Program Coordinators Meeting Agenda and Updates

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Orientation
Graduation Events
“Off Boarding”
End-of-Year Activities
Final Evaluation
ACGME Updates
Licensing Reminders
Continuing Appointments
MedHub Contracts
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No required self quarantine
All incoming housestaff  must complete the following before the first day
of  work or the first day of intern boot camp:
Call Occupational Health at 650 724-1980. Set up an appointment for the
physical exam and N95 mask fit testing.  This can be completed up to 90
days in advance
Call and arrange for COVID-19 testing at SHC at 650 497-9595.  THIS
MUST BE COMPLETED BETWEEN 72-24 HOURS BEFORE YOUR
START DATE (or intern bootcamp).  SHC will NOT accept test results
from outside health care providers.
Masks must be worn  at all times while working within SHC/LPCH.
Masks are provided at the entries to both hospitals.
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Benefits staff will provide webinars to assist in the sign up for benefits
EPIC training will be a combination of HealthStream and social distant
small group sessions
Photo ID badges will be distributed to the programs prior to the start
dates
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Social distance must be maintained at all events and comply with Santa
Clara Co recommendations
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Final “LIVE” checks will be available on June 30
th
 in the GME Office
(June 25
th
 for the departing PGY I’s).
“LIVE” checks will be mailed UNLESS a resident makes an appointment
to pick up the check with Mitra.
mhaddhad@stanfordhealthcare.org
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All certificates of completion will be mailed upon receipt of the check out
materials in the GME area (4
th
 floor 300P )
Completed
 check out form
Clear Medical Records 
BEFORE
 coming to the GME Office
Photo ID Badge
Pager
High Risk Data Removal Attestation
Data Security Key (Encrypted USB Flash Drive)
Stanford University Gym Card
SHC Lab coat
For instructions and more info, visit
https://med.stanford.edu/gme/housestaff/outgoing.html
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Departing residents/fellows must ALL check out on their last day as a
SHC employee.
Materials should be left in the check out area (4
th
 floor hall in 300P) in
the bins provided. (Directions will be provided in the on call quarters)
Blank envelopes will be provided to expedite mailing of the final “LIVE”
paycheck and certificates of completion. Please self address.
GME staff will be maintaining social distance- please email
mhaddad@Stanfordhealthcare.org
 if you need to pick up the check in
person.
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Program Evaluations
Reports sent to PDs & PCs, and uploaded to MedHub 
 Program
Accreditation 
 APE
Annual Program Evaluation
Should continue to conduct an APE meeting. Virtual meetings are
acceptable.
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Programs should continue with an APE meeting.
Virtual meetings are acceptable.
Meeting should cover all essential components of a regular APE.
ACGME Survey will be delivered 
In July/August
.
GME House Staff Survey and Program Evaluations can be used
during APE.
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There is an updated Guidebook 2.1 that fixed incorrect coding errors in
last year’s Guidebook 2.0.
Direct Link to Guidebook 2.1
Programs who used the Guidebook 2.0 last year will have an updated
Guidebook under 
“File Attachments” in MedHub’s APE of 2018-2019
. 
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Please Contact GME Program Manager Trey Huynh-Ngo at 
Thuynhngo@stanfordhealthcare.org
 if you
have additional questions.
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Final Evaluation Template:
https://med.stanford.edu/content/dam/sm/gme/gme_community/s
ummative_eval/FINAL_evaluation_template_2019%20v2.docx
Program Directors must complete the Final Evaluation form
before graduating resident or fellow leaves the program.
 Evaluations used to assess the trainee’s competency must be
attached as a supplement.
Please save Final Evaluation and attachments to MedHub 
Residents 
Forms/Files
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ACGME will be distributing ACGME survey reports in July/August.
WebADS timeline will not be affected and is set to continue as normal.
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All incoming PGY 1,2,3,4 have a 90 day grace period.  They need to be
licensed by September 1, 2020.
MDs PGY1-3 need a Postgraduate Training License (PTL).  DOs PGY1-
3 need a Osteopathic Postgraduate Training License (OPTL).
PGY 4s are waiting for their residency to submit the final forms before
their Physician and Surgeon’s license is released by the MBC or OMBC.
All incoming PGY5 and above should walk in with license in hand.  Our
International Fellows will need to secure a Social Security Number
before finalizing their license applications and will not be able to treat
patients until in possession of such license.
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Please double check incoming house staff appointments in MedHub to
verify everything is correct
If any discrepancies, please contact Mitra Haddad at
MHaddad@stanfordhealthcare.org
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Please remind your PDs to sign off on all unsigned contracts so they can
be released to the house staff.
Some Program Directors have not signed all the contracts in MedHub.
MedHub sends weekly reminders to PDs who have not signed their MedHub
contracts.
MedHub will release contracts to house staff after PDs sign the contracts
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Visiting Residents from facilities 
(other than a few where our House Staff train)
were suspended in March 2020.
Visiting Residents from all facilities are set to restart in July 2020.
Visiting Residents must be screened for COVID-19 by our Occupational
Health Department 72 hours prior to starting at Stanford Health Care and
will remained masked until given the all clear.
Visiting Residents will get testing instructions from our Medical Director
and Occupational Health Department.
Visiting Residents notified of where/when to check in for photo ID
badges, submission of information forms, and notification of their Epic
access log-in information.
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The Program Coordinators Meeting covers a range of important topics including orientation, graduation events, off-boarding procedures, ACGME updates, licensing reminders, continuing appointments, and more. Details about orientation sessions, benefits, graduation event protocols, and off-boarding processes are outlined in the meeting agenda. Various confidential discussions and instructions are provided for incoming housestaff and departing residents. The meeting ensures all necessary preparations are completed for a smooth transition and effective coordination within the program.


