Advocate Christ Family Medicine

Chief Residents’ Manual

2015-2016

Table of Contents

Duties

Scheduling

Vacations, CME, Sick Time

Rotation Schedule

  • Holiday Schedule
  • Kenwood Clinic Schedule
  • Saturday Schedule
  • Nursing Home Schedule

Orientation:

  • Team Building – meet with incoming PGY1s
  • Update the PGY1 Resident Book – DON’T PANIC so that it is ready for the new year.

Committees

Events:

  • White Coat Ceremony
  • Graduation
  • Resident Retreats
  • Application Reception
  • FMC Center Events
  • Residency Fairs
  • Sports Physicals

Resident & Associate of the Month

AAFP Chief Resident Leadership Development Program

Communication

  • with your Residents
  • with Other Chiefs @ Advocate
  • with your Program Directors
  • with Advocate Medical Education

Resident Monthly Meetings

Chief Resident Elections

Chief Resident Timeline

Resources – There are additional resources and samples on the googledocsChristfmchiefs page.

Duties:

The Chief Residents of the Advocate Christ Family Medicine Residency Program duties and responsibilities include, but are not limited to:

  • Participation in resident support and assessment
  • Interface with other residencies within the Advocate system including sending vacation and rotation schedules to the chief residents in pediatrics, emergency medicine, internal medicine, obstetrics, surgery and the ICU schedule
  • Liaison between office of Program Director and residents/medical students
  • Participation in generating schedules (Rotation, Vacation, Saturday clinic, Kenwood Clinic schedule, and OB buddy list).
  • Serving on specified hospital committees: graduate medical education council, family medicine department meetings, family medicine and P.I. committee.
  • Participation in weekly faculty meetings x2/mo
  • Standing member of the recruitment, orientation, curriculum and graduation committees
  • Responsible for coordinating resident participation on recruitment, orientation, curriculum, social committees and various hospital committees
  • Assist the Family Medicine Center Director and Practice Manager in implementing educational, quality assurance and cost containment procedures for the Family Medicine Clinic
  • Function as resident leaders in collaborating with hospital administration, residency Program Director and faculty regarding implementation of residency program goals, objectives and strategic plans
  • Coordinating activities with Residency Coordinator, such as theWhite Coat Ceremony, the Residency Retreat, Graduation, Applicants’ Reception and arranging ED coverage when needed
  • Participation in chief resident leadership conference (usually May and October)
  • Plan monthly resident informational meetings on Wednesdays
  • Acceptance of the position implies a daily availability to the residency Program Director and a commitment to regularly scheduled meetings with Program Director

Further Duties include:

  • Meet program directors, current chiefs and co-chiefs (if applicable) to assign responsibilities
  • Office Schedule
  • Resident will also be in charge of screening, approving/disapproving vacation and CME requests.
  • Inpatient Schedule
  • Resident will also be in charge of communicating with other chief residents in departments regarding resident schedules.
  • Send out master scheduling requests to all residents
  • Meet with other departments to determine master schedule.
  • Always use Advocate e-mail for all correspondence.

Scheduling

2015-2016 blocks are:

1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12 / 13
6/22-7/19 / 7/20-8/16 / 8/17-9/13 / 9/14-10/11 / 10/12-11/8 / 11/9-12/6 / 12/7-1/3 / 1/4-1/31 / 2/1-2/28 / 2/29-3/27 / 3/28-4/17 / 4/18-5/15 / 5/16-6/12

You create:

Rotation Schedule

Vacation Schedule (Be mindful of gaps in clinical team coverage).

Holiday Schedule (There are six Advocate approved holidays

  • New Years
  • Christmas
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving
  • Christmas Eve, New Year’s Eve and Easter are not approved Holidays and calls on these days start at 5:00pm

Kenwood Clinic Schedule

Saturday Schedule

Nursing Home Schedule

Be aware of the rules for the Clinic Schedule

Family Medicine Master Schedule Guidelines:

  1. Send out master schedule request to all of the residents.
  2. Make Vacation schedule.
  3. Make Rotation Schedule.
  4. Electives will be selected at the beginning of the year.

