Program Coordinators’ Meeting

April 9, 2020

Confidential – For Discussion Purposes Only

Agenda GME Personnel Change

Visas

Incoming & Orientation

End-of-Year Actions

Medical License

Continuing Contracts

Program Evaluations

Program expansion and funding

Audit of non-standard programs

Self-care

2

Confidential – For Discussion Purposes Only

New GME Member

Matt O’Neil

Email: MONeill@stanfordhealthcare.org

Technical Coordinator

−HealthStream training

−MedHub super user

−Online training for faculty development

Confidential – For Discussion Purposes Only

Nancy Ruddy

Last day with SHC GME: April 30

Programs contact: Jie, Trey, or Ann starting May 1st

Confidential – For Discussion Purposes Only

Visas

ECFMG is still processing visas

Duplicate DS2019 can be mailed to the trainee home address

−Request for Duplicate Form DS-2019: https://www.ecfmg.org/evsp/ds2019dup.pdf

Confidential – For Discussion Purposes Only

Incoming and Orientation

New hire contracts will be sent out on Monday (April 13th).

GME will have a VIRTUAL orientation!

−More details to follow

Confidential – For Discussion Purposes Only

End-of-Year Activities

Final Evaluation:

−The program director must still provide a final evaluation for each resident and be able to attest for future hospital privileges, licensure, and other purposes.

−Final Evaluation Template: https://tinyurl.com/GMEFinalEvaluation−Signed by the PD and trainee and filed in MedHub

CCC, milestone reporting, and PEC/APE

−Programs should continue with CCC, milestone reporting and PEC/APE. However in the future if we get a surge, safety positions will take precedence.

−Programs should contact GME if they do not have CCC or APE and provide the rationale

Confidential – For Discussion Purposes Only

Medical License

Postgraduate Training License (PTL) and Physician and Surgeon’s Licensing Tips during the Pandemic:

Postgraduate Training License (PTL): complete PTL1-5 forms at https://www.mbc.ca.gov/Download/Forms/ps-ptl.pdfPhysician and Surgeon’s Licensing: complete L1A-L1F online at https://www.mbc.ca.gov/Download/Forms/application-physician-l1a-l1f.pdf

A printed PTL5 or L1F, attached with a photo, needs to be notarized. Please contact Marcy if a notary is not accessible.

Complete other forms as needed – TOA (Timeline of Activities: https://www.mbc.ca.gov/Download/Forms/ps-toa.pdf; EXP (Explanation for Application Question) https://www.mbc.ca.gov/Download/Forms/ps-exp.pdf.

Send out the MED (Certificate of Medical Education: https://www.mbc.ca.gov/Download/Forms/ps-med.pdf) to the medical school and request test scores.

Live Scan is not currently available. It will reopen and will not delay licensing.

Confidential – For Discussion Purposes Only

Medical License – Cont’d Postgraduate Training License (PTL) and Physician and Surgeon’s Licensing Tips during the Pandemic:

Have Program Director sign the forms EF(Postgraduate Training License Enrollment Form: https://www.mbc.ca.gov/Download/Forms/ps-ptl-ef.pdf), PTA-PTB(https://www.mbc.ca.gov/Download/Forms/ps-pt.pdf), and CTV (Current Postgraduate Training License Enrollment Form: https://www.mbc.ca.gov/Download/Forms/ps-ctv.pdf).

Scan the forms above and email to Marcy. Or if a scanner is not available, mail the forms to Marcy.

Marcy:

−Email: mkulakow@stanfordhealthcare.org or msilvers@Stanford.edu

−Phone: 414.520.5523

−Mailing Address: please contact Marcy individually if necessary to request the address

−Work Hour: 0730-1630 M-F

Confidential – For Discussion Purposes Only

Form EF (Postgraduate Training License Enrollment Form)

Form EF must be completed for all house staff that are eligible for a Postgraduate Training License (PTL)− The forms are scanned and uploaded via the MBC secure portal. No seal or

notarization necessary.

This is the only signature needed on the Form EF

You can ignore this section completely.

Confidential – For Discussion Purposes Only

Form PTA-PTB (Certificate of Completion of ACGME/RCPSC/CFPC Postgraduate Training)

Form PTA-PTB must be completed for all house staff that HAD PREVIOUS training prior to applying for a Postgraduate Training License (PTL) or Physician and Surgeon’s License− Form PTA-PTB replaced the old L3A&L3B forms.

− The forms are scanned and uploaded via the MBC secure portal. No seal or notarization necessary.

Answer all questions

Only signature needed

Confidential – For Discussion Purposes Only

Form CTV (Certificate of Completion of ACGME/RCPSC/CFPC Postgraduate Training)

Form CTV must be completed for all house staff that are joining an ACGME accredited program and want a reduced license fee for their Physician and Surgeon’s License− Form PTA-PTB replaced the old L4 forms.

− The forms are scanned and uploaded via the MBC secure portal. No seal or notarization necessary.

Only signature needed.

Confidential – For Discussion Purposes Only

Continuing Contracts

SHC/GME Continuing house staff contracts were sent out to PDs on April 2, 2020.

