The Problem Resident
Program Director WorkshopUniversity of Mississippi Medical Center
February 2009
The Agenda
ā¢ Identifying the Problem Residentā¢ Probation and Remediation Processesā¢ Outcomes for Problem Residentsā¢ Documentation and Future Credentialing
TOOLS for Success
Assumptions:
ā¢ Written Curriculum with Defined Goals and Objectives
ā¢ Outcomes and Competency based Evaluations completed regularly
ā¢ Multi-evaluator In-put (360*)ā¢ At LEAST semi-annual performance evaluation
meetings with residents!
āCompetenceā
ā¢ Professional competence is the habitual and judicious use of communication, knowledge, technical skills, reasoning, emotions, values, and reflection in daily practice for the benefit of the individual and community being served (knowledge, skills, attitudes)
āCompetencyāā¢ Main Entry: comĀ·peĀ·tent
1 : proper or rightly pertinent2 : having requisite or adequate ability or qualities : FIT
3 : legally qualified or adequate 4 : having the capacity to function or develop in a particular way; specifically : having the capacity to respond (as by producing an antibody) to an antigenic determinant
ā¢ synonym see SUFFICIENT
Competency In GMEā¢ Historically like pornography? (āknow it when you see
itā¦ā)ā¢ Ad hoc local standards, assessment toolsā¢ Traditionally defined around āKnowledge, Skills,
Attitudesāā¢ National and LOCAL focus on āaccountability,ā patient
safety, quality of medical careā¢ 2001 ACGME and ABMS defined 6 domains of
ācompetencyāā¢ ALL physicians completing graduate medical training
must be competent in all 6 areas
Competence Problems May be Reflected in:
ā¢ Lack of knowledgeā¢ Inadequate clinical skills, patient careā¢ Deficient Technical or Procedural skillsā¢ Poor Judgmentā¢ Ineffective Communication skillsā¢ Inability and/or unwillingness to acquire and integrate
professional standards into oneās repertoire of professional behavior
ā¢ Lack of personal insight or self-awarenessā¢ Inability to control personal stress or emotional
reactions that interfere with professional functioning (conduct or emotional problem) and participation in teams
Red Flags:
ā¢ A disproportionate amount of attention by training personnel is required
ā¢ Grumbling from peersā¢ The traineeās behavior does not change as a
function of feedback, remediation efforts, and / or time invested (by trainee or program director!!!)
Developmentally Normative Issues to be Ruled Out:
ā¢ Transition issuesā¢ Mild performance anxietyā¢ Mild discomfort with diverse patient groups or
multi-disciplinary team membersā¢ Initial lack of understanding of the facilityās or
institutionās normsā¢ Lack of certain skills sets, but an openness and
readiness to acquire them
Context Issues to be Considered:
ā¢ Separation from support systemsā¢ Adjustment issues to new setting both
personally and professionallyā¢ Changes in status (finances or power)ā¢ Impact of Significant life eventsā¢ Personal Risk Factors (substance abuse, ADD,
other psychiatric disorders, etc.)
āSecondaryā Causes of Poor Performance:
ā¢ Depression: Major, minor, situationalā¢ Distraction: Concerns about children,
relationships; need to manage family or personal illness
ā¢ Deprivation: sleep, food, social interaction, money?
ā¢ Drugs: Alcohol, prescription, illicitā¢ Disordered personality: OCD, borderline, etc.
OK, So you think thereās a problem:
ā¢ Inadequate knowledge baseā¢ Canāt keep up with patient care āpaceā
expected for training levelā¢ Constantly late for everythingā¢ Patient management is algorithmic and misses
the subtle stuffā¢ Irritates everyone s/he comes in contact with
Helpful to Categorize the Problem:
ā¢ Factual Knowledgeā¢ Judgment ā¢ Motor Skillsā¢ Communication Skillsā¢ Responsibilityā¢ Efficiencyā¢ Organization ā¢ Self-Confidence
ā¢ Attitude / motivationā¢ Humanismā¢ Multi-taskingā¢ Problem Solvingā¢ Stress Responseā¢ Well-beingā¢ Substance Abuseā¢ Behavioral Disorder
USE
THE
COMPETENCIES
!!!!!!!!!!
