Transcript Year 3 Scheduling 2012

Year 3 Scheduling
2012-13 Academic Year
Judith L. Rowen, M.D.
Assistant Dean for Educational Affairs
Office of Clinical Education
What’s in Year 3?
Clinical Skills Week
Internal Medicine
Pediatrics
Surgery
Ob/Gynecology
Psychiatry
Family Medicine
Elective period
12 weeks
8 weeks
8 weeks
6 weeks
6 weeks
4 weeks
4 weeks
December break
4 weeks
Clinical Skills Week – registration
automatic
 Clerkships – you select the order, ES
registers you

◦ You may need to choose preferences within the
clerkship, e.g. outpatient location

Electives – you enroll yourself
◦ Automatically enrolled in “VACA”
◦ You swap this out with the course you want
Registration

Before the “week”
◦ EPIC training – March 16, March 30 or April 6
◦ Online quizzes/videos

June 25-27, 2012
◦ Task trainers
◦ SIM Man
◦ Writing notes, presenting on rounds

June 28-29
◦ Houston students – Houston orientation
◦ Austin students – Austin orientation
Clinical Skills Week








Orientation held first day – MANDATORY
Clinical evaluations – shared form
Shelf exams on last day
Communication largely by email
Coordinators make schedules ~2m in
advance
Log patients in New Innovations
On-line eval of residents and faculty, course
More course-specific info – slide show on OCE
website
Clerkships – general principles







The “shelf exams” or NBME subject tests, are
national, normed tests
All clerkships take the 5th percentile
nationally as passing
Failure of shelf (and nothing else) = PC
FM and Neurology – web-based, in PM
Rest on paper, in AM – will be web-based
Proper behavior required
If you must miss, Dr. Thomas must approve
A word about exams

Only your @utmb.edu address should be
used
◦
◦
◦
◦
◦

Potential HIPAA violations
We can’t find it/search for it
Might be “spam filtered” out
We will ignore email from other accounts
Do you really want to be known as “sweet
cherry pie” for the rest of your life?
Check it often or you’re out of luck
A word about e-mail
Clerkships are an exposure to clinical
medicine
 Clinical medicine is a full-time occupation,
stuff happens 24/7
 All clerkships agree to the same policy:

◦ You work one day per weekend on average
◦ This includes holiday weekends, except
Thanksgiving
◦ The clerkship decides whether you can pick and
choose the day or whether it will be assigned
A Word About Holidays and
Schedules in General
Probably doesn’t matter
 But you will worry that it does
 Placement of elective/VACA block may
matter
 Times it might:

◦ You’re getting married
◦ You’re in Global Health or Public Health

If you defer for boards, I’ll assign
Track Sequence
12 different tracks – see
http://www.utmb.edu/oce/Documents/Clerkship
TrackSequence.pdf
 4 different options within each track
 Make selection via MyStar
 System opens on Tuesday, March 20 at 7AM
 Deadline 5PM Friday, March 23




Track trade deadline Friday, April 6
Schedules available to view on April 13
Add/drop period for electives begins Monday,
April 16
Year 3 Track Preference
Track switching

Electives (5 blocks needed to graduate)

Courses you may take as a third year
student:
 Must take one in year 3 – may take two
◦
◦
◦
◦

Senior Neurology
Senior Surgery
Senior Emergency Medicine (selective)
Acting Internship selective
Courses you may not take as a third year
student:
◦ Basic Science/Humanities selective
◦ Ambulatory Community Selective
What to put in that “VACA” block

Electronically (“swap”) before add/drop
deadline
By paper if late

At another school – VSAS vs. paper

Student-created elective – form due 30d
before
Research electives – form due 30d before



◦ C form, C = complete
◦ B form, B = before you go
◦ R form, R = research readiness
Course catalog and policies at:
http://meded.utmb.edu/electives.asp
Registering for electives
Step 1: Receive VSAS Authorizations
Email [email protected] with your request for VSAS access.
You will then receive a “VSAS: New User Instructions” e-mail with login information.

Hospital affiliation agreements
◦ Take a lot of time
◦ May require more malpractice – you can buy
 Catherine Hale in OCE
St. Joseph application
 Housing issues
 Ambulatory requests

Site Specifics




St. Joseph Medical Center in Houston
requires a rotation application from each
student
All Galveston students complete a 3 week
Psychiatry rotation at St. Joseph Medical
Center.
Frances Dawe, UTMB Coordinator for Houston
Programs, will email you the required forms.
There will be a deadline to return the
application and required documents. Failure
to meet the deadline may mean failure of the
course.
St. Joseph Medical Center
List of Required Documents for
St. Joseph’s Medical Center Application
∙ Applicant’s current Curriculum Vitae
∙ Photocopy of driver’s license
∙ Proof of current health insurance coverage
∙ Immunization Records
∙ Completed Confidentiality and Computer Agreement
∙ Acknowledgement form from their Orientation Packet
Austin apartments
 Galveston apartments
 Sugarland hotel (for Jester IV placement)
 Corpus condo

Free to student
 Shared bedroom (same gender only)
 Please keep neat
 Contact Sommer Madrigal in OCE to
reserve

Housing

Internal Medicine clerkship preferences
Deadline Friday, May 4

Internal Medicine – ambulatory site
preference
Deadline Friday, May 4

Pediatrics – ambulatory site preference
Deadline Friday, May 4

Family Medicine site preference
Deadline Friday May 4
Year 3 Clerkship Preferences






Commutable = less than one hour drive
Must justify commutable request
Family medicine will email you link
Internal Medicine and Pediatrics online
There are great sites across the state,
branch out!
Deadline May 4
Ambulatory choices
Use for Pediatrics and Internal Medicine ambulatory site choices
Site Preference Ranking – Student Guide
Go to https://meded.utmb.edu/edaffairs/siteRanking/
Login with your UTMB username and password.
The Main Menu will be displayed. Select an option to
Submit a New Site Preference.
Use the drop down arrow to select Clerkship and then select Term/Period.
Make sure the Academic Year is correct. Click Next to continue.
The Site Preference form for the clerkship you selected will be displayed.
Follow instructions to complete the form and then submit.
•A confirmation page will be displayed for you. At the bottom of the
confirmation page is a link to complete AHEC Student Biographical
Sketch. Click on the link to access the AHEC form B-100.
To make changes to your Site Preference Ranking, go back to the Main
Menu
https://meded.utmb.edu/edaffairs/siteRanking/ and select the option to
Edit/Update Existing Site Preference.
To check the status of your Site Preference Ranking, select the option to
View My Site Ranking/Assignments from the Main Menu.
What the Heck is AHEC?
Links
communities with
health science
schools to
improve the
health workforce
 Provide real-life
community
educational
experiences for
students








Voluntary
Meets once per month
Free food
Regular mentoring
Important topics
Meets in Galveston, Clear Lake area
(Houston students or folks who live on
mainland), Austin
Sign up with purple form
POM3

You should be prepared for a mid-year
OSCE
◦ First week of Period 13
◦ Will cover either Pedi/FM/Surg or IM, Psych, OB

ICEE will be comprehensive
◦ Happens summer of 4th year
A Word About OSCEs
Registration Errors

Participating in a course you have not
added
◦ No credit
◦ No malpractice coverage

Failing to participate in a course you have
not dropped
◦ Failure
◦ Withdrawal
Where do I Find 3rd Year
Scheduling Information?
It’s all on the web:
http://www.utmb.edu/oce
Click the Student tab!