Monthly Updates: December 13, 2011

Web updates at: http://www.med.umn.edu/gme/programresources/coordinators/home.html

2012/2013 Benefit Update Carol

The OSHB and GME met with HealthPartners on
December 12. We are reviewing the data to
determine the 2012/2013 benefit rates, plan
changes, etc. We anticipate bringing a
recommendation to January 24, 2012 GMEC
meeting.

2012/2013 Residency Agreement Carol

The GMEC approved the 2012/2013 residency
agreement at the November 28 meeting. The
agreement is on our website as a sample. Lori is
working with the contracts library to upload it, and
she will let you know when it is available.
http://www.med.umn.edu/gme/applicants/home.ht
ml
Click on the link below to view a
sample of our Residency/Fellowship
agreement for 2012-2013
University Residency Agreement

2012/2013 Stipend Levels Carol

The GMEC approved the 2012/2013 stipend levels at
the November 28 meeting. They are available on our
website at:
http://www.med.umn.edu/gme/residents/stipendin
fo/home.html

ACGME Faculty Surveys Erica

As a reminder, residency programs for the following
specialties will be the first group to participate in the
ACGME Faculty Survey, anticipated to begin in
January 2012: Diagnostic Radiology, Emergency
Medicine, Internal Medicine, Neurological Surgery,
Pediatrics, Urology. We anticipate receiving more
information on the ACGME Faculty Surveys from
ACGME in the next few weeks. As soon as we receive
any information, we will update all program
directors, coordinators, and appropriate education
managers, etc. In the mean time, please begin to
prepare for the Faculty Survey by ensuring that your
Faculty Rosters are up-to-date, paying particular
attention to names and email addresses (as ACGME
will email the surveys to faculty members via the
email addresses listed in WebADS). Contact Erica
King (king0367@umn.edu) or Dr. Karla Hemesath
1

(hemes002@umn.edu) with questions. Please see

additional information at the end of this document. .

ACGME Resident/Fellow Survey

The survey schedule has not yet been posted to the
ACGME website. Lori Payne will send notification via
email when she has more information.

EVNet Erica
In order to transition to the new EVNet paperless
J-1 application form (reminder: just ONE piece of the
application will be electronicall supporting
documentation will still be submitted to Erica in
paper/email attachment form!!) on Jan. 1, 2012,
please assist me in emailing me the following
information for any of your programs with J-1 visa
holders FOR AY 2012-2012:
1. Program name
2. PGY-level(s) with J-1 trainees
3. Start date for AY 2012-2013 FOR EACH
LEVEL OF TRAINING w/ J-1 TRAINEES
4. End date for AY 2012-2013 FOR EACH LEVEL
OF TRAINING w/ J-1 TRAINEES
Please email your information to me at
king0367@umn.edu. Thank you!
NOTE: Because the 2012-2013 Resident/Fellow
Agreement will include visa language, a separate
offer letter will not be necessary for incoming 20122013 incoming residents and fellows. Contact Erica
with questions.

IMG Webinar Erica

ECFMG will be holding their next IMG Webinar on
IMG Remediation on Wed., December 14, at either
9a or 2p CST. If you wish to participate, please
respond via this link:
https://www.surveymonkey.com/s/2Q8RQGC

"Life Happens: Responding to Unexpected

Obstacles to Success for Medical Trainees"
Hosted by the Marcus Foundation Grant
Project
Tuesday, January 24, 2012
5:30pm7:30pm [light dinner available at 5:00pm]
Location: Mayo Auditorium

Format: Nationally recognized speaker Dr. Suzanne

VogelScibilia [Member of National Alliance on
Mental Illness Board of Directors] will share her
personal experience and experiences of other
physicians with invisible disabilities [mental health,
attention and learning disabilities]. A panel of U of
MN colleagues will provide overviews on responding
to trainees in distress, education/training policies,
legal issues, and Disability Services accommodation
processes. Q's? contact Marilyn Becker
becke024@umn.edu

Recruitment Checklist
Templates

New Innovations Onboarding Module

Through our website the GME Office provides

applicants/interviewees with information about our
programs and institution as well as what our
beautiful state has to offer. Information about local
hotel accommodations is also included. The
information can be found at:
http://www.med.umn.edu/gme/applicants/home.ht
ml

New Innovations continues their work on the

onboarding module which is scheduled to be
available in January 2012. Details will be provided as
they become available.

NRMP Update Lori

- SOAP Process for 2012 Match
For those programs participating in the 2012 NRMP
Match there is a new process for Scramble now
known as the Supplemental Offer and Acceptance
Program (SOAP). The NRMP will open up a webinar
on this new process on their website on Friday,
January 6, 2012. (See www.nrmp.org >
Communications).

