GME Program Coordinator’s Conference

1. GME Program Coordinator’s Conference April 25, 2013

2. Welcome! and Updates Neil H. Parker, MD DIO, Sr. Associate Dean Medical Education

3. Introductions • Neil Parker, MD • Designated Institutional Official “DIO” • Associate Dean, Medical Education • 310-825-6774/nhparker@mednet.ucla.edu • Oversees quality of programs • Chairs GMEC • Approves program changes/applications for new programs

4. Kim Crooks, PhD • GME Director • 310-825-9510/kcrooks@mednet.ucla.edu • Manages GME Office staff • Provides program director guidance in all areas of program leadership • Reviews PIFs and prepares coordinators and trainees for ACGME site visits • Identifies areas in need of, and • Provides faculty development

5. Lee Miller, MD • Internal Review Chair • 310-206-8468/ltmiller@mednet.ucla.edu • Performs internal reviews • Identifies areas of improvement, and • Serves in advisory capacity to PDs • Sue Baillie, PhD • Educational Consultant/Special Projects • 310-825-9510/sbaillie@mednet.ucla.edu • Past-Director of GME • Consultant for special projects including NAS implementation, ACGME requirements, and GME research

6. Lisa Payne • Sr. Analyst, Education • 310-206-9561/LLPayne@mednet.ucla.edu • Analyst for GME Office • Coordinates internal reviews and site visit preparation sessions • Responsible for GME communications including quarterly newsletter and ad hoc news flashes • Point person for coordinator support in WebADS • Maintains GME website • Sharina Kumar • Institutional Housestaff Coordinator • 310-825-8307/shkumar@mednet.ucla.edu • Coordinator of the coordinators • Intern and resident orientations • Human resources-type support for residents • Point person for resident issues Amie McCormick Assistant 310-825-8307/amccormick@mednet.ucla.edu

7. ACGME Update • Next Accreditation System “NAS” • Milestones • Clinical Competence Committees • Clinical Learning Environment “CLER” visit

8. Update on Resident Management System • Currently evaluating systems for use with the NAS-Milestones including: • Verinform/MyEvaluations (current) • MedHub • New Innovations • E*Value (have not submitted info) • Timeline for decision: 2014

11. Timeline…

12. Update on County clearance • UCLA coordinator sends name and email of residents rotation to county • County Coordinator sends email to UCLA residents with a link • UCLA residents activates themselves in system via the link • Resident information is sent to HR via the link • Automatic email is sent to residents regarding live scan, E2 forms etc • Live scan will create a “C” number for the residents. This will keep track of non-county employees

13. Update on VA Clearance • Submit TQCVL and paperwork • Computer Training • Appointment letter • Sworn in • Finger printing • VAGLAHS badge

14. Proposed Salary Increase for Housestaff

15. GME Housestaff Updates Sharina Kumar InstitutionHousestaff Coordinator Medical Education

16. GME/RRUCLA Intern Orientation: • June20th, 8am,Tamkin Auditorium • Continental Breakfast at 7:30am • Lunch from 12-1pm • Pagers are distributed at lunch • Vendors are available at lunch • Trouble shooting information sheet

17. OHF Clearance for Interns: June 18/19, 8am-12pm, Rm 1P-151 CHS • FIT testing • TB screening • Immunization records

18. GME/RRUCLA PGY2 & above Orientation: July 1, 2013, TamkinAuditorum • 7am-9pm- OHF clearance • Continental Breakfast at 7am • Lunch from 12-1pm • Pagers distributed at lunch • Troubleshooting information sheet • Administrative Fair from 1-3pm

19. ACLS, BLS, PALS, and Live Scan updates • ACLS, BLS and PALS - scheduled with pre-hospital care • Live Scan – scheduling with Security

20. CareConnect Training updates • June training-scheduled with Care Connect • July training- scheduling in progress

21. CareConnect Templates – Licensed vs. Unlicensed • Notify GME Office as soon as resident is licensed • Need DEA and NPI numbers • Need License, DEA and NPI numbers for rotators

22. Bruin Card • Need UID numbers for incoming residents to apply for Bruin Card • Pictures need to be uploaded by residents

23. Relocation Reimbursement • PGY-1s and incoming PGY-2 level residents ONLY • Maximum is $2,500.00 • Within 50 miles • Itemized original receipts taped on paper

24. Housing • Send spreadsheet to GME office

25. Thank you for keeping us on target this year!!! • Recruitment • MATCH • Orientation • WebADS – all new format! • ACGME Resident Survey • ACGME Faculty Survey (new!) • Internal Reviews • Annual Improvement Plan • PIFs • Site visits • Graduate Certifications • CareConnect training scheduling • Schedules • Etc., etc., etc.

