Preparing for Year 3 2014-15 Academic Year

1. Ruth Levine, M.D. Assistant Dean for Educational Affairs Office of Clinical Education Preparing for Year 32014-15 Academic Year

2. What’s in Year 3? Clinical Skills Week 1 week Internal Medicine 12 weeks Pediatrics 8 weeks Surgery 8 weeks Ob/Gynecology 6 weeks Psychiatry 6 weeks Family Medicine 4 weeks Elective period 4 weeks December break 4 weeks

3. Each course has more parts • OB/Gyn – Gyn outpt, Gyn inpt and OR, Antepartum, L&D nights, OB outpt, L&D days/postpartum • Psych – 2 rotations of 3 weeks each; St. Joseph + outpatient, West Oaks + Jester • IM – 3 months – 2 inpt, 1 consult; or 1 inpt, 1 consult, 1 outpt • Surgery – 2 one month services • Pedi – inpt, outpt, Nursery, subspecialty

4. I could go into more detail…

5. So lets stick to the basics before anyone’s head explodes…

6. The year is different for each student • In years 1 and 2, everyone is in the same course at the same time • In years 3 and 4, everyone’s schedule is different • Even within a course, your schedule will be different

7. Track Sequence

8. Registration • Clinical Skills Week – registration automatic • Clerkships – you select a preference, Enrollment Services (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

9. Clinical Skills Week • Before the “week” • Mandatory Urine Drug Screen – • EPIC training – April 17, 18 and May 2, 5, 6 • Online quizzes/videos • June 23-27, 2014 • Task trainers • SIM Man • Writing notes, presenting on rounds • June 26-27 • Houston students – Houston orientation • Austin students – Austin orientation

10. Clerkships – general principles • Orientation held first day – MANDATORY • Clinical evaluations – shared form • NBME subject exams on last day • Communication largely by email • Coordinators make schedules ~2m in advance • Log patients in New Innovations • On-line eval of residents, faculty & course • More course-specific info from the clerkships when you get there

11. Clerkship-Think of it more like a job than like school • Dress professionally • Be accountable: Answer your phone/texts/ and emails. Check your messages regularly. Keep a watch and a planner. Be on time.

12. Clerkship-Think of it more like a job than like school • Plan on being around all day every day. Never assume you are “free” until you are given permission otherwise • When you need to be absent, inform EVERYONE (e.g. your attending, resident, coordinator, and fellow students)

13. A word about exams • The NBME subject tests or “shelf exams” are national, normed tests • All clerkships use the 5th percentile nationally as passing • Failure of shelf (and nothing else) = PC • All shelf exams are web-based. • Proper behavior required • If you must miss, Dr. Thomas must approve

14. A word about e-mail • 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 can’t track 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

15. A Word About Holidays and Schedules in General • Clerkships are an exposure to clinical medicine • Clinical medicine is a full-time 24/7 occupation • 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 choose your off day or whether it will be assigned

16. A word about coordinators • Clerkship coordinators are your source of information and schedules • They are not always available after 5:00PM or on weekends • They plan far in advance • They will try to accommodate all reasonable requests made early • They have difficulty with last minute requests or changes

17. A word about transportation • You are going to need a car • ALL students will do rotations off of Galveston Island-even “Galveston-based” students • “Commutable” distance can be as far as to Beltway 8 • Some “Galveston based” students may be assigned to Houston or Austin for some clerkships

18. Track Sequence • 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 have a medical or reproductive issue • If you defer for board study or personal reason, you’ll need to have me (or Dr. O’Callaghan) assign your track soon

19. Year 3 Track Preference • 12 different tracks (plus a few hybrid options) – see http://www.utmb.edu/oce/Documents/ClerkshipTrackSequence.pdf • 4 different options within each track • Make selection via MyStar • System opens on Tuesday, April 15 (6:00am) • Deadline 5PM Friday, April 18 • Track trade deadline Wednesday, April 23 • Schedules available to view on May 2 • Add/drop period for electives begins Monday, May 5 • You will not be able to select a track or register if there is a hold on your account

20. Track switching

21. What to put in that “VACA” block • Electives (5 blocks needed to graduate) • Must take one in year 3 – may take two • Courses you may take as a third year student: • 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

