1. No category

UBC Radiology Resident Policy Manual
Dr. Silvia Chang, Program Director
Dr. Colin Mar, Assistant Program Director
Residency Manual
2011-2012
Table of Contents
Page
General Guidelines
3
Message from PGME Deans Office
3
UBC Radiology Administrative Staff Contact and Roles
3-4
Residency Education Committee
Residents’ Office & Conference Room
Resident Career and Stress Counseling
Appeals
Remediation
Resident Safety Policy
Harassment, Intimidation, and Professionalism Policy
Rotations
Personal or Medical Leave
Academic Activities
Conferences and Courses
General Clinical Duties
Site Specific Clinical Duties
On-Call Responsibilities
Chief Residents and Resident Representative
Resident Library
Reading Lists
Keys & Card Access
Film Badges
Resident Mail & Mail Boxes
Resident Evaluations
Radiology Staff Evaluations
In Training Examinations
Research
Clinical Audits
Resident Training Portfolio
Fellowship Exam
Appendix A- Research Day Awards
Appendix B - Resident Evaluation and Appeals Policy
Appendix C - Safety of Post Graduate Medical Trainees
Appendix D- Leave Policy
Appendix E - Supervision of PG Trainees Policy
Appendix F - Rotation Supervisors
5
6
6-7
7
7
8-9
9
10
10
11-13
14
14-15
15
15-16
16
16-17
17
17
17
17
17-18
18
18
19
19
19-20
20
21
22-32
33-35
36-37
38-40
41
Page 2 of 42
Residency Manual
2011-2012
General Guidelines
The first thing to remember is that in order for the program office to serve you effectively it is
important to reply to email from us that requires a response from you. We understand how
busy you are and will always offer you the same courtesy.
The following are general guidelines only. Please feel free to contact Max Mitchell 604 8754111 Ext 69509 [email protected] for any questions you may have about any of the
information provided.
Message from the Post Graduate Medical Education Deans Office
STAR (Staff Activity Reporter) allows residents to update their personal information online
including their address, phone number, email addresses, etc. It is the responsibility of the
resident to keep their contact information up to date. Residents are responsible for submitting
any changes in their contact information to payroll, employee benefits, the College of
Physicians and Surgeons of BC, UBC Registrars and PAR-BC. Please go to
www.med.ubc.ca/postgrad under Resident Information for contact information and links to
these institutions.
UBC Radiology Administrative staff contact and roles
Program Director
Dr Silvia Chang
[email protected]
work cell 604-358-4183
Ass. Program Director
Dr Colin Mar
[email protected]
604-877-6000 x2259
Chief Resident
Dr. Dave Russell
[email protected]
Chief Resident
Dr. Kelly Maclean [email protected]
Program Manager
Max Mitchell
[email protected]
604-875-4111 x 69509
Program Assistant
Marwan Taliani
[email protected]
604-875-5060
Max Mitchell and Marwan Taliani are located at the Program Office; VGH, JPPN, 3rd Floor, rm:
3350 Hours: Monday – Friday, 8.00 – 17.00
Mailing address:
UBC Department of Radiology
Faculty of Medicine
3350 – 950 West 10th Avenue
Vancouver, BC V5Z 1M9
Page 3 of 42
Residency Manual
2011-2012
Education:
Max Mitchell, Education Program Manager focuses on the educational and operational
components of the Department’s Educational Programs including working with the Diagnostic
Radiology Residency Program Director, Dr. Silvia Chang and Assistant Program Director, Dr.
Colin Mar.
Telephone: 604-875-4111 local: 69509
E-mail: [email protected]
Marwan Taliani, Residency Program Assistant provides administrative support to the Residents,
Education Manager and the Program Directors.
Telephone: 604-875-5060
Email: [email protected]
Christine Kaiser, Undergraduate and Resident Elective Program Assistant provides
administrative support to undergrad and postgrad students taking electives and the
Undergraduate Director, Dr. Savvas Nicolaou.
Telephone: 604-875-4111 local: 66794
E-Mail: [email protected]
Administration:
Wendy Westman, Administrative Manager (Faculty & Finance Manager) will oversee Faculty
Recruitment, Appointments, Reappointments and Promotions and manage the Department’s
finances and research accounts.
Telephone: 604-875-4111 local: 63702
E-mail: [email protected]
Sean Murphy, Administrative Coordinator (Office Manager) will support the Department Head’s
academic initiatives, staff recruitment, oversee faculty committee meetings and information
technology administration.
Telephone: 604-875-4111 local: 20589
E-mail: [email protected]
Catherine Hogan, Department Administrative Assistant provides general support for the
department and The Head's schedule, as well as, the front contact person for the department.
Telephone: 604-875-4165
E-mail: [email protected]
Diana Elm, Fellowship Administrative Assistant (part-time) provides admin support for incoming
and current fellows within VGH and UBCH sites..
Telephone: 604-875-4111 x 63194
E-mail: [email protected]
Page 4 of 42
Residency Manual
2011-2012
Residency Education Committee
The Residency Education Committee (REC) is composed of the Program Director, the Assistant
Program Director, a representative from each of the major teaching hospitals, two resident
representatives (junior and senior resident) and the chief residents. The Head of the
Department is an ex-officio member of the REC. The Chair of the committee is the Program
Director. The Committee is responsible for developing policies for residency training and
advising the Head of the Department on all matters concerned with residency training.
REC Members:
Name
Dr Silvia Chang, Program Director
Dr Colin Mar, Assistant Program
Director
Dr Cameron Hague, Site Leader
Dr Heather Bray, Site Leader
Dr Jason Shewchuk, Site Leader
Dr Gordon Andrews, Site Leader
Dr. Ana Marie Bilawich, Site Leader
Dr. Dave Russell, Chief Resident
Dr. Kelly Maclean, Chief Resident
Dr. Rita Chiu, Senior Resident Rep
Dr. Kathryn Darras, Junior Rep
E-Mail
[email protected]
[email protected]
Site
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
SPH
BCCH
VGH
UBCH
VGH
The Committee meets a minimum of four times per year, at the call of the Chair.
Specific functions of the Committee include:
•
•
•
•
•
•
To administer the residency program ensuring the quality of education, thereby
maintaining the standards and requirements as established by the Royal College and the
Faculty.
To regularly review all arrangements of the program, including physical resources,
didactic lectures, clinical rotations, and CanMeds content.
To report to the faculty on all aspects of the Residency Program.
To act as a liaison between residents and faculty, and specifically to adjudicate appeals
from residents in cases of dispute.
To monitor the evaluation of residents and to make recommendations to the
Department Head and relevant Faculty regarding their promotion, remedial training or
dismissal.
To provide a forum in which residents can present and discuss their concerns related to
the educational process.
Page 5 of 42
Residency Manual
•
•
•
2011-2012
To bring to the attention of the Department head any items concerning quality care
which could influence residency training.
Provide career planning and counselling.
Selection of resident candidates.
Residents’ Office and Conference Room
These rooms are located at 3351A and 3351, JPPN, next door to the Program Office.
If you wish to book a meeting in the conference room, please e-mail Marwan.
The Residents’ Office is strictly for resident use and that no other residents, medical students
etc. are to be given access to this room. If there is a problem with the computers, network
printer, or LCD project, please advise Marwan.
There are bins in the Residents’ Office and Conference Room for garbage and recycling for
paper & bottles/cans. Please use appropriately.
In the Residents’ Office there is a mailbox for each resident. Please empty your mailbox
regularly by removing your mail or placing unwanted mail in the paper recycling bin.
The Residents’ Office has a microwave oven for your convenience. After each use please use
the supplies provided to leave the oven clean for the next user. Please dispose of all packaging
appropriately in the bins provided.
The office also contains a small fridge that the education office endeavors to keep stocked with
water and juice. Please note, it is against hospital policy to have any alcohol on the premises, so
please do not store any alcoholic beverages in the residency office. Any alcohol found in the
resident’s office will be immediately confiscated.
Resident Career and Stress Counselling
Issues aside from education are sure to arise during residency. These may include stress,
personal issues and career counselling. The Program Director and assistant Program Director
encourage all residents to discuss any such matters with them. Additional options include the
chief residents, and resident representatives. There is also a Mentor Program, in which each
resident is paired with a faculty member. Residents meet their mentor at the annual “mentor
evening,” with any subsequent meetings arranged individually as required.
Additional resources include:
The Professional Association of Residents of BC; http://www.par-bc.org
The Physician Health Program of BC; Dr. Andrew Clarke (604-742-0747;
[email protected])
The Office of the Dean, Postgraduate Medical Education;
http://www.med.ubc.ca/education/Postgraduate_Medical_Education.htm
Page 6 of 42
Residency Manual
2011-2012
The Office of the Associate Dean, Equity and Professionalism; Dr. Gurdeep Parhar
http://www.med.ubc.ca/faculty_staff/equity.htm
Resident Wellness Office
The Resident Wellness Office provides wellness support to all residents across all programs and
locations. The RWO will be the first point of contact for wellness assessments and referrals,
individual and group counselling support, and advocating for overall health and wellness of UBC
medical residents. The Counsellor will also serve as the liaison between external stakeholders
and PGME.