Obtain OBJECTIVE dataā Written examples of sub-optimal
performance in patient careā Medical Knowledge assessment scoresā Evaluations from faculty, peers, nurses,
program administrators, etc.ā Output measures (numbers of procedures;
volume of patients seen in clinic, films read, etc.) compared to peer group
Opportunities for Documentation:ā¢ Direct observation in clinical settingā¢ Critical incidentā¢ Monthly evals (written and verbal)ā¢ Chart review / medical record auditā¢ Reports from nurses or patientsā¢ Videotaped patient encountersā¢ Standardized patientsā¢ Clinical Evaluation Exercise (CEX)ā¢ In-training examsā¢ Presentations at morning report or conferencesā¢ Resident self-assessment
Faculty Challenges:ā¢ Expected outcomes and objective measures of
competence often poorly definedā¢ Inadequate oversight of actual trainee
performance at bedside or in āworkingā clinical settings (poor data collection!)
ā¢ Apprehension about defending evaluationsā¢ Concern regarding potential repercussions
from trainee including litigationā¢ Laziness!!!ā¢ āNice-guyā syndrome
Provide Feedback to the Resident (EARLY!!!)
ā¢ Chief Resident could be first stepā¢ Mentor or Program Director Meeting nextā¢ Ask for trainee self-assessmentā¢ Outline problems identified by program leadersā¢ Group by competency areaā¢ Optimally identify areas of concern orally and in
writingā¢ Require development of a Performance
Improvement plan with measurable outcomes
The Unpleasant Meeting:ā¢ Thank resident for coming to the meetingā¢ Always act in a respectful mannerā¢ Explain the purpose of the meetingā¢ Assume likelihood of miscommunication and paraphrase frequentlyā¢ Ask the resident to hear you out firstā¢ Start by communicating the physicianās value and worthā¢ State in detail and very specifically concerns about performanceā¢ Make it clear performance must changeā¢ Provide opportunity for resident to respondā¢ Do not become angryā¢ If pertinent, indicate that no retribution will be toleratedā¢ Develop a corrective action plan ā¢ Summarize meeting and define consequences of NO performance changeā¢ Write a summary of the meeting and ask the resident to sign the summary
reflecting accuracy of content as a report of the meeting.
Institutional Resources
ā¢ Student Employee Healthā¢ Academic Affairs / Learning Resourcesā¢ Simulation Centerā¢ Clinical Psychologistsā¢ Multi-Cultural Affairsā¢ Human Resources / EEO ā¢ GME Officeā¢ Mississippi Health Professionalās Program
Remediation Considerations:
ā¢ Increasing Supervision, either with the same or new supervisors
ā¢ Changing the format of supervisionā¢ Reducing or shifting the traineeās workloadā¢ Requiring specific academic review
(completion of study guides, text reviews, question reviews)
ā¢ Consider when appropriate a leave of absence
Proposed Stages of Unresolved Problem Management:
ā¢ Notice of inadequate performance and development of Performance Improvement Plan (informal)
ā¢ Formal Warning in writing & PIP revisionā¢ Notice of Probation (reportable in credentialing
paperwork) & PIP revision (due process opportunity)
ā¢ Prolongation of training OR TerminationContinue close monitoring & f/u throughout!!!
At EVERY Intervention Stage:ā¢ Specify problem behaviorsā¢ Require articulation of expected behavior
changesā¢ Define MEASURABLE outcomes, goals,
benchmarksā¢ Hold trainee accountable for plans (sign-off)ā¢ Continue DATA collection from various sourcesā¢ FOLLOW THROUGH as promised
Formal Probationā¢ āReportableā in future credentialing documentsā¢ Defined time frame (Usually 3-6 months)ā¢ At least monthly evals (multi-source)ā¢ Close scrutiny of trainee behaviorā¢ Resident should sign written document which
outlines terms of probation, goals for improvement
ā¢ Optimally provide monthly feedback to trainee
Probationā¢ Notify GME Office of Trainees placed on Formal
Probationā¢ Have written probation documents reviewed by
GME and legal prior to presentation to resident (provide copy to trainee)
ā¢ Provide Grievance / Due Process Policy to traineeā¢ If performance goals not achieved in specified
time, 3 options:ā Extend Probationā Extend training timeā Terminate trainee, usually at end of contract
Terminationā¢ Offer trainee option of resignationā¢ Include career counseling regarding future
optionsā¢ Review documentation with GME, Legal, and HRā¢ Written notification to trainee reiterating
probationary conditions, traineeās response, reason for dismissal
ā¢ Determine time frame for termination (immediate versus non-renewal of contract)
ā¢ Prepare statement to be attached to future credentialing requests and provide copy to trainee
Due Process & Legal Requirements
ā¢ Academic Due Processā¢ Employee / HR Due Process
ā¢ Academic Problemsā¢ Behavior / Employment Issues
We are never expected or required to leave a DANGEROUS trainee active in a training program!!!