For PGY1 Class:

  • FMI (16 weeks)
  • Surgery (8 weeks)
  • ICU (4 weeks)
  • Peds Inpatient (8 weeks)
  • Nursery/Peds Amb (2 weeks each)
  • OB (8 weeks)
  • ER (4 weeks)

For PGY2 Class:

  • FMI Sr (8 weeks)
  • Pulm (4 weeks)
  • Peds ER (4 weeks)
  • GI (4 weeks)
  • Comm Med/Geriatrics (4 weeks)
  • Endo (2 wks)
  • NF (6 wks)
  • Ophth/ENT (2 wks each)
  • Practice Management (4 weeks)
  • Ortho (4 weeks)
  • Elective (4 weeks)*New change this year
  • Gyne (4 weeks)

For PGY3 Class:

  • FMI Sr (8 weeks)Try not to schedule any resident on FMI in April (boards) and June (graduation)
  • Uro/Neuro (2 weeks each)
  • Derm (4 weeks)
  • Psych (4 weeks)
  • Sports Med (4 weeks)
  • Cardiology (4 weeks)
  • Fast Track ( weeks)*New change this year
  • NF/*Plastic Surgery & Wound Care (2 weeks each)*New change this year
  • Peds Outpatient Ambulatory Elective (4 weeks)*New change this year
  • Peds Elective (4 weeks)
  • Adult Medicine Elective (4 weeks)
  • Adult Medicine Elective (8 weeks)

HOLIDAYS FOR CALLS: Remember, chiefs cover calls that are not assigned to the PGY2s.

  • 4th of July
  • Labor Day
  • Thanksgiving
  • Christmas Eve (not an Advocate approved holiday. Calls on the Eve start after 5:00pm)
  • Christmas Day
  • New Year’s Eve (not an Advocate approved holiday. Calls on the Eve start after 5:00pm)
  • New Year’s Day
  • Easter (not an Advocate approved holiday)
  • Memorial Day

KENWOOD CLINIC SCHEDULE: Everyone assigned to four Fridays. For PGY2s, this correlates with Comm Med month. Try to correlate PGY3s to Derm month.

SATURDAY SCHEDULE: Divide as evenly as possible. Avoid assigning Saturdays to people on FMI, NF, Vacation , Fast Track or PEC. Assign people to Saturdays and Nursing home duties in the same week.

NURSING HOME SCHEDULE:

Two residents are assigned to the Nursing Home Schedule each Wednesday at 1:00pm.

Locations and Supervising Physicians are:

Dr. Toguem
630-765-0978 / BRENTWOOD – 5400 West 87th Street, Burbank, IL 60459
CRESTWOOD (Symphony of Crestwood) – 14255 S. Cicero Ave, Crestwood, IL 60445
RENAISSANCE – 2940 West 87th Street, Chicago, IL 60652
Dr. Ojiako
630-923-1101 / LEXINGTON – 10300 Southwest Highway, Chicago Ridge, Il 60415
Dr. Yates
773-615-1879 / EVERGREEN (The Villa at Evergreen) – 10124 S. Kedzie, Evergreen Park, IL 60805
Dr. Jaffery
630-923-1113 / MCOLE (Manor Care Oak Lawn East) – 9401 S. Kostner, Oak Lawn, IL 60453

CLINIC SCHEDULING: This is more of an FYI. Two years ago, the chiefs had to take this over due to the absence of the clinic director, so it is important you are aware of the basics.

Goal: Timely and efficient production and distribution of clinic schedules, scheduled 12 weeks out.

Chiefs – Unofficial admin time on Tuesdays (depends on rotations and meeting schedule)

Rotations with special clinic times:

  • FMI (alternate M, Tues, Thus, Fri afternoons with two seniors)
  • Practice management (7 clinics per week [1/2 days] +/-Saturdays)
  • Sports Medicine (no Monday clinic, shadow Dr. Burra in Naperville, Tues 1-2 lecture & 2-4 clinic, Thurs, AM clinic, PM w/Dr. Chandran’s clinic; Fri, 1/2 – full day of clinic
  • Remember:
  • GMEC meetings on 2nd Fri of almost every month (can schedule chiefs in clinic after meeting starting at 10am)
  • Peds NF weeks;
  • FMI NF weeks;
  • Personal Days;
  • Person on Psych will have clinic Mon and Fri if working with Dr. Gaviria.
  • Residents should determine who they are working with on a rotation. A resident must confirm in advance what their schedule will be in advance in order to appropriately create the clinic schedules.
  • Assign people to OMT clinic on Thus afternoons from 1-4pm. Can also schedule people as frozen.
  • Scheduling Attendings per week:
  • Dr. Bennett – 1 clinic/2 precepting
  • Dr. Rossato – 1 clinic/2 precepting (her or Dr. Rybka always precepting Thurs PM for OMT Clinic)
  • Dr. Smith – 2 clinic/2 precepting
  • Dr. Kaar – 6 sessions total per week 1-2 clinic, 4-5 precepting
  • Dr. Chandran – Mon & Thurs PM clinic/ 4 precepting (He cannot precept Tues PM, goes to high schools, works with football team; no afternoon clinic for him when he is on FMI).
  • Dr. Sladek – 6 sessions total per week, 1-2 clinic, 4-5 precepting
  • Dr. Rybka – every other Monday and every other Thursday (check his previous schedules to continue the pattern)
  • There should be at LEAST one preceptor for every 4 residents in clinic. Try to schedule two preceptors if there are 4 residents. Ideally ONE preceptor per 2-3 residents. The above clinic/precepting rations and guidelines are variable based on FMI schedules and attending vacations.
  • Check previous rotations for when attendings usually have their clinic and try to maintain stability with when they have their own clinic.

