Year 3 SchedulingYear 3 Scheduling2012-13 Academic Year2012-13 Academic Year

Judith L. Rowen, M.D.Assistant Dean for Educational Affairs

Office of Clinical Education

What’s in Year 3?

Clinical Skills Week

Internal Medicine 12 weeksPediatrics 8 weeksSurgery 8 weeksOb/Gynecology 6 weeksPsychiatry 6 weeksFamily Medicine 4 weeksElective period 4 weeks

December break 4 weeks

RegistrationRegistration

Clinical Skills Week – registration automatic

Clerkships – you select the order, ES registers you◦You may need to choose preferences within the

clerkship, e.g. outpatient locationElectives – you enroll yourself

◦Automatically enrolled in “VACA”◦You swap this out with the course you want

Before the “week” ◦EPIC training – March 16, March 30 or April 6◦Online quizzes/videos

June 25-27, 2012◦Task trainers◦SIM Man◦Writing notes, presenting on rounds

June 28-29 ◦Houston students – Houston orientation◦Austin students – Austin orientation

Clinical Skills Week

Clerkships – general principlesClerkships – general principles

Orientation held first day – MANDATORYClinical evaluations – shared formShelf exams on last dayCommunication largely by emailCoordinators make schedules ~2m in

advance Log patients in New InnovationsOn-line eval of residents and faculty, courseMore course-specific info – slide show on OCE

website

A word about examsA word about exams

The “shelf exams” or NBME subject tests, are national, normed tests

All clerkships take the 5th percentile nationally as passing

Failure of shelf (and nothing else) = PCFM and Neurology – web-based, in PMRest on paper, in AM – will be web-basedProper behavior requiredIf you must miss, Dr. Thomas must approve

A word about e-mailA word about e-mail

Only your @utmb.edu address should be used◦Potential HIPAA violations◦We can’t find it/search for it◦Might be “spam filtered” out◦We will ignore email from other accounts◦Do you really want to be known as “sweet

cherry pie” for the rest of your life?Check it often or you’re out of luck

Clerkships are an exposure to clinical medicine

Clinical medicine is a full-time occupation, stuff happens 24/7

All clerkships agree to the same policy:◦You work one day per weekend on average◦This includes holiday weekends, except

Thanksgiving◦The clerkship decides whether you can pick and

choose the day or whether it will be assigned

A Word About Holidays and A Word About Holidays and Schedules in GeneralSchedules in General

Track SequenceTrack Sequence

Probably doesn’t matterBut you will worry that it doesPlacement of elective/VACA block may

matterTimes it might:

◦You’re getting married◦You’re in Global Health or Public Health

If you defer for boards, I’ll assign

12 different tracks – see http://www.utmb.edu/oce/Documents/ClerkshipTrackSequence.pdf

4 different options within each track Make selection via MyStar System opens on Tuesday, March 20 at 7AM Deadline 5PM Friday, March 23

Track trade deadline Friday, April 6 Schedules available to view on April 13 Add/drop period for electives begins Monday,

April 16

Year 3 Track PreferenceYear 3 Track Preference

Track switchingTrack switching

What to put in that “VACA” blockWhat to put in that “VACA” block

Electives (5 blocks needed to graduate) Must take one in year 3 – may take two

Courses you may take as a third year student:◦ Senior Neurology ◦ Senior Surgery◦ Senior Emergency Medicine (selective)◦ Acting Internship selective

Courses you may not take as a third year student:◦ Basic Science/Humanities selective◦ Ambulatory Community Selective

Registering for electivesRegistering for electives

Electronically (“swap”) before add/drop deadline

By paper if late◦C form, C = complete

At another school – VSAS vs. paper◦B form, B = before you go

Student-created elective – form due 30d before

Research electives – form due 30d before◦R form, R = research readiness

Course catalog and policies at: http://meded.utmb.edu/electives.asp

Email Enrollment.Services@UTMB.edu with your request for VSAS access. You will then receive a “VSAS: New User Instructions” e-mail with login information.

