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Training Agreements

Training Agreements. Master Affiliation Agreement Program Letter of Agreement Residency Training Agreement Off-Site Training Agreement Training Agreement Addendum Visiting House Staff Agreement. Why?. ACGME Requirement

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Training Agreements

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  1. Training Agreements Master Affiliation Agreement Program Letter of Agreement Residency Training Agreement Off-Site Training Agreement Training Agreement Addendum Visiting House Staff Agreement

  2. Why? • ACGME Requirement • Between participating site and every location providing a required rotation • CMS (Centers for Medicare/Medicaid Services) • Required for reimbursement to training institution • University of Utah • Funding commitments • Legal verbiage regarding insurance and indemnification

  3. When? ACGME requirement • Must be renewed every 5 years • Our institution converted to a five year agreement in 2010 (July 1, 2010-June 30, 2015) • For newly executed agreements use an end date of June 30, 2015 • Renewals July 1, 2015- June 30, 2020 • Agreements must be complete and on file before the rotations begin • Agreements must be in place for every location your residents rotate, 365 days a year. Know where your residents rotate!

  4. Which? • Master Affiliation Agreement • Program Letter of Agreement • Residency Training Agreement • Off-Site Training Agreement • Visiting House Staff Agreement

  5. Master Affiliation Agreement • Used by GME only • Between University of Utah and Affiliated Hospitals • Intermountain Health Services, Inc. (IMC, LDS, and other IHC locations) • Primary Children’s Medical Center (PCMC) • Shriner’s Hospital for Children • University Neuropsychiatric Institute (UNI) • University of Utah Hospitals & Clinics (ARUP, UOC, HCI, HCH, Community Clinics) • Veterans Administration Medical Center (VAMC) • Include important information • Resident selection process • Administrative responsibilities • Malpractice insurance responsibilities • Indemnification

  6. Program Letter of Agreement • Used when we have a Master Affiliation Agreement in place • Includes information not found in the Affiliation Agreement • List of teaching faculty • Goals and objectives • Funding *PCMC and Shriner’s Hospital have their own Program Letter of Agreement which has been approved by their legal council.

  7. Residency Training Agreement • Used at non-affiliated sites • Contains important information not found in the Program Letter of Agreement because there is no Master Affiliated Agreement in place • Combined the Residency Training Agreement, Rural Agreement and Private Practice Agreement into one agreement going forward.

  8. Off-Site Training Agreement • Used at non-affiliated sites that are irregularly used • Electives • Occasional “interesting cases” • When there is no specific understanding with the site, or no expectation on the part of the site for a certain amount of coverage Note: We do not cover liability insurance for out of state rotations!

  9. Training Agreement Addendum • Used to make changes to a current agreement • Faculty changes – need this annually to attach to current agreement, no signatures required • Responsibilities for teaching, supervision, and formal evaluation changes • Duration and content of educational experience changes • Funding changes

  10. Notes… • Always use our GME templates to renew agreements, contains the latest revisions • Indemnification. Training Institution shall indemnify and hold harmless University and the School of Medicine, and the respective directors, officers, agents, and employees thereof, and any Resident participating in the Training Program, from all claims and liabilities arising from or incurred in connection with any negligent act or omission of Training Institution, Teaching Staff, or any Resident while participating in the Training Program. The University shall indemnify and hold harmless the Training Institution, in performance of its obligations under this agreement, from all claims and liabilities to the extent caused by the negligence of University, the School of Medicine, and their respective directors, officers, agents, and employees thereof; provided, however, that University shall not indemnify and hold harmless Training Institution for the negligent acts or omissions of any Resident or TeachingStaff participating in the Training Program. Nothing in this agreement shall be construed as a waiver of any rights or defenses applicable to University under the Utah Governmental Immunity Act, Section 63G-7-101 et seq., Utah Code Ann. as amended, including without limitation, the provisions of Section 63G-7-604 regarding limitation of judgments. • INSERT IF THE TRAINING INSTITUTION WILL NOT PROVIDE LIABILITY INSURANCE: • Indemnification. Training Institution shall indemnify and hold harmless University and the School of Medicine, and the respective directors, officers, agents, and employees thereof, from all claims and liabilities arising from or incurred in connection with any negligent act or omission of Training Institution or any member of the Teaching Staff. The University shall assume responsibility for any and all claims and liabilities to the extent caused by the negligence of University, the School of Medicine, and their respective directors, officers, agents, employees and any Resident participating in the Training Program. Nothing in this agreement shall be construed as a waiver of any rights or defenses applicable to University under the Utah Governmental Immunity Act, Section 63G-7-101 et seq., Utah Code Ann. as amended, including without limitation, the provisions of Section 63G-7-604 regarding limitation of judgments.