Please feel free to contact Rebecca Turnbull, Resident Wellness Counsellor, at
[email protected] to book an appointment.
Office Location: Room 350C (directly across from the service elevators on the 3rd floor of Jim
Pattison).
Appeals
Appeals of decisions regarding residents, including evaluations and dismissal, are handled in
accordance with the UBC Faculty of Medicine Resident Evaluation and Appeals Policy (see
Appendix B). An ITER may be appealed in writing to the Program Director, for consideration by
the Residency Education Committee. A FITER may be appealed in writing to the Resident Staff
Appeals Committee. A dismissal may be appealed in writing to the Associate Dean and
Resident Staff Appeals Committee.
Remediation
The program follows the directive of the Associate Dean, UBC Postgraduate Medical Education
with respect to deficiencies noted in residents’ evaluations. Firstly, unless extremely serious,
the area of deficiency must be established through clear documentation on multiple ITERs to
ensure against an isolated observation. The Program Director then discusses the deficiency
with the resident and the REC (with resident representatives present, if desired by the
resident). Should the area of deficiency continue on subsequent ITERs, the resident may then
be required to participate in a remediation program reviewed by the Residency Education
Committee and overseen by the Associate Dean. The plan would include clear definition of the
deficiency, remediation objectives, appropriate learning activities, and a suitable mechanism of
evaluation. The schedule of events, criteria of successful completion of remediation, and
possible outcomes are also defined at the outset. The latter may include probation, but only if
completion is unsuccessful.
Page 7 of 42
Residency Manual
2011-2012
Resident Safety Policy
General Safety Policy:
The safety of each resident is a foremost consideration of the program. All residents are
advised to remove themselves from any situation they believe places them at risk of physical
harm. This occurrence should be immediately discussed with the Program Director, assistant
Program Director, chief residents or resident representatives. An educational alternative may
be required.
Radiation awareness and safety are specific issues in this program. Faculty are always available
for consultation. These topics are addressed in the Physics Workshop during PGY2 Orientation.
Residents are advised to follow the practice of staff radiologists, physicists, and site
administrators and technologists while attending the various clinical sites. This includes the use
of a radiation dosimeter, lead eyewear, lead aprons and gloves, and other shielding. Residents
must remain cognizant of the minimization of fluoroscopy time. Guidance for handling any
radioisotopes, or interaction with nuclear medicine patients should be sought during all nuclear
medicine rotations. These principles of safety apply to the resident, but also to the patient and
other staff involved in the particular procedure. Radiation safety and dose optimization are
also incorporated into the 2-year Physics Curriculum.
In addition, all persons including residents must take following online courses to work in the
medical imaging department at VCHA sites. These courses are freely available online via the
Course Catalogue Registration System (ccrs.vch.ca):
1. Radiation Safety
2. Fluoroscopy: Practical Radiation Protection (if using radioscopy systems).
3. Radiation Safety: Radiation Safety for Nuclear Medicine Technologists (if using
isotopes)
Please refer to the Safety Policy of the UBC Postgraduate Medical Education office for general
issues of resident safety.
Additional advice may be found on the VCH intranet at
http://vchconnect.vch.ca/ee/workplace_health/my_safety_at_work/radiation_safety/page_98
274.htm.
Ionizing Radiation
Always wear your supplied dosimeter; chest-level, under lead apron.
Dosimeters must be replaced every 3 months.
Always use appropriate shielding (eg lead eyewear, thyroid shield, apron, gloves)
Utilize remote fluoroscopy wherever possible
If not possible, minimize time and maximize distance
Pregnancy
Advise departmental supervisor for additional dosimeter
Page 8 of 42
Residency Manual
2011-2012
Wear at fetal level under lead apron
Dosimeter read monthly
Please refer to the Pregnancy in Residency Policy of the UBC Postgraduate Medical Education
office for general issues on Pregnancy during residency.
MRI
In the interest of patient, co-worker and personal safety, residents are required to familiarize
themselves with, and abide by all precautions regarding work within the magnetic field
Physical exam; all procedures
Universal precautions
Supervision of Radiology Residents
Patient safety and the maintenance of a supportive learning environment are also primary
considerations of the program. Please refer to the UBC Postgraduate Medical Education policy
below, “Supervision of Postgraduate Medical Trainees.” Additional details, specific to this
program are as follows. Although graduated responsibility comprises a key feature of training,
all residents are required to be aware of their supervising staff physician(s) at all times.
• Daily work supervision provided by fellow(s) and faculty associated with the current
rotation
• On-call supervision provided by fellow(s) and faculty on call
• All final reports of diagnostic studies must be preceded by review with staff, except in
specific circumstances previously discussed with staff
• For any invasive diagnostic or therapeutic procedure, the responsible rotation or on-call
faculty must at least be aware of the study prior to commencing
• Provision of verbal reports, “wet reads,” and consults is a requirement of training, but is
done at the discretion of the resident on a case by case basis
• If provision of safe and accurate interpretation is not possible, then it is the resident’s
responsibility to refer to senior resident, fellow or faculty
• Residents are urged to immediately report any situations of insufficient supervision to a
chief resident, or (Assistant) Program Director
Harassment, intimidation and professionalism
Matters of the personal safety and dignity of all individuals in the UBC Radiology workplace are
considered seriously. Any concerns regarding harassment, intimidation or other unprofessional
behaviour will be addressed according to the policies of the UBC Postgraduate Medical
Education office. Please refer to:
http://www.med.ubc.ca/education/Postgraduate_Medical_Education/Policies.htm. Residents
are urged to immediately discuss all such concerns with the Program Director. Please note that
the random selection of residents to field cases or questions during rounds and academic halfday is an accepted and valuable component of clinical teaching. This is not considered
harassment.
Page 9 of 42
Residency Manual
2011-2012
Rotations
The academic year is divided into thirteen four-week rotations. Please be aware of changeover
dates, which is always a Monday. The current rotation schedule is available under schedules on
www.one45.med.ubc.ca. Notification of changes to the schedule is provided by email (NOTE:
You must notify the program office of a change of address/email address and insure that you
have updated your STAR account.)
Personal or Medical Leave, and Reduced Activity Days (RAD)
Sick Days:
It is your responsibility to notify your Rotation Supervisor, Hospital Site Representative (see
below) and the Program Office (Marwan) when you are off sick.
Vacation:
Entitlement is twenty working days excluding weekends (four weeks). There is no carry over
into the next academic year.
To apply for holidays or conference leave consult with the Chief Resident/Senior Resident (4-6
weeks in advance) doing the on-call schedule and the radiologist supervising the rotation you
will be away from.
Residents are required to give 2 weeks’ notice regarding vacation time to the appropriate
rotation supervisor and the program office (Max Mitchell). It was indicated that any approval
provided by any rotation head should be cc’d to Marwan for tracking purposes. See Appendix F
for Rotation Supervisor listing.
Leave of Absence:
Please see Appendix D
Hospital Site Representatives:
VGH
VGH
BCCH
UBCH
SPH
Dr. Ana-Maria Bilawich
Dr. Jason Shewchuk
Dr. Heather Bray
Dr. Gordon Andrews
Dr. Cameron Hague
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Page 10 of 42
Residency Manual
2011-2012
Five consecutive days in addition to the above are guaranteed over Christmas or New Year’s
and will be assigned by the Chief Resident(s) or the senior resident at St Paul’s or Children’s
Hospitals. All residents will be scheduled to work at least part of the alternate five-day period.
All approved holidays and conferences are kept on file and on One45.
Academic Activities
Noon Rounds:
All residents are expected to attend daily rounds, held from 12:00-1:00 PM, location usually
posted on FASTER. Please check the message board on FASTER every morning. The staff
radiologists are aware that the residents will be at rounds during that time and are expected to
cover the work in all subspecialties. From Sept-Dec, the noon rounds will be divided into Junior
and Senior Rounds on Mondays. The Junior Rounds are run by a fellow and the Senior Rounds
by staff. The Junior Rounds schedule is usually circulated by early Sept of each year.
These daily rounds consist of subspecialty or general radiology rounds. Please see the online
schedule for specific information on the Noon Rounds
Please see descriptions of the rotations at the other teaching hospitals for further discussion of
noon rounds at those sites.
Academic Half Day (Wednesday afternoon)
Academic half days are every Wednesday afternoon from 1:30-6:00pm and residents are given
protected time from their clinical duties. Residents are expected to attend 67% of all AHD.
Attendance is recorded by the resident via One45. Most AHD sessions are held at VGH location
Room 3414 (3rd floor, Jim Pattison Pavilion North) or Room 3351 Resident Office. Every last
Wednesday of the month, AHD is usually held at SPH. Pediatric AHD are usually held at BCCH.
Didactic Teaching Session (1:30-3:30pm): Staff radiologists will give lectures on core topics in
radiology which are listed on the Master Schedule on the UBC Radiology Residency website
usually but not always scheduled within the first two hours. The 3:30-4:30 slot is usually but not
always reserved for resident teaching resident sessions, mock oral exams, special in-house
training (eg. simulation software) and other non-didactic type teaching. Sessions with Visiting
Professors and community radiologists will also be held throughout the year. During weeks
when visiting professors are present, their lectures will be scheduled into some of these time
slots as necessary and will often include additional lectures on Tuesday afternoon or Thursday
morning.