Step 1: Receive VSAS AuthorizationsStep 1: Receive VSAS Authorizations

Site SpecificsSite Specifics

Hospital affiliation agreements◦Take a lot of time◦May require more malpractice – you can buy

Catherine Hale in OCESt. Joseph applicationHousing issuesAmbulatory requests

St. Joseph Medical CenterSt. Joseph Medical Center

St. Joseph Medical Center in Houston requires a rotation application from each student

All Galveston students complete a 3 week Psychiatry rotation at St. Joseph Medical Center.

Frances Dawe, UTMB Coordinator for Houston Programs, will email you the required forms.

There will be a deadline to return the application and required documents. Failure to meet the deadline may mean failure of the course.

List of Required Documents for St. Joseph’s Medical Center Application

∙ Applicant’s current Curriculum Vitae

∙ Photocopy of driver’s license

∙ Proof of current health insurance coverage

∙ Immunization Records

∙ Completed Confidentiality and Computer Agreement

∙ Acknowledgement form from their Orientation Packet 

HousingHousing

Austin apartmentsGalveston apartmentsSugarland hotel (for Jester IV placement)Corpus condo

Free to studentShared bedroom (same gender only)Please keep neatContact Sommer Madrigal in OCE to reserve

Year 3 Clerkship PreferencesYear 3 Clerkship Preferences

Internal Medicine clerkship preferences Deadline Friday, May 4

Internal Medicine – ambulatory site preference

Deadline Friday, May 4

Pediatrics – ambulatory site preferenceDeadline Friday, May 4

Family Medicine site preferenceDeadline Friday May 4

Ambulatory choicesAmbulatory choices

Commutable = less than one hour driveMust justify commutable requestFamily medicine will email you linkInternal Medicine and Pediatrics onlineThere are great sites across the state,

branch out!

Deadline May 4

  

Use for Pediatrics and Internal Medicine ambulatory site choicesUse for Pediatrics and Internal Medicine ambulatory site choicesSite Preference Ranking – Student GuideSite Preference Ranking – Student GuideGo to Go to https://meded.utmb.edu/edaffairs/siteRanking/

Login with your UTMB username and password.Login with your UTMB username and password.

The Main Menu will be displayed. Select an option to Submit a New Site Preference.

Use the drop down arrow to select Clerkship and then select Term/Period. Make sure the Academic Year is correct. Click Next to continue.

The Site Preference form for the clerkship you selected will be displayed. Follow instructions to complete the form and then submit.

•A confirmation page will be displayed for you. At the bottom of the confirmation page is a link to complete AHEC Student Biographical Sketch. Click on the link to access the AHEC form B-100.

To make changes to your Site Preference Ranking, go back to the Main Menu

https://meded.utmb.edu/edaffairs/siteRanking/ and select the option to Edit/Update Existing Site Preference.

To check the status of your Site Preference Ranking, select the option to View My Site Ranking/Assignments from the Main Menu.

What the Heck is AHEC?What the Heck is AHEC?Links

communities with health science schools to improve the health workforce

Provide real-life community educational experiences for students

VoluntaryMeets once per monthFree foodRegular mentoringImportant topicsMeets in Galveston, Clear Lake area (Houston

students or folks who live on mainland), Austin

Sign up with purple form

POM3POM3

You should be prepared for a mid-year OSCE◦First week of Period 13◦Will cover either Pedi/FM/Surg or IM, Psych, OB

ICEE will be comprehensive◦Happens summer of 4th year

A Word About OSCEsA Word About OSCEs

Registration ErrorsRegistration Errors

Participating in a course you have not added◦ No credit◦ No malpractice coverage

Failing to participate in a course you have not dropped◦ Failure◦ Withdrawal

Where do I Find 3Where do I Find 3rdrd Year Year Scheduling Information?Scheduling Information?

It’s all on the web:

http://www.utmb.edu/oce Click the Student tab!