Indiana University Department of Family Medicine Extending the Faculty Reach: Best Practices for Recruiting, Developing & Retaining Volunteer Community Faculty Scott Renshaw, MD Jennifer Custer Jennifer Burba Shannon Cooper Indiana University Department of Family Medicine fmclerk@iupui.edu Presented at the Society of Teachers of Family Medicine Annual Conference May 2013

Objectives As a result of attending this session, you will be able to: Identify the logistics needed to widen your pool of community preceptors. Modify a successful preceptor recruitment and retention package to fit within your institution and medical environment.

Outline Identify the Who: Engaging External Partners Identify the How: Recruiting and Retaining Community Faculty Identify the What: Streamlining the Faculty Appointment Process So What Now: Does The Process Work?

Engaging external partners

Discussion Organizational Partners Healthcare Partners FQHCs Indiana University School of Medicine Alumni Association Indiana Academy of Family Physicians Indiana Rural Health Association Indiana Area Health Education Centers Indiana Primary Health Care Association State residency programs National Health Service Corp Healthcare Partners FQHCs Healthcare Systems Hospital Systems People Partners Private Practice Office Manager

Your Ideas!

Recruiting and Retaining Community Faculty

Recruitment – IU Tomato – Tomahto: Community Faculty – Preceptor CME Credit Everyone can do this - One Clerkship student: AAFP = 20 hours of prescribed credit per year; AOA = 60 hours Category 2 CME. Everyone can do this - FMCases: AAFP = 60 AAFP prescribed CME hours; AOA = 60 Category 2 CME hours. IUSM appointed faculty can register for CME at IUSM through the CME website. Additional CME available through our own online modules. IU Email Account Ruth Lilly Medical Library – MedPub, journals, etc. Free computer software and upgrades (approximate $4,000 value) Lynda Online Training Library® (a subscription value of $375 per year) Oncourse – IU learning management software program, houses course materials, lectures, ppt slides, etc. Grand Rounds – IUSM clinical departments offer an archive of all grand rounds. Professional/Faculty Development Offered by the Department of Family Medicine in conjunction with IAFP. Available through the IUSM Dean’s Office for Faculty Affairs. IUSM Identification Card/“JagTag” Discounts available through this card include discounts for cell phone plans, airport parking at the Indianapolis International Airport, rental car, hotel, etc.

Retention – DFM Welcome Packet “Thanks”giving cards Letter, certificate, Teaching Medical Students Handbook “Thanks”giving cards Perks reminder insert IU Community Faculty window decal Clinical Teaching Handbook Sent at end of first year Report CME to AAFP Send report at end of each rotation Annual Outstanding Community Faculty Awards Top 5 community faculty based upon student evaluations receive plaque Pay registration and travel to Annual IAFP Meeting Portfolio and certificate with appointment renewal Sent at first appointment renewal Important to acknowledge their participation; shows patients their affiliation with the medical school Maintaining the relationships External partners develop relationships with the community faculty member – Lynn O male/female IUSM body fmclerk@iupui.edu email address

Welcome Packet

“Thanks”giving Cards

Outstanding Faculty Award

Streamlining the Faculty Appointment Process - IUSM

What We Do Credentials check (after online profile form submitted - https://fammdata.iusm.iu.edu/presentation/lfserver/Preceptor_Profile) Board Certification MD: https://www.theabfm.org/diplomate/find.aspx DO: http://www.osteopathic.org/osteopathic-health/find-a-do/Pages/default.aspx Medical License: https://mylicense.in.gov/EVerification/Search.aspx Medical Exclusions: http://exclusions.oig.hhs.gov/search.aspx Email Profile Form & Honor Code Submit University HR documentation

Does The Process Work? Renshaw – 5 min

Our Numbers Jun-Dec 2010: 128 Jan-Dec 2011: 155 Jan-Dec 2012: 79 Jan-Apr 2013: 18 380 – Lost 20 (94.7% retention rate) 11: moved out of state 6: no longer full spectrum family medicine 3: terminated; not board certified

Yes, It Works! As a result of our process Only discipline with 100% appointment compliance IUSM adapted our process