Clerkship Manual
Transcription
Clerkship Manual
Clerkship Manual Kansas City University of Medicine and Biosciences COLLEGE OF OSTEOPATHIC MEDICINE ACADEMIC YEAR 2014-2015 KCUMB-COM/OCCE 08.06.14 1 TABLE OF CONTENTS INTRODUCTION 4 KCUMB-COM OFFICE OF COMMUNITY CLINICAL EDUCATION - MISSION COMMUNITY CLINICAL EDUCATION 4 4 GENERAL INFORMATION 5 A. B. C. D. E. F. G. NON-DISCRIMINATION/HARASSMENT POLICY CODE OF PROFESSIONAL CONDUCT UNIVERSITY HONOR COUNCIL WRITTEN COMPLAINTS AGAINST A STUDENT ON CLERKSHIPS CLINICAL CLERKSHIP COORDINATORS COMMUNICATION COUNSELING AND SUPPORT SERVICES 5 5 5 5 5 5 5 CONTACT INFORMATION 6 OFFICE OF COMMUNITY CLINICAL EDUCATION (OCCE) ASSISTANT REGIONAL DEANS 6 7 KCUMB-COM CLINICAL CLERKSHIP OVERVIEW 8 A. THIRD-YEAR CURRICULUM B. FOURTH-YEAR CURRICULUM ASSESSMENT A. REGISTRATION B. SUBJECT EXAMINATIONS FAILURE OF SUBJECT EXAMINATIONS C. NBOME COMPREHENSIVE OSTEOPATHIC MEDICAL STUDENT ASSESSMENT D. STUDENT EVALUATION OF THE CLERKSHIP: THE MEDIQ E. CLERKSHIP ASSESSMENT OF STUDENT PERFORMANCE BY PRECEPTOR F. DEFICIENCIES G. GRADING FOR REQUIRED CLERKSHIPS CLERKSHIP ASSESSMENT EXAMPLE GRADES CLERKSHIP FAILURES H. COMLEX LEVEL 1 AND LEVEL 2 CE AND COMLEX PE EXAMINATIONS I. SCHEDULING COMLEX LEVEL 2 EXAMINATIONS J. LETTERS OF RECOMMENDATION K. CLERKSHIP GRADUATION REQUIREMENTS POLICIES AND PROCEDURES I. GENERAL POLICIES A. DEFINITION OF A CLINICAL CLERKSHIP B. ELECTIVE C. ABSENCE FROM CLERKSHIPS 8 8 9 9 9 10 10 10 10 11 11 11 12 12 13 13 13 13 14 14 14 14 14 KCUMB-COM/OCCE 08.06.14 2 D. E. F. G. H. I. J. NON-CREDITED TIME-OFF CLINICAL MANAGEMENT REVIEW SUB-INTERNSHIPS (4TH YEAR) EMPLOYMENT VACCINATIONS/IMMUNIZATIONS BACKGROUND CHECKS AND DRUG SCREENS HEALTH INSURANCE STUDENT SUPPLEMENTAL MEDICAL INSURANCE POLICY K. HIPAA REGULATIONS AND PATIENT ENCOUNTERS L. MEDICAL PROFESSIONAL LIABILITY INSURANCE M. STUDENT IDENTIFICATION N. DRESS CODE FOR CLINICAL ACTIVITIES O. HOSPITAL RULES AND REGULATIONS / FINANCIAL RESPONSIBILITIES P. SPECIAL ACCOMMODATIONS Q. ACCIDENTS AND EXPOSURE TO BLOOD-BORNE PATHOGENS / INFECTIOUS DISEASES R. DIDACTIC CONFERENCES AND READING ASSIGNMENTS S. DUTY HOURS T. MEDICAL ETHICS U. PHYSICAL EXAMINATIONS V. REPORTING CLERKSHIP PROBLEMS W. LEAVES OF ABSENCE X. WORKER’S COMPENSATION INSURANCE Y. TRANSPORTATION FOR CLERKSHIPS Z. REQUEST TO APPEAL AA. ELIGIBLE PRECEPTORS BB. DOCARE AND INTERNATIONAL CLERKSHIPS (INMED) CC. MILITARY CLERKSHIPS DD. RESEARCH AND NON-CLINICAL ELECTIVES II. SCHEDULING A. 3RD YEAR ELECTIVE AND 4TH YEAR B. APPLICATION AND OTHER FEES C. CANCELING/CHANGING A CLERKSHIP 14 15 15 15 15 15 16 16 16 17 17 18 18 18 19 19 19 20 20 20 21 21 21 22 22 22 23 23 23 24 25 25 KCUMB-COM/OCCE 08.06.14 3 INTRODUCTION KCUMB-COM Office of Community Clinical Education – MISSION Kansas City University of Medicine and Biosciences-College of Osteopathic Medicine’s (KCUMB-COM) Office of Community Clinical Education (OCCE) is a center for excellence in all aspects of osteopathic clinical education. OCCE passionately supports KCUMB students with a focus on service and quality education through developing and maintaining professional partnerships in an ever-changing environment. Community Clinical Education Throughout the University’s history, strong and valued partnerships have been established with highly regarded physicians, clinics and hospital systems across the nation. Annually, the OCCE conducts a “Clerkship Match” process whereby each student is assigned to an affiliated coretraining site. All clerkships are supported by a patient-based curriculum, which represents an integrated, seamless continuation of the osteopathic curriculum offered during the first two years of training at KCUMB-COM. KCUMB MAY MODIFY / CHANGE THIS DOCUMENT AT ANY TIME KCUMB-COM/OCCE 08.06.14 4 GENERAL INFORMATION (Keep in mind all curricular matters refer to University Catalog – all student life matters addressed in student handbook) A. Non-Discrimination/Harassment Policy Please refer to the KCUMB Student Handbook B. Code of Professional Conduct Please refer to the KCUMB Student Handbook C. University Honor Council Please refer to the KCUMB Student Handbook D. Written Complaints Against a Student on Clerkships Please refer to the KCUMB Student Handbook E. Clinical Clerkship Coordinators KCUMB Clinical Clerkship Coordinators are the initial point of contact for matters pertaining to clinical education. Coordinators are available to students in person, via e-mail or by telephone during regular University business hours. F. Communication Students are responsible for: • Becoming aware of all information disseminated by the University. • Complying with all University stated policies. • Checking e-mail daily – This is a formal means of communication. o Students who experience problems with e-mail should directly contact the Information Technology (IT) Helpdesk at 1.800.234.4847 ext. 7700. • Complying with privacy policies (FERPA or otherwise). NOTE: OCCE will only communicate information directly to the Medical Student (e.g. no spouses, parents, etc.). Students are obligated at all times to ensure that the University is in possession of current contact information, including current/permanent mailing address and telephone numbers. Any change in this information should be immediately updated via the PowerCampus Self-Service Portal. G. Counseling and Support Services Please refer to the KCUMB Student Handbook KCUMB-COM/OCCE 08.06.14 5 CONTACT INFORMATION OFFICE OF COMMUNITY CLINICAL EDUCATION (OCCE) 1750 Independence Avenue Kansas City, MO 64106-1453 1.877.425.0248 Fax: 816.654.7331 Senior Associate Dean Directs the oversight of clinical clerkship experiences throughout the continuum of the College of Osteopathic educational curriculum John J. Dougherty, D.O., FACOFP, FAOASM, FAODME 816.654.7303 - [email protected] Administrative Director Responsible for overseeing the daily office functions, office personnel, point of contact for the Assistant Regional Deans, affiliation agreements, directing programs and activities Valorie Millican 816.654.7332 - [email protected] Preceptor Coordinator Responsible for site and preceptor payments, assists in updating the credentialing of community clinical faculty and preceptors, Continuing Medical Education credit, coordinating preceptor awards and receptions Michelle Houser 816.654.7335 - [email protected] Clinical Clerkship Coordinators Responsible for scheduling and coordinating clerkships in the Kansas City region Angie Clemmer 816.654.7328 - [email protected] Kelly Handschin 816.654.7337 - [email protected] Clinical Clerkship Coordinators Responsible for scheduling and coordinating clerkships outside the Kansas City region, working