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GME Disaster Management (43.5)

GME Disaster Management (43.5) - Policies, Administrative, UWHC, Department Specific, Graduate Medical Education (GME)

43.5





Effective Date:
2013-08-21



Other Graduate Medical Education Manual

Policy #: 43.5

Original
Revision

Page 1
Of 3

Title:
GME Disaster Management




GME Disaster Management
UW Hospital and Clinics
Version: Revision
Effective Date: 2013-08-21
Manual: Graduate Medical Education
………………………………………………………………………………………………………
I. PURPOSE
This policy addresses ACGME Institutional Requirement I.B.8 - The Sponsoring Institution must have a policy that
addresses administrative support for GME programs and residents in the event of a disaster or interruption in patient
care. This policy should include assistance for continuation of resident assignments.

II. PERSONS AFFECTED GME Trainees.

III. DEFINITIONS
A. Resident is intended to include all residents and fellows in ACGME accredited training programs.
B. Program(s) will refer to ACGME-accredited program(s).
C. A disaster is an event or set of events causing significant alteration to the residency experience at one or
more residency programs. Hurricane Katrina is an example of a disaster.

IV.POLICY
A. Department Chairs and Program Directors must maintain operational awareness of the location of ALL
residents and fellows within their programs as well as methods of contacting each individual during time of
disaster. Current emergency contact information and disaster planning information for every resident / fellow must
be on file on removable media and updated every six months. See Section V.B. below for specific details.
B. In the event of a disaster, the Designated Institutional Official (DIO), working with the program directors, UW
Health leadership and leadership from the affiliated hospitals has the responsibility of determining when
conditions exist that requires the relocation of residents so that their educational programs can continue.
C. If it is determined that conditions prohibit maintenance of applicable ACGME standards and guidelines for
graduate medical education (GME) for any program, the DIO shall notify the UW Health leadership, all involved
Department Chairs, Program Directors, and the ACGME that there will be a need to relocate residents in order to
continue their educational program.
D. When this occurs, the DIO, working with UW Health leadership, will establish a GME command center to
provide information to the residents, staff and faculty. Depending on actual conditions this may be a physical
location, website, call center or some other configuration that facilitates communication with the affected
residents, staff and faculty.
E. Residents will continue to receive salary / benefits from UWHC during this entire relocation process. If
relocation is only temporary or brief, UWHC will continue all salary and benefits. If relocation is long-term or
lasts until completion of training, salary support will transfer to the accepting institution once the resident has
relocated (also see below regarding transfer of GME funding).
F. In the event of program closure or reduction secondary to disaster:
1. Involved residents, PDs, Department Chairs, DIO and the GME office will share responsibility for locating a
suitable program using ACGME resources.
2. Transfer letters will be completed by PDs using backup information available from program records.
3. Receiving hospitals / institutions are responsible for requesting temporary complement increases from the
RRCs.
4. In the event of permanent transfers, financial officials from UWHC, affiliated hospitals and receiving
institutions will work together to assess the process of transferring funded positions. Short-term transfers will
continue to be paid by UWHC.





Effective Date:
2013-08-21



Other Graduate Medical Education Manual

Policy #: 43.5

Original
Revision

Page 2
Of 3

Title:
GME Disaster Management




V. PROCEDURES
A. Upon notification of disaster status from the DIO, each PD will immediately determine the location and status
of all trainees in his/her program and report this information back to the DIO.
B. Within 10 days of a disaster determined to necessitate program closure or reconfiguration:
1. The DIO will contact the ACGME to discuss due dates for programs to submit requests for reconfiguration
to the ACGME and to inform each program’s residents of need to transfer to another program – either for brief
or longer durations.
2. The DIO will also notify the IRC Executive Director to inform him/her of the situation necessitating
program reconfiguration or closure.
3. The DIO will maintain communication with each PD regarding the need to relocate trainees either on a
temporary or permanent basis.
4. Once this decision is made, trainees will be notified immediately by their PD.
5. Each PD will notify the appropriate RRC Executive Director about the need to locate positions for each of
his/her trainees and the expected duration of time needed for relocation.
6. Residents will be given contact information (by their PD) about who in their RRC will be coordinating
relocation efforts as well as a list of potential accepting programs. PDs will assist each resident in contacting
the PD directors at each of these programs.
7. Transfer letters will be prepared by the program director and forwarded with any other required data to the
receiving programs and institutions.
8. Placement information for each resident will be forwarded to the DIO or his/her designee along with
forwarding addresses to facilitate communication re: payroll and benefits.
9. Any financial transfers to receiving institutions will be coordinated by the DIO and UWHC financial officials.
B. Data Management
1. The following information shall be established on the resident’s arrival to the program and updated at least
every six months. This information shall include all of: e-mail addresses (non-campus, if available), phone
numbers (both cellular and land line), next of kin / family location information including addresses, email
addresses and phone numbers.
2. Each trainee shall provide a disaster evacuation plan to the program director which details where s/he will
go including phone numbers, address, e-mail in the event an evacuation of the area is mandated.
3. The program director shall maintain information detailed in V.B.1 and V.B.2 above in a spreadsheet format
on removable media which may be taken with the program director in the event of an evacuation.
4. Each program is expected to have critical information about current and past residents stored
electronically in at least two locations in order to facilitate transfers and verifications.
5. The GME office PeopleSoft personnel and training information will be backed up according to institutional
ITS policies.
6. E-Value data is by contract located on their servers, not at our location.

VI. MODIFICATIONS
This Policy creates no rights, contractual or otherwise. Statements of policy obtained herein are not made for the
purpose of inducing any person to become or remain an employee of UWHC, and should not be considered
"promises" or as granting "property" rights. UWHC may add to, subtract from and/or modify this Policy at any time.
Nothing contained in this Policy impairs the right of a non-represented employee or UWHC to terminate the
employment relationship at-will.





Effective Date:
2013-08-21



Other Graduate Medical Education Manual

Policy #: 43.5

Original
Revision

Page 3
Of 3

Title:
GME Disaster Management




VII. REFERENCES
ACGME Institutional Requirements (www.acgme.org)
ACGME Policies and Procedures Manual (www.acgme.org)

VIII. COORDINATION
Sr. Management Sponsor: Susan Goelzer, MD, Designated Institutional Official
Author: Director, Graduate Medical Education and Medical Staff Administration
Review/Approval Committee: Graduate Medical Education Oversight Committee 8/21/13

SIGNED BY




Susan L. Goelzer, M.D., M.S.
Professor of Anesthesiology, Internal Medicine and Population Health Sciences
Senior Medical Director for GME/Designated Institutional Official
Associate Dean for Graduate Medical Education