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QUARTERLY RESIDENT ADVISING The What, Why, & How

Learn about the benefits and implementation of quarterly advising sessions for residents, including improved feedback, timely evaluations, and better resident planning. Presented by Jennifer Knowles, MD.

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QUARTERLY RESIDENT ADVISING The What, Why, & How

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  1. QUARTERLY RESIDENT ADVISINGThe What, Why, & How WWAMI Network Webinar: May 1, 2019 Presented by: Jennifer Knowles, Md, faafp Program director, east pierce family medicine residency

  2. What is Quarterly Advising? • Protected time for a resident to meet with advisor • Time should be about 45-60 min per session • Occurring every 13 weeks or once per academic quarter • Dates: • End of September • Mid-End of December • End of March • Mid-End of June

  3. Poll Question: • How often is your program doing resident advising sessions? • A. Less than twice yearly • B. Twice yearly • C. Three times per year • D. Four times per year • E. More often than 4 times per year

  4. Poll Question: • The scheduling of resident advising sessions at your program is: • A. Left up to residents and advisors to schedule when mutually convenient • B. Done by the coordinator (or other admin staff) for each resident • C. Done as a group, on a specific date • D. Scheduled in some other way

  5. Poll Question: • The structure of resident advising sessions at your program is: • A. Freeform, left to individual advisors/residents • B. Guided by a checklist of topics • C. Mostly based on review of the Milestones • D. Other

  6. Why consider Quarterly Advising? • ACGME: [Core requirements, Section V.A.2.b).(4)] • “The program must provide each resident with documented semiannual evaluation of performance with feedback. • Therefore, we used to do advising meetings twice yearly.

  7. Why consider Quarterly Advising? • But residents were constantly asking for: • More feedback • More timely evaluations • And faculty were saying: • We need more time to evaluate residents • It’s hard to fit in advising sessions with residents • When a resident is struggling, we are detecting it later than we should

  8. Why consider Quarterly Advising? • And staff were saying: • We are telling multiple residents the same things over and over. • Residents aren’t consistently logging hours or procedures • Residents aren’t aware of their clinic numbers • Residents aren’t planning their electives ahead of time

  9. Our “AHA!” Moment • Let’s try to solve many of these issues with one solution! • We will start Quarterly Advising Sessions • This fit very well with the initiation of a new longitudinal curriculum • Curriculum now focused on quarters, not blocks • Evaluations re-vamped to every 2 wks • Used 4 Didactics afternoons to accomplish this

  10. How does EPFM do Quarterly Advising? • We are a 6-6-6 program • Each faculty member has 3 resident advisees • Thursdays are our didactics day and all faculty are typically present

  11. How does EPFM do Quarterly Advising? • Take 4 Thursday afternoon didactics sessions out of the academic year • These become MANDATORY advising sessions (exclusive of vacations) • Restructured faculty by assigning 2 faculty to each PGY level • This allows each faculty to become expert on needs/requirements for their year (R1/R2/R3) • Further allows residents to experience 3 different faculty advisors during their residency

  12. How does EPFM do Quarterly Advising? • Each resident meets with their advisor for 1 hour during that afternoon • Each faculty meets for 3 sequential hours that afternoon, 1 hour with each of their advisees • The rest of the didactics time has workshop-style sessions: • EPIC sessions • Pharmacy • Clinic Efficiency • Wellness workshop

  13. Our Schedule Each Group = 2 R1’s, 2 R2’s, 2 R3’s -Attention is given to residents who may need early or later advising times, based on hospital or rotational responsibilities -The Groups are specified for each session, and do not remain the same across sessions.

  14. The “Roadmap” • ROADMAP is essential! • Roadmap is a form guiding the discussion during the advising session • It contains a “To-Do” list for the resident • Both resident and faculty sign it at conclusion of session

  15. The “Roadmap” • Sections: • 1. Professional Goals/Career Plans • 2. Curriculum Review: upcoming quarter • 3. Elective planning • 4. Extension of residency? • 5. Standing? • 6. Obstetrics: numbers, competencies, KSA

  16. The “Roadmap” • Sections: (cont’d) • 7. New Innovations review • 8. Grand Rounds review (R2’s & R3’s only) • 9. Moonlighting • 10. Scholarly Activities review • 11. QI Project review • 12. Milestones review (Qtrs 2 & 4 only) • 13. Life Safety Courses review

  17. The “Roadmap” • Sections: (cont’d) • 14. Exams • 15. Clinic numbers review • 16. Committee involvement? • 17. Wellness review • 18. Graduation Requirements (reviewed starting Q3 of R2 year) • 19. Additional comments by resident or faculty • 20. Action Items for resident in next 3 months, with due dates

  18. Quarterly Advising: Essentials • 1. TIME • Enough: 60 min recommended • Protected: residents cannot be double-scheduled • Mandatory: except for illness or vacations (rescheduled) • 2. PRECISE SCHEDULING • 3. ROADMAP FORM

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