Radiology Grand Rounds (5:00 - 6:00 pm):
Host site at VGH, Diamond Centre Room 2267
Page 11 of 42
Residency Manual
2011-2012
These are held weekly every Wednesday from September to the end of June during the
academic year and consist of topics of interest to all residents.
All residents from PGY2- Dec 31 of PGY5 year are expected to attend 66% of these academic
sessions each year. Attendance is recorded by the resident via One45. These lectures will be
rotated through the various teaching hospitals and a schedule of the times, locations and
speakers will be available on Master Schedule on the UBC Radiology Residency website. The
residents are given call protection to attend these rounds.
If any resident is kept from attending rounds, is called away from rounds or feels that any of the
rounds are suboptimal, he/she should make this known to the Chief Resident(s), Program
Director or assistant Program Director. The Chief Resident(s) will notify the Program Director
who will take the appropriate measures.
Resident QA Rounds
Purpose:
• Learn from discrepant cases
• Improve handling of discrepant cases
• Personal
• Patient
• Peer
• CanMEDS: Manager, Professional, Health Advocate
Format:
• Residents tabulate discrepant cases as they arise post-call, daily read-out, etc for future
presentation in PowerPoint format
• Include brief Hx, representative anonymized jpegs, comment on for eg perceptive vs
interpretive error, and teaching points
• Lead a quick discussion of why the incident occurred, and how it could be prevented in
the future
• Not limited to “missed” cases
• May also involve overcalls, systems issues, and technical issues (eg case demonstrating
an inefficiency; case demonstrating appropriate dose reduction)
• Rotating schedule of resident presenters from PGY2/3/4
• 2 presenters per 1h AHD session q monthly
• 2 or 3 cases per presenter
• Rotating pool of faculty facilitators
Page 12 of 42
Residency Manual
2011-2012
Journal Club
Purpose:
• Develop critical appraisal skills
• Increase familiarity with key radiology journals
• Exposure to current evidence
• CanMEDS Scholar role
Frequency:
•
•
•
Venue:
•
•
q3 months (Sep, Dec, Mar, Jun)
Tues or Thurs evening
Meal/drinks provided
UBC MSAC
Or alternate
Host:
• Rotating faculty members from pool of volunteers
• Selects two articles from current literature one month prior to date
• Facilitates 15 min discussion following 15 min resident presentation for each article
Presenter:
• 2 residents/articles per meeting
• PGY4s
• PowerPoint and/or handout depending on venue
• Brief summary of background, purpose, materials/methods, results and discussion
• Followed by main focus on critique of materials/methods, results and clinical
implications
Page 13 of 42
Residency Manual
2011-2012
Conferences
Conference Leave and Funding
Leave of absence with pay will be granted for attendance of various conferences. Prior
approval of the Program Director or department Head is required, preferably at least one
month in advance. Eligible events are categorized by the various funding sources as follows:
1. Radiology Residency Program Education Funds will support up to $2000 during your
residency for:
• Conferences (transportation, accommodation and other travel expenses)
• Review Courses (transportation, accommodation and other travel expenses)
• Text Books
• Equipment (Computers, etc.)
2. Academic Divisional Funds will support:
The division, or radiologist associated with the project will now provide support for hypothesis
driven oral podium presentations.
An additional $2000 per resident is earmarked for expenses incurred by residents attending
AIRP in PGY 4.
Clinical Epidemiology and Biostatistics Course
A Clinical Epidemiology and Biostatistics Course is offered by UBC each spring and is required
for all PGY 2 residents. This course is provided in the spring and is coordinated by the program
office.
Physics Curriculum
The Physics curriculum is provided by the UBC Dept. of Radiology physicists. This is a 2 year
curriculum provided one half day per month and is required for all PGY2 and PGY3 residents.
General Clinical Duties
Dictation Protocols:
When dictating reports, please remember to;
•
•
•
•
•
•
Dictate slowly and clearly speaking into the microphone at all times to ensure accuracy
of reports
Wait 1-2 seconds before recording
Avoid extended pauses
Ensure that there is little or no background noise
Do not chew food while recording reports
When finished dictating report. Indicate end of dictation.
Page 14 of 42
Residency Manual
•
•
2011-2012
State your name and co-signers, if applicable at beginning of each new dictation
Dictate patients name, MRN# and Accession #, title and date of exam for each report.
Use the 24 hour clock when stating exam times
NB: Transcriptionists are typing without requisitions to refer to. Be succinct and avoid
repetitiveness
Comparison Exams – When comparing to an exam from a different facility that the exam was
done at, state the name of the facility and the date the exam was performed.
Check that equipment is properly functioning when dictating
Contact Information:
Powerscribe/PACS problems – PACS Pager 604 871-7904
Report & Transcription IDXRad Problems – Transcription Office 63998/63736
Other problems – Help Desk 54334
Site Specific On Call Duties
Please see Resident On-Call Guide for Specific call policy & procedures
On Call Responsibilities
Beginning of call:
Starting with Block 4, PGY-2 residents at VGH and St Paul’s will take buddy call with a senior
resident. This call is designed to orient PGY-2’s to the on-call format. During this period, the
more senior resident must be present during interpretation of all exams.
PGY-2 residents will start taking call duty at the start of Block 6 with back-up VGH and alone at
St Paul’s Hospital. This will be preceded by a ‘call orientation’ course (see sample below) in the
fall for all PGY-2 residents (days and times to be determined).
SPEAKER
Dr. Luck Louis
Dr Chuck Zwirewich
Dr Jean Buckley
Dr Jason Shewchuk
Dr Jason Shewchuk
Dr Jacquie Brown
Chief Residents
LECTURE
Chest/Mediastinal Assessment in Trauma
Uroradiologic Emergencies
Emergency Ultrasound
Plain Film Evaluation of C-Spine Trauma
Neuroradiologic Emergencies
Emergency of GI Radiology
How to Triage On-Call Cases
Call Protected Days (Residents are excused from taking call)
If a resident chooses not to participate in (ie. attend) any of these functions, he/she will be
assigned on-call duties by the Chief Resident.
• Ski Day (March). Covered by resident not participating in Ski Day.
Page 15 of 42
Residency Manual
•
•
•
•
•
2011-2012
Resident Research and Graduation Dinner (June). Fellows and staff will cover call from
6pm until 10pm.
Radiology Summer Party (July). Fellow or staff will cover call from 6pm-10pm.
Curling Day (October). Covered by resident not participating in Curling Day.
Residents’ Holiday event, arranged by the Program Director (December). Fellow and
staff will cover call from 5pm-10pm.
Christmas and New Years Break. Each Resident is entitled to 5 consecutive working days
off including stat days and weekend days. A 50/50 split of Residents with half off during
Christmas and the other half over New Years. Exact dates depend on the calendar year
but can be extended to January 7 of the New Year. Residents will be invited to select
their preference and if necessary Chief Residents will assign call to ensure cover by
Residents.
Chief Resident and Resident Representatives
Two chief residents are appointed each year, sharing the duties for the entire year. The
appointments are staggered; occurring in December and June. The chief residents will assign
most schedule duties.
The chief residents are ombudspersons for all residents in the program and will be available to
discuss any problems, suggestions or other matters of concern.
In addition, there are two elected resident representatives, usually from third and second
years. These residents also represent their colleagues at the Residency Education Committee.
Resident Library
•
•
•
•
•
•
•
•
•
•
All items must be signed out by you in person with a member of the office staff.
Loan period is for 2 weeks with one renewal (in person or by email) for an additional 2
weeks assuming nobody has placed a hold on the book.
The book must be returned in person by the borrower.
You cannot take the book out if you have held it for a period of a month for at least 2
weeks afterwards.
Maximum of 3 books at any one time
For overdue books, $500 will be removed from your next conference/AFIP/Review
course for each library item not returned on the day it is due back.
For each additional 2 weeks thereafter, an additional $500 dollars will be removed from
the above funding.
After 3 infractions, all conference funding will be removed.
If a book is lost or stolen while in your possession, you will be expected to replace the
textbook.
These textbooks were purchased for radiology and nuclear medicine Residents only
therefore please do not loan the textbooks in your possession to others.
Page 16 of 42
Residency Manual
•
•
•
•
•
•
2011-2012
PGY-5's have priority for Case Series Books. They may request the book to be returned
within a "reasonable time" from a non final year resident.
Exchanging books directly with the Resident who wants it next is not permitted.
All "reference" items will be kept in the program coordinator's office for security
purposes although the same rules apply to these books.
A Residents Only library policy will be enforced.
You can request a hold on any item in person or by email.
Renewal is not possible for books with hold requests placed on them.
Reading Lists
Reading lists are available on the website and are also included in the rotation specific goals
and objectives.
