Transcript Clinical Program Advisor - University of Minnesota

Practical Information
Scheduling of Clerkship/Courses for
Years 3 and 4
Faculty Advisor, Clinical Mentor
Responsibilities
Scheduling of Clerkships
Core Objectives for Scheduling of clerkships
• Outline requirements to start rotations in Year 3
• Describe requirements for graduation from Medical
School
• List all required clerkships with number of
weeks/credits needed for graduation
• Describe requirements for elective credits needed for
graduation and what constitutes “hands-on” credits
• Outline approximate dates (if available) for RPAP
application, scheduling lottery, and Transition Day
• List four main responsibilities of a Faculty Advisor
and two responsibilities for Clinical Mentors
Overview of Important Dates — Years 3, 4
• Interviews-residency programs
Fall, Winter (Nov, Dec, Jan)Year 4
• MSPE (Dean’s letter)
Late Spring, Summer to Aug 1, Year 4
• Submit Applications
September 15, Year 4
• MSPE complete, sent
Oct 1(submit),Year 4
• Clinical Competence
Assessment (CCA)-OSCE
June-October, Year 4
• Residency interviews
Regular Match: Nov. thru early Jan
(December)Year 4;
Early Match: Sept?,OctoberNovember,Year 4
Overview of Important Dates — Years 3, 4
• USMLE Step 2 CK, CS
Before February 1 (CK) or
December 31 (CS), Year 4
• Match Day
Third Friday of March, Year 4
• Transition to residency
During Graduation week
• Graduation
First Friday of May, Year 4
Important Upcoming Dates
Class of 2014
Event
RPAP Application
- Submitted
- Interviews
- Selection
Date
November, December 2011
Jan (D), Jan (TC)
February, 2012
Select/Schedule Clerkships
March 5-8, 2012
Faculty Advisors Approve Schedules
March12-March 26, 2012
Transition Course/ Days (Required)
???
• Must register for USMLE Step 1 exam before access to on-line scheduling system
• Must take USMLE Step 1 exam before end of Period 2 (Year 3)-mid August
Curriculum Requirements for Graduation
• Required Course/Clerkships – Must pass ALL
Courses or Clerkships
• Must pass all Year 1 and 2 Courses before
entering into Year 3
• Must have 76 Credits for Graduation (Maximum of 85
Credits for non-RPAP, 95 Credits for RPAP Studentsmay do more upon request)
• 56 Credits – Required Clerkships
• 20 Credits – Elective (at least 8 “hands-on”)
• Must pass USMLE Step I, Step II CK and
CS Board Examinations to graduate
Required Courses/Clerkships Years 3 and 4
Courses
Length
MED 7500
(Medicine I)
6 weeks
MED 7500
(Advanced Medicine/Medicine II) 6 weeks
ADPY 7500 (Psychiatry)
6 weeks
OBST 7500 (Obstetrics/Gynecology)
6 weeks
PED 7501
6 weeks
(Pediatrics)
Required Courses/Clerkships Years 3 and 4
Courses
Length
SURG 7500 (Surgery)
6 weeks
FMCH 7600/ Dept-7700 or 7701
Family Medicine Clerkship (FMCH 7600)
Primary Care Selective—Clinics in Family Med (UCAM),
Medicine, Pediatrics, Med/Peds
8 weeks
4 weeks
4 weeks
Sequential, non-sequential
NEUR 7510 (Neurology) (adult)
4 weeks
EMMD 7500 (Emergency Medicine)
4 weeks
Medicine or Surgery pre-requisite
Required Courses/Clerkships Years 3 and 4
Courses
Length
Surgical Specialty Selective(s)
(4-week block)
4 weeks
4 weeks in one or 2 weeks in two of four:
(sequential, non-sequential)
Neurosurgery (7200)
Otolaryngology (ENT) (7200) (general, pediatrics[?])
