Appointments 2012 - 2013

1. Appointments2012 - 2013 Tony Wagner Manager, Resident and Fellow Affairs Office of Graduate Medical Education School of Medicine Dean’s Office January 10, 2012

2. Purpose/ Agenda • Review GME requirements for 2012 – 2013 appointments • Paperwork • E*Value • Common mistakes

3. Appointments of UCSF Housestaff • Yearly • Appointment season: February through July • 95% of housestaff start between June 16th and July 1st • 1,400 appointments • Involves appointment packet, E*Value input, assignment of Provider ID • OGME conducts background check for new trainees

4. New vs. Continuing • New • Never been appointed as housestaff at UCSF • Continuing • Been appointed as housestaff at UCSF previously • In your Department • In another Department • Resident becoming a clinical fellow

5. Forms Online • Word Forms with ability to mail merge from an Excel spreadsheet • Instructions provided on website • Will be able to save each packet by trainee to email or print/send • Packets • 28 different packets • Two categories: ACGME, Non-ACGME • i.e. New, US Medical Graduate, Unlicensed (ACGME)

7. Appointment Checklist • Checklists must be complete and on top of every appointment packet • Check appropriate box, explain if something is missing from the packet • Print name, sign, phone number • Paperwork in order listed on checklist • ORIGINALS ONLY • No E*Value printouts

8. The Paperwork • Contract Letter • Attestation • CA License or Postgraduate Training Registration Form (L3) • Health Statement • TB Skin Test(s) or Chest X-Ray • Immunizations (New only) • Abuse Reporting Form (New only) • CV (New only) • HIPAA Confidentiality Statement • Competencies • Non-ACGME Fellow Credentialing Requirements • SFGH Paperwork (if applicable) • VA Application (if applicable) • ECFMG Certificate (New FMGs only) • Visa (if applicable) • PTAL(New FMGs)

9. Contract Letter • Updated each year by OGME and GMEC • Different letters for ACGME Residents, ACGME Clinical Fellows, ABMS, and non-ACGME, New and Continuing • Letters for continuing housestaff must be completed by February 28th (don’t send to GME until entire appointment is submitted) • Minimal changes okay • Contract Letter and attestation given to trainee > trainee signs and returns > PD reviews attestation > PD signs attestation > PD and Chair sign contract letter.

10. PGY • Postgraduate Training Year (PGY) in Program • Based on required training to qualify for the program • All first, second, etc. trainees in your program have the same PGY regardless of previous training

11. Salaries • Based on PGY in program • Resident pay: set rate for each PGY level • Clinical Fellows: paid within PGY level range • Must be paid at least UCOP scale minimum • All fellows at the same level must receive the same pay • Unless an exception is granted by OGME • Exceptions granted: paid by a grant that stipulates pay higher than the UCOP scale, person is doing extra work, etc. • If paid by an outside source (i.e. foreign government) trainee must be paid on the UCOP scale…no more (unless there is an approved exception), no less • If funding source pay is less, Department makes up the difference

12. Attestation • New: • 2 Pages • Provide education, testing, and postgraduate training information • List of yes/ no questions • No gaps in training/employment history • Continuing: • 1 page: List of yes/ no questions • Questions about medical malpractice claims, felonies, etc. • Send with contract letter • After completion by the trainee, reviewed by the program director and signed • Contract letter may then be signed by program director and chair

14. CA Medical License • US medical graduates need one year of ACGME training to qualify for a license • Must obtain by first day of their 25th month of ACGME training (usually start of PGY3 year) • Foreign medical graduates need two years of ACGME training to qualify for a license • Must obtain by first day of their 37th month of ACGME training (usually start of PGY4 year) • Cannot work without a license – provider ID will be shut off if license expires or isn’t obtained • Provide Board printout for licensed trainees • Must have an expiration date

16. R E J E C T E D

17. Postgraduate Training Registration Forms • For trainees not licensed in the state of California • Formerly called the L3 • Coordinator responsibility to send copy to the Medical Board

18. Health Statement • New • Vaccinations and 2 PPDs • Cannot be signed by trainee • Must have all vaccinations or titers • Two TB skin tests if negative history • One March 1, 2012 or later (if starting June/July – if not, within 3 months of start date) • One within two years of start date • If TB skin test positive, must provide a written interpretation of a chest x-ray done within past 12 months • Continuing • 1 PPD (only if history of PPD negative) • Answer all health questions - will accept Med Center, VA, or SFGH PPD forms • Quantiferon • One negative Quantiferon test from past 12 months in lieu of PPD requirement.

21. March and April, 2012 clinics TBA by end of January PPD Clinics for Continuing Trainees

22. Abuse Reporting and HIPAA Forms • Requires Signature • HIPAA required each year. Coordinator should sign “UCSF Representative” line.