  11. Notes… • Find templates on our GME web site at http://medicine.utah.edu/gme/ • Program Directors and Coordinator information tab • Forms & Templates link • Templates section • Follow the red typeface for instructions. Contact GME with questions. • Know what is in your agreement!

  12. Notes… • List of templates • Off-Site Training Agreement • Program Letter of Agreement (Uhosp & IHC/IMC) • Program Letter of Agreement (PCMC) • Program Letter of Agreement (Shriner’s Hospital) • Program Letter of Agreement Addendum • Residency Training Agreement • Residency Training Agreement Addendum

  13. And More Notes • Current agreements are scanned and found in E-Value www.e-value.net • Program Tools • Documents • Search • Document Collections • GME Office Documents • Training agreement flow chart…

  14. TRAINING AGREEMENT FLOW CHART COORDINATOR COORDINATOR Gets template from GME website, and creates agreement. Different than template or funding changes? COORDINATOR Finalizes agreement. COORDINATOR COORDINATOR Forwards final. PROGRAM Signs NO YES GME MANAGER (Sharee) NO SHAREE Reviews, initials and adds info to ALLHOSPS file. SHAREE Reviews agreement. Are there legal questions? SHAREE YES EDUCATION COORD. (Ronnie) RONNIE Reviews against checklist, attaches approval signoff sheet. RONNIE Scan to H drive, copy to e-value, log in tracking spreadsheet, put hard copy in binder, email coordinator. RONNIE OTHER SCOTT SMITH Reviews, makes changes, or approves. TRAINING LOCATION TRAINING LOCATION Signs ALAN SMITH Signs

  15. Visiting House Staff Training Agreement This agreement is used when a resident from another ACGME accredited program is requesting a rotation with a program here at the U. These agreements should be on our template but the template is often altered and has to be checked by the GME office. These agreements establish: • An understanding of the obligations of the University of Utah program • An understanding of the obligations of the affiliate • The insurance and indemnification between the parties involved • Security and privacy standards as related to HIIPA

  16. Visiting Housestaff LEAN Process / Procedure 2012 RAK Ronnie Input visitor information in E*Value under Visiting Resident Program Receives VHS Packet and reviews Receive provider number Request Uid… Scan to H Drive Receive Uid File in GME office Alan Smith Dr Smith signs to approve UUHC Coordinator Receives packet for completion Send scan to Outside Coordinator Send scan to Receives packet for completion Human Resources Request Drug Screening and Background check if needed Request Non-Emp ID Number mikelle.hatcher@hsc.utah.edu Hospital I T Dept Request; Internet, Email, EPIC, Powerchart from https://sawf1.ad.utah.edu/AccountRequester request provider number from HSC I IT https://cmsworkflow1.med.utah.edu/providerrequest = Steps that may need to take place several times to finalize information needed

  17. Do we know what you are doing? • ONLY Residents cleared through the GME and this process can visit / rotate at the U • GME 7.1 Visiting House Staff • GME 7.2 Clinical Observers • Please note: the University does NOT provide liability insurance for any visiting house staff. • Do you know what your Program Director and other Faculty are doing?

  18. Contact in GME • Ronnie Koon 801-213-2734 • Sharee Bracken 801-213-2735

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