1. 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

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

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

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

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

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

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

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

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

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

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

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

13. Our Schedule 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.

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

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

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

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

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