Rotation Information

PGY-1 Rotations

  • Obstetrics: Show up to 2E/W at 5:30AM your first day and start rounding on postpartum patients. Signout will be at 7AM in the OB conference room. Contact Dr. Sladek in advance of starting the rotation to arrange for a first-day orientation.
  • Surgery: Show up at 5AM your first day in the front of SINI, which is on the 4th floor. You will assist in making the list and then proceed to round on patients.
  • ER: You will be given times of 10 shifts that you are to attend to lasting 10 hours a piece over the block. You must have special Care Connection Login prior to starting rotation. A Care Connection Form is sent to you via E-Value to complete and send to Eileen one week for processing.

Hand in your green cards and patient lists at the end of the rotation. No evaluation is completed without these documents being turned in.

  • Pediatrics: Show up in the Pediatric Resident signout room at 6:30AM on the 4th floor of Hope hospital.
  • Family Medicine Inpatient: You are to report to the Family Medicine signout room in either 0613 or 0614 of the rooms next to the auditorium at 7AM on the first day.
  • Nursery: You are to report to the computer area just outside the NICU at 7AM on your first day.
  • Pediatric Ambulatory Clinic: Show up at the first floor clinic of Hope hospital at 8AM your first day.
  • ICU: Show up in Pod#1 of the ICU at 7AM your first day.

PGY-2 Rotations

For each rotation, one should contact the rotation a week in advance this first block is a bit different so calling tomorrow will be okay. If you have any difficulties or conflicts let us know.

  • Practice Management: check clinic schedule to see when you work. You will work at least 6-7 half days per week. You will have several meetings with Dr. Bennett during your rotation. You will also have at least two videotaped sessions of a patient interaction. Remember to finish your checklist and hand it in to Dr. Bennett.
  • ENT: Dr. Marra 708-460-0007, if he is not available you can work with Dr. Walsh (same office). Call ahead for schedule.
  • Gyne: Dr. N. Church 773-233-6500. If interested in more hands on gyne, opportunities may be available with Dr. Savin/Dr.Sundar (708-684-5340) but there needs to be 6 week advance notice in order to coordinate schedules. Opportunities for individual sessions may be scheduled in advance with Drs. Savin/Sundar. This would be in addition to the time with Dr. Church.
  • Pulm: two choices: Dr. Razma Group (Hanif, Jamilla, Razma, Beri, Mohammed) 708-274-4900 and Dr. Sunbuli/Dr. Sahloul 708-422-0636 (they generally alternate teaching months)
  • Comm Med: Work with group according to IM schedule (available on Residents Online)
  • Occ Health: Dr. Mark Veldman 708-799-8245 17850 S. Kedzie, at South Suburban Hospital in Hazel Crest
  • Friday mornings: Dr. Stewart, Kenwood Clinic at United Church of Christ, 4600-08 South Greenwood Avenue, Chicago, IL. 60653. (773) 373-2861 * Fax: (773) 373-8291. Email:
  • Endo: Dr. Yasmeen group (Hasan, Drever, Qazi) 708-684-6867. In office. Call ahead.
  • Urology: De Franco group (User, Kim, Berger, Hoyme, etc) 708-423-8706. In office. Call ahead
  • Neurology: Zelkowitz 708-957-3737 (outpatient) or the Wichter group (inpatient) call neurology pager 41-2468. In office.
  • GI: View schedule for teaching service attendings on IM Residents’ Online. Call the attending to see what time you start.
  • Ortho: Fakhouri (specialize in hand/upper extremities) 708-237-7200; Midwest Ortho (Branovacki(knees and hips)/Lim(spine)/ 708-226-3300. Advanced Orthopedicis: Troy(knees/hips/shoulders/upper ext)/Perez-Sans(shoulder) (pending approval). Leonard? (will verify) You can work with as many as these docs as your schedule permits
  • Optho: Dr. Ticho 708-423-4070 or Dr. Al-Khudari 708-636-9393
  • PEC: Peds ER (2nd year): 9 shifts. Rose the ER residency secretary should email you when packet is ready (similar to when you did ER). If you do not receive check with her a week before you are scheduled to start. You must complete ED access form prior to starting rotation (see e-value). Make sure you have login information before starting (Care Connection login with "-ed" at the end). Turn in your green card and patient logs. No evaluations without these being turned in.

