Program Coordinators Meeting Agenda and Updates
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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Program Coordinators Meeting My 15, 2020
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
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
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
Graduation events 2020 Social distance must be maintained at all events and comply with Santa Clara Co recommendations Confidential For Discussion Purposes Only
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
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
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
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
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
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
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
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
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
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
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
Discussion and Questions Confidential For Discussion Purposes Only
