The mock site visit process

Residency Program Insider, March 23, 2018

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Editor’s Note: The following is an excerpt from Beyond ACGME Compliance: Successful Development, Oversight, and Enhancement of Residency Programs. For more information about this book, click here.

The University of Texas Health Science Center at San Antonio implemented mock site visits beginning in 2010, when the GME office recognized that many of its program directors, program coordinators, and residents had never participated in a site visit/internal review due to very long cycle lengths. The mock site visit is not intended to coach participants as to what to say during the site visit. The objective is to familiarize participants with the process.

The mock site visit is scheduled after the letter of site visit notification is sent to the program from the ACGME residency review committee (RC). The process is outlined below:

  1. The program receives the site visit notification letter from the RC.
  2. The GME office contacts the program to schedule its mock site visit.
  3. The program director and program coordinator must update the Accreditation Data System (ADS). The responses to the citations, major changes, and faculty roster can be updated multiple times during a single academic year. Some data fields, such as scholarly activity, can be updated only once per year.
  4. The program asks its faculty and residents to develop consensus documents of strengths and areas for improvement in the program. These two lists should be emailed directly to the GME office by a faculty and resident designee 10 business days prior to the scheduled mock site visit. No other individuals should be copied on the email.
  5. The program must create the ACGME Summary of Improvements Document. This document had not been posted on the ACGME website at the time of this book’s publication.
  6. The program must send its current ADS update, Self-Study Summary Document, and Summary of Improvements Document to the GME office.
  7. The mock site visit is conducted and the program leaders are debriefed.

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