Urology (7200) (general)
Orthopaedic surgery (7200) (general, pediatrics, sports)
TOTAL
56
1 week = 1 credit
Required Clerkships –
Twin Cities, Duluth Campuses
Both
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Medicine I
Obstetrics/Gynecology
Surgery
Pediatrics
Family Medicine Course, Primary
Care Selective Clinics
• Orthopaedic Surgery
• Neurology
• Emergency Medicine
Twin Cities only
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Medicine II
Psychiatry
Neurosurgery
Otolaryngology
Urology
Clerkship Schedules
Suggestions/Hints
Clerkship
Timing
Medicine I, Peds, Surgery
Ob/Gyn, Psychiatry, Neurology
Year 3
Year 3, Early Year 4
Medicine II; Surgical Specialties
Late Year 3, Year 4; before USMLE
Step 2 CK (preferred) for Med II;
can NOT take Med I and Med II in
sequence or same site
Emergency Medicine
Prerequisite: Medicine I or
Surgery; take before USMLE Step
2 CS if possible
Family Medicine Clerkship,
Primary Care Selective Clinics
Prerequisites: None - suggest one
required course; take at least one
clinic before USMLE Step 2 CS if
possible; opt out-RPAP, MetroPAP
Scheduling
Required Clerkships—On Call
6 Weeks
Medicine I-10:00pm
Pediatrics-Call
Medicine II-10:00pm
Ob/Gyn-Call
Psychiatry-no call
Surgery-Call
4 Weeks
Emergency Medicine (Block hours including nights)
Neurology-site specific call
Surgical Specialties (NSG, OTO, Ortho Surgery, Urology)
One (four weeks) or Two (two weeks each)-no or minimal call
8 Weeks
Family Medicine Course (4weeks), Primary Care SelectiveClinic(4 weeks) no call
TOTAL: 56 Weeks = 56 Credits
Be careful with scheduling clerkships that have back to back
overnight call
Note—Sub-internships (electives)— Overnight Call is common
Curriculum PlanningScheduling
Electives in Years 3 and 4
• 20 weeks (20 credits) = electives (over 180 courses)
– 8 weeks direct patient interaction or “hands-on” in Twin Cities
metropolitan area or Duluth (hospital, clinic/office)
• Does NOT include radiology (except interventional),
laboratory medicine, research, elective away for
credit, international rotation, military rotations
– 12 weeks available for research
• Can NOT earn credits and be paid
– 6-12 weeks available for Elective Away for Credit including
international electives (flexible)
– RPAP/MetroPAP students
• 2-8 weeks for electives
• Hands-on requirement waived
Common Electives
(over 180 available)
• Subinternships
• Sports medicine
• Dermatology
• International medicine
• Anesthesiology
• Radiology
• Ophthalmology
• Cardiology
• Research
• Family medicine rotations
• Indian Health Service
• Elective away
• Laboratory - data
interpretation
Curriculum PlanningScheduling
Year 3 and 4 Medical Students
• 23 weeks of Free Time
• Leave time in fourth year for residency
interviews, USMLE Step 2 exams, electives
away, international rotations)
– Medical education
– Research
– Special projects
– Other
• Two weeks vacation
“Tracks” or Pathways-Flexibility
•
Second degree-Flexible MD
1 year
2 years
MD/PhD
MD/JD
MD/MPH
MD/MBA
MD/MS – informatics
MD/MS – biomedical
engineering
•
RPAP (36 credits total)-MetroPAP (pilot)
–
Required courses (all students) - 22 credits:
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•
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Medicine I (before RPAP) – 6 weeks-D, TC
Advanced Medicine/Medicine II – 6 weeks-TC
Psychiatry – 6 weeks-TC
Neurology – 4 weeks-D, TC
Rural Physician Associate Program
(RPAP)
•
35-40 students (plus 2 students-MetroPAP) per year, spend 9 months with
preceptor in Greater Minnesota (North Memorial-Broadway Family Medicine)
•
•
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Period 4 (Year 3) through Period 1 (Year 4)
Apply in November-December, Year 2
Must take at least two required clerkships (12 credits strongly recommended,
10 credits if extenuating circumstances and permission of Director of RPAP and
Lead Academic Advisor before RPAP/MetroPAP begins (October)
•
Medicine I plus second required clerkship (e.g.,Ob, Peds, Psych)
» Lottery for Duluth students at Duluth sites – 12 students (Medicine I)
» Contacts: Deann Dahl (Duluth), Genne Fritts; Kathleen Brooks, MD (MetroPAP)
» Third elective rotation in Duluth (Deann Dahl), in Twin Cities (lottery)
MUST OBTAIN CREDIT FOR ALL REQUIRED CLERKSHIPS TO GRADUATE
MUST HAVE PASSING SCORE for STEP 1 “in hand” BEFORE RPAP BEGINS
Evaluation System - 2008
• Competencies
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Patient care
Interpersonal and communication skills
Professionalism
Medical knowledge
Practice-based learning
Systems-based practice
Competence – overall (50-60% of grade)
Rating scale
Below expectations
Meets expectations
Above expectations
Far exceeds expectations
Areas to Address or Discuss with
Advisees Update — GRADES
• Review evaluations - grades
– Residency selection: grades/evaluations in required
courses
– Grading (required courses only)-annual
• Honors:
• Excellent:
• Satisfactory:
up to 30%
30-60%
20-30%
– Evaluation (faculty of student; student of faculty,
rotation)
• Electronic
• Linked to scheduling system
Keys to Success in Clinical
Rotations/Clerkships
• Demonstrate professionalism consistently
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Be on time (early)
Be prepared (like Boy Scouts)
Be respectful to all
Be a team player
Be interested, collegial
• Present accurate, concise histories, physical examinations,
