Transcript
Page 1: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

The Problem Resident

Program Director WorkshopUniversity of Mississippi Medical Center

February 2009

Page 2: The Problem Resident Program Director Workshop University 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

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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!

Page 4: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

ā€œCompetenceā€

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)

Page 5: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

ā€œCompetencyā€ā€¢ 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

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Competency In GMEā€¢ Historically like pornography? (ā€œknow it when you see

itā€¦ā€)ā€¢ Ad hoc local standards, assessment toolsā€¢ Traditionally defined around ā€œKnowledge, Skills,

Attitudesā€ā€¢ National and LOCAL focus on ā€œaccountability,ā€ patient

safety, quality of medical careā€¢ 2001 ACGME and ABMS defined 6 domains of

ā€œcompetencyā€ā€¢ ALL physicians completing graduate medical training

must be competent in all 6 areas

Page 7: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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 oneā€™s 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

Page 8: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

Red Flags:

ā€¢ A disproportionate amount of attention by training personnel is required

ā€¢ Grumbling from peersā€¢ The traineeā€™s behavior does not change as a

function of feedback, remediation efforts, and / or time invested (by trainee or program director!!!)

Page 9: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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 facilityā€™s or

institutionā€™s normsā€¢ Lack of certain skills sets, but an openness and

readiness to acquire them

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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.)

Page 11: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

ā€œSecondaryā€ 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.

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OK, So you think thereā€™s a problem:

ā€¢ Inadequate knowledge baseā€¢ Canā€™t keep up with patient care ā€œpaceā€

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

Page 13: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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

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USE

THE

COMPETENCIES

!!!!!!!!!!

Page 15: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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

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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

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Faculty Challenges:ā€¢ Expected outcomes and objective measures of

competence often poorly definedā€¢ Inadequate oversight of actual trainee

performance at bedside or in ā€œworkingā€ clinical settings (poor data collection!)

ā€¢ Apprehension about defending evaluationsā€¢ Concern regarding potential repercussions

from trainee including litigationā€¢ Laziness!!!ā€¢ ā€œNice-guyā€ syndrome

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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

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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 physicianā€™s 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.

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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 Professionalā€™s Program

Page 21: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

Remediation Considerations:

ā€¢ Increasing Supervision, either with the same or new supervisors

ā€¢ Changing the format of supervisionā€¢ Reducing or shifting the traineeā€™s workloadā€¢ Requiring specific academic review

(completion of study guides, text reviews, question reviews)

ā€¢ Consider when appropriate a leave of absence

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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!!!

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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

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Formal Probationā€¢ ā€œReportableā€ 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

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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

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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, traineeā€™s 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

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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!!!

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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

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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 ā€œarbitrary and capriciousā€)

ā€¢ Opportunity for appeal

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Legal Requirements for Misconduct Cases

ā€¢ Schools (and Employers) are not required to give Residents an

Opportunity to repeat Misconduct.

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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 residentā€™s intended career development; AND

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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.

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Long Term Implications:ā€¢ Prior to a problem traineeā€™s 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!!!

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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

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Fears and Myths:

ā€¢ Fear of compromised rapport or hostility from other trainees

ā€¢ Concern for damaging residentā€™s careerā€¢ Fear of being ā€œsuedā€ā€¢ Fear of adverse institutional publicityā€¢ Concern for impact on the applicant poolā€¢ Potential for loss of budgeted spots (with

extension of training)

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A Comment on Disability & ā€œReasonable 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

programā€™s requirements

Page 37: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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 PDā€™s, HR, DIO)ā€¢ Respect resident confidentiality

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Frames

of

Referenceā€¦

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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

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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

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Disruptive Behavior

ā€¢ Mildly manipulative behavior (ā€œforgetsā€ 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€¢ ā€œAxisā€ disorders

Page 42: The Problem Resident Program Director Workshop University of Mississippi Medical Center February 2009

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