22. Registering for electives • Electronically (“swap”) before add/drop deadline • By paper if late • C form, C = complete • At another school – VSAS vs. paper • B form, B = before you go • Student-created elective – form due 30 days before • Research electives – form due 30 days before • R form, R = research readiness • Course catalog and policies at: http://www.utmb.edu/meded/electives.asp • Be sure to show up – they won’t call you ahead

23. 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

24. Site Specifics • If you are setting up your own site-may need LOTS of extra time (e.g. as much as possible) because of • Hospital affiliation agreements • May require more malpractice • St. Joseph application • Housing issues • Ambulatory requests

25. Hospital credentialing • Each hospital you go to may have different requirements • We plan ahead for the most common requests • We need stuff on time or the hospital may not allow you to be there at all

26. St. Joseph Medical Center • St. Joseph Medical – required application • All Galveston students - 3 week Psychiatry rotation at St. Joseph Medical Center. • Frances Dawe will email you the forms. • Observe the deadline • Failure to meet the deadline means you cannot begin the course • Miss >3days = failure.

27. Required Documents for St. Joseph’s Med Center Application • Applicant’s current Curriculum Vitae • Photocopy of driver’s license • Photocopy of current BCLS certification • Proof of current health insurance coverage • Current Immunization Records (inc TB testing) • Completed Confidentiality and Computer Agreement • Acknowledgement form from their Orientation Packet • Students should call Student Health (X79508) to make an appointment for a TB skin test or TB questionnaire (best days are Mon, Tue or Wed)

28. Student Credentialing Paperwork UTMB Annual Student Required Training • http://ebizlearn.utmb.edu/psp/ps/?cmd=login Immunization Records • Make sure your immunizations are current • Website below tells you how to access your immunization records • Send copies of your immunization records to Fran Dawe: fndawe@utmb.edu • Due Date: June 20, 2014 For more information about how to access this paperwork, please visit: http://www.utmb.edu/oce/Credentialing.htm

29. Housing • Austin apartments • Galveston apartments • Sugarland hotel (for Jester IV placement) • Corpus condo • Free to student • Shared bedroom (same gender only) • Please keep neat • Contact Catherine Hale in OCE to reserve

30. Year 3 Clerkship Preferences: CHOICES!!! • Internal Medicine – inpatient specialty preferences • Internal Medicine – ambulatory site preferences • Pediatrics – ambulatory site preferences • Family Medicine - site preferences Deadline for all site preferences: April 18, 2014 For more information about selecting your site preferences, please visit: http://www.utmb.edu/oce/SitePreference.htm

31. Ambulatory choices • Commutable = less than one hour drive • Must justify commutable request • Internal Medicine and Pediatrics online • There are great sites across the state, branch out! • Deadline April 26

32. Ambulatory training • Most primary care docs are in practice, not at academic centers • We have spent decades building a cadre of community faculty • This is a strength of UTMB, that you learn from real docs in practice • But they aren’t all in Galveston, Houston or Austin

33. You may edit your site preferences for Internal Medicine and Pediatrics until April 18, 2014. Go back to these sites to edit your preferences... http://www.utmb.edu/meded/edaffairs/siteranking/ Select the option to Edit/Update Existing Site Preference. Review your site preference choices by clicking View My Site Ranking/Assignments from the Main Menu.

34. A Word About OSCEs • 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

35. POM 3 • 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 pink form in packet

36. SCOPE PilotStudent Continuity of Practice Experience • Follow your own panel of patients • Leave clerkships one day per week • Half day of TEAM (Texas Excellence in Academic Medicine) clinic per week • Monthly half-days in Pedi, Family Med, group meetings and other activities • Based in a brand new Internal Medicine clinic in Texas City with four dedicated faculty • Info session (with lunch) tomorrow, 3/26 at noon in Mary Moody Northen 1.102 • Total of 8 students will be accepted

37. Problems with abuse/maltreatment? • Professionalism ombudsman • Professionalism “hot button” • Course director • Me or Dr. Rowen

38. Where do I Find 3rd Year Scheduling Information? • It’s all on the web: • http://www.utmb.edu/oce/ • Click the Student tab!