assessments, plans
• Demonstrate passionate commitment to patients
• Be motivated to learn
• Participate actively in rounds discussion
• Know objectives, expectations of clerkship/course
• Use correct books and know how to study
• Seek and receive formative feedback
• Demonstrate interest in lifelong learning
Years 3 and 4 Scheduling System
• Accessible from any PC that has Internet access —
available, flexible, fast, efficient and effective
• Guards against favoritism when students select
periods, sites for setting up their clerkship (lottery
system)
• Empowers students to design their own experience in
medical school - FLEXIBILITY
• Ensures that students schedule courses correctly (all
required clerkships are to be scheduled before
electives)
• Provides staff an easy way to track students’ locations
Access to Course Scheduling
www.meded.umn.edu
Current Students, Years 3, 4
Course Registration
Demonstration / Instruction
Scheduling Lottery
March, 2012
• Number of groups:
10
• Students per group:
20-24
• Time period per group:
8 Min
– 5:30-10:30 pm
– March 5-8, 2012
• Number of rounds:
15
• Select one REQUIRED course per round
11 rounds
• Select remaining electives
4-5 rounds
Clerkship Schedules-Suggestions/Hints
•
Year 3 usually begins second to last or last Monday in May-excludes 3
week intersession (May)
•
STRONGLY ENCOURAGE: take required clerkship(s) during
Period 1 and/or 2 of Year 3 (before or after taking Step I)- YOU DO
NOT need to take USMLE Step 1 before taking clinical courses.
•
USMLE Step 1: take end of Year 2, early year 3 but MUST TAKE
BEFORE end of Period 2 (early to mid-August) of Year 3
–
To Take Step l exam after Period 2 concluded –need extenuating
circumstances plus faculty advisor’s signature and permission of
Lead Academic Advisor or Senior Associate Dean
–
MUST Register for Step I before access to scheduling system
–
MUST have score “in hand” to extend beyond 18 credits (weeks)-cannot start course/rotation if 18 weeks falls within course.
–
MUST pass all courses/clerkships plus USMLE Step I and Step II
CK and CS exams to graduate
Scheduling for Years 3 and 4
• Take REQUIRED courses/clerkships in periods 1 and 2 of
year 3
– Better site selection
– Avoids problems at the end of 4th year
– May assist in taking USMLE Step 1 examination
– Stable numbers of students across periods is valuable to
the sites and faculty for educational experiences
• Goal--have a full complement of students in all the
required clerkships during periods 1-2
– Lead Academic Advisor/Senior Associate Dean will
consider exceptions for educational reasons/ personal
emergencies (in writing)
Additional Scheduling Suggestions/Hints
•
Take Required Courses/Clerkships in Year 3 (AS
MANY AS POSSIBLE): Attempt to have completed
42-44 required credits by start of Period 4 (mid-late
Sept):
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Career specialty selection--maximal information
–
Take required clerkship(s) in Period 1and/or Period 2 of
Year 3-strongly encouraged-do NOT need to take
USMLE Step 1 first
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Allows time for interviews (Year 4) – Nov.,December,
early January (Oct, Nov-early Match)
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Grades, evaluations available for residency interviews
(Year 4)
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Letters of recommendation--easier to obtain
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Electives, research projects, electives away for credit
(summer fall), international health in Year 4--Flexibility
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USMLE Step 2 CK, 2 CS preparation (Year 4)
Scheduling Suggestions/Hints
Step 2 CK, CS Exams
•
Take USMLE Step 2 CK and CS after
most required courses are completed,
but before February 1 (CK) or
December 31 (CS) of Year 4
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Medicine I & II(?), Pediatrics, Surgery, Ob/Gyn,
Family Medicine Clerkship/Primary Care
Selective (before 2 CS), Neurology/Psychiatry,
Emergency Medicine (if possible, before 2CS)
Military students – mid-September, Year 4
MUST pass both exams to graduate
- Difficult tests – take seriously, prepare
Additional Clerkship Scheduling
Suggestions/Hints
•
Regular Match--Leave time for residency interviewing from
Nov-early Jan (DECEMBER) of Year 4
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Early Match--Leave time for residency interviewing in OctNov of Year 4 (Ophthalmology, Urology)
•
0.5 day/week (3days per 6 weeks) off allowed in
REQUIRED COURSES for interviewing, illness days–
preceptor permission; NOT personal holidays
•
NOT ALLOWED to take any required course/clerkship with or
without shelf exam in latter part of Period 8 of Year 4 without
permission from Senior Associate Dean or Lead Academic
Advisor and Faculty Advisor
•
Take elective away for credit (VSAS-Genne),
subinternship in Summer/ Early Fall of Year 4
•
Take international elective late Year 4
Additional Clerkship Scheduling
Suggestions/Hints
•
CANNOT take same course/clerkskhip twice  University policy
(unless failed course)
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CANNOT vary length of course/clerkship predetermined for educational
purposes
•
Encourage you to take required course(s) in Period 1 and/or 2 of Year 3 and
throughout Year 3--DO NOT need to take USMLE Step I first.
