Tip of the week: Make verification requests easier to manage
Residency Program Insider, June 20, 2014
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Verification requests come in innumerable formats, and tailoring a response for each can eat up program directors’ and coordinators’ time. Develop a verification form to provide in lieu of the requesting organization’s form. Look at the questions on the verification forms you receive, pick out the most common ones, and include similar questions on the form you create.
Here are a few pointers to make this process work:
• The program director fills out your program’s form immediately after a resident graduates. Keep it in the physician’s file. When you receive a verification request, copy the form, have the director sign it, and send it off.
• Reduce follow-up calls from requestors by faxing or emailing a copy of the form in addition to mailing it. Indicate in the fax/email that the originals are in the mail.
• Staple your verification form to the requesting organization’s forms so that when the form is received, there is no confusion as to what your documents are.
• If the GME office processes requests, it may have a standard form that all programs use. This would be used by the GME office to respond to requests.
This tip is from The Residency Coordinator’s Handbook, Third Edition, by Ruth Nawotniak, MS, C-TAGME.
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