Duke University Hospital’s RRC Site Visit Preparation Toolkit is a roadmap to help hospitals achieve a successful visit from the Residency Review Committee and full accreditation from the Accreditation Council for Graduate Medical Education. This Solution focuses on Graduate Medical Education, ACGME Accreditation, Residency and Fellowship Programs. Duke Medicine offers documented experience; provides an objective outside-party to review program/institution performance and a concrete roadmap to achieve compliance.

Through The RRC Site Visit Preparation Toolkit, GME Programs can now achieve successful accreditation with 4-5 year cycle, minimal citations and specific action plans created to address citations given by ACGME IRC and RRCs.

The Solution Overview is a downloadable PDF to share with colleagues, decision makers and interested parties at your hospital or health system. This informative one page piece offers a snapshot overview of the Solution as a way to easily share the Solution summary, key components and outcomes.

RRC Site Visit Preparation Toolkit Detail

The RRC Site Visit Preparation Toolkit contains the following components:

• Top 11 Tips to a Successful Site Visit
• ACGME Required Evaluation
• Recommended Trainee File Contents, Graduate Survey Sample, and Duty Hour Quiz
• Annual Program Review and Improvement Plan Template
• Common PIF Question Responses
• In-depth Countdown to Site Visit
• GME Resources, Glossary and References
• One hour Consultation with Solution Champion*

*Additional support/consultation is available for a fee.

Below you will find a series of questions and answers that will guide you through the objectives, implementation, and outcomes.

• Abstract
• Objectives
• Implementation
• Performance
• Lessons

ABSTRACT:

Duke University Hospital’s RRC Site Visit Preparation Toolkit is a roadmap to help hospitals achieve a successful visit from the Residency Review Committee and full accreditation from the Accreditation Council for Graduate Medical Education. This Solution focuses on Graduate Medical Education, ACGME Accreditation, Residency and Fellowship Programs. The Solution provider offers documented experience; provides an objective outside-party to review program/institution performance and a concrete roadmap to achieve compliance.

OBJECTIVES:

What are the goals of the Solution?
Goal: to become familiar with factors and processes used in GME accreditation.

Key objectives:

• Review key accreditation criteria
• Identify key ACGME required documents
• Plan the site visit countdown
• Prepare a perfect PIF
• Outline 11 tips to the successful site visit
• Assist all stakeholders in understanding their role
• Engage in continuous program assessment and educational quality improvement

Why is this Solution desirable?
This toolkit will enhance users’ ability to achieve a successful site visit from a team with documented experience; provide an objective outside party to review program/institution performance and a concrete roadmap to achieve compliance.

What impact does this Solution have?

This toolkit results in the involvement of key GME people and positive experience for stakeholders. Successful accreditation with 4-5 year cycle and minimal citations. Action plan to address citations given by ACGME IRC and RRCs.

How was the Solution developed?

The toolkit was developed by Duke University Hospital’s centralized GME office responsible for 75 ACGME and 60 internally sponsored programs. Knowledgeable and committed GME leadership organize institution wide requirements for preparing for site visit and provide support in a variety of ways to meet individualized programs in an effective and efficient manner.

Support for site visit preparation includes individual program consultation, templates, checklists, review of PIF, trainee files, policies, formal presentation to stakeholders, review of site visit experience and ACGME findings.

IMPLEMENTATION:

Are there any organizational considerations?
The central GME office requires being involved in some of the site visit preparation for each program. Additional support/resources are available to individual programs (stakeholders) in the form of consultation, templates, sample policies, explanation of requirements, workshops.

How do you measure success?
ACGME accredits institutions and most programs for a maximum of 5 years. The Duke University Hospital GME Programs' averages compare favorably to this goal.

Duke GME Programs feel supported in the process and ultimately use it as a way to improve their programs.

What are the resources, staffing and skills needed to successfully implement this Solution? -

Committed program director and administrative support. Organizational climate which fosters graduate medical education.

Any advice for getting started with this Solution?

Sufficient funded protected time (for those providing support and individual program personnel preparing for site) to fulfill ACGME required functions.

Engaged interested dedicated participants (stakeholders) – program directors, faculty, coordinators/staff, residents/fellows. 

Knowledgeable key faculty and administrative leaders to facilitate.

Buy-in from leadership to encourage and support participation.

PERFORMANCE:

What successes has Duke University Hospital had with this toolkit?

DUH has had close to five year cycles with minimum deficiencies and utilizes the process to identify opportunities for improvement.

Programs report feeling supported and recognized the process as a meaningful one.

Best practices are shared and providing support at the institutional level across programs proves to be effective and efficient.

Any advice for sustaining  the success of this Solution?

Institutional understanding and appreciation for ACGME requirements.

Willingness to gather and utilize feedback from stakeholder. Programs must be included in identifying needs, challenges and the best way to offer support.

Familiarity with numerous models which can address frequent If not constant change in the accreditation environment. 

Ability to collect and share best practices and a willingness to share between and across programs.

Collaboration and sharing of best practices makes it easier to sustain momentum and morale.

LESSONS:

Are there any other considerations to keep in mind when considering use of this Solution?

At an institutional level, many of the issues and solutions are common and can be shared. Most programs view these challenges as entirely singular and individual and feel alone in addressing the challenges and tasks.  Opportunities for the central GME office to connect with program directors and coordinators who are often working in silos can help provide them support, enhance their programs and make the potentially stressful site visit process an enjoyable and meaningful one for all.

Providing support across the institution in the form of templates, workshops, lists of lessons learned can save time and energy and catalog best practices to help all programs be successful.

Obtain buy-in from all participating facilities and identify the leadership champions for Adverse Event Monitoring.

Our Preview section offers you insight into key Solution components. The following screenshots, images, and materials may appear redacted to protect the intellectual property of the Solution.
Click below to view detailed images:

What is the RRC Site Visit Preparation Toolkit?

This toolkit is a roadmap to help hospitals achieve a successful visit from the Residency Review Committee and full accreditation from the Accreditation Council for Graduate Medical Education. This Solution focuses on Graduate Medical Education, ACGME Accreditation, Residency and Fellowship Programs. Duke University Hospital offers documented experience; provides an objective outside-party to review program/institution performance and a concrete roadmap to achieve compliance.

Q: How can this Solution help with the new ACGME's Next Accreditation System?
A: This Solution can be helpful to GME sponsoring institutions and programs even with implementation of the Next Accreditation System around the corner. This institutional approach to meeting ACGME requirements and offering high quality GME programs can support those with traditional site visits still scheduled and others in search of maintaining compliance and enhancing Graduate Medical Education.

Q: What software programs or tools are needed to utilize the Solution?
A: Buyers of the RRC Site Visit Preparation Toolkit will need: Microsoft Word, Adobe Reader and PowerPoint.

Q: Can I purchase this Solution for more than one of my hospitals?
A: Yes, this Solution was designed so that it can be implemented at a single hospital or in several hospitals in a health system.

Q: When will I receive my order?
A: Upon verification and payment receipt.

Q: How is the Solution delivered?
A: You will be able to download the Solution through a secure unique link as soon as your order is verified and your payment is confirmed. You will be contacted when your Solution is available for download.

Q: What if I have problems with downloading or using the Solution?
A: We hope that does not happen but if it should, please contact Solutions@MX.com. We will escalate as needed to the Licensor.

Q: Can I return a Solution?
A: Yes, your satisfaction is guaranteed. If you are dissatisfied―within 30 days of purchase, email a full refund request to sales@MX.com. Simply provide Solution feedback and discontinue its use. Details