•
MUST take required courses, direct patient care or hands-on electives at
University of Minnesota Medical School (Twin Cities, Duluth, Greater Minnesota)
•
CANNOT take Med I and Med II back to back, but can take clinics, surgical
specialties back to back.
•
CANNOT receive retroactive credit for research, elective away — turn in forms
at least six weeks early
•
Clinical Competence Assessment (CCA)-REQUIRED (Pass, Fail;June-Oct)Year 4
Additional Clerkship Scheduling
Suggestions/Hints
• Adhere to cancel/add deadlines
(6-7 weeks before each period begins)
– No changes two weeks prior to the start of a
course/ clerkship except in extreme emergencies
– Do NOT plan to change schedule past the deadline
to accommodate interview time in Year 4 — time is
built into the schedule specifically for that purpose
Additional Clerkship Scheduling
Suggestions/Hints
• Research, elective away for credit
– To receive credit for these courses, the course
MUST be on your schedule prior to
participation and the correct forms must be
COMPLETED and filed with the Curriculum
Office
Forms to be Downloaded for Completion
www.meded.umn.edu
• INMD application/evaluation (elective away for
credit)
• Research application/evaluation - elective
• Change of advisor
• ERAS
Please complete and submit
the forms EARLY for
electives away for credit,
research and international
rotations— retroactive credit
will NOT be given
Student Swapping of Clerkships/Courses
• Student run
• Scott Davenport, G. Fritts, T. Thompson do NOT do
swaps
• Will help with required clerkship swaps if difficulty
encountered and if submit:
• ID numbers of both students needed
• Swap periods, sites, and course numbers for both courses
• e-mail from BOTH students approving swap
Additional Scheduling Suggestions
• Leave time in schedule for interviewing
(Periods 4 (?) and 5 of Year 4)-0.5 day off per
week for emergencies like interviewing
• Do elective away rotations (you may need a
letter explaining our school’s flexible
scheduling) through VSAS (Genne) and subinternships in summer,early fall of year 4
• Take Step 2 early if you did not do as well as
you would have liked on Step 1
• Take Surgery before a surgical specialty if you
want to enter that surgical specialty
• Enjoy rotations – work hard, be professional,
be interested and committed, take
responsibility and learn as much as you can.
Important Decisions for Scheduling
Year 3, 4 – Medical School
DO NOTS:
• Delay taking required clerkships to mid or late Year 3 and Year 4
• Delay registering for required clerkships in Periods 1 and 2 of Year 3
• Register for required clerkships in Period 5 (interviewing) and Period
8 (Graduation)
• Register for Medicine I and Medicine II back to back
• Register for subspecialty elective(s) in a specialty without taking the
core clerkship/course (e.g, cardiology before Med I)
• Register for Emergency Medicine without taking Medicine I or
Surgery
• Delay discussion with clinical mentors past mid-later Year 3 about
specific requirements to match in highly competitive specialties (e.g.
research, other projects, electives away, sub-internships)
Clerkship Scheduling - Lottery
•
Clerkship, site of choice, period: Put in first (often Med I)
•
“Come prepared with several schedules –clerkships may be
filled”
•
Family Medicine Clerkship and Clinics in Primary Care
Selective replace Primary Care Clerkship (PCC); both are
required courses; do NOT need to be sequential (similar to
surgical specialties);
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UCAM: Select FMCH 7600 and FMCH 7700 early (if strong
desire to take UCAM-- sign up for it as the UC site and FMCH
7511 as elective (3rd month)-no Fam Med PCS Clinic
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Grading at sites more similar with more central oversight
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Follow cancel-add deadlines.
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Monitor the scheduling system for openings—multiple “hits” or
changes; contact colleagues to switch (student run swap)
Clerkship Scheduling – Lottery
• Your schedule will NOT be perfect , but it will work
out over time.
• “You will get the courses you need to graduate”!
