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Resident Grievances Related to Employment Concerns (43.8)

Resident Grievances Related to Employment Concerns (43.8) - Policies, Administrative, UWHC, Department Specific, Graduate Medical Education (GME)

43.8





Effective Date:
2013-08-21

Administrative Manual

Other Graduate Medical Education Manual

Policy #: 43.8

Original
 Revision

Page 1
Of 2

Title: Resident Grievances Related to
Employment Concerns


1
Resident Grievances Related to Employment Concerns
UW Hospital and Clinics
Version: Revision
Effective Date: 2013-08-21
Manual: Graduate Medical Education
………………………………………………………………………………………………………
I. PURPOSE
A. To provide residents with fair, reasonable, and readily available procedures for grievance and due process. It is
recognized that misunderstandings, disputes or disagreements may occur related to the:
1.Work environment
2.Issues related to the program or faculty
3.Interpretation of the terms of UWHC Graduate Trainee Appointment Information Document
4.Application of the program’s and/or hospital’s policies and procedures affecting residents.
This list shall hereby be called employment concerns
B.This policy does not apply to academic or other disciplinary actions taken against residents that could result in
dismissal, non-renewal of a