closely with the Assistant Regional Deans Meghan Denney 816.654.7336 - [email protected] Angela Imes 816.654.7334 - [email protected] KCUMB-COM/OCCE 08.06.14 6 CONTACT INFORMATION KCUMB REGIONAL ASSISTANT DEANS COLORADO REGION Gregory D. Smith, D.O., FACOFP Office Phone: 720.859.6139 [email protected] FLORIDA REGION (ORLANDO) Patricio Bruno, D.O. Office Phone: 407.303.6421 [email protected] FLORIDA REGION (GULF COAST) Eugene Usberghi, Jr., D.O. Office Phone: 239.694.5632 [email protected] FLORIDA REGION (WEST PALM BEACH) David J. Stern, D.O. Office Phone: 561.840.4600 [email protected] MICHIGAN REGION (DETROIT/TOLEDO) Steven J. Karageanes, D.O., FAOASM Office Phone: 734.254.0453 [email protected] SOUTHEAST MISSOURI REGION Michael D. Roach, D.O. Office Phone: 573.778.7267 [email protected] SOUTHWEST MISSOURI REGION Larry D. McIntire, D.O. Office Phone: 417.347.6767 [email protected] KCUMB-COM/OCCE 08.06.14 7 KCUMB-COM CLINICAL CLERKSHIP OVERVIEW A. Third-year Curriculum • • • • • • • General Family Medicine (2 blocks) General Internal Medicine (2 blocks) General Surgery (2 blocks) Obstetrics and Gynecology (1 block) Pediatrics (1 block) Psychiatry (1 block) Elective (1 block) B. Fourth-year Curriculum • • • • • Emergency Medicine (1 block at a KCUMB Core Site) Clinical Management Review (1 block) Internal Medicine Elective (1 block at a KCUMB Core Site) Sub-internship (2 blocks at a Residency Program or Core Site) Electives (5 blocks) Sub-internships and three electives may be completed in the same area of specialty. KCUMB-COM/OCCE 08.06.14 8 ASSESSMENT The purpose of the clerkship assessment is to provide feedback to guide both clinical and professional development. Students are required to complete all components before a final grade is assigned by KCUMB. A. Registration Students must complete/verify registration within five business days following the designated start date of the clerkship. Students may access this system through the KCUMB Web Portal located at www.kcumb.edu. Be sure to register information for the attending physician completing the assessment. IT IS IMPERATIVE TO VERIFY AND SUBMIT ACCURATE AND COMPLETE OFFICE OR PREFERRED CONTACT INFORMATION (e.g. address, phone, fax, e-mail, etc.). Once submitted, changes may only be made by the OCCE and should be e-mailed to the assigned Clinical Clerkship Coordinator. Occasionally, students will work with more than one physician on a clerkship. In these cases, the KCUMB Web Portal will not allow registration of a second physician. The student should email their assigned Clinical Clerkship Coordinator with all necessary information. B. Subject Examinations Students are required to pass a subject examination, in each of the third-year core clerkships (total of six examinations), as part of their rotation grade. These are prepared by the National Board of Medical Examiners (NBME). Passing is determined by a national standard of all students who have taken the examination. Examinations will be given at either the core site or through certain Prometric Testing Sites. For examinations taken at the Prometric Testing Sites, a voucher will be issued and students will be responsible for scheduling a testing time within a seven-day window. Examinations must be taken once scheduled. Examinations must be taken in the following disciplines: • • • • • • Family Medicine Internal Medicine Obstetrics and Gynecology Pediatrics Psychiatry Surgery Students must take examinations in Family Medicine, Internal Medicine, and Surgery only after completion of both clerkships. Students may take an examination at a non-core site, but should discuss this with the Senior Associate Dean in advance to make arrangements with the site. Travel to a nearby site to take the examinations and any expenses incurred for travel will be the sole responsibility of the student. Failure to comply will affect advancement to the fourth year. Scores and score reports will be sent to the student electronically. KCUMB-COM/OCCE 08.06.14 9 Failure of Subject Examination Please refer to the KCUMB Student Handbook Failure of a subject examination constitutes the failure of a rotation. Students are allowed to remediate one subject examination during their combined clinical years of medical school, without it constituting a failed course. Students who fail an examination will be referred to the Student Performance Committee (SPC). Students will be allowed to remediate their first failure without a formal meeting with the SPC. Students who fail a second attempt or fail another clerkship examination are required to meet with the SPC. C. NBOME Comprehensive Osteopathic Medical Student Assessment Examination II Students must take the NBOME Comprehensive Osteopathic Medical Student Assessment Examination II (COMSAE II) prior to taking the COMLEX Level 2 examination. D. Student Evaluation of the Clerkship (Med IQ) The University relies upon students to provide constructive feedback about clerkships. As such, students are required to complete an online evaluation of the preceptor, for all clerkships. Clerkship credit will not be granted until the evaluation has been completed. The University generates periodic, confidential, anonymous summary reports for review and appropriate content is shared with preceptors and/or core sites E. Clerkship Assessment of Student Performance by Preceptor Preceptors complete a Clerkship Assessment at the end of the clerkship. This assessment asks the preceptor to rate student performance compared to other students at the same educational level. Assessments submitted by interns or residents must be co-signed by an attending physician or Director of Medical Education (DME). Only comments are entered from intern or resident assessments. The University recommends that students ask preceptors for an informal mid-clerkship assessment to allow the student to determine whether there is consistency between the preceptor’s and student’s perceptions. In addition, should a student be experiencing difficulty on a clerkship, a mid-clerkship assessment allows time to improve before the end of the experience. This may help avoid surprises at the end of a clerkship and provides the opportunity for the student to proactively address any problems. Preceptor approaches vary widely in providing students with feedback on performance. The University recommends that all students request time during the final week to receive an appraisal of their performance from the preceptor. Occasionally, students will work with more than one attending physician on a clerkship. In these cases, multiple assessments will be accepted for the experience. When there is more than one