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Tip of the week: Create a document library to prepare for a site visit

Residency Program Connection, July 28, 2009

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Preparing for the site visit is an overwhelming task for program directors and coordinators. An essential, but often overlooked, first step is to gather all of the documents you will need to complete the program information form (PIF) into one location for easy reference. Reduce the time you spend searching for important information by making copies of the documents you will refer to most often while working on the PIF and put them into one binder.

Put the following documents in the binder and use them as the foundation on which to build your PIF:

• Most recent RRC letter
• Most recent internal review report
• Recent annual program evaluation reports
• Result letter from the most recent institutional review
• Graduates’ performance on specialty board examinations in the past five years
• Written educational goals and objectives for all of your rotations/major activities for all PGY levels
• Clinical and operative/procedural data
• Audit of residents performance files to make sure they contain, at minimum, the following documents: twice-yearly program director-resident evaluations, rotation/service evaluations, procedure tracking, conference attendance, scholarly activities, inservice training exam scores, if required, 360-degree evaluations, portfolios or other self-reflection exercises, final verification statement of ability to enter practice without direct supervision for all program graduates

This week’s tip is from Insider’s Guide to the ACGME Site Visit, Second Edition, published by HCPro, Inc, which is on sale for just $99.

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