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  1. Program Coordinators Meeting My 15, 2020

  2. 2 Agenda Orientation Graduation Events Off Boarding End-of-Year Activities Final Evaluation ACGME Updates Licensing Reminders Continuing Appointments MedHub Contracts Confidential For Discussion Purposes Only

  3. Orientation 2020 There will be no in-personOrientation sessions on June 24th, June 30th, July 6th, or July 31st. No required self quarantine All incoming housestaff must complete the following before the first day of work or the first day of intern boot camp: Call Occupational Health at 650 724-1980. Set up an appointment for the physical exam and N95 mask fit testing. This can be completed up to 90 days in advance Call and arrange for COVID-19 testing at SHC at 650 497-9595. THIS MUST BE COMPLETED BETWEEN 72-24 HOURS BEFORE YOUR START DATE (or intern bootcamp). SHC will NOT accept test results from outside health care providers. Masks must be worn at all times while working within SHC/LPCH. Masks are provided at the entries to both hospitals. Confidential For Discussion Purposes Only

  4. Orientation 2020 Benefits staff will provide webinars to assist in the sign up for benefits EPIC training will be a combination of HealthStream and social distant small group sessions Photo ID badges will be distributed to the programs prior to the start dates Confidential For Discussion Purposes Only

  5. Graduation events 2020 Social distance must be maintained at all events and comply with Santa Clara Co recommendations Confidential For Discussion Purposes Only

  6. Off Boarding June 2020 Final LIVE checks will be available on June 30th in the GME Office (June 25thfor the departing PGY I s). LIVE checks will be mailed UNLESS a resident makes an appointment to pick up the check with Mitra. mhaddhad@stanfordhealthcare.org Confidential For Discussion Purposes Only

  7. Off Boarding 2020 All certificates of completion will be mailed upon receipt of the check out materials in the GME area (4th floor 300P ) Completed check out form Clear Medical Records BEFORE coming to the GME Office Photo ID Badge Pager High Risk Data Removal Attestation Data Security Key (Encrypted USB Flash Drive) Stanford University Gym Card SHC Lab coat For instructions and more info, visit https://med.stanford.edu/gme/housestaff/outgoing.html Confidential For Discussion Purposes Only

  8. Off Boarding 2020 Departing residents/fellows must ALL check out on their last day as a SHC employee. Materials should be left in the check out area (4th floor hall in 300P) in the bins provided. (Directions will be provided in the on call quarters) Blank envelopes will be provided to expedite mailing of the final LIVE paycheck and certificates of completion. Please self address. GME staff will be maintaining social distance- please email mhaddad@Stanfordhealthcare.org if you need to pick up the check in person. Confidential For Discussion Purposes Only

  9. End-of-Year Activities Program Evaluations Program Evaluations Reports sent to PDs & PCs, and uploaded to MedHub Program Accreditation APE Annual Program Evaluation Should continue to conduct an APE meeting. Virtual meetings are acceptable. Confidential For Discussion Purposes Only

  10. End-of-Year Activities Annual Program Evaluation Programs should continue with an APE meeting. Virtual meetings are acceptable. Meeting should cover all essential components of a regular APE. ACGME Survey will be delivered In July/August. GME House Staff Survey and Program Evaluations can be used during APE. Confidential For Discussion Purposes Only

  11. End-of-Year Activities Annual Program Evaluation Guidebook 2.1 (2020) There is an updated Guidebook 2.1 that fixed incorrect coding errors in last year s Guidebook 2.0. Direct Link to Guidebook 2.1 Programs who used the Guidebook 2.0 last year will have an updated Guidebook under File Attachments in MedHub s APE of 2018-2019. Old file: (Do not use. Use recoded Version) [File Name] Updated file: (GME Recoded) [File Name] Please Contact GME Program Manager Trey Huynh-Ngo at Thuynhngo@stanfordhealthcare.org if you have additional questions. Confidential For Discussion Purposes Only

  12. Final evaluation Final Evaluation Template: https://med.stanford.edu/content/dam/sm/gme/gme_community/s ummative_eval/FINAL_evaluation_template_2019%20v2.docx Program Directors must complete the Final Evaluation form before graduating resident or fellow leaves the program. Evaluations used to assess the trainee s competency must be attached as a supplement. Please save Final Evaluation and attachments to MedHub Residents Forms/Files Confidential For Discussion Purposes Only

  13. ACGME Updates ACGME will be distributing ACGME survey reports in July/August. WebADS timeline will not be affected and is set to continue as normal. Confidential For Discussion Purposes Only

  14. Licensing Reminders All incoming PGY 1,2,3,4 have a 90 day grace period. They need to be licensed by September 1, 2020. MDs PGY1-3 need a Postgraduate Training License (PTL). DOs PGY1- 3 need a Osteopathic Postgraduate Training License (OPTL). PGY 4s are waiting for their residency to submit the final forms before their Physician and Surgeon s license is released by the MBC or OMBC. All incoming PGY5 and above should walk in with license in hand. Our International Fellows will need to secure a Social Security Number before finalizing their license applications and will not be able to treat patients until in possession of such license. Confidential For Discussion Purposes Only

  15. Continuing Appointments Please double check incoming house staff appointments in MedHub to verify everything is correct If any discrepancies, please contact Mitra Haddad at MHaddad@stanfordhealthcare.org Confidential For Discussion Purposes Only

  16. MedHub Contracts Please remind your PDs to sign off on all unsigned contracts so they can be released to the house staff. Some Program Directors have not signed all the contracts in MedHub. MedHub sends weekly reminders to PDs who have not signed their MedHub contracts. MedHub will release contracts to house staff after PDs sign the contracts Confidential For Discussion Purposes Only

  17. Discussion and Questions Confidential For Discussion Purposes Only

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