−Review your continuing appointment details in MedHub for accuracy. If something is amiss or an appointment has NOT been extended, send an email to Mitra Haddad (MHaddad@stanfordhealthcare.org).

Continuing house staff must complete 3 things (even during COVID 19, house staff do need to complete the following):

−Sign their contract. Once your PD signs the contract, it becomes available to the house staff for their signature.

−Visit SHC Occupational Health Services to complete their TB screening.

−Complete their assigned Healthstream modules.

Confidential – For Discussion Purposes Only

Continuing Contracts – Cont’d

Clinical Postdoc appointments:

−No change in GME policies during COVID 19.

−To learn more visit GME website http://med.stanford.edu/gme/housestaff/all-topics/postdoc_appts.html.

Graduating house staff:

−GME is reviewing existing procedures and will be addressing the graduating house staff checkout process. Stay tuned.

Confidential – For Discussion Purposes Only

Program Evaluations

Program Evaluations by Trainees and by Faculty sent out on April 1 (unless a different date was requested)

Open until further notice

Check your program’s completion on April 15th and notify your program manager if your program is ready for a report

MedHub Evaluations (Tab) View Completed Evaluations

− Programs need to have at least 4 completed evaluations

Confidential – For Discussion Purposes Only

Program Expansion and Funding

Deadline: April 15

http://med.stanford.edu/gme/program_portal/program/exp-fund.html

Decision will be made approximately by mid July and effective on 7/1/2021

Confidential – For Discussion Purposes Only

Audit of Non-Standard Programs on MedHub

The audit revealed that many programs currently do not complete important evaluation and required policies.

First step:

−Routine work hour logging

−Fellow evaluation every 6 months

−Rotation schedule

BASIC SELF CARE

Thanks to Julie Schirmer, MSW, Maine Medical Center, Portland ME

These apps can be accessed from anywhere – a great way to take care of yourself and others

FACE COVID1

• F: Focus on what’s in your control

• A: Acknowledge thoughts and feelings

• C: Come back into your body

• E: Engage in what you’re doing

• C: Committed action

• O: Opening up

• V: Values

• I: Identify resources

• D: Disinfect and distance

Harris, R. (2020). Face COVID: How to response effectively to the Corona Virus. E-publication. https://drive.google.com/file/d/117HY4z4mY5izJpR44ejuZ8rhTyoWEGEG/view?fbclid=IwAR1r8TLlBm5ny7wXHrreEOp6GaCPpmDWJBOXVWH7b6JUICfV_5g6EGKP9YA Accessed March 25, 2020

WELLNESS FOR ALL• Sleep hygiene

• Exercise, ideally outdoors with social distancing

• Connection

• Routine

• Nutrition

• Avoiding information overload

• Taking breaks

• Expectation setting

• Being in the “now”

S U C C E S S F U L O N L I N E S U P P O R TB E S T P R A C T I C E S F O R O N L I N E C O N N E C T I O N

ENHANCING ENGAGEMENT IN ONLINE GROUPS

• Start meeting in way that helps participants be on emotional (rather than intellectual) plane from beginning (e.g., use a rhetorical question)

• Include an experiential exercise mid-way through (e.g., brief relaxation)

• Use questions to elicit the “wisdom of the group” • Set aside time for a “question and answer” format• Use a “call to action” (e.g., how can you apply this to your biggest

coping challenge…”)• Allow time for discussion• At the end, consolidate and solidify learning.

– “You learned 3 skills today ….”– “Which of these can you use for your biggest coping challenge?” – “Would anyone like to share?”

Thanks to Beth Darnall, Ph.D., Stanford University

H E L P I N G C H I L D R E N C O P ET H E Y W I L L L O O K TO YO U F O R H O W TO R E S P O N D TO T H I S D I S R U P T I O N

GENERAL GUIDELINES FOR TALKING TO CHILDREN ABOUT COVID-19• Set the stage – have a calm mental state before the conversation• Initiate conversation – don’t wait for your child to begin• Find out what they know, elicit concerns & questions• Remind child of overcoming past challenges; emphasize resilience• Acknowledge uncertainty but focus on what is in your control• Engage children in activities that emphasize positive actions (e.g.,

hand washing, etc.)• Reassure that you will be there for them• Use resources (stories, videos etc.)

https://kidshealth.org/en/parents/coronavirus-how-talk-child.html

AGE SPECIFIC CONSIDERATIONS1

National Childhood Trauma Network (2020). Epublication. https://www.nctsn.org/sites/default/files/resources/fact-sheet/outbreak_factsheet_1.pdfAccessed March 25, 2020

AGE SPECIFIC CONSIDERATIONS1

National Childhood Trauma Network (2020). Epublication. https://www.nctsn.org/sites/default/files/resources/fact-sheet/outbreak_factsheet_1.pdf Accessed March 25, 2020

AGE SPECIFIC CONSIDERATIONS1

National Childhood Trauma Network (2020). Epublication. https://www.nctsn.org/sites/default/files/resources/fact-sheet/outbreak_factsheet_1.pdfAccessed March 25, 2020

Confidential – For Discussion Purposes Only

Discussion and Questions