Keys/Card Access
Your ID card gives you general radiology staff access plus the Diamond Centre front door and
library, ACARE Entrance 24/7, UBCH Bike Cages, VGH JPN OR -male/female / or lounge, VGH JPS
Radiology Sleep Room, VGH JSP Tower Staff Rooms
Film Badges
At the beginning of the program, the resident is given a film badge paid for by the hospital. This
badge is part of the radiation control and is sent to Ottawa every three months. Please return
your film badge to Shelley Su, in order that a replacement is issued. In the event of a lost
badge, the resident is expected to pay a replacement fee.
Resident Mail and Mailboxes
Resident mail will be put in the assigned mail box in the Residents’ Room (Rm 3351A) It is each
Residents’ responsibility to collect their mail regularly.
At the end of the residency please provide the Program Office with a forwarding address. Mail
will be forwarded for a maximum of three months.
Resident Evaluations
All residents are evaluated each month. An in-training evaluation form (ITER) is sent to each
Rotation Supervisor – using the One45 web-based system. The Rotation Supervisor is expected
to discuss the evaluation with the resident face to face and to point out strengths and
weaknesses at the end of the rotation. Mid-rotation feedback is not mandatory but
weaknesses, if any, should be identified to the resident at midpoint of the rotation. Residents
are encouraged to contact the Rotation Supervisor to arrange a face to face meeting at the end
of the rotation. Evaluations should be completed by 2 weeks after the rotation.
Page 17 of 42
Residency Manual
2011-2012
If the supervisor does not get a chance to personally discuss the evaluation report with the
resident, the form is still filled out, and then electronically sent to the resident for their
acceptance, or not. The resident indicates acceptance at the bottom of the electronic form.
In order to remain in the program, the resident must demonstrate:
•
•
•
•
High moral and ethic standards
Good rapport with patients and staff
Adequate performance in daily duties
Adequate performance in the in-training written and oral examinations.
The Program Director will meet with all PGY-2 -5 residents in December. If resident
performance is found, to that date, to be unsatisfactory, it will be discussed at the Residency
Education Committee Meeting and the resident will receive formal written instruction from the
Program Director how to make improvements. If the resident’s performance remains
inadequate, formal remediation procedures will then follow as dictated by the Postgraduate
Dean.
Radiology Staff Evaluations
The Resident Evaluation of Staff Teaching should be electronically filled out by the resident
after each rotation. These evaluations are entirely anonymous, and should be completed as
soon as possible after the rotation. They are reviewed yearly by the Teaching Evaluation
Committee, but in cases in which rotations involve only a small number of residents, the
assessment of these evaluations will be postponed until three or more staff evaluations have
been received, again to ensure anonymity. These evaluations form part of the teaching dossier
for the radiology staff person, and are available for review by that staff person once per year.
Otherwise, they are only reviewed by the Teaching Evaluation Committee, the Program
Director, and the Department Head.
In-Training Examinations
The ACR in-training examination is held every January or February for first, second, and thirdyear residents. Yearly practice orals for all residents are usually given during March and April.
Three to four practice OSCE exams will be organized for the senior residents each year as part
of the Wednesday academic afternoon. The PGY5 Mock Oral Exam Committee will hold oral
exams in the disciplines of Chest, Neuro, Abd and MSK in the Fall and in the Winter for the final
year residents.
Page 18 of 42
Residency Manual
2011-2012
Research
Every resident is encouraged to pursue one or more research projects during their residency
training. In this context, ‘research’ is broadly defined as any scientific inquiry including
published papers, presentations, or organization of teaching resources. To facilitate this
process, a series of didactic lectures will be presented on topics including study design, critical
appraisal of scientific articles, statistics, and the basic principles involved in writing a manuscript
at the Evidence-Based Medicine Course offered each year by UBC Faculty of Medicine. Dr
Jonathon Leipsic, Residency Research Director mentors and facilitates resident research
projects. The Director organizes a lecture series every second year as part of the Wednesday
academic afternoon on “Approaches to Research and Basic Epidemiology”.
Resident research projects are typically initiated via collaboration between the resident and
staff person. To help the resident who would most likely be overwhelmed with the number of
attendings and projects available, the Residency Research director is always available for
discussion and advice regarding resident research.
To encourage research activities by residents, an annual Radiology Research Day is held in June.
A Call for Abstracts goes out in February/March each year. All residents are encouraged to
present at least one completed paper at this event during their residency. In addition to
awards for Poster presentations, the “Dr Gordon E Trueman Residents’ & Fellows’ Awards” the
“Dr Peter Poon Memorial Award”, and the Robert Wallace Boyd Award are granted to the most
deserving research presentations at Radiology Research Day. A Farewell Dinner is held at the
end of Radiology Research Day for all final year radiology residents and their spouses. The
Trueman, Poon and Boyd Awards are given out at this dinner. (See Appendix B for Award
details)
Clinical Audits
All junior residents (PGY2-3) are now required to complete a clinical audit project. This
program is led by Dr. Patrick Vos (Radiologist in charge of Quality at SPH) and Dr. Michael
Martin (Vice Chair of Quality, UBC Radiology). Each audit project must be supervised by a staff
radiologist. Residents are encouraged to present their audit projects at the UBC Radiology
Clinical Audit Evening and to submit their project to the Clinical Audit Session of the Annual
Scientific Meeting of the Canadian Association of Radiologists.
Resident Training Portfolio
Residents are encouraged to maintain a training portfolio over the course of the program. This
is a brief record of the resident’s training experiences which will vary for each individual over
the five years. Documentation is intended to assist in identifying educational strengths and
deficits, which may then be addressed in a timely manner.
Purpose:
• To facilitate active role in resident’s own education, including the CanMEDS
competencies
Page 19 of 42
Residency Manual
•
2011-2012
To allow identification of training deficiencies
o To develop skills in lifelong learning to be carried into practice
o CanMEDS Scholar and Professional roles
Content:
• CanMEDS Profile
• Categorize learning activities under each of the 7 competencies:
• Medical Expert
• Communicator
• Collaborator
• Manager
• Health Advocate
• Scholar
• Professional
• Procedure Log (RRIS software available)
• Discrepant case Log
Usage:
• For personal use only, not evaluation
• Should be updated at least annually
• May be discussed with Program Director (eg “fireside chat”), or mentor
Fellowship Exam
There can be no assurance that late applications can be processed in time for the relevant
examinations. Meeting these deadlines is the responsibility of the individual resident. No
reminders will be issued during the year.
Inquiries should be directed to the Royal College of Physicians and Surgeons of Canada and not
the Program Director’s office.
Page 20 of 42
Residency Manual
Terms of Reference for Awards
UBC Radiology Research Day
2011-2012
Appendix A
Educational Poster Category:
• PGY 2-5 Residents $300 – Educational only (Scientific projects must be
presented/submitted in Poon or Trueman award category)
• PGY 1 & Medical Students $150 – May be educational or scientific
• Fellows $150 – Educational only (Scientific projects must be presented/submitted in the
Trueman award category)
Peter Poon Memorial Research Award:
• two prizes : 1st ($1500) 2nd ($1000)
• only radiology residents are eligible
• the aim of the award is to encourage original hypothesis-driven research in which
residents are the principal investigator or co-investigator. It is anticipated that the funds
awarded will be used to off-set the costs for statistical data analysis, laboratory or
imaging time, or raw materials used in such endeavours. This is a research-in-progress
award. Hypothesis, experimental design, and data collection methodology should be
clearly stated, but no data need be presented.
Gordon E. Trueman Radiology Residents and Fellows Research Awards Endowment Fund:
• Three resident prizes: 1st ($500.00) 2nd ($300.00) and 3rd ($200.00)
• one fellow prize ($500.00)
• Awarded to those individuals' completed projects which are considered the most
deserving, based on content, scientific methodology, and presentation. Conclusions
should be presented which are evidence-based.
Radiology Resident Innovation Award
•
•
•
This award is given only in years in which a project that meets these criteria is presented.
One Prize $300 to a resident or fellow
Awarded to an individual who has participated in innovative research in the field of
radiology, whether diagnostic or interventional, that focuses on pioneering novel
approaches within the realm of radiology through development of promising new
technologies or the utilization of existing radiological technology in novel ways.
Robert Wallace Boyd Research Fund for Young Investigators:
• One prize $2500 (to cover research expenses)
• already awarded to a resident solely on the basis of abstract submission. The winner
will present his/her work thus far.
• The winner of this award is ineligible for remaining award categories.
Page 21 of 42
Residency Manual
2011-2012
Appendix B
Resident Evaluation And Appeals Policy, Faculty Of Medicine, UBC
This document outlines the appeal and evaluation process for Residents in the Faculty of
Medicine at the University of British Columbia.
1.
DEFINITIONS
1.1
In this Policy:
“Associate Dean” means the Associate Dean of Residency Training of the Faculty of Medicine at
the University.
“Collective Agreement” means the collective agreement between PAR-BC and HEA-BC.
“CFPC” means the College of Family Physicians of Canada, a national, voluntary organization
that sets standards for continuing medical education for family physicians.
“College” means the College of Physicians and Surgeons of British Columbia, the professional
licensing body for physicians in British Columbia.
“Dean” means the Dean of the Faculty of Medicine at the University.