assessment submitted for a student for the same clerkship, the assessments will be averaged together to determine a final grade. OCCE works directly with each site to coordinate dispersal KCUMB-COM/OCCE 08.06.14 10 and retrieval procedures for assessments. Students are encouraged to review the evaluation with the preceptor during the last week. Paper copies may be returned by the student directly to the OCCE or their coordinator. KCUMB reviews all clerkship assessments and determines the final grade for the clerkship. If significant performance issues arise, an appropriate University official will notify the student. Students should attempt to schedule an end-of-clerkship meeting with the preceptor to discuss their performance and review the assessment for self-improvement. However, at no time is it appropriate for a student to request a preceptor to change an assessment rating, revise comments on an assessment or challenge a preceptor regarding an assessment. If the preceptor is not available to review the assessment with the student and the student has questions or concerns, the student should contact their OCCE Clinical Clerkship Coordinator to discuss the most constructive way to obtain the desired feedback. Students failing to maintain the utmost level of professionalism in dealing with any part of the assessment process may be referred to the Senior Associate Dean for Clinical Education. F. Deficiencies Please refer to the KCUMB Student Handbook All deficiencies or concerning comments will result in review by the Senior Associate Dean and may be reviewed with the evaluating preceptor. Pending this review, the student will be notified of a poor assessment and/or failure relating to academic issues by the OCCE. The final disposition of the assessment in question is pending completion of this process. Additional assessments submitted following official review will be accepted, but may not impact the outcome. Deficiencies relating to professionalism can be referred to the SPC when deemed appropriate by the Provost/Dean. Issues relating to professionalism may be referred to the University Honors Committee or the Provost/Dean of the Medical School. For complete policies regarding clerkship failure, review the KCUMB Student Handbook. Subsequent to the review process, any student identified as having failed a clerkship will be required to meet with SPC. AT ANY TIME AND FOR ANY REASON, KCUMB RESERVES THE RIGHT TO REQUIRE ADDITIONAL METHODS OF ASSESSING THE STUDENT. STUDENTS MAY BE REQUIRED TO RETURN TO THE KCUMB CAMPUS FOR A FORMAL REVIEW. G. Grading for Required Clerkships Students may earn Pass, High Pass, or Fail in required third year clerkships and certain elective clerkships. Clerkship Assessment: Clerkship Grades Honors (H) and High Pass (HP) 1) To pass each clerkship, a student must pass both the clerkship evaluation and the NBME subject (shelf) exam a. A Pass or Fail grade will be recorded on the transcript KCUMB-COM/OCCE 08.06.14 11 b. A High Pass or Honors grade may be earned and noted on transcript for subject exam performance when a passing grade on the clerkship is also earned. 2) Clerkship Evaluations a. A preceptor will evaluate a student’s performance for all 3rd and 4th year clerkships b. Comments from the evaluations will be used for the Medical Student Performance Evaluation (MSPE, also known as the Dean’s Letter) 3) NBME Subject (shelf) Exams a. Six exams are taken during year 3, at the end of required clerkships. i. For Family Medicine, Internal Medicine and Surgery, exams are taken after the second clerkship ii. Each exam has an established pass, high pass and honors score iii. All exams must be passed prior to graduation Examples of Grades Clinical Rotation Pediatrics Family Med Internal Med Surgery Grade P F(P) H* HP* * Indicates high pass or honors recognition for exam performance b. Additional subject exams may be taken, if available from NBME, at the student’s expense. Examples of these are Neurology, Ambulatory Medicine and Emergency Medicine. Students should contact Curricular Affairs at least two weeks in advance to schedule an exam and arrange payment to KCUMB. Excellent performance may earn high pass or honors on these exams. c. A student may retake an exam that was previously passed. The score will not replace the original score, but may be included in the MSPE if the student scores high pass or honors. Student should contact Curricular Affairs at least two weeks in advance to schedule an exam and arrange payment to KCUMB. Clerkship Failure: Any student failing a clerkship as a result of a poor evaluation or performance on the subject exam is required to meet with the Student Performance Committee (SPC). 1. Poor clerkship evaluation – after meeting with the student, the SPC will make a recommendation to the Vice Dean. 2. NBME Subject (shelf) Exam a. First exam failure – the student will not fail the clerkship if the preceptor’s evaluation of the student is satisfactory, but will receive a warning letter from the Vice Provost for Enrollment and Student Services. b. Any additional exam failure(s) – the student is required to meet with the SPC. The SPC will make recommendations to the Vice Dean. Clerkship Family Medicine Internal Medicine Obstetrics & Gynecology Pediatrics Psychiatry Surgery Honors 82 82 79 79 84 80 NBME Exam Scores High Pass Pass 78 59 78 65 75 60 75 60 80 64 76 59 Failure 58 64 59 59 63 58 KCUMB-COM/OCCE 08.06.14 12 H. COMLEX Level 1 and Level 2 CE and COMLEX PE Examinations COMLEX examination applications are available online at www.nbome.org or from the Registrar’s office. I. Scheduling COMLEX Level 2 Examinations Students must take the NBOME Comprehensive Osteopathic Medical Student Assessment Examination (COMSAE II), prior to taking the COMLEX Level 2 examination. Students must schedule and sit for the COMLEX Level 2 CE and COMLEX 2 PE after completing the required Clinical Management Review and before December 15th; extensions must be approved by the Senior Associate Dean or Provost/Dean. NOTE regarding USMLE: In order for the NBME to upload the USMLE transcript, an applicant must: • Authorize the release of their transcript • Assign it to at least one program • Apply to at least one program & pay the USMLE transcript fee (one-time fee of $75 J. Letters of Recommendation As students request letters of recommendation from preceptors, the following information is provided to assist in the process. The physician writing the letter should be informed by the student to address the salutation of the letter “Dear Program Director” and send it to the Office of the Registrar, 1750 Independence Avenue, Kansas City, Missouri 64106. It