Medical amp Dental Education CHRISTY CLARY MSW MEDICAL amp DENTAL EDUCATION OAA Medical amp Dental Nationwide 120890 total trainees AY 2018 71687 Medical amp Dental Total Trainees Physician Residents 45296 ID: 775144
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Slide1
Graduate & UndergraduateMedical & Dental Education
CHRISTY CLARY, MSW, MEDICAL & DENTAL EDUCATION, OAA
Slide2Medical & Dental Nationwide
120,890 total trainees AY 2018*71,687 Medical & Dental Total TraineesPhysician Residents 45,296Medical Students 24,643Dental Residents/Students 1,74810,675 physician resident/fellow positions AY 2018Overall Trainee Satisfaction 93%Willingness to work at the VA 73%
*Paid & WOC
60% of US Physicians Trained at the VA
Slide3Important Players
ACGME – Accreditation Council for GME (allopathic/osteopathic)AOA – American Osteopathic Association (osteopathic)LCME – Liaison Committee on Medical Education (undergraduate)AAMC – Association of American Medical CollegesUME – Undergraduate Medical Education (Students)GME – Graduate Medical Education (Residents/Fellows)
Slide4Program Director
Ensures quality of the overall education and training program in a given discipline and for ensuring that the program is in compliance with the policies of the accrediting bodies.Maintenance, evaluation, and improvement of a specific education and training programProgram Operations and logistics, educational objectives and curriculum developmentEvaluation methodologies and mechanics, and relationships with accrediting agencies and certifying bodies. May be VA or Affiliate paid In GME this is the person noted on the ACGME/AOA documentation
1400.01 pg. 18
Slide5VA Site Directors
Ensures supervising practitioners are appropriately fulfilling their responsibilities to provide supervision to residentsEnsures evaluations are conductedResidents function with in their graduate levels of responsibilityStructures training programs w/Program DirectorMTT is completedIn GME often the person with daily responsibilities regarding resident activity tracking
1400.01 pg. 18
Slide6Designated Institution Officer (DIO)
Authority and responsibility for the oversight and administration of the sponsoring institution’s ACGME accredited programs and is responsible for ensuring compliance w/ACGME institutional requirements. Signs all program info and forms submitted by PD’s that address program citations or request changes in the programs that would have an impact on the education program or institution.
1400.01 pg. 19
Slide7VHA Handbook 1400.05: j. Designated Education Officer. The Designated Education Officer (DEO) is the single, designated VA employee who has oversight responsibility for all health professions training at a VA medical facility.
Designated Education Officer
1400.01 Pg 181400.05 Pg 101400.09 Pg 10
ACOS/E
ASSOCIATEDHEALTH
MEDICAL &DENTAL
NURSING
ADVANCEDFELLOWS
Slide8Foundation
RelationshipsAffiliation AgreementsMutual Interest VA and AffiliateDisbursement Agreements
Slide9Slide10Affiliation Agreements
Agreement between your VAMC & Sponsoring InstitutionOnly 2 – UME or GMEMust IncludeName, ACGME/AOA Number, Termination Date & SignaturesAll VA Signatures are required to be E-signed w/PIV CardCannot be alteredTemplate has been approved by all accrediting bodies and the Office of General Council VA
1400.03
Slide11VAMC
AFFILIATE
VAMC
TRAINEE
DISBURSEMENT PROCESS
STIPEND PROCESS
Slide121400.05
Slide13Disbursement Agreements
Agreement between your VAMC and your affiliate/sponsoring institution Disbursing AgentUsually cannot be alteredMust be updated if there are changes
1400.05
Slide14Disbursement Rate Schedules
Must be updated annuallyProvided by your AffiliateVA CAN ONLY PAY WHAT YOU HAVE UPLOADED!!CR – waiver for higher pay availableSeparate rate schedules
1400.05
Slide15Separate CR & Regular Residents 2 different schedules
Slide16Stipend Memos
Only 1% of the trainees in VHA will be paid this wayDirect payment from the VA to the traineeUsually used for CRQS positions or those at 100%Must be a US CitizenDental mostly stipend – market survey
1400.05
Slide17Slide18Program Letters of Agreement
