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

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

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

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

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

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

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

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

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

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

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

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

Our Schedule MEET w/ ADVISOR WORKSHOP A WORKSHOP B 1:30 – 2:30 Group 1 2:45 – 3:45 4:00 – 5:00 Each Group = 2 R1’s, 2 R2’s, 2 R3’s -Attention is given to residents who may need early or later advising times, based on hospital or rotational responsibilities -The Groups are specified for each session, and do not remain the same across sessions.

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

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

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

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

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