is recommended for the letter to be submitted on letterhead from the hospital or clinic and signed by the attending. Students who want to find out what letters of recommendation have been received should directly contact the Registrar’s Office. ERAS Letter of Recommendation Request form link: http://www.kcumb.edu/academics/academic-resources/records-forms/ K. Clerkship Graduation Requirements Each student must successfully complete and receive credit for all clerkships to qualify for graduation. This is in addition to meeting other graduation requirements as set forth in the KCUMB Student Handbook and/or KCUMB University Catalog. KCUMB-COM/OCCE 08.06.14 13 POLICIES and PROCEDURES Medical students are required to adhere to the following policies and procedures at all times while on clerkships. I. General Policies A. Definition of a Clinical Clerkship Clinical clerkships are sometimes referred to as rotations, clinical experiences or externships, with a teaching physician, who is referred to as a preceptor. Students are expected to adhere to each site’s scheduling protocols and procedures. Some sites require more than forty hours per week and may include working holidays, overnights, and/or weekends. B. Elective One (1) clerkship during the third year may be taken as an elective. The core site determines the schedule and as such, may set the time and/or location at which this elective may be completed. The elective can be split into two, two-week increments; however they must be completed consecutively. Two-week electives are not available in Kansas City. C. Absence from Clerkships All absences must be communicated to the core site and preceptor by their preferred means of contact prior to the start of an assigned shift. In addition, the Clinical Clerkship Coordinator must be notified by email within 24-hours of the absence. Failure to report an absence is considered abandonment of duties and unprofessional conduct, which will be reported to the Senior Associate Dean and/or the Vice Provost, for disciplinary action. KCUMB reserves the right to request documentation after the first day of an absence for emergent, unforeseen circumstances. A student absent for three or more days due to illness must submit a physician’s release to the Clinical Clerkship Coordinator prior to returning to clinical duties. Chronic absenteeism can be cause for disciplinary action. If KCUMB should close for inclement weather, that does NOT excuse a student from their clerkship. In addition, the KCUMB calendar regarding scheduled time off and breaks (e.g. Memorial Day, Labor Day, Winter Break, Spring Break, etc.) does not apply to third- and fourthyear students. Absences must be made up prior to the end of the clerkship or as approved, in advance, by the Senior Associate Dean. For consideration of an approved absence, a signed Time-off Request form must be submitted to OCCE no later than 30 days prior to absence. D. Non-credited Time-off Students may request non-credited time off from any block. This time is not permitted on either the first or second day of the clerkship. For consideration of approval, a signed Time-off Request form must be submitted to OCCE no later than 30 days prior. The form is available on KCUMB-COM/OCCE 08.06.14 14 the KCUMB Web Portal. This request will be reviewed by the Senior Associate Dean and either approved or denied. All students should verify policies regarding time off with the core clerkship site as soon as possible. Core sites have the prerogative to schedule any student for holiday duty as University breaks DO NOT apply during clinical training. The student should be scheduled by the site to work with an alternative eligible preceptor in the event that the regularly scheduled preceptor is taking time off. In year four, students should utilize their time off to accommodate internship/residency interviews. In an effort to maximize internship/residency interview opportunities, students are encouraged to arrange clerkships either in the discipline or at the program to which they plan to apply – if possible, during prime interview months (usually August- December). Special Note: Residency interviews are not allowed to be scheduled during PE Remediation. E. Clinical Management Review Students have a required clerkship, with an emphasis on improving student’s knowledge in clinical medicine. This required clerkship is specifically scheduled by the student’s clinical clerkship coordinator, based on the COMLEX 2 CE date the student has confirmed. Any exceptions must be approved by the Senior Associate Dean or Provost/Dean. F. Sub-internships (4th Year) Students must complete two sub-internships. Each must be a continuous experience and cannot be split. Sub-internships are restricted to students in their fourth year of clinical training and are designed to provide the student with an increased level of patient care responsibilities. Training focuses on self-education and includes more advanced study of discipline. Sub-internships must be scheduled at a recognized residency training program or KCUMB Core Site. G. Employment Students are strongly discouraged from seeking employment during the academic year. Curriculum requirements preclude employment. H. Vaccinations/Immunizations A student who cannot provide an official up-to-date immunization record, in accordance with University requirements, will not be allowed to begin or continue with clinical training. I. Background Checks and Drug Screens Prior to matriculation and prior to beginning third-year clinical rotations, all KCUMB students will have a criminal background check performed at their own expense. The background check is to be performed by a certifying organization retained by KCUMB. The purpose of the background check is to satisfy federal, state, and individual hospital requirements for students participating in clinical activities involving patient care. Any criminal activity occurring prior to KCUMB-COM/OCCE 08.06.14 15 or after matriculation must be immediately reported to the Vice Provost for Enrollment and Student Services. Failure to report will result in dismissal. A 14-panel drug screen must be obtained to proceed with clinical training and are at the student’s expense. SPECIAL NOTE: Some clerkship sites (core or otherwise) require additional checks and/or drug screens. The student is responsible to initiate those requests and remunerate any related fees. J. Health Insurance All students are required to maintain personal health insurance. COM students must submit proof to the Office of Community Clinical Education before beginning clinical training and immediately report any break in coverage or change