ACGME RequirementIncludes competencies/goals/objectivesProvided to the VA by the AffiliateKeep on a share driveMust have one on file for each specialtySample & Q/A on ACGME website:https://www.acgme.org/Portals/0/PDFs/Sample-PLAs.pdf
1400.05
Pg
5
Slide19National Medical & Dental Policies
1400.01 – Resident Supervision1400.03 – VHA Educational Relationships1400.05 – VA Disbursement Agreements1400.09 – Education of Physician and Dentist1400.10 – Health Care ResourcesALL OAA POLICIES
Slide20HANDBOOK 1400.01 Resident Supervision
GRADUATED LEVELS OF RESPONSIBILITYSUPERVISIONDOCUMENTATIONEVALUATIONARRTPCHIEF RESIDENTS & MOONLIGHTINGMONITORING THE ABOVEROLES & RESPONSIBLITIES
DEO, MCD & NETWORK DIRECTOR
Slide21HANDBOOK 1400.03 Educational Relationships
AFFILIATION COUNCIL PARTNERSHIPSDISBURSEMENT AGREEMENTSAFFILIATION AGREEMENTSPROGRAM LETTERS OF AGREEMENTSACADEMIC REPORTS & FORMSBASE & GME VERIFICATION REPORTS
BREAD & BUTTER
Slide22HANDBOOK 1400.05 VHA Disbursement Agreements Procedures
FUNDING FOR TRAINEESDISBURSEMENT AGREEMENTSAFFILIATON AGREEMENTSSTIPENDSREIMBURSABLE ITEMSRESIDENT TRACKING ACTIVITY/CBI AUDITRATE SCHEDULESNEEDS & EXCESS REPORTINGEDUCATIONAL COST CONTRACTS
1400.05 – PAGE 23 SECTION 11/B
Slide23HANDBOOK 1400.09 Education of Physician and Dentist
ACCREDITATION
COMMITTEES
DETAILED DEO ROLE
MEDICAL & DENTAL STUDENTS
ON-BOARDING: APPOINTMENT & PAY OF TRAINEES
LEAVE
DISCIPLINARY ACTIONS
TORT CLAIMS (MALPRACTICE)
QUARTERS, FOOD, ETC
TRAVEL
Slide24AuditingResident Supervision (1400.01)Resident Activity (1400.05)Clinical Training & Quality of Care (1400.01/1400.09)Disbursement Agreements Process (1400.05)
Slide25Resident Activity Tracking
1400.05: (1) Ensuring that local policies and procedures, including assignment of auditing responsibility, are in place to fulfill the requirements of this Handbook; this includes having a local policy defining the procedures for resident activity record keeping that includes assignment of record keeping duties to appropriate staff; Who Is Doing It Well?Baltimore (POC: Linda Keldsen)Oklahoma City (POC: Tyler Duerr)Chicago (POC: Abdul Sarmasth)Columbia SC (POC: Thomas Wiseman)East Orange (POC: Dr. Joseph Green)
#1 SITE VISIT FINDING
Slide26Trainee Satisfaction Survey
How Do You Use This Feedback?
TSS for Trainee can be found at:
https://www.va.gov/oaa/surveys/
Slide27Educational Cost Contracts
1400.10 Health Care ResourcesDeveloped to create a mechanism for the payment of our share or pro-rated portion of educational costs of training physician and dentist.Local Medical Center Funds/VERA are used to cover costNon-Competitive ContractMay NOT include salary or other items included in the disbursement agreement
1400.10 Health Care Resources
Slide28What’s included???Educational Cost Contracting
Accreditation FeesNational Match participation feesIn-service examination fees (for those rotating at the VA at the time)Residency program management software feesRequired training/recertification feesACLS/BLSProperty that is “borrowed” by the trainee for the duration of training, e.g. pagers
1400.10 Pg 5
Slide29What’s NOT included???Educational Cost Contracting
Licensing feesLicensing examinationsBoard certification exam feesMalpractice InsuranceAdministrative expensesRecruitment or orientation expenses that involve meals, travel or entertainmentFaculty salaries or benefitsEtc.
1400.10 Pg 6
POC: Andrea Birnbaum, MD
Andrea.Birnbaum@va.gov
Slide30Local Policies May Include……But NOT Limited Too
Resident Activity Record Keeping Policy (1400.05)Monitoring Resident Supervision (1400.01)Academic Relationships/Affiliation Agreements (1400.03)
Every 3 Years!
Slide31Meetings and Committees
Affiliation Partnership Council (1400.09) Historically “Deans Committee”VA Residency Review Committee (1400.09)Graduate Medical Educational Committee (1400.09) – If Dental than GREEducation Committee (1400.09)
Slide32BASE ALLOCATION
VERIFICATION ALLOCATION
JULY 1
JUNE 31
MARCH MATCH
OCT - NOV
LONG TERM PLANNING
WHAT WILL WE USE?
SHORT-TERM PLANNING
WHAT WILL WE REALLY USE?
POSITION ALLOCATION
Slide33Staffing guidelines BASED ON ALL TRAINEE POSITIONS
Slide34Training Resources
DEO National Conference2 Monthly Trainings via SkypeNational CallQuick GuidesHPE Training
Recorded Monthly…Indexed on OAA Site