26. International Rotation Requirements Sue Baillie, PhD Educational Consultant GraduateMedical Education

27. Planning aGlobal Health Elective Sue Baillie, PhD UCLA Graduate Medical Education Office

28. UCLA Center for World Health • The UCLA Center for World Health (CWH)has developed a Pre-Travel Curriculum • This has been designed for students, residents, and fellows traveling to international medical sites for training and/or research. • This site is intended to supplement, but not replace, pre-travel preparation for your trip.

29. All of this information may be found at… https://sites.google.com/site/uclaprograminglobalhealth/

30. Planning a Global Health ElectiveApplication Requirementseffective July 2013 • Completed Application • Health and Safety Pre-Departure Training • Registration with State Department for “Smart Traveler Enrollment Program” (STEP) • Travel Medicine Evaluation • Registration for UC Travel Insurance • Code of Conduct Attestation Statement

31. The Application • Application is available on line • Please see GME website under “Policies” at: http://www.gme.medsch.ucla.edu/director/gme_policies.htm • Requires signature of both the Program Director and Department Chair • Must be submitted for review by Dr. Parker four months before the planned travel date

32. ANote of Caution… • Residents may not participate in an elective in any country with a U.S. State Department “travel warning!” • Please review this list before submitting your application: http://travel.state.gov/travel/cis_pa_tw/tw/tw_1764.html • Currently: Kenya, Haiti, Philippines, Korea…. 34 countries now on the list

33. Health and Safety Pre-Departure Training • New on-line video now posted with basic principles about health and safety in developing nation settings https://sites.google.com/site/uclaprograminglobalhealth/pre-travel-health-and-safety-video-s • Post-video quiz must be completed and submitted to the Program

34. Registration with State Department for “Smart Traveler Enrollment Program” (STEP) • The Smart Traveler Enrollment Program (STEP) is a free service provided by the US Government to US citizens who are traveling to a foreign country. • STEP allows you to enter information about your upcoming trip abroad so that the State Department can better assist you in an emergency. • You can also subscribe to receive updates on Travel Warnings, Travel Alerts, and other information for a particular country. https://step.state.gov/step/

35. Registration for UC Travel Insurance • This coverage is FREE for all UCLA students, residents, fellows, and faculty traveling on UC activities.  • You must register your trip prior to your departure date. https://www.uctrips-insurance.org/servlet/guest?service=0&formId=2&enterprise=1

36. Code of Conduct Attestation Statement Each resident must sign an attestation statement (with checklist) that they have dealt with all required aspects of participation (travel insurance, travel medicine evaluation, viewing of pre-departure health and safety video

37. NAS: What does it mean for coordinators? Lisa Payne Sr. Analyst, GME

38. Phase I programs… • Emergency Medicine • Internal Medicine • Pediatrics • Neurosurgery • Orthopedic Surgery • Radiology • Urology ……and all their subspecialties

39. Updated system, new vocabulary… • NAS • CLER • Milestones • Self-Study Visit • Clinical Competence Committee

40. Milestones… • For July 2013 you will use evaluation instruments currently in place • ACGME statement on how they expect this to all be in place by July:

41. What you can do while you wait… • Educate yourself: • Get to know the ACGME and NAS websites www.acgme.org www.acgme-nas.org • Work with Program Director to set up CCC • Update WebADS • Apprise GME Office of program changes (ie., coordinator) • Most importantly…..

43. a little more on NAS… • NAS is a “continuous” accreditation model – heart monitor vs. EKG • Annual information from ADS, resident and faculty surveys • Self-Study Visits will be every ten years unlessWebADS or surveys are problematic

44. Common WebADS issues: • Incomplete faculty data • Incorrect faculty board certifications • Incorrect “core faculty” designation • Incorrect resident training dates • Incorrect faculty and resident training dates

45. Phase 2 What we can do for you? • PIF and site visit support • Internal Reviews • WebADS support • Survey support • Faculty Education/Development

46. Thank you!