“FITER” means a Final In Training Evaluation as described in paragraph 14.1 hereof.
“Faculty of Medicine” means the Faculty of Medicine at the University.
“HEA-BC” means the Health Employees Association of British Columbia, an association
representing the hospitals that employ Residents.
“ITER” means an In Training Evaluation Report, which is a formal written evaluation that is part
of the Resident’s normal post-graduate medical training program and is not an evaluation given
during a period of remediation or probation.
“PAR-BC” means the Professional Association of Residents of British Columbia, a recognized
trade union in the province of British Columbia that represents Residents.
“Probation Committee” means the individuals enumerated in sub-paragraphs 7.1(a)-(c) who
appear at a meeting held pursuant to Section 5.
“Program Director” means the member of the Faculty of Medicine responsible for the overall
conduct of a post-graduate training program in a specific medical discipline and who is
responsible to the Associate Dean.
“RCPSC” means the Royal College of Physicians and Surgeons of Canada, a national organization
that sets standards for medical specialists.
“Resident” means a physician in a post-graduate medical training program that:
(a)
leads to RCPSC or CFPC accreditation; and
(b)
is administered by the University.
“Rotation” means the period of time a Resident is assigned to a clinical service for which there
are specific, defined learning objectives.
“Rotation Preceptor” means the faculty member in the Faculty of Medicine who has direct
responsibility for the Resident’s clinical academic program during a Rotation and who may be
the Program Director in certain circumstances.
Page 22 of 42
Residency Manual
2011-2012
“Resident Staff Appeals Committee” means the committee described in Section 11 of this
Policy.
“Training Committee” means the committee responsible to the Program Director for organizing
the training of Residents and includes the Program Director.
“University” means the University of British Columbia.
2.
STATUS OF RESIDENTS
All Residents are employees of the hospitals in which they work.
Residents, as members of PAR-BC, have a Collective Agreement.
2.3
All Residents hold a licence from the College and, as with all other physicians, the
College is responsible for maintaining professional standards.
2.4
All Residents are registered as Residents with the University, and the academic portion
of their training is evaluated by the University. Residents are also registered as Residents
programs under the auspices of either the RCPSC or the CFPC.
3.
EVALUATION
3.1
Regular and timely evaluations and ongoing verbal feedback should occur throughout
each Rotation.
3.2
Each Resident must receive an In Training Evaluation Report (ITER) for every Rotation
they complete and, in any case, at least once every three (3) months, irrespective of the length
of the Rotation.
3.3
ITERs should be completed by the Resident’s entire teaching faculty for that Rotation
where practicable. The evaluation must recognize the difference in expectations of skills and
knowledge between junior and senior residents.
3.4
The Rotation Preceptor must meet with the Resident to discuss each ITER with the
Resident and review the strengths and weaknesses documented by the teaching faculty in the
ITER. The Resident must sign the ITER form to acknowledge that the evaluation has been
discussed with the Rotation Preceptor. If the Resident does not agree with the evaluation, he or
she has the right to place a written comment on the form and/or appeal the ITER in accordance
with Section 4 of this Policy.
3.6
The Resident will receive a copy of the ITER and the signed ITER form will be submitted
to the Program Director to be placed into the Resident's file no later than two (2) months after
the end of the Rotation.
3.5
The Rotation Preceptor and Chief Resident should collaborate to make sure that all
Residents are evaluated according to this Policy.
4.
APPEAL OF EVALUATIONS
Page 23 of 42
Residency Manual
2011-2012
4.1 A Resident has the right to appeal any ITER made pursuant to this Policy to the Training
Committee. A request for such an appeal must:
be submitted in writing to the Program Director within ten (10) days of the Resident signing the
ITER; and
detail the procedural or factual basis for the appeal.
4.2
The Program Director will forward the Resident’s appeal to the Training Committee,
which will assess the merits of the appeal. The Training Committee may contact the Resident or
any of the evaluators named on the ITER if further information is required.
4.3
that:
Once the Training Committee has assessed the Resident’s appeal it will determine either
the appropriate process for evaluation has been followed and the ITER will remain in the
Resident’s file; or
the Resident’s appeal is successful, either in whole or in part, and a new ITER will be written by
the Program Director, signed by the Resident, and placed in the Resident’s file. The appealed
ITER will be removed from the Resident’s file and destroyed.
4.4
Appeals of evaluations to the Training Committee are final. Once a Resident has
appealed an ITER he or she may not appeal that ITER again and a Resident cannot appeal a
replacement ITER created pursuant to sub-paragraph 4.3(b).
5.
DISMISSAL OF A RESIDENT FROM A TRAINING PROGRAM
5.1
A Resident's position and progress in his or her academic program is dependent upon
the maintenance of their standing as an employee, as a licensed physician, and as a Resident
under this Policy. Residents may be dismissed from a University post-graduate medical training
program in any of the following three ways:
Dismissal by the University
Residents in either RCPSC or CFPC training programs are routinely evaluated, both formally and
informally, according to RCPSC or CFPC guidelines. Failure of a Resident to meet the
requirements of these accrediting organizations, or failure of a Resident to meet the
requirements of the University will lead to dismissal pursuant to the procedures set out in this
Policy.
Dismissal by the Hospital
Page 24 of 42
Residency Manual
2011-2012
Residents can be dismissed by the hospital in accordance with the terms of their Collective
Agreement. Residents dismissed by the hospital in which they are employed cannot continue
with their post-graduate medical training program. In the event that a Resident is suspended by
the hospital then they will be unable to continue with their post-graduate medical training
program for the duration of the suspension.
Loss of Licensed Professional Status with the College
All Residents are either on the full or temporary register of the College. The College may
entertain complaints against Residents and, after appropriate investigation, remove their
licence to practice medicine. These mechanisms are outlined in the Medical Practitioners Act,
R.S.B.C. 1996, c. 285. Residents who permanently lose their licensed professional status with
the College cannot continue with their post-graduate medical training program. Residents who
have their licensed professional status with the College suspended cannot continue their postgraduate medical training program for the duration of the suspension.
6.
IDENTIFICATION OF WEAKNESSES AND REMEDIATION
6.1
In the first instance, it is the responsibility of the Program Director to bring any
academic weakness or other problem to the attention of a Resident and to suggest and arrange
remediation. Notice of such weakness, along with the suggested remediation and a specified
time to effect such remediation, should be given by the Program Director to the Resident in
writing and should be signed by the Resident who will be given a copy to retain.
6.2
Remediation is a defined period of time with training components structured to address
an area or areas of weakness identified by the Program Director. It includes special evaluations,
which may be of more than one kind, and may be performed by multiple internal or external
evaluators. The evaluations will be discussed with the Resident, and signed by the Resident,
the evaluator(s) and the Program Director.
6.3
After having received a notice of weakness and having been provided with remedial
training, a Resident is expected to improve his or her performance in the identified area or
areas of weakness. At the end of the specified remediation period the Program Director will
either:
(a)
notify the Resident that the weakness has been corrected within the specified time
period and permit the Resident to continue in their post-graduate medical program; or
(b)
notify the Resident that the weakness has not been corrected within the specified time
period, that the Program Director intends to place the Resident on probation and the time and
place of a meeting to be held with a Probation Committee to discuss the terms of the
probation.
7.
PROBATION
Page 25 of 42
Residency Manual
2011-2012
7.1
A Probation Committee will be convened by the Program Director to meet with a
Resident in any case where the Program Director deems it necessary to place the Resident on
probation. The circumstances in which a Probation Committee will be convened include, but
are not limited to, those set out in sub-paragraph 6.3(b).
A Probation Committee will consist of the following individuals:
(a)
the Program Director, who will chair the Probation Committee;
(b)
the Head of the Staff Member’s Department or the head of the hospital in which the
Resident is employed; and
(c)
one member of the Training Committee.
7.3
A Resident who is to appear before a Probation Committee has the right to have
another Resident, who may be a PAR-BC representative, accompany them and act as an
advocate for them, at any such meeting.
A meeting held pursuant to this Section 7 between a Resident and a Probation Committee will
be relatively informal in nature and the Probation Committee will discuss the terms of the
probation with the Resident. The minutes of this meeting should be recorded and one copy of
these minutes should be given to the Resident and another copy kept in the office of the
Program Director.
After the Probation Committee has met with the Resident and decided whether to place the
Resident on probation, and if so, on the terms of the probation, the Program Director will
communicate the following to the Resident in writing:
(a)
whether or not the Resident is being placed on probation;
(b)
the weakness or weaknesses that need to be corrected, if any;
(c)
the duration of the probation, if any; and
(d)
the course of training and evaluation that the probation will entail, if any.
The Resident will acknowledge receipt of the foregoing by signing it and will receive a copy to
retain.
The probationary period is a defined period of time, structured to address identified areas of
weakness. It includes special evaluations which may be of more than one kind, and may be
performed by multiple internal or external evaluators. The Resident will have an opportunity to
read and discuss each evaluation with the evaluator(s) before each evaluation is signed by the
Resident, the evaluator(s) and the Program Director.