in health insurance to the OCCE, e-mailing an electronic copy of the front and back of the new insurance card to [email protected]. SPECIAL NOTE: A student who cannot provide documentation of current personal health insurance coverage, in accordance with University requirements, will not be allowed to begin or continue with clinical training. Student Supplemental Medical Insurance Policy KCUMB has partnered with Hartford Life Insurance Company to provide Student Supplemental Medical Insurance coverage for all students. The Student Supplemental Medical Insurance policy attempts to help students cover medical expenses that are incurred during KCUMB-related activities, which are not covered by the student's personal medical insurance. The Student Supplemental Medical Insurance policy does not replace a student's personal medical insurance policy and students are still required to carry their own personal medical insurance. In accordance with every insurance policy, exclusions apply. If a medical injury, including a needle stick occurs as a first- or second-year student, immediately contact the Office of Student Affairs for information as to whether your injury qualifies for this coverage and directions for filling out a medical claim form. If a medical injury, including a needle stick, occurs as a third- or fourthyear student, immediately contact your Clinical Clerkship Coordinator for information as to whether your injury qualifies for this coverage and directions for filling out a medical claim form. Forms for filing a medical claim through this policy can be found on the OCCE Web Portal, as well as the KCUMB intranet, under the Student Affairs section. K. HIPAA Regulations and Patient Encounters All students are required to become familiar with and adhere to all aspects of the Health Insurance Portability and Accountability Act (HIPAA) of 1996, Public Law 104-191 including The Privacy Rule published by the US Department of Health and Human Services (HHS). The Privacy Rule establishes, for the first time, a foundation of Federal protections for the privacy of Protected Health Information. This rule sets national standards for the protection of health information, as applied to the three types of covered entities: health plans, health care clearinghouses, and health care providers who conduct certain health care transactions electronically. By the compliance date of April 14, 2003 (April 14, 2004, for small health plans), covered entities must implement standards to protect and guard against the misuse of KCUMB-COM/OCCE 08.06.14 16 individually identifiable health information. More specific information may be obtained at www.hhs.gov/ocr/hipaa/. As a medical student, these standards pertain to all individually identifiable health information (Protected Health Information or PHI) encountered during medical training with the University including, but not limited to, medical records and any patient information obtained. HIPAA regulations prohibit the use or disclosure of PHI unless permitted or required by law therefore, each student must utilize reasonable safeguards to protect any information he or she receives. Each student is responsible for ensuring the safety and security of any written or electronic information he or she receives, creates or maintains. The misplacement, abandonment or loss of any information in the student’s possession will result in disciplinary action. At no time should a medical student alter, remove or otherwise tamper with medical records. Specific rules and regulations with respect to student entries in medical records must be clarified during orientation or on the first day of the clerkship. Furthermore, each student is responsible for ensuring that PHI is used or disclosed only to those persons or entities that are authorized to have such information. Students are expected to maintain strict confidentiality in their patient encounters; to protect the physician-patient privilege; and to ensure that there are no unauthorized uses or disclosures of PHI. Any unauthorized use or disclosure of PHI, to include but not limited to digital images, video recordings, or any other patient related materials, committed by a student, or any observation of the same by a student or employee, should immediately be reported to OCCE. Any questions related to compliance with the HIPAA Privacy Regulations or about this or other privacy policies should be directed to the KCUMB Compliance Officer. L. Medical Professional Liability Insurance KCUMB provides medical professional liability insurance commensurate with industry standards. Malpractice coverage extends only to clinical activities specifically determined by the university as requirements for successful clerkship completion. Changes made to clerkship dates, type, and/or location without prior OCCE approval will jeopardize malpractice coverage. Understandably, students may wish to participate in volunteer activities such as health fairs during the course of their medical training. Student malpractice coverage does NOT extend to non-KCUMB approved activities (volunteer or otherwise). It is the student’s responsibility to personally determine that any activity in which he or she participates outside of clerkship assignments is covered by alternative malpractice coverage. The student is personally responsible should an issue of malpractice arise during activities not covered by KCUMB malpractice insurance. M. Student Identification While performing duties related to patient care, all students must clearly identify themselves as a medical student both verbally and by wearing their KCUMB picture identification badge in addition to any hospital issued identification. Misrepresentation of oneself as a licensed physician is both illegal and unethical. Should the KCUMB identification badge become lost or KCUMB-COM/OCCE 08.06.14 17 broken, the student should contact KCUMB Security immediately to order a replacement and a charge may apply. N. Dress Code for Clinical Activities On clinical rotations, students must wear dress that is professional in nature. White coats are required. Male students should wear collared shirts with ties. Female students should wear dresses or slacks/skirts with dress shirts. Closed-toed shoes are required. Specialty rotations or specific training sites may designate other prescribed clothing such as scrubs and/or tennis shoes. A professional appearance mandates the conservative use of jewelry, hair color and clothing selection. Any clothing, hair color, jewelry or body piercing that may cause a concern with affiliated faculty, hospitals or patients must be covered or avoided. Students may be asked