- Match Day (March 16, 2012) U Holiday

Match Day 2012 falls on a University floating holiday.
Programs should begin planning for this, noting that
contact between programs and matched applicants
prior to the general announcement of 2012 Match
results at 1:00 PM Eastern Time Friday, March 16,
2012 is a violation of the Match Participating
Agreement.

Personal Holiday Carol

The communication regarding Personal Holidays for
Academic Employees is not applicable to our
medical residents and fellows (all 8 classifications).
http://www1.umn.edu/ohr/benefits/leaves/persona
lholiday/
Their vacation & sick time is determined by their
program and the associated board requirements.

Recruitment Update
- Checklist Templates Carol
Thank you to Laura Pham, Gina Deveney and Jean
Jones for sharing their recruitment checklists that
can be revised to suit your programs needs.
They can be found at:
http://www.med.umn.edu/gme/programresources/
RecruitmentInformation/home.html

Interview Preparation
Checklist Template
Preparing for Interview
Season
Recruitment Season
Assignment of Tasks
Template

- Applicant/Interviewee Website

USMLE Urban Legend

The "urban legend" referred to the ongoing rumor
that the Step 2 Clinical Skills exam is no longer going
to be required for US Medical School graduates. This
is absolutely false - there are no plans to stop
requiring this exam as part of the Step 2
requirement [generally completed during Yr 4 of
UME].

USMLE Step 3: Delay in Score Reporting

Starting in mid-February 2012, a transition period
will begin in which the number of Multiple-Choice
Questions (MCQs) and Computer-based Case
Simulation (CCS) cases in current forms of the Step 3
examination will change. Because of the changes, as
well as routine modifications to the test item pool,
there will be a delay in score reporting for most Step
3 examinations administered from mid-February
2012 through early May 2012. The target date for
reporting Step 3 scores for most examinees testing
during that interval will be Wednesday, June 6,
2012.

USMLE Step 3: Change in Question

Formatting
Changes to both the Multiple-Choice Question
(MCQ) and the Computer-based Case Simulation
(CCS) sections of the Step 3 examination will occur
beginning in mid-February 2012. Please see this link
for more specific information:
http://www.usmle.org/announcements/?ContentId=
85

From our Partners:

Marilyn Becker, PhD LP Director of Learner
Development
B-624 Mayo Building
(612) 626-7196
becke024@umn.edu
Programs/Services:
Assistance to residents and fellows on
learning/performance across the GME
competencies and residency/fellowship
requirements.
Individual resident contacts by self-referral
or program referral.
o Improving test-taking
o Learning in residency
o Adapting to training environment
o Maximizing efficiency
o Problem solving
o Time management
o Organizational skills
o Communication skills
o Well-being
o Assistance with preparing for USMLE Step 3, InTraining Exams
o Assessment and Referral to other services [i.e. ESL
language assistance, Disability Services, RAP,
health/wellness services].
Workshops/presentations and consultation
to GME programs [topics such as improving
test-taking, resident efficiency, time
management, strategies for ITE prep
groups, well-being, etc.].
Program resource development.

MMCGME Update
RMS Open Work Sessions
Thursday, December 15 (9:00 - 11:00) @University
Park Plaza, 635
Thursday, January 5 (9:00 - 11:00) @The Diehl Hall
Learning Commons
Thursday, January 19 (1:30-3:30) @ University Park
Plaza, 635
Is your RMS to-do list piling up? Do you need some
time to leave other distractions behind and focus on
RMS? This is a time for you to escape your daily
distractions and obtain assistance on any RMS
related topic(s). Feel free to stop in at any point
during these two hours. Registration is not required
for these sessions but we do appreciate you
informing us of your intent to attend and an
indication of an area of focus in order to provide
appropriate staffing.
Evaluations Training (Part 2 of 2)
Thursday, January 19 @ The Diehl Hall Learning
Commons (2:00-4:00)
3