Academic Due ProcessSchools are free to dismiss, or fail to promote students, as long as they
assure students:
ā¢ Notice of performance problems, competence deficits
ā¢ Opportunity to demonstrate improvement to expected level of performance
ā¢ A reasoned and thoughtful decision regarding termination, extension of training, or other adverse consequence.
ā¢ Opportunity for appeal
Employment Due Process
ā¢ Notice of performance problems, policy or expectation violations
ā¢ Opportunity to explain behavior or performance
ā¢ Reasonable decision-making process regarding adverse action (can not be āarbitrary and capriciousā)
ā¢ Opportunity for appeal
Legal Requirements for Misconduct Cases
ā¢ Schools (and Employers) are not required to give Residents an
Opportunity to repeat Misconduct.
The ACGME Requirements
ā¢ Fair and Reasonable Written Grievance and Due Process policies and procedures that address:ā academic or other disciplinary actions taken
against residents that could result in nonrenewal or other action that could significantly threaten a residentās intended career development; AND
The ACGME Requirements
ā Adjudication of Resident Complaints and Grievances related to work environment or issues related to the program or faculty; AND
ā Protect Resident from Retaliation; ANDā Allow Resident to address concerns in a
Confidential and Protected Manner. ā Written contracts for each year of training.
Long Term Implications:ā¢ Prior to a problem traineeās graduation
ā Determine what is appropriate to report in future referencing and credentialing documents
ā All Formal Probation will likely require reportā Prepare a document out-lining the problems and
their resolutionsā What will you, and will you not, recommend the
resident for?ā Discuss fully with the trainee and provide a copy of
your summary documentā Emphasize importance of disclosure to trainee!!!
If trainee requires termination:
ā¢ Provide or refer for career counselingā¢ Are they likely to transition successfully to
another residency training program? Same specialty? Different specialty?
ā¢ Utilize institutional resources including other program directors, counselors
Fears and Myths:
ā¢ Fear of compromised rapport or hostility from other trainees
ā¢ Concern for damaging residentās careerā¢ Fear of being āsuedāā¢ Fear of adverse institutional publicityā¢ Concern for impact on the applicant poolā¢ Potential for loss of budgeted spots (with
extension of training)
A Comment on Disability & āReasonable Accommodationā:
ā¢ Does not lower academic standardsā¢ Does not require substantial program
alterationsā¢ Does not entail undue financial burdenā¢ The resident must STILL meet ALL of the
programās requirements
Hints for Success:ā¢ Make expectations CLEARā¢ Develop evaluation tools which provide OBJECTIVE
dataā¢ Involve faculty mentor or develop mentorship
programā¢ Actively involve faculty / education committeeā¢ Begin remediation processes earlyā¢ NEVER assume a problem will resolve itself!!!ā¢ Develop a realistic and targeted remediation planā¢ Ask for help (other PDās, HR, DIO)ā¢ Respect resident confidentiality
Frames
of
Referenceā¦
Model Behaviorā¢ Energeticā¢ Responsibleā¢ Reads / studies regularlyā¢ Punctual, strong foundation in professional
behavior and personal integrityā¢ Communicates confidently and appropriatelyā¢ Takes on more responsibilities than expected
with excellent follow throughā¢ Looks for ways to increase their skills and is
appreciative of training experience and opportunities
Less than Desirable Behavior
ā¢ Slacker, does less than expectedā¢ Hides important informationā¢ Never volunteers for important tasks or to
assist colleagues at crunch timesā¢ Criticizes experience, shifts blame, feels they
are asked to do too muchā¢ Lack of competence in any of the defined
ACGME domains
Disruptive Behavior
ā¢ Mildly manipulative behavior (āforgetsā conversations, gets others to do their work)
ā¢ Shows up late for assigned activitiesā¢ Unprepared for rounds or didacticsā¢ Encourages divisiveness among colleagues and /
or ancillary health care professionalsā¢ Interpersonal difficulties, poor team playerā¢ Anger management issuesā¢ āAxisā disorders