Resident Handbook - General Information

BOOKSTORES
The university bookstore is located on the middle level of the D.P. Culp University Center. They carry a supply of new and used text books, school and office supplies, stationery and greeting cards.

The medical bookstore is located on the lower level of VA Building 34 (the clock tower building). This satellite bookstore carries books for all medical school courses, supplies and equipment.

COMPLETION OF RESIDENCY TRAINING
Each program is responsible for completing the residents checkout form. A forwarding address must be provided by each residents.

The University will issue a certificate of training to each residents completing their program. A certificate will also be issued to residents who have served as a chief resident.

Each program director is responsible for certifying that the residents has satisfied all training requirements of their program and is eligible for the certifying examination of their specialty. Certification of completion of the program will be contingent upon the residents having returned all ETSU and hospital property such as books, keys, equipment; completed all patient medical records at each affiliated hospital; and settled their professional and financial obligations. A checklist for final clearance will be provided which must be cleared prior to release of the last paycheck.

CREDIT UNION
ETSU is affiliated with Tennessee Teachers Credit Union. All residents are eligible for membership. You may take advantage of credit union services such as direct deposit, savings, small signature loans, car loans, home improvement loans, share drafts (interest bearing checking), home mortgages, etc. Payroll deduction provides an automatic way of saving and/or making payment. (All accounts are fully insured.)

For information on becoming a member, contact the Credit Union in the D.P. Culp Center University Bookstore or call 439- 4423.

E-MAIL
It is mandatory for all residents/fellows to obtain and keep current a University e-mail account for e-mail communications. The primary means of communication for all residents/fellows is e-mail. The majority of important/critical communication is done by e-mail via the University e-mail account. University e-mail account is subject to University Information Technology policies and procedures, including but not limited to access, authentication, and password management. Contact your Program Coordinator for instructions on activating your e-mail account.

GRADUATE MEDICAL EDUCATION COMMITTEE (GMEC)

CHARGE
The charge to the Committee will be to perform a periodic analysis of each residency training program and recommend appropriate corrective action where necessary and have the responsibility for the oversight and administration of the Graduate Medical Education programs. These analysis will be in compliance with ACGME Essentials to include the following:

The GMEC must establish and implement policies and procedures regarding the quality of education and the work environment for the residents in all programs. These policies and procedures must include:

  1. Stipends and position allocation: Annual review and recommendations to the Sponsoring Institution regarding resident stipends, benefits, and funding for resident positions.
  2. Communication with program directors: The GMEC must:
    1. Ensure that communication mechanisms exist between the GMEC and all program directors within the institution.
    2. Ensure that program directors maintain effective communication mechanisms with the site directors at each participating institution for their respective programs to maintain proper oversight at all clinical sites.
  3. Resident duty hours: The GMEC must:
    1. Develop and implement written policies and procedures regarding resident duty hours to ensure compliance with the Institutional, Common, and specialty/subspecialty-specific Program Requirements.
    2. Consider for approval requests from program directors prior to submission to an RRC for exceptions in the weekly limit on duty 11 hours up to 10 percent or up to a maximum of 88 hours in compliance with ACGME Policies and Procedures for duty hour exceptions.
  4. Resident supervision: Monitor programs’ supervision of residents and ensure that supervision is consistent with:
    1. Provision of safe and effective patient care;
    2. Educational needs of residents;
    3. Progressive responsibility appropriate to residents’ level of education, competence, and experience; and,
    4. Other applicable Common and specialty/subspecialty-specific Program Requirements.
  5. Communication with Medical Staff: Communication between leadership of the medical staff regarding the safety and quality of patient care that includes
    1. The annual report to the OMS;
    2. Description of resident participation in patient safety and quality of care education; and,
    3. The accreditation status of programs and any citations regarding patient care issues.
  6. Curriculum and evaluation: Assurance that each program provides a curriculum and an evaluation system that enables residents to demonstrate achievement of the ACGME general competencies as defined in the Common and specialty/subspecialty-specific Program Requirements.
  7. Resident status: Selection, evaluation, promotion, transfer, discipline, and/or dismissal of residents in compliance with the Institutional and Common Program Requirements.
  8. Oversight of program accreditation: Review of all ACGME program accreditation letters of notification and monitoring of action plans for correction of citations and areas of noncompliance.
  9. Management of institutional accreditation: Review of the Sponsoring Institution’s ACGME letter of notification from the IRC and monitoring of action plans for correction of citations and areas of noncompliance.
  10. Oversight of program changes: Review of the following for approval, prior to submission to the ACGME by program directors:
    1. All applications for ACGME accreditation of new programs;
    2. Changes in resident complement;
    3. Major changes in program structure or length of training;
    4. Additions and deletions of participating institutions;
    5. Appointments of new program directors;
    6. Progress reports requested by any Review Committee;
    7. Responses to all proposed adverse actions;
    8. Requests for exceptions of resident duty hours;
    9. Voluntary withdrawal of program accreditation;
    10. Requests for an appeal of an adverse action; and,
    11. Appeal presentations to a Board of Appeal or the ACGME.
  11. Experimentation and innovation: Oversight of all phases of educational experiments and innovations that may deviate from Institutional, Common, and specialty/subspecialty-specific Program Requirements, including:
    1. Approval prior to submission to the ACGME and/or respective Review Committee;
    2. Adherence to Procedures for "Approving Proposals for Experimentation or Innovative Projects" in ACGME Policies and Procedures; and,
    3. Monitoring quality of education provided to residents for the duration of such a project.
  12. Oversight of reductions and closures: Oversight of all processes related to reductions and/or closures of:
    1. Individual programs;
    2. Major participating institutions; and,
    3. The Sponsoring Institution.
  13. Vendor Interactions: Provision of a statement of institutional policy (not necessarily GME-specific) that addresses interactions between vendor representatives/corporations and residents/GME programs.

