PIN.

            iii.     All information should be completed online, Hospital Appointment packets they need are included.

            iv.     If there are documents that do not require original signature will be downloadable to the Program Coordinator up to 7 days after it is sent by the New Hires

v. Appointment Packets

• Are for continuing House Officers and incoming House Officers.

• Incoming House Officers have more items that are needing to be turned in than Returning.

• First page is the Checklist, there is also guidance on common errors.

• All Appointment Packets should be printed single sided and printed in the order of the checklist. Please paperclip the documents as opposed to stapling

• A change made to the contract with the House Officer Salary – states the HO level, salary, and new this year, “may be amended time to time”. This should prevent amendments needing signature, initials to approve.

• Please do not sign on behalf of the House Officer. All signatures should be included prior to submitting to our office.

• GME will be keeping original contract and a copy will be sent to the program.

• TB will print automatically and the test can be done at the LSU Healthcare Network, Walgreens, the House Officers PCP, there will not be any TB testing offered by GME office.

10.   Drivers Safety Form – Louisiana driver, and if has submitted prior, the checklist will say N/A or have a check to indicate it has been received. If the HO is an out of state driver, every year a copy of a drivers license would need to be submitted along with the form.

11.   Moonlighting Form – HO needs to sign this, as well as Department Head (Dept Head signature is required). If this prints, this means we need this on file in our office.

12.   Health Requirements Worksheet – this should be completed and have supporting documents attached. This mostly applies to incoming house officers. However, if this prints, this means we need this on file in our office

vi.     HRM New Hire Packet

1. I-9 – Separate email will be sent to complete I9 section 1 information. All VISA holders will receive this on June 1 because they will require documents that will not be available prior to then. LSU Matched students will get an email on March 23, April 1 will be the rest of the New Hires.

Please complete I9 section 1 by April 30. Our office has to receive and review documents for I-9, certified real copies of Passports, Drivers License and Social Security Cards. GME office will complete section 2 and upload supporting documents. This process has been removed from the checklist that the programs are required to handle. This needs to be DONE by June 25 to comply with timelines, last ditch effort will be at Orientation. Documents need to be valid with start date in JULY.

1. Background Check – an email similar to Drug Testing ‘Clear for Hire’ email will be sent for Background and this needs to be included with the packet. Once we get final list of New Hires after 3/31, an email will be sent to HR to begin Background Check process through HireRight.

All incomings will get notified on April 15 that they need to complete the information. There are only 7 days to complete this information. All addresses for the past 7 years need to be included in this check. Once HR gets approval, Coordinator will receive email that needs to be included with New Hire Packet. It is a $40 fee up to $200 per background check.

1. Have residents come to Front Desk to make color copies and verify documents.

2. Names that are being used in Hire Right needs to match documentation names which needs to match New Hire Paperwork.

3. Background clearance and Drug Testing clearance will determine if they put into PeopleSoft. Completed packets can be sent as they are completed in order to avoid delays in processing PeopleSoft

vii.     Hospital Onboarding Packets

1. LCMC Hospitals – no paperwork required, same as last year

2. New Hires will get VA packets

3. Once other hospital sites are received, these will be put in the Knowledge Base.

4. OLOL is wanting all paper and wants the same information for New and Returning.

5. Rotation sites are used to populate which HO receives which paperwork.

viii.     Drug Testing April 1^st

1. No drug testing prior to April 1

2. If Chain of Custody form is needed, retrieve from Ashley

3. Drug Testing Refresher Course 3/24 at 10am – anyone is welcome to attend, new or old coordinators

j.       Malpractice Forms

       i.     Office of Risk Management requires these forms every year with attached list of House Officers

       ii.     This is in the Academic Form system (download Malpractice spreadsheet) – also a link to the Malpractice Form in the Knowledge Base

       iii.     These come to our office for Dr. Hilton to sign, Yolanda ensures House Officers and list of hospitals are attached. Once this is completed, it is routed to Cynthia Scott

k.      VA

      i.     TQCVL – be sure to include Department Letterhead at the top, check boxes listed on the form. Ensure PD is signing the form and attach list to the TQCVL. It can be emailed to James Milligan and CC Yolanda Lundsgaard so GME can have on file. If it has been submitted but changes are needed, an updated TQCVL is required.

     ii.     Coordinator Tracker – There are two tabs – 1 for new and 1 for returning house officers. Please include both details. Can be submitted via email to James Milligan and CC Yolanda Lundsgaard.

    iii.     New and Returning Resident Packets – These need to be originals. A “new” resident is not necessarily new to the program but new to the VA.

    iv.     All of this information is due April 1. Checklist Information is on the Knowledge Base. New Resident Packets are due MAY 1.

IV.            Paperwork Submission Deadlines

a.      Handout

V.              LSBME License Reminders

a.      Step 3 issues could hold up renewal licensing. Ensure that they are having Step 3 scores sent directly to LSBME.

b.      Letter of Commitment – this is for anyone who is a current first or second year that would like to go to a full license, a Letter of Commitment is required, stating that they will be in the program the following year. It has to state that the trainee is committed to a second year of training. A template is available on the knowledge base.

c.      If a person leaves for any reason (HO 2 or HO3) that has a Letter of Commitment and LSBME is not notified, the individual will be sent to Investigations. Please notify LSBME if anyone leaves program!

d.      Program Director letters can be submitted to LSBME via emailing Lydia Favorite. Suggested not to send any more than 5 attachments at once.

VI.            EQuIP

a.      QI Forum –

Open

Call for submissions is open. Please continue to encourage your residents and fellows to submit their work. New extended deadline for submissions will be April 8.

b.      Ochsner PLAs Signatory – Ochsner is now requiring Ronald Amedee MD (DIO) is on every PLA for any Ochsner facility, in addition to the CEO and Site Supervisor signatures.

c.      Record Retention policy on New Hire paperwork will be reviewed in April.

VII.          Checklist of Important Info for Incoming House Officers

a.      This is an editable document for Coordinators to add any department specific information that can be shared with incoming House Officers (getting NPI number, getting License and Training permits, etc.)

b.     We are adding pre-orientation online videos that need to be done prior to the day of due to scheduling.

VIII.       Orientation Schedule

a.      Recording Orientation speakers (some) to be viewed beforehand. These will be available by May 1.

b.     EPIC Training will be June 24 and June 25

c.      UMCNO Orientation will be June 26

d.     Baton Rouge Orientation will be June 29

e.      LSU Orientation will be June 30

IX.            Mask Fit Testing/TB

a.      Will not be doing this for continuing House Officers at the moment

b.     If we are able to offer these, we will not be doing this. We do intend to do this for incoming House Officers as is standard

X.              AMA Modules

a.      Please keep reviewing if HOs are completing these. Once they are complete, print out showing proof of completion

b.     The proof of completion should be included in Exit Packets for ALL modules completed during program

XI.            End of Year Documentation

a.      Diplomas can be ordered as early as March 23. Any orders after May 1 may be delayed for printing after June. Forms should be submitted to Tanneal Fox directly – do not send to Registrar. Form is on the Knowledge Base.

b.      Incoming House Officers will again be offered an option to partake in Intern Study through University of Michigan. Their participation would be anonymous and would gauge wellness levels. This is optional. About 1/3 of incoming House Officers participated in this last year, hope to have more.