Have those Evaluations reports been causing you to

scratch your head? Not sure how to best manage
your completed evaluations? Evaluations training
part 2 will cover:
Management of completed evaluations
(Including viewing completed evaluations,
delinquent evaluations, pending
evaluations, NET evaluations; accessing
high/low scores, returning NET evaluations,
viewing automated email history and more)
Common reporting options
Documentation Audit
FINAL REMINDER! The MMCGME Services
documentation audit deadline was Friday, October
28. Documentation is required by Medicaid & HRSA.
If any documentation is missing, the potential exists
for loss of FTE reimbursement. The following
documents are required by August 1 or one month
after a new resident/fellow starts a program:
Residency/Fellowship contracts for all years
active in the program
Medical School Diploma
Graduating/Transitioning Form (if applicable)
Due by July 1
GME Completion Certificates for all prior
training programs (if applicable)
ECFMG Certificate (if applicable)
Please send any documents on the list to MMCGME
Services via:
Netfiles
ImageNow
fax (612-625-0326)
Mail (MMCGME Services Suite 635, 2721, 2829
University Ave SE Minneapolis, MN 55414)
Email: RMSHelp@umn.edu (Do not email
documents that contain sensitive
information. i.e. social security
number)
As a caution, the RMS reports used for the audit may
not catch 100% of the missing items and we ask that
programs do their best to submit all documents prior
to the audit. Thank you for your cooperation!

UMMC-F Update
EPIC Training for 2012-2013 Incoming
Residents/Fellows:
Mira Jurich will be meeting with the EPIC trainers
and will provide an update during the January
coordinator meeting.
Mayo Call Room Improvements:
UofMN Facilities Management and UMMC-F will
provide funding for Mayo Call Room improvements
including paint, heating and air conditioning, as well
as some carpeting, furniture, and televisions (as

needed). The changes will be coming in January.

Contact Mira Jurich with questions:
mjurich1@fairview.org.

Coming in January!
The following items will be discussed during the
January 10, 2012 Coordinator Meeting (10-11 AM;
B646 Mayo). Please make every attempt to attend.
2012-2013 Benefit Plans:
The OSHB will be in attendance to discuss the plans
and to answer your questions.
Family Medical Leave Act (FMLA):
HR Staff from AHC/Medical School will present
additional FMLA information.
NRMP SOAP Process for 2012 Match:
Lori Payne will provide an update on the process.
UMMC-F EPIC Training:
Mira Jurich will discuss plans for the EPIC training of
2012-2013 incoming residents and fellows.

ACGME Faculty Survey Tip Sheet

As part of the new accreditation process, the ACGME plans to survey program core faculty in manner
similar to the current resident/fellow survey.
Listed below are question areas based on pilot conducted in 2011 (note: a copy of the actual survey has
not been released or posted).
1.

How many hours per week do you devote to professional efforts (all parts of job). (they will
probably ask for a number)

2.

How much time do you spend: (if any activity involves a resident & most probably do, count that
as residency activity). Your program coordinator should provide you with a summary of your
activities from Web ADS. You might want to use that summary when you complete this question.
Residency activity (Note: clinical care with residents, didactics, research with residents,
advising, residency meetings, residency administrative work, anything related to
residency)
Administrative work (not for residency program)
Research activities (not for residency program or with residents)
Providing clinical care with NO residents present.
Completing paperwork related to clinical care
Other

3.

How often do you participate (includes: leading, presenting, attending) in group educational
activities such as morning report, grand rounds, journal clubs, M & M, core conferences, etc.?
Daily
Weekly
Monthly
Every few months
Once/twice per year
Never

4.

Which of the following best describes when you give resident documented written feedback
(completion of E-value or RMS form, written summary, paper form, email,, dictated note) about
the rotation or assignment they complete under your supervision (wards attending, rotation
attending, clinic attending)?
Last day of the rotation
Week after completion of the rotation
Two weeks after completion of the rotations
One month after completion of the rotations
At the end of the academic year
I do not provide written feedback (not an ideal response)
5. In your opinion, what impact have the current duty hour standards (remember that they changed
7.1.2011) had on residents abilities to provide safe patient care? (Loaded question be honest)
Response choices: Extremely positive, positive, none, negative, extremely negative,
6. In your opinion, what effect has the current duty hour standards had on the residents ability to
learn? (Loaded question be honest)
Response choices: Extremely positive, positive, none, negative, extremely negative,

7. How satisfied are you with the programs ability to confidentially deal with residents concerns and
problems? (this question is also asked of the residents)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
8. How satisfied are you with the education residents receive on fatigue management? (All residents
new to the U of MN programs complete a web module on fatigue and sleep deprivation during
new resident orientation. Your program probably also offers additional sessions).
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
9. How often do you have sufficient time to adequately supervise residents?
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
10a.Do residents recognize the limits of their authority and seek supervisory guidance when
performing clinical care? (Does your program have a clear supervision policy for each level of
resident? Your department should have a UMP trigger card that outlines
circumstances/situations when an attending should be called. Has it been reviewed with faculty?)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
10b.Do residents communicate effectively with their colleagues (including other faculty) when
transferring responsibility at the end of their shifts? (Do they follow sign out procedures? Do you
have a formal system?)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
11. How often does the sponsoring institution and program provide adequate provision to ensure safe
patient care is provided by the residents? (This is a really broad question-it seems like they are
asking about infrastructure: sufficient attending staffing, adequate ancillary support, appropriate
processes/procedures, allowing for admission and service caps)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
12. How successful is the residency program in preventing excessive reliance on the residents to
maximize the number of patients seen? (This might be out of the programs control..are you
allowed to cap admissions when needed, prevent or limit pt transfers, limit consults, protect
didactic time, etc. or are service pressures too much?
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
13. How often is the residents workload appropriate for their level of expertise to the clinical needs of
patients? Are you pressured as a department/service/unit to provide more care or more complex
care than the residents are equipped to handle?
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know