to change their appearance to conform to the dress code of preceptors as well as rotational sites. Student identification badges should be worn above the waist and made clearly viewable at all times. Students must abide by the Dress Code as articulated in the KCUMB Student Handbook. O. Hospital Rules and Regulations / Financial Responsibilities Each hospital/health care system has individual rules and regulations. Medical students must familiarize themselves with and adhere to these protocols during training. Students must respect and follow all policies regarding the use of hospital facilities, housing, and equipment. Students are financially responsible for any damage to or loss of hospital-related property, including but not limited to library materials, pagers and keys. P. Special Accommodations Please refer to the KCUMB Student Handbook Kansas City University of Medicine and Biosciences (KCUMB) provides reasonable and appropriate accommodations for students with documented disabilities. The intent of this policy is to provide each student with the opportunity to excel academically, while creating an equitable environment conducive to learning. KCUMB is committed to equal access to programs, services and activities in accordance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act Amendments Act (ADAAA) of 2008 and any other state and/or federal applicable laws. KCUMB promotes an environment of respect and support for individuals with disabilities, and will make reasonable accommodations for such individuals pursuant to applicable law. Information concerning eligibility for accommodations, required documentation, application process for accommodations, temporary disabilities, and grievance procedures is set forth in KCUMB’s Disability Services Policies and Guidelines available in the Office of the Vice Provost for Enrollment and Student Services. In addition, KCUMB has designated its Vice Provost for Enrollment and Student Services (“Disability Services Coordinator”/ “504 Coordinator”) to coordinate KCUMB’s compliance with Section 504 and the ADAAA. Requests for information concerning services and activities KCUMB-COM/OCCE 08.06.14 18 accessible to and useable by persons with disabilities should be directed to the Disability Services Coordinator: Richard P. Winslow, Ph.D., Vice Provost for Enrollment and Student Services Administrative Building, Office 341 Telephone- (816) 654-7512 Email- [email protected] In setting forth this Policy, however, it is important to note that some professions for which the University may offer programs may have certain cognitive, sensory, affective, and/or psychomotor functional requirements that are essential functional requirements for the profession. Thus, individuals must be able to meet those functional requirements, with or without reasonable accommodation, in order to participate in the University’s programs. For information on such functional abilities essential to professions for which the University offers programs, individuals should consult with: Richard P. Winslow, Ph.D., Vice Provost for Enrollment and Student Services Administrative Building, Office 341 Telephone- (816) 654-7512 Email- [email protected] All requests for special accommodations due to a physical, psychological or learning disability must contain appropriate documentation and be directed to the Disability Services Coordinator, Dr. Rick Winslow, who makes recommendations to the Provost, who makes all final decisions. Q. Accidents and Exposure to Blood-borne Pathogens /Infectious Diseases Students who have had an accident or been exposed to blood, body fluids and/or at risk environments for infectious disease exposure should follow, at a minimum, the employee policy of the facility where the incident occurred and report to the emergency room for immediate treatment. Any expense incurred due to exposure is the student’s responsibility and should be billed to his or her personal health insurance. For additional details see Student Supplemental Medical Insurance policy. R. Didactic Conferences and Reading Assignments Didactic conferences and reading assignments are critical components of the medical education process. While the focus of the clinical years is hands-on experience, didactic conferences and reading assignments are often provided as an adjunct to this learning process. Completion of reading assignments and attendance at didactic conferences scheduled by KCUMB, the Assistant Regional Deans, the core site hospital, clerkship service or preceptor is required without exception. S. Duty Hours Duty hours are determined solely at the discretion of the core site hospital, service and/or preceptor, and must be followed without exception. Hours may be required on overnights, KCUMB-COM/OCCE 08.06.14 19 weekends, and/or holidays. Students generally follow the same schedule as their preceptor, however, if the preceptor is on vacation, or scheduled away from the office or hospital, additional arrangements must be made for completion of the clerkship. If this occurs, contact your Clinical Clerkship Coordinator immediately. Students must clarify schedules during orientation. Failure to comply can affect the student’s enrollment status and consequently their financial aid eligibility. FEDERAL LAWS RESTRICTING INTERN/RESIDENT WORK HOURS DO NOT APPLY TO MEDICAL STUDENTS. T. Medical Ethics Please refer to the KCUMB Student Handbook All medical students are expected to conduct themselves in a professional manner demonstrating an awareness and compliance with the ethical, moral and legal values of the osteopathic medical profession. In observing the principles and practices of medical ethics, students will: • • • • Place primary concern on the patient’s best interests Be available to patients at all reasonable times as expected by the preceptor/core site Perform medical activities only within the limitations of a medical student’s capabilities and within the guidelines determined by the site and/or preceptor Strictly maintain patient and institutional confidentiality. U. Physical Examinations During clinical clerkships, students are routinely required to see and examine patients. It is necessary that all examinations of patients be appropriately structured, supervised, and consented in the interests of all parties, including the patient, student and attending physician. Students must wear their KCUMB picture identification badge and introduce themselves to patients as a medical student. Patient consents for a student to perform an intimate examination must always be voluntary. Consent for an intimate examination must be either verbal and/or written. Irrespective of the