23. CV • Most recent copy of CV • ERAS application is okay • Only for those housestaff that are starting training in the same year they applied • Actual CV is preferred

24. Competencies • JCAHO Requirement • ACGME/ ABMS trainees only • List of procedures trainee may do “unsupervised” on the first day of that year of training – determined by program director • Contact Tony Wagner if you need a copy of your program’s competencies • Send updates to Tony by February 28th

25. Central Line Competencies • Trainees who currently have Central Line Competencies must submit new Central Line form in order to keep competencies. • No new trainees can be granted Central Line Competencies because they must complete module and other requirements. • After they arrive and complete requirements, then send Central Line Form to Tony

26. VA Paperwork • VA Application • Only complete if a trainee is rotating at San Francisco VA • Completed one time • Can be done in first year even if the rotation doesn’t occur in the first year • Fingerprint form • Submitted to OGME prior to Orientation

27. SFGH Paperwork • SFGH packet only for new housestaff • Send directly to Nancy Hui at SFGH Dean’s Office. Do not send to GME.

28. Visas • Contact the International Students and Scholars Office as soon as you know you need a visa • Sponsor J1s only • Exception: if someone already has an F1, OPT, or H1 an H1B transfer will be sponsored if approved by the Department and OGME

29. ECFMG Certificates • Foreign medical graduates must have a valid ECFMG certificate • Except Canadian graduates • Medicare reimbursement and J1 visa purposes • Upload to E*Value (Training tab) and complete fields

30. PTAL – Postgraduate Training Authorization Letter • Obtained by foreign medical graduates from the California Medical Board • Mandatory • Process is similar to licensing and can take many months

31. Non-ACGME/ Non-ABMS Fellows • Non-ACGME/Non-ABMS fellows are required to have the following: • Clinical Fellow Appointment (GME) • Clinical Instructor w/o Salary Appointment (Academic Affairs) (Send GME copy of letter requesting WOS appointment) • Faculty Privileges (Medical Staff Office) • Privileges at all hospitals (i.e. UCSF, SFVA, SFGH) • Email exception requests ASAP or include letter in appointment packet --- competencies • All of these must be in place by June 30th • If not, the fellow cannot work

32. Packet Submission • All packets must be complete and have the checklist attached • Exceptions: License, visa, PTAL • Please hand-deliver all packets • Don’t fax or email • SFGH and VA – call us ahead of time and we can meet a shuttle • Give packets to Front Desk, do not set them on Tony’s desk or anywhere else in the office • NO STAPLES, NO DOUBLE SIDED COPIES • One paperclip per packet

33. Packet Review • Contact Tony Wagner before your deadline and he will review a few packets with you.

34. E*Value • Must be completed prior to submitting the appointment packet • No documentation in packet required • Data from ERAS can be uploaded • Details will be sent from GME in February/March • New Status: Pending Activation • Continuing: don’t change rank/ status • Missing fields/data will hold up appointment

35. E*Value Home Program Changes • New trainee with no profile in E*Value • New trainee has profile at another institution • Create new profile in E*Value • New trainee has UCSF profile (UCSF Med Students) • Home program will automatically switch over on May 31st • Continuing trainee staying in same program • Continuing trainee moving from one home program to another • Home program should be changed BEFORE the packet is submitted to GME • Home program change allows new Coordinator to edit Bio and Training info. It does not affect evaluations. • E-mail E*Value help desk with questions: GMEEvalue@medsch.ucsf.edu

36. E*Value Required Fields Legal and Preferred First Name Legal and Preferred Middle Name (if applicable) Legal and Preferred Last Name Credentials (i.e. MD, PhD) Employee ID (Automatically generated in E*Value) NPI Social Security Gender Date of Birth Citizenship Country Visa Type and Visa Exp Date (if applicable) Email Address Status (New - Pending) Rank (don’t change continuing – GME will promote) Training and Education (no gaps!) Exam Scores – New, unlicensed trainees only ECFMG Certificate (if applicable) Home Contact Address and Phone Organization Contact Address and Phone (Include Box Number in last 4 digits of Zip) Pager License Exp Date and License Number (even for unlicensed) Race Date UCSF Training Commenced (New Trainees Only!)

42. What Happens Next? Packet is reviewed Review E*Value entry Provider ID generated Health forms are sent to Occupational Health Filing/scanning 42

43. 2012 Timeline • Three rolling deadlines (4/6, 4/20, 5/4) • Two-week response from GME Office • Detailed report of what has been received • Two-weeks from deadline, not from when the documents were submitted • All missing documents must be submitted two-weeks after deadline/receipt of report • Anything submitted later than two weeks after receipt of report is considered late • No guarantee trainee will be able to work on start date • Housestaff with incomplete packets on start date will not be issued provider IDs and will be unable to work

44. Questions?