14. How often is the residents work in the hospital or clinics directly related to their education? (The
residents are also asked this question. The question is intended to inquire about the balance of
service vs. education which is very difficult to determine)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
15. How often do residents, faculty, and other clinical support personnel (e.g. nurses, pharmacists,
case worker or dieticians) participate in teams to provide clinical and patient care?) (case
conferences, rounding with PharmD, discharge planning, etc.)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know
16. Have you personally worked this academic year with any of the current residents on a scholarly
project? (Note: scholarly activity is not just research, it includes cases reports, journal clubs,
writing, quality improvement)
Response choices: Extremely, very somewhat/sometimes, a little/rarely, not at all, never, I dont
know

ACGME Faculty Survey

The ACGME conducted a pilot faculty survey this past year (see sample on next page). This pilot
will become a required element in the accreditation process. Here are the details that we have
learned so far. GME Administration will determine follow-up with programs as further details
become available from the ACGME.
Per ACGME Workshop on 11/7/11 in Chicago:
The ACGME Faculty Survey will begin in early 2012 (no exact dates identified yet). The ACGME
should send out a general notice announcing the kick-off in the weekly e-bulletin by
December. The first programs to be surveyed will be: Internal Medicine, Pediatrics, Urology,
Emergency Medicine, Diagnostic Radiology, and Neurological Surgery. Only residency programs
will be surveyed at this time; fellowships will not be surveyed.
The ACGME will email the faculty listed in the faculty roster directly to ask them to complete
the survey (including how to access, etc.). It is very important that programs have their faculty
rosters defined, cleaned up, etc.specifically names and email addresses. The ACGME will
email the PD/PC that their faculty are scheduled to complete the survey.
The GME office will email the ACGME in (mid- to late-) December to find out a master list of
program scheduled dates. We will provide an update at that time.

Step

Responsible Person

Action Item

PD & PC

PC

Schedule a meeting between Program Director & Program

Coordinator now.
Pull these tools and provide to the Program Director during
your meeting:
Core Faculty description from the Faculty Roster
page from within WebADS.
ACGME specialty program requirements and
highlight core faculty sections
TIP: Program Directors and Site Directors are ALWAYS

N:\GME\Program Specialist Administration\ACGME Faculty Survey\2011.11.08 Faculty Survey Agenda - November Coordinator's Meeting.docx

considered Core Faculty.

3

PC

PD

PD & PC

PC

PC

ACGME

PD & PC

10

PC & PD

Review Tutorials in WebADS learn Faculty Roster

functionality.
Navigating the New Physician CV (13 minutes)
Navigating the New Physician Roster (8 minutes)
Program Director finalizes list of core faculty and gives to
the Program Coordinator.
Schedule meeting and/or communication to identified
core faculty giving them a heads-up to anticipate
survey and importance of participation. Watch for
complete details to come directly from the ACGME. GME
Administration will provide follow-up assistance.
Collect CVs for those faculty needing entry and/or
updating. Suggestions for retrieving CVs:
Copy from another program within WebADS
Obtain from department administrative support
person who coordinates promotion/tenure
Obtain from research administrator (i.e., your grant
people)
UMP credentialling clinic administrator
Ensure that faculty email addresses are correct. (We
suspect this will be the communication tool to administer
the survey, similar to that of the ACGME Resident Survey)
ACGME sends notifications directly to programs ~mid-late
December 2011. GME Administration to follow-up with
ACGME to obtain dates and further details.
Monitor compliance during survey window. There may be
a required minimum response rate (the resident survey is
70%).
Pull survey summary report. Review and analyze report
results.

Non-compliance with this survey will result in similar consequences to non-compliance with
the Resident/Fellow Survey (including but not limited to):
Generates letter of concern from ACGME
Mandatory follow-up to the GMEC
Shortened accreditation cycle
Immediate site visit
Call or email your program specialist, Karla Hemesath (hemes002@umn.edu) or Louis
(lingx002@umn.edu) with questions or for further assistance.

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