gender of the examining student and the patient being examined, a chaperone, defined as another medical professional, preferably the preceptor is required during all intimate examinations. A chaperone is not an accompanying person i.e. friend or relative of the patient. A chaperone, similarly, is not another medical student. Students are highly encouraged to record the date, time and the results of the examination as well as the name of the chaperone in the medical record. V. Reporting Clerkship Problems Students are encouraged to discuss issues and concerns with the utmost degree of professionalism. During the clerkship, immediate concerns (Harassment, patient safety, etc.) should be reported to the Senior Associate Dean. General concerns should be addressed directly with the preceptor and/or core site if possible. If an effective resolution cannot be reached, or if the student is not comfortable addressing the issue themselves, the student should contact their Clinical Clerkship Coordinator. KCUMB-COM/OCCE 08.06.14 20 W. Leaves of Absence Please refer to the KCUMB Student Handbook A leave of absence may be granted from the University for several reasons, as an example: • Medical emergency or illness • Personal emergency • Military service The Provost/Dean of the College of Osteopathic Medicine may grant a leave of absence for a designated period of time with or without conditions. Conditions are commonly prescribed in cases of academic deficiency or medical related issues. Students granted a medical leave of absence must have a licensed physician, selected by the Provost/Dean of the College of Osteopathic Medicine, certify in writing that their physical and/or mental health is sufficient to continue in a rigorous educational program before they may return to the University. Students granted a leave of absence with conditions may be required to meet with the Vice Provost of Student and Enrollment Services before reinstatement. All leaves of absence should be requested in writing to the Provost/Dean of the College of Osteopathic Medicine, who is responsible for approving or denying requests for leaves of absence. Students granted a leave of absence must follow the checkout process detailed in the University Catalog under Leaves of Absence. Students approved for a leave of absence will retain their KCUMB email account and have access to PowerCampus Self-Service, but all other access to electronic services will be suspended until such a time that the student is officially reinstated to active status. All changes to a student’s schedule MUST be communicated to their Clinical Clerkship Coordinator. X. Worker’s Compensation Insurance Medical students are not employees of the University; therefore KCUMB does not provide worker’s compensation insurance. The purchase of required coverage may be offered at the facility. Any expense incurred is the student’s responsibility. Y. Transportation for Clerkships Travel arrangements are the sole responsibility of the student. Students are not considered an agent or an employee of the University and are not insured for any accidents or mishaps that may occur during any traveling that is done as a part of the student’s academic program. Standard means of transportation are classified as personal vehicles or accepted public transit systems. KCUMB-COM/OCCE 08.06.14 21 (Refer to the Student Supplemental Medical Insurance Policy) Z. Request to Appeal The following are guidelines and procedures for submitting an appeal: 1. Students must first discuss issues and concerns with their Clinical Clerkship Coordinator, who will forward to the Senior Associate Dean. 2. When a situation warrants special consideration, an Appeals Form will be forwarded to the student by e-mail, where all pertinent information regarding the appeal must be submitted. 3. All information must be submitted directly to the Clinical Clerkship Coordinator. Decisions rendered through the appeals process are final. The Clinical Clerkship Coordinator will notify the student via e-mail when a decision has been reached. AA. Eligible Preceptors Preceptors must have an unrestricted license to practice medicine in the state in which the clinical experience occurs, with a current affiliation agreement or letter of agreement on file, and approved by KCUMB. If a student would like to work with a physician who is not currently affiliated with KCUMB, the following must be received: 1. A Clerkship Request through the KCUMB Web Portal 90 days prior to the clerkship start date. 2. A copy of the physician’s current medical license. Once documentation is received it will be reviewed as part of the clerkship approval process. Students are NOT permitted to complete any clerkship with a family member, unless permission is granted by the Senior Associate Dean. This includes immediate family members who are related by blood or marriage. This policy is in place to ensure impartiality of student assessments. Failure to comply will result in loss of academic credit for the experience. Non-clinical clerkships may select a D.O., M.D., Ph.D. or Pharm.D. preceptor. preceptor, not licensed as a D.O. or M.D., must submit their current CV. Any BB. DOCARE and International Clerkships (INMED) All students requesting international rotations must receive approval from the Director of Global Rotations and the Senior Associate Dean or the Provost/Dean of the medical school. Decisions will be made based upon quality of the rotation, safety and academic standing. Approval of DOCARE as an ELECTIVE opportunity for credit through KCUMB is reviewed on an annual basis. When approved, selected students may participate in the provision of health care for medically underserved communities. This will be done in accordance with supervision by KCUMB Clinical Faculty. KCUMB-COM/OCCE 08.06.14 22 Approval of an ELECTIVE opportunity through the Institute of International Medicine (INMED) for KCUMB credit must have approval from INMED, as well as KCUMB. This elective clerkship is designed to introduce medical students to health care provided in foreign countries. CC. Military Clerkships Students must discuss the details of his or her military requirements with the core site and Clinical Clerkship Coordinator before plans are finalized. DD. Research and Non-Clinical Electives One clerkship may be completed as a non-clinical or research elective. To complete this elective, the student must submit an Independent Study and/or Research Form, which is available on the KCUMB Web Portal under “Useful Links”. Be sure to include the required documentation, as outlined in the request, at least 90 days prior to the elective start date. All research