• “You will get into your career specialty residency,
despite your schedule”!
• Take time off for interviews
• “ALL WILL WORK OUT IN THE END”!!!
Do NOT stress out
Important Upcoming Dates
Class of 2014
Event
RPAP Application
Date
- Submitted
- Interviews
- Selection
December 2011
Jan (D), Jan (TC)
February, 2012
Select/Schedule Clerkships
March 5-8, 2012:
5:30-10:30pm
Advisors Approve Schedules
Transition Course/ Days (Required)
March 12-26, 2012
???
• Must register for USMLE Step 1 exam before access to on-line scheduling system
• Must take USMLE Step 1 exam before end of Period 2 (Year 3)-mid August
Resources to Help
• Faculty Advisors
• Fellow Students (Year 3 and 4)
Resources to Help
• Lil Repesh, Ph.D
• Ted Thompson, MD
– 612-626-2841 (telephone)
– 612-626-4853 (fax)
– [email protected] (e-mail)
Senior Associate Dean-- Kathy Watson, MD
Three Very Important People
• Genne Fritts
– 612-625-4692
– [email protected]
• Deann Dahl
– 218-726-7034 or 7897
– [email protected]
• Lil Repesh
– 218-726-8872
– [email protected]
Faculty Advisors
(FA)
Duluth Faculty Advisors
Student
Affairs &
Learning
Curriculum
Assessment
Students’
activities
Faculty Advisors
• RESPONSIBILITIES :
- Academic Progress/Performance
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Review evaluations, grades, transcript
Review USMLE scores
Review individualized learning plans
Review e-portfolios (Duluth)
Review need for LOAs, deceleration
Prepare MSPE (Dean’s Letter): April-August (Year 3 →4)
• Co-edit with Duluth FA for Duluth students
• Identify, explain gaps in time
• Identify students at risk for not matching
• Provide support/advocacy (e.g. COSSS)
Faculty Advisors
• RESPONSIBILITIES Continued:
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CURRICULUM PLANNING – SCHEDULE PREPARATION
• Approve schedule for Year 3, 4 clerkships/courses (March, Year 2) – 76 credits for
graduation (56 required)
– One-on-one meetings before schedule submission
• Required clerkships – 56 credits for graduation
• Best sequence – is there one?
• Required clerkships in Year 3
• Appropriate electives (20 credits, 8 being hands-on) for career, graduation
CAREER COUNSELING-NETWORKING-CLINICAL MENTORS
• Guidance in career selection
• Network – Clinical Mentors
SPECIAL INTERESTS – ADVISORY
• International rotations
• Flexible MD
• RPAP/MetroPAP
• Research
• LOAs/Deceleration
• Volunteer Activities – Student Organizations
• Summer Preceptorship (SIM)
Clinical Mentor Program
•Students—Incoming Year 3 (Class of 2014) (other years-future)
•Twin Cities, Duluth Campuses (~240 students)
•Each student has available one or more mentor (s) through the
Faculty Advisor
•May change mentor
•Each student and mentor jointly arrange communication,
initially through the Faculty Advisor
•Entering Year 4 students-Clinical Advisor-Residency Program
Director
•Number of Mentors per Department
•Two (small departments) to 10 (large)
•Residency program directors (many) plus others involved and
interested in educational activities of students and who understand
residency programs, selection (what is required) and career specialty
options
•Department Head approval/notification-support
•Names of Clinical Mentors on the web--listed by department and
available to Faculty Advisors, incoming Year 3 students
•STARTS: January 2012
Responsibilities
Faculty Advisor
Clinical Mentor
Schedule Preparation
Yes
NO
Academic Progress
Yes
No unless requested
(student’s permission)
(Advocacy, COSSS, Flexible MD,
IMER, RPAP)
MSPE Preparation
Yes
NO
Network (specialty choice,
Yes
Yes – Major Focus
Yes
Yes – Major Focus
research, joint programs, IMER)
Career Specialty
Selection
Support/Assistance
Large and small group
sessions (e.q. graduation,
match day, Interviewing, GHHS or
AOA meetings)
Yes-ongoing
Yes – ongoing
Yes
Invited
FRIEND/ROLE MODEL
Note: The faculty advisor makes the final recommendation
regarding scheduling and academic progress of the student.
•Both impart information, valuable tips, perspectives to students.
•Both encourage students to develop to their full potential.
http://www.meded.umn.edu/year34/mentors.php
Resources to Help
 Career Counseling: Faculty Advisors,
Clinical Mentors
– Scott Davenport
– T. Thompson, MD
– A. Johns, M.D.*
– K. Watson, M.D.
– Lil Repesh, Ph.D*
*Duluth