STRUCTURE
The composition of the Committee will be the Executive Associate Dean for Graduate Medical Education, the Assistant Dean for Graduate Medical Education, representatives of medical affairs from participating hospitals, one peer selected resident representative from each residency program, and other appropriate individuals involved in furthering graduate medical education as appointed by the Dean. The Executive Associate Dean for Graduate Medical Education will Chair the Committee.

IDENTIFICATION BADGES
An I.D. badge will be made for each residents at orientation. Residents are required to wear these badges at all times in the hospitals and clinics, making sure that the picture, name and department can be seen at eye level. If the badge is lost, please call ID services at (423) 439-8316 for a replacement. There is a $10 charge to replace an ID badge. Badges are the property of ETSU and must be relinquished upon completion or termination from the residency program.

LOAN DEFERMENTS
The Office of Graduate Medical Education will complete deferments, forbearance, and hardship forms. That office will also send letters verifying training periods to loan companies when requested.

MANDATORY DEDUCTION
Withholding Taxes - Federal withholding taxes are deducted from your salary at a rate determined by the amount of your salary and the number of personal exemptions claimed. All residents participate in the Social Security system at the established rate, currently the rate is 6.2% OAB and 1.45% FICA-MED.

MEDICAL LIBRARY
The Medical Library is located in building #4 on the Veterans Affairs campus. Residents are eligible to check out materials but must obtain a library I.D. card at the Circulation Desk.

Library Hours: Monday-Saturday 8:00 a.m. - 12:00 midnight

Sunday 12:00 noon - 12:00 midnight

Changes in hours or holiday hours are posted at the library.

A Computer Lab is available during regular library hours. There are three Apples and three IBM computers. Information is available at the Circulation Desk.

MEDICAL LICENSE AND LICENSE EXEMPTIONS
All residents must hold either a Tennessee medical training license or a license exemption from the State of Tennessee. Both must be renewed annually. Check with your program for their requirements.

NATIONAL PROVIDER IDENTIFIER (NPI) NUMBER
All residents must obtain a National Provider Identifier (NPI) number.  Please contact your Program Coordinator for information on obtaining a NPI number.
 
NOTARY PUBLIC
There are Notary Publics on campus. ALL DOCUMENTS TO BE NOTARIZED MUST BE SIGNED IN FRONT OF THE NOTARY AND IDENTIFICATION MUST BE PROVIDED TO THE NOTARY.

ORIENTATION
Orientation is held during the last week of June for all new residents. University policies, procedures, benefits and responsibilities are covered at this time. All new residents are required to attend.

PAYDAY
Residents are required to have salaries paid through direct deposit. A voided or canceled check must be submitted to the Office of Graduate Medical Education for processing. All residents are paid on the last working day of each calendar month.

SAFETY AND HEALTH
The university strives to provide the safest possible environment for all residents. Residents must comply with safety and health regulations and report to appropriate supervisors any condition which appears to be hazardous. Residents should report any unsafe working conditions to the Human Resources Office. Residents have the right to expect such conditions to be explained and/or improved. If the residents does not feel that the condition has been satisfactorily improved, the residents has the right to request further inspections without any fear of dismissal or discrimination because of the action.

TRAFFIC AND PARKING REGULATIONS
All residents who intend to park a motor vehicle on the ETSU Campus or VA Campus must register with the ETSU Department of Public Safety, Parking Services (439-5650). Residents should purchase faculty/staff decals. Information about the regulations and prices can be obtained in the Business Office at Dossett Hall. You will receive further instructions concerning parking through ETSU    e-mail.  

WORK RELATED INJURIES
In emergency situations, the university can provide first-aid measures. If other medical services are required the University works through the USA Worker’s Injury Network. Treatment for any injury must be through a physician in the network. Contact Human resources at 439-7089 for list of physicians. Any expenses incurred from treatment at the hospital will be the responsibility of the individual.

Injuries to residents while they are at work and/or while they are performing services for the university may be compensable and claims may be submitted to the State Board of Claims. Any Resident having an accident or who is injured, no matter how minor the injury, should notify their immediate supervisor of the injury as soon as possible in order that an accident report may be completed. If the resident’s injury is so serious as to preclude the resident from making the report, any employee aware of the injury should report it to the Office of Human Resources.

The failure to file an accident report and/or claim within a reasonable time may result in denial of the claim. All accidents should be reported immediately to the Office of Human Resources.