Page 26 of 42
Residency Manual
2011-2012
At the end of the probationary period the Probation Committee will meet again with the
Resident to discuss his or her progress. The Probation Committee will then decide whether to
reinstate or dismiss the Resident. The Program Director will then communicate the decision of
the Probation Committee to the Resident in writing. A decision to dismiss the Resident must
include the specific weaknesses that have not been addresses by the Resident within the period
of the probation.
8.
IMMEDIATE DISMISSAL - "UNSUITABILITY FOR THE PROGRAM"
8.1
Sections 6 and 7 of this Policy document the usual procedures for when a Resident’s
weakness is remediable. However, there will be instances in which Residents may be deemed
by the Program Director to be unsuitable for the program for reasons that cannot be
remediated. Such reasons may include, but are not limited to, the following:
(a)
the lack of a basic skill (such as physical dexterity in the case of a surgical specialty);
(b)
the presence of a personality problem related to the Resident's ability to practice
medicine;
conduct unbecoming a member of the medical profession; or
other qualities of the Resident which make them unfit for the practice of medicine.
8.2
The decision to dismiss a Resident because they are unsuitable for the program is made
by the Program Director but must be approved by the Head of the Resident’s Department in
the Faculty of Medicine prior to any action being taken.
8.3
Once the decision has been made to dismiss a Resident because of unsuitability, and
this decision has been approved by the Head of the Resident’s Department in the Faculty of
Medicine, then the Resident and the Associate Dean must be informed in writing of the
decision and the reason for the unsuitability by the Program Director.
9.
DISMISSAL
9.1
If a decision is made to dismiss a Resident pursuant to the provisions set out in either
Section 7 or 8 of this Policy, then the Program Director will advise the hospital in which the
Resident is employed and that hospital will terminate the Resident’s employment, but if the
Resident appeals the dismissal then the hospital will suspend the Resident’s employment until
the conclusion of the appeal process and will reinstate the Resident if the appeal is successful
or terminate the Resident if the appeal is unsuccessful.
9.2
If a Resident is dismissed from the program then written confirmation of this decision
should be sent to the RCPSC or CFPC by the Program Director as soon as practicable, but if the
Resident appeals the dismissal then this confirmation will await the conclusion of the appeal
process and only be sent if the dismissal is upheld on appeal.
Page 27 of 42
Residency Manual
2011-2012
9.3
Along with written notice of his or her dismissal pursuant to either paragraph 7.6 or 8.3,
a Resident who is dismissed from the program will receive a copy of this Policy and be informed
of his or her right to appeal the dismissal.
10.
APPEAL OF DISMISSAL
10.1 A Resident has the right to appeal a dismissal under either Section 7 or 8 of this Policy to
the Resident Staff Appeals Committee. To appeal a dismissal a Resident must communicate this
intention to the Associate Dean, in writing, within ten (10) days of their receipt of the notice of
dismissal.
10.2 Within ten (10) days of giving notice of the Resident’s intention to appeal the dismissal
to the Associate Dean the Resident must submit the following to the Associate Dean in writing:
a copy of the notice of dismissal which is being appealed;
the factual or procedural basis for the appeal;
copies of any documents or supporting materials that the Resident wishes the Resident Appeals
Committee to consider; and
the names of any witnesses whom the Resident wishes to speak on his or behalf before the
Resident Appeals Committee.
10.3 Upon receipt of the documents submitted by the Resident pursuant to paragraph 10.2,
the Associate Dean will forward copies of these documents to the Program Director and the
Program Director will then respond to these submissions by providing the Associate Dean with
the following, in writing:
confirmation of the decision which the Resident is appealing;
the Program Director's response to the substance of the Resident's appeal;
copies of any documents or materials which support the decision taken by the Program
Director; and
the names of any witnesses the Program Director wishes to present evidence before the
Resident Appeals Committee.
10.4 After receipt of the documents submitted by the Program Director pursuant to
paragraph 10.3, the Associate Dean will set a date for a hearing before the Resident Appeals
Committee and forward copies of the documents submitted pursuant to paragraph 10.3 to the
Resident and copies of the documents submitted pursuant to both paragraphs 10.2 and 10.3 to
each member of the Resident Staff Appeals Committee.
Page 28 of 42
Residency Manual
11.
2011-2012
COMPOSITION OF THE RESIDENT STAFF APPEALS COMMITTEE
11.1 The Resident Staff Appeals Committee will be composed of the following three
individuals:
the Associate Dean, or an alternate appointed by the Dean of the Faculty of Medicine, who will
chair the Resident Staff Appeals Committee;
(b)
two Program Directors from other departments or hospitals, appointed by the Associate
Dean.
11.2 At a hearing before the Resident Staff Appeals Committee the Resident is entitled to
have an advocate present of their own choosing. This advocate may be a PAR-BC
representative, a friend, a family member or legal counsel. If the Resident is to represented by
legal counsel then notice must be given to the Resident Staff Appeals Committee and to the
Office of the University Counsel at least fourteen (14) days prior to any hearing before the
Resident Staff Appeals Committee.
12.
TERMS OF REFERENCE OF THE RESIDENT STAFF APPEALS COMMITTEE
12.1 The Resident Staff Appeals Committee will confine itself to questions of procedural
fairness. The Resident Staff Appeals Committee cannot overturn an academic evaluation of the
Resident’s evaluator(s) unless such an academic evaluation is patently unreasonable under the
circumstances.
12.2 The Resident Staff Appeals Committee may consider any relevant evidence and the
Chair of the Resident Staff Appeals Committee may make any procedural decision necessary to
ensure a fair and transparent process and that the principles of natural justice are served.
12.3 In the case of a Resident dismissed at the end of a probation period pursuant to
paragraph 7.7 of this Policy, the Resident Staff Appeals Committee will determine whether the
procedures set out herein have been adhered to in dismissing the Resident. There must be
documentation to support the dismissal and there must be written evidence, whether from
ITERs or other forms of evaluation, indicating that the Resident’s progress has been fully
evaluated.
12.4 In the case of a Resident dismissed for unsuitability pursuant to Section 8 of this Policy,
the Resident Appeals Committee must satisfy itself that the reasons for the dismissal are both
sound and fair.
Page 29 of 42
Residency Manual
2011-2012
12.5 The Chair of the Resident Appeals Committee may seek a legal opinion on any matter
arising out of the deliberations of the Resident Appeals Committee.
13.
PROCEDURES FOR THE RESIDENT STAFF APPEALS COMMITTEE
13.1 At a hearing before the Resident Staff Appeals Committee the following individuals will
be in attendance:
(a)
all members of the Resident Staff Appeals Committee;
(b)
the Resident making the appeal;
(c)
the Program Director from the Department or hospital in question;
witnesses to be called by the Resident, the Program Director, or the committee
13.2 At a hearing before the Resident Staff Appeals Committee, subject to the rule of the
chair, the following procedure will be followed:
the Program Director may make an opening statement;
the Program Director may call and examine any witnesses named in accordance with subparagraph 10.3(d);
the Resident may cross-examine the Program Director or any witnesses called by the Program
Director;
the Resident may make an opening statement;
the Resident may call and examine any witnesses named in accordance with sub-paragraph
10.2(d);
the Program Director may cross-examine the Resident or any of the witnesses called by the
Resident.
the Program Director may make a closing statement;
the Resident may make a closing statement; and
any member of the Resident Appeals Committee may question any witness, the Program
Director, or the Resident, at any time.
The Resident Staff Appeals Committee may request that it be provided with additional
information from either the Resident or Program Director. If such additional information is
requested, both the Program Director and the Resident must have an opportunity to consider
Page 30 of 42
Residency Manual
2011-2012
this additional information and respond to it before the Resident Staff Appeals Committee prior
to a final decision being made.
The Resident Staff Appeals Committee may adjourn and reconvene at the discretion of the
chair.
The Resident Staff Appeals Committee will arrive at a decision of the basis of a simple majority
vote.
The decision and the reasons of the Resident Staff Appeals Committee will be communicated in
writing to the Resident, the Program Director and the Dean of the Faculty of Medicine within
ten (10) days of the last day of hearings before the Resident Staff Appeals Committee.
If, in the case of academic weakness, the Resident Staff Appeals Committee finds that there has
been a procedural error of sufficient magnitude to warrant reinstatement of the Resident or
that the academic judgement of the Program Director or other faculty members is patently
unreasonable then the Resident Staff Appeals Committee will recommend either that the
Resident be fully reinstated in their post-graduate medical training program or be placed on
probation in accordance with the terms of Section 7.
If there has been some procedural deficiency of a minor nature identified, but the Resident
Staff Appeals Committee is satisfied that this procedural error could not have resulted in an
erroneous decision, the appeal may be denied.
14.
FINAL IN TRAINING EVALUATION
14.1 Upon the completion of a post graduate medical program a Resident will receive a Final
In Training Evaluation (FITER) for the purpose of credentialing with either the RCPSC or CFPC.
14.2 If the Resident wishes to appeal an FITER then the Resident must address this appeal to
the Resident Staff Appeals Committee within ten (10) days of receiving the Final In Training
Evaluation and must follow the procedures set out in Sections 10 to 13 hereof.