projects involving human subjects or PHI must be approved by the Institutional Review Board, either through a preceptor-approved research protocol or through a student-submitted and approved protocol. Similarly, the Institutional Animal Care and Use Committee must approve research involving animals. Students completing an independent study or research clerkship should submit a summary report of progress, and data to date, during the last week of the clerkship to the Senior Associate Dean. The faculty sponsor or preceptor will complete an assessment for the student. II. Scheduling To maximize internship and residency opportunities, a student determines his or her schedule during the 4th year of clerkships, in cooperation with his or her Clinical Clerkship Coordinator or core site. Students are eligible to begin the scheduling process at the start of clerkships. It is strongly recommended to begin planning the second year of clerkships by December of the first year of clerkships. NOTE: However, larger institutional programs might not accept visiting student applications before May or June. In order to receive credit for a clerkship and coverage under KCUMB’s medical professional liability insurance, all clerkships must be approved by the OCCE prior to the start date and meet the following criteria: 1. Institutional paperwork (e.g. site application, hospital forms, immunization/health forms, etc.) completed, signed and submitted to the Clinical Clerkship Coordinator a minimum of 90 days prior to the requested clerkship start date. 2. Electronic Clerkship Request submitted for review via the KCUMB Web Portal. 3. Clerkship arranged at an OCCE-approved site, with a current affiliation agreement or letter of agreement, and with a licensed D.O. or M.D. SPECIAL NOTE: To comply with privacy policies (FERPA or otherwise), all information provided must be directly communicated between the student and OCCE (i.e. no spouses, parents, etc). KCUMB-COM/OCCE 08.06.14 23 A. 3rd Year Elective and 4th Year NOTE: (1) Scheduling any rotation in the Kansas City Region must go through your KCUMB Clerkship Coordinator and (2) due to limited availability; students outside the KC region are only eligible to apply for audition rotations in Kansas City. The process for scheduling clerkships is as follows: 1. The student contacts potential clerkship sites. Most application processes are available on the Internet by searching the facility’s homepage. In the event information is not available online, the student should obtain a phone number from the osteopathic or allopathic web site and contact the facility. Students may also go to the KCUMB Web Portal and search by specialty, site or preceptor. *Affiliation Agreements or letters of agreement must be in place prior to clerkship start date. Be aware this process can take up to sixmonths and KCUMB cannot guarantee consensus can be reached with every facility. a. A listing of KCUMB Core Sites is located at www.kcumb.edu or on the KCUMB Web Portal. b. A general listing of osteopathic institutions is located at www.aacom.org. c. A listing of allopathic institutions is located at www.aamc.org/meded/medschls. d. KCUMB also participates in the Visiting Student Application Service (VSAS). VSAS is an AAMC application system designed to make it easier for medical students to apply for senior electives at U.S. medical schools and teaching hospitals. A list of host institutions, elective opportunities and specific eligibility requirements is available at https://www.aamc.org/students/medstudents/vsas/. 2. Students should e-mail or speak with the person in charge of clerkships, externships or rotations to inquire about the facility’s specific process (e.g. availability, fees, housing, etc). 3. The student completes institutional paperwork (e.g. site application, hospital forms, immunization/health forms, etc.) and forwards to OCCE Clinical Clerkship Coordinator for processing. Incomplete applications and those received without a Clerkship Request through the Web Portal will not be processed. THIS PROCESS MAY TAKE UP TO 30 DAYS TO COMPLETE. 4. The visiting site generally sends the student verification of acceptance for a clerkship. If verification is not received, it is the responsibility of the student to contact the site or preceptor to discuss the status of the clerkship. 5. Once a clerkship is scheduled, students may not cancel or change the dates or service type without OCCE approval. Submission of paperwork 90 days in advance allows adequate processing time for the site/preceptor to determine availability and for the OCCE to review KCUMB requirements. SPECIAL NOTE: Failure to comply with the 90 day submission requirement can result in referral to the Vice Provost for Student and Enrollment Services for unprofessional conduct. The student can also be placed on non-credited time-off, which may delay graduation. KCUMB-COM/OCCE 08.06.14 24 B. Application and Other Fees Students participating in the osteopathic medical curriculum are required to receive instruction in a clinical setting. As a result, it will be necessary for students to make arrangements for transportation to and lodging near clinical facilities. The University does not provide for the cost of transportation or lodging. Travel arrangements are the sole responsibility of the student. Students are not considered an agent or an employee of the University and are not insured for any accidents or mishaps that may occur during any traveling that is done as a part of the student’s academic program. Students are responsible for all out-of-pocket expenses associated with clinical education, such as transportation, housing, meals, professional attire, laboratory fees, etc. NOTE: KCUMB has been made aware that there are some rotations that are requiring students to pay large rotation fees (i.e. Oklahoma State University, University of Colorado/Denver Health). These rotation fees are also at the student’s expense. In some cases the site has made available scholarships to help defer the costs. C. Canceling/Changing a Clerkship It may be necessary to cancel or change a clerkship. Cancellation/change requests must be received 60 days prior to the start date, and approval is not guaranteed. Students are required to attend the scheduled clerkship if requests to change or cancel are received after the deadline, or denied. For consideration, requests should include the following: 1. A cancellation/change request must be submitted in writing to the Clinical Clerkship Coordinator via e-mail or fax. 2. A Clerkship Request for the alternative clerkship must be submitted via the KCUMB Web Portal. KCUMB-COM/OCCE 08.06.14 25