PGY-3 Rotations

Contact all rotations as early as possible so they can prepare for you coming!! Residents should determine who they are working with on a rotation and what their schedule will be three months in advance in order for you to appropriately create the clinic schedules.

  • Cards: Most people love either rotation. Either rotate with IM (Check residents’ online), all inpatient and will be with Dr. Diamond/ Qazi/Abi-Manseur. You can also arrange rotation with any cardiologist, but you are responsible for scheduling.
  • ID: The only option is to do this with IM and you must clear with the IM chiefs.
  • Rheum: Dr. Colbert. Outpatient only. See pt on own, write note, present, and come up with plan together. 2 days a week. Call/page Dr. Mihailescu to set up.
  • Anesthesiology/Pain: All inpatient. Pain clinic is outpatient. This is a separate rotation. Contact department secretary for scheduling.
  • Fast Track: Similar to main ED but cases are like clinic cases. Lots of minor procedures. Schedule through ER chiefs or ER secretary, Rose. You will be scheduled for 9 shifts.
  • Psych: Dr. Gaviria is in his office on Tues, Weds and Thurs. Call to set up schedule. His schedule changes each month. Call ahead, write down your schedule and then tape it up in his office. Can also set up 1 morning per week with Dr. Rowles with his group sessions.
  • Derm: E-mail with your available dates at least two weeks before your rotation and she will send you a schedule. Arrive on time or they will send you home. Put your pager on vibrate while you are in clinic. Get copy of patient list for that day because you can add procedures to your log. Dr. Welsch lets you do all biopsies and skin tag removals and even lets you do kenalog injections. With Dr. Bielinski you get to watch.
  • PedsRads: Romila and Heller. Good rotation when studying for boards. Contact JakkiPersak 41-3296 to schedule. There’s a book to study that you should check out from Jeanette from Family Medicine and return when rotation ends.
  • Peds Endo: Dr. Viswanatham. Good learning. Inpatient and Outpatient. . Contact JakkiPersak 41-3296 to schedule.
  • PedsPulm: Dr. Akhtar. Good teaching. See patient, write note, present, sometime have to read articles and present those. . Contact JakkiPersak 41-3296 to schedule.
  • Sports Med:
  • Mon – Both AM and PM with Dr. Burra
  • Tues – AM with Dr. Gourineni; 1-2pm sports med lecture with Dr. Chandran in clinic large conference room (have to do 1 sports med related topic presentation prior to end of rotation). 2-4pm clinic
  • Weds – AM – Conferences; PM Physical Therapy with Accelerated Rehab
  • Thus – AM Dr. Chaudhri SW Center for Healthy Joints; PM with Dr. Chandran Clinic
  • Fri – AM with Foot & Ankle Clinic; PM with Dr. Fakhouri Clinic
  • Allergy/Immunology: Dr. Camara/Floro has good teaching.

Vacation Scheduling

Send out master vacation schedule requests as soon as possible.

When approving vacation time, be aware of:

AOA ITE: 10/8/15

ABFM ITE: 10/30/15

Fall retreat date

Boards weeks

Clinical teams

Applicant reception

  • Prior to start of the year, the chiefs send out vacation requests to all residents, including incoming PGY1s. Make a received by date, so you can work on the schedule in a timely manner. Any forms not turned in by the date you select will be reviewed and status determined, after the schedule comes out.
  • Goldenrod forms for vacation/time off must be submitted eight weeks in advance. Requests received less than eight weeks in advance may be denied.
  • No more than 4 residents can be off at the same time
  • First submitted, first approved.
  • Weeks are officially Monday to Sunday. Appropriate coverage must be made if leaving the weekend before.
  • No vacations during rotations less than four weeks long
  • No vacation during the first/last week of the academic year.
  • Any leave (vacation/sick/personally) in 3excess of 23 working days per year must be made up before the resident may advance to the next academic year/graduate.
  • No vacation during week of In-training exam
  • No vacation during the following rotations:
  • PGY1: ICU & FMI. You will take your vacation during each of the following rotations: Surgery, OB, ER & Peds
  • PGY2: FMI, Ortho, Gyne, Com Med
  • PGY3: FMI (regardless of the number of seniors, Derm, Sports Med, Psych
  • Changes to Saturday morning office hours must also be submitted to chief resident a minimum of eight weeks in advance.
  • Coordinator will assist in vacation day tracking

CME Requests

  • Forms should be completed eight weeks advance. Requests received less than eight weeks in advance may be denied.
  • This time can be used for taking COMLEX/USMLE 3.
  • Must submit goldenrod for PGY3’s taking boards in April, but not counted as CME.
  • Coordinator will assist in tracking CME time

Sick Time

If a resident is sick or has a personal emergency:

  • They are responsible for calling you. You should remind them they also need to call the:
  • Residency coordinator,
  • Service or office they are rotating with (and find coverage), and
  • Center Director (if they are missing outpatient office hours).

Committees

Have people sign up for the committees. Ensure people actually participate in their committees.

Here is the 2014-2015 Committee List.

COMMITTEE / REPRESENTATIVES / DATES OF MEETINGS / CONTACT PERSON & notes
SOCIAL COMMITTEE / Drs. Meghan Shaughnessy, Ericka Sanders, Jack Nickless, Melissa Faubert, Alon Bloom, Jahanvi Patel / These residents will bring ideas about social “unofficial” resident social events.
CLASS REPRESENTATIVES PGY1 / PGY1s: Drs. Melissa Faubert & Sameena Jawed / 2014: 7/9; 11/12; 12/10
2015: 4/8; 5/13; 6/10 / Are included in the Curriculum Review which is being reviewed & to be scheduled shortly.
CLASS REPRESENTATIVES PGY2 / PGY2s: Drs. Jack Nickless & Meghan Shaughnessy / 2014: 7/9; 11/12; 12/10
2015: 4/8; 5/13; 6/10
CLASS REPRESENTATIVES PGY3 / PGY3: Drs. Am Singh & Penn Allen / 2014: 7/9; 11/12; 12/10
2015: 4/8; 5/13; 6/10
ETHICS COMMITTEE / Drs. Penn Allen / 2014: 9/5 & 12/5
2015: 3/6, 6/5, 9/4 & 12/4
1st Friday of the Quarter / Contact: Karen Darr
e-mailed on 6/27/14 to find out particulars
RECRUITMENT COMMITTEE / Drs. Meghan Shaughnessy, Jack Nickless, Melissa Faubert, Andrea Feijoo, Sameena Jawed, Solmaz Rahmani, Alon Bloom / We should meet within the next 4-6 weeks. CCOM has a summer and fall recruitment event where 2 residents and the PD will attend. / Contacts faculty: Drs. Zitter & Chandran
Website, Banners, Interviews, Evaluations, Handouts
GMEC / Dr. Patel / 2nd Friday of each month in Keyser Rm from 7:30-9a
2014 dates are: 7/11; 8/8; 9/12; 10/10; 11/14; 12/12; 1/9; 2/13; 3/13; 4/10; 5/8; 6/12 / Contact Person: Cherie Overcast
And yes, her e-mail is different than her name is spelled!
GMEC Sub-Committee / Contact Person: Dr. Hansen? Cherie Overcast? Cmt is just starting (2/5/14)
FMC PERFORMANCE IMPROVEMENT / Drs. Podrebarac, Moore, Res on PracMgmt rot, Practice Manager, Nurses, CMAs, Brenda Simmons & a patient rep / 4thWednesday of each month @ 8am / Contact Person: Jeanette Gooden,
CURRICULUM COMMITTEE / See Class rep / Contact Person: Eileen Molloy
INFECTION CONTROL / Shapir Rosenberg, MD / Held in Rm 0636
2nd Friday of the month - 7:30-9am. / Contact Person: Robin Leverette-Dardy
FAMILY MEDICINE DEPARTMENT PERFORMANCE IMPROVEMENT COMMITTEE / Associate Program Director & Chiefs / Held in Rm 0613 2nd Weds of mo @ 9:30
Watch e-mails for dates. / Contact Person: Kimi Dowdell

FACULTY MEETING / Chiefs & Faculty / 1ST, 2ND3rdWeds / Contact Person: Eileen Molloy
FACULTY/NURSE MEETING / Chiefs, Faculty & Nursing Staff / 5th Weds of month / Contact Person: Jeanette Gooden,

Orientation/Team Building –