14.3 If a Resident chooses to appeal an FITER then that FITER will not be sent to either the
RCPSC or CFPC until after the conclusion of the appeal
14.4 Once the Resident Staff Appeals Committee has assessed the Resident’s appeal it will
determine either that:
the appropriate process for evaluation has been followed and the FITER will remain in the
Resident’s file and will be communicated to either the RSPSC or CFPC, as appropriate; or
the Resident’s appeal is successful, either in whole or in part, and a new FITERwill be written by
the Program Director, signed by the Resident, placed in the Resident’s file and the new FITER
will be communicated to either the RSPSC or CFPC, as appropriate. The appealed FITER will be
removed from the Resident’s file and destroyed.
Page 31 of 42
Residency Manual
2011-2012
14.5 Appeals of FITERs to the Resident Staff Appeals Committee are final. Once a Resident
has appealed an FITER he or she may not appeal that FITER again and a Resident cannot appeal
a replacement FITER created pursuant to sub-paragraph 14.3(b).
Ratified November 29, 2004 by Faculty Residency Executive Committee.
Page 32 of 42
Residency Manual
2011-2012
Appendix C
Safety of Postgraduate Medical Trainees
Purpose:
The purpose of this policy is to provide basic standards for resident safety with regards to
clinical activities and travel. Each program must establish a written policy in accordance with
the Joint RCPSC/CPFC General Standards for Accreditation taking into account specific risks
associated with the nature of the discipline and the organization of training. Site specific
policies may be required.
This policy applies while residents are undertaking activities related to the execution of
residency duties.
Principles:
Resident safety is a shared responsibility of Faculty of Medicine, the Health Employers
Association of BC, clinical and academic departments and the trainees themselves.
Occupational health and workplace safety is governed Occupational Health & Safety
Regulations (WorkSafe BC). The Collective Agreement between the Health Employers
Association of BC and the Professional Association of Residents of BC 2006-2011 outlines
additional responsibilities of the employer with regard to safety of personal effects, orientation,
on-call areas, workload during pregnancy and distributed training sites.
Participating sites must take reasonable measures to ensure resident safety, particularly
considering hazards such as environmental toxins and radiation, exposure to infectious agents
transmitted through blood and fluid and potential exposure to violence from patients or others.
Awareness of personal safety and assessment of risk is part of professional development
inherent in postgraduate medical education. Residents should not suffer academic
consequences for declining to participate in an activity they feel puts them at unacceptable risk
of physical harm. However residents will be required to meet the educational objectives
through alternate educational activities.
Clinical activities:
•
•
•
•
•
•
•
•
•
Responsibility of the Program:
Residents should be made aware of site specific safety risks.
As part of the educational curriculum, residents should be provided with general safety
training including personal safety and protection of personal information, with an
emphasis on risk identification and management.
Special training should be provided to residents who are expected to encounter hazards
such as
environmental toxins and radiation
exposure to infectious agents transmitted through blood and fluid
potential exposure to violence from patients or others.
To protect the personal security and privacy of trainees, programs should not publish
photographs and rotation schedules of named residents on publically accessible
websites.
Specifically related to clinical activities on-call and after hours, residents should not be
expected to:
Page 33 of 42
Residency Manual
2011-2012
o work alone after hours in health care or academic facilities without adequate
support from Protection Services.
o work alone in private offices, including after hours clinics, without adequate
support from Protection Services.
o walk alone for any major or unsafe distances at night
o Programs and sites should identify policies specifically related to patient transfers
by ambulance including critical care and infant transport.
o Programs and sites should identify policies specifically related to home visits.
o
Responsibility of the Resident:
• Residents are expected to participate in required safety sessions and abide by the safety
codes of the assigned facility, unit or department including WHMIS, Fire safety or dress
codes as they pertain to safety.
• Residents should familiarize themselves the location and services offered by the
occupational health and safety office of the assigned facility.
• Residents should only telephone patients from a clinic or hospital telephone line. If calls
must be made with a personal or mobile phone, this should be done using call blocking.
• Residents are expected to exercise caution. If a trainee feels that her/his personal
safety is threatened, s/he should seek immediate assistance and remove themselves
from the situation in a professional manner. The trainees should ensure that their
immediate supervisor and/or the program director has been notified.
• Pregnant residents should be aware of specific risks to themselves and their fetus(es) in
the training environment and request accommodations where indicated.
Travel:
This policy applies to travel for clinical or academic assignments.
Responsibility of the Program:
• There is an unscheduled day between rotations to or from distributed training locations.
•
Responsibility of the Resident
• When traveling by private vehicle, it is expected that residents will execute judgement
especially when driving in inclement weather or when fatigued.
• For long distance travel, residents should ensure that a colleague or the home residency
office is aware of their itinerary.
• There is an unscheduled day between rotations to or from distributed training locations.
When long distance travel is required, the resident should request that they not be on
call on the last day of the preceding rotation.
• Residents should exercise caution when driving home after call if they have not had
adequate rest.
Resources:
PAR-BC Resources
Page 34 of 42
Residency Manual
2011-2012
Collective Agreement between the Health Employers Association of BC and the Professional
Association of Residents of BC 2006-2011, Article 19.06 (Damage to personal property) and
19.07 (Theft of residents’ medical equipment); Memorandum of Understanding (On-call areas);
Letter of Understanding (Distributed Training Locations)
Faculty of Medicine Resources
The Faculty of Medicine strictly prohibits any form of discrimination or harassment including
abuses of power. Please refer to the following Faculty wide policies:
Professional Standards for Faculty Members and Learners' in the Faculties of Medicine and
Dentistry
Policy and Processes to address unprofessional behaviour (including harassment, intimidation)
in the Faculty of Medicine
Process to Address Concerns/Complaints of Intimidation, Harassment, Unprofessional
Behaviour
Specific Health Authority Resources:
The following resources can be used by program directors and residency training committees to
develop site specific policies. They are not intended to be a comprehensive list of occupational
health and safety policies at each health authority.
• Vancouver Coastal Health Authority. Site Orientation Checklist for Students & Faculty.
Available from http://studentpractice.vch.ca/docs/vch_site_orientation_checklist.pdf
Accessed 9 March 2011
• Vancouver Coastal Health Authority. Protection Guidelines for Safe Home Visits.
Available from http://studentpractice.vch.ca/safe_home.htm Accessed 9 March 2011
• Vancouver Coastal Health Authority. Prevention and Management of Violent and
Aggressive Behaviour. Available from
http://studentpractice.vch.ca/safety_aggressive.htm Accessed 9 March 2011
• Fraser Health Authority. Physician Orientation & Organization. Available from
http://physicians.fraserhealth.ca/orientation_and_organization/ Accessed 9 March
2011
• Fraser Health Authority. Prevention and Management of Aggressive Behaviour.
Available from
http://physicians.fraserhealth.ca/media/Prevention_and_Management_of_Aggressive_
Behaviour-PMAB-April2008.pdf Accessed 9 March 2011
• Vancouver Island Health Authority. Occupational Health and Safety, Protocols and
Programs. http://www.viha.ca/occ_health/resources/protocols_and_programs.htm
Accessed 11 April 2011. Note: All Protocols and Programs links require VIHA Intranet
access.
• Other Resources
• Moscovitch A, Chaimowitz GA, Patterson PGR. Trainee Safety in Psychiatric Units and
Facilities, a position of the Canadian Psychiatric Association. Can J Psychiatry
1990;35(7):634-635.
• Edwards S. Health and Safety. In: Puddester D, Flynn L, Cohen J, editors. CanMEDS
Physician Health Guide, A Practical Handbook for Physician Health and Well-being.
Ottawa: Royal College of Physicians and Surgeons of Canada; 2009. p. 46-47.
Page 35 of 42
Residency Manual
2011-2012
Appendix D
POLICY
LEAVES OF ABSENCE
RCPSC Policies and Procedures
4.3.2 Policy on Granting a Leave of Absence
The Royal College and the Collège des médecins du Québec (CMQ) expect that all residents
must have achieved the goals and objectives of the training program and be competent to
commence independent practice by the completion of their training program. It is understood
by the Royal College and the CMQ that residents may require leaves of absence from training.
The circumstances that would qualify residents for leaves of absence are determined by the
university. It is anticipated that any time lost during a leave will be made up upon the resident’s
return.
CFPC policy
A. Leaves of Absence
Residents in family medicine must successfully complete 24 months of training. Normally
these 24 months would be completed in sequence. The postgraduate dean, on
recommendation of the postgraduate director of the Department of Family Medicine, may
grant interruptions which require a leave of absence from the training programs. It is expected
that the resident will make up time lost or rotations missed with equivalent extra time in
residency upon his or her return to the program.
University of British Columbia Policy
It is the policy of the resident training programs at the University of British Columbia that
leaves may be granted for the following reasons:
1. leaves as determined by the PARBC collective agreement Articles 10, 11, 12, 14
2. unpaid leaves
• Article 13 of the PARBC Collective Agreement:”Requests for unpaid, short-term,
or extended leave of absence shall be made in writing to the Program or
Educational Director of the Hospital, and may be granted by the Hospital on the
recommendation of the Program or Educational Director.”
• a resident must request a leave from the Program in writing to the Program
Director
• the leave must be approved prior to the leave taking place
• the duration of the leave is at the discretion of the Program Director, but should
not, except in extenuating circumstances, exceed six blocks (24 weeks) of
training
• at the discretion of the Program Director, longer leaves may be granted to allow
residents to pursue research, educational or other academic activities related to
their residency training but requiring absence from the Program
• granting of an unpaid leave is at the discretion of the Program Director, and
should not, in the opinion of the Program Director, negatively impact the
residency program
Page 36 of 42
Residency Manual
2011-2012
•
reasons for granting unpaid leaves can include extended compassionate leave,
leaves for personal reasons that are not supported by medical documentation,
or other reasons deemed significant by the program
• A LOA will not be granted for the purpose of generating supplemental income,
unless for reasons of financial hardship
• Leaves to provide longer vacation time will not be granted
• A leave may be revoked by the Program Director if it becomes apparent that the
leave is being used for purposes other than those originally approved (eg
generating income)
Using a leave for purposes other than for which it was approved for will be considered a breach
of professionalism
Page 37 of 42
Residency Manual
2011-2012
Appendix E
SUPERVISION OF POSTGRADUATE MEDICAL TRAINEES
Purpose
The purpose of this document is to outline the components of supervision of postgraduate
medical trainees and the respective responsibilities of physician supervisors, trainees and
program administration. This is a general policy which may require interpretation by
programs. It is expected that each program will consider a more specific policy or guidelines
that reflect the nature, location and organization of their discipline and training program.
Postgraduate education prepares physicians for independent practice through graded
responsibility and autonomy. Clinical supervision is required both to ensure safe and
appropriate patient care and to promote resident professional development. Professional
development of trainees includes not only clinical competence but also development of
professional attributes such as judgment, self-assessment and time management.
Definitions
“Postgraduate trainee supervisor” or “PG trainee supervisor” or “PGTS” refers to the faculty
member in the Faculty of Medicine who has direct responsibility for supervising the resident or
group of residents in a particular practice or service. This physician may be:
Most responsible physician or “MRP”
Consultant physician
The on-call physician for a particular practice or service.
The designation of PG trainee supervisor is in relation to a physician who may or may not be
responsible for the resident’s clinical academic program during a rotation and may or may not
be the Program Director.
“Resident” refers to a trainee enrolled in a postgraduate training program at the University of
British Columbia. All residents will have licensure with the College of Physicians and Surgeons
of BC. Normally this will be a temporary license for educational purposes as described by the
CPSBC. In some cases, physicians with full licensure may be undertaking additional training
either as ‘fellows’, enhanced skills or re-entry candidates. Regardless of licensure status,
physicians undertaking duties in a postgraduate training program are deemed to be in training
and requiring supervision by a PG trainee supervisor.
Principles
PG trainee supervisor, trainees and programs should be guided by the CMA Code of Ethics,
specifically but not limited to:
Consider first the well-being of the patient.
Recognize your limitations, and, when indicated, recommend or seek additional opinions and
services.
Each patient has a “most responsible physician” (MRP) who maintains overall responsibility for
patient care. Overall responsibility cannot be delegated to a trainee.
The educational environment must facilitate safe patient care and effective learning.
Responsibility of the Postgraduate trainee supervisor
The attending/supervising physician must provide appropriate supervision for residents at all
times, specifically:
Page 38 of 42
Residency Manual
2011-2012
Establish a supportive learning environment with open communication.
Assess, review and document resident competence in accordance with program specific policies
and delegate responsibilities for patient care accordingly. The attending/supervising physician
should take into account patient, trainee and context specific factors. It is expected that the PG
trainee supervisor will review the residents findings, diagnosis and management plan in a
timely fashion. This should be documented on the patient record.
Ensure residents under their supervision are aware of their responsibilities.
Advise patients, or their designate, that residents may be involved in their care and obtain
consent for such participation. Depending on the setting this may be done by way of signage or
practice brochure with negative consent (opting out).
Be available by phone or pager, when not available in person, respond in a timely manner and
be available to attend to the patient in an emergency. When not immediately available, ensure
that an appropriate alternate PG trainee supervisor is available and has agreed to provide
supervision.
In addition to the above, when delegating specific responsibility for a diagnostic or therapeutic
procedure, the PG trainee supervisor must specifically consider the need for direct observation,
supervision and/or assistance. Except in an emergency, when a trainee is performing a
procedure or act without direct observation, the patient or designate must be advised and
provide specific consent.
The responsibility for supervising junior trainees may be delegated to a more senior resident.
The PG trainee supervisor must assess trainee competence and delegate supervisory
responsibility with the same care and consideration as delegation of clinical responsibility.
Responsibility of the Resident
With respect to clinical supervision, residents must be aware of their status as a trainee,
exercise caution and consider their experience when providing patient care, specifically:
Advise patients or their designate of their status as a trainee who is working under the
supervision of a named physician, the PG trainee supervisor.
• Notify the PG trainee supervisor of their assessment and actions with regard to a
patient. Notification implies direct contact and should be documented in the patient
record. Notification is specifically required upon:
• Patient admission to a facility or service.
• Significant change in status.
• Prior to discharge from a facility or service.
• In emergency situations.
• When the resident, patient or designate has concerns about status or care.
• Provide clinical supervision of more junior trainees. In this role, residents are expected
to abide by the expectations as described for PG trainee supervisors above.
• Notify their PG trainee supervisor if they are, for any reason, unable to carry out their
assigned duties.
• Notify the residency program director with concerns regarding level of supervision.
• Strive to develop awareness of their limitations and seek appropriate assistance.
Responsibility of the Program
Page 39 of 42
Residency Manual
2011-2012
It is the responsibility of the residency program director or designate, in conjunction with the
residency training committee, to:
• Ensure that faculty and trainees are made aware of policies regarding clinical
supervision.
• Review this policy in light of discipline specific needs and, if necessary, develop and
distribute a more specific policy or guidelines that reflect the nature, location and
organization of their discipline and training program.
• Ensure a mechanism is in place for residents to report concerns about the level of
supervision.
• Investigate and manage complaints regarding supervision.
Responsibility of the Office of Postgraduate Medical Education
In conjunction with the Associate Dean, Faculty Development, it is the responsibility of the
Associate Dean, Postgraduate Medical Education to:
Ensure educational materials and workshops are available to faculty regarding where there is
an identified need.
Resources
CMPA. Delegation and supervision of medical trainees. IS0888-E. 2008
The Faculty of Medicine strictly prohibits any form of discrimination or harassment including
abuses of power. Please refer to the following Faculty wide policies:
Professional Standards for Faculty Members and Learners' in the Faculties of Medicine and
Dentistry
Policy and Processes to address unprofessional behaviour (including harassment, intimidation)
in the Faculty of Medicine
Process to Address Concerns/Complaints of Intimidation, Harassment, Unprofessional
Behaviour
Kilminster S, Cottrell D, Grant J, Jolly B. AMEE Guide No. 27: Effective educational and clinical
supervision. Med Teach 2007 02:29(1):2-19.
______________________________________________________________________________
_____
Approved by FREC (Faculty Residency Executive Committee) – May 31, 2011
Approved by FRC (Faculty Residency Committee) – October 25, 2011
Please refer to the Draft Policy of the UBC Postgraduate Medical Education office (Appendix C).
Page 40 of 42
Residency Manual
2011-2012
Appendix F
Rotation Supervisors
Rotation
Abdo
Angio
US
CT Abdo
Chest
CT Chest
VGH
UBC
SPH
Others
Emerg
Intervention
Neuro
Neuro Angio
MRI
MSK
Spine
Nucs
General
UBC CT
UBC MRI
UBC Int
SPH Angio
SPH Abdo
SPH Cardiac
SPH Chest
SPH OB
SPH US
SPH CT
SPH MRI
SPH Int
SPH MSK
SPH Nucs
PEDS
BCWH
BCCA PET/CT
BCCA PET/CT
BCW/505 Mammo
BCCA MAmmo
MSJ Mammo
Rotation
Supervisor
Stephen Ho
Gerald Legiehn
Jean Buckley
Silvia Chang
Ana-Maria
Bilawich
Ana-Maria
Bilawich
Luck Louis
Stephen Ho
Jason Shewchuk
Jason Shewchuk
Jason Shewchuk
Peter Munk
Jason Shewchuk
Daniel Worsley
Luck Louis
Gordon Andrews
Gordon Andrews
Stephen Ho
David Fenton
Jacquie Brown
Cameron Hague
Cameron Hague
Jacquie Brown
Jacquie Brown
Cameron Hague
Cameron Hague
David Fenton
David Fenton
George Sexsmith
Heather Bray
Denise Pugash
Pete Tonseth
Charlotte YongHing
Paula Gordon
Colin Mar
Jennifer Jessup
Email
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
Page 41 of 42
Residency Manual
2011-2012
RCH
SMH
LGH
Gary Sidhu
Dennis Lee
Simon Bicknell
[email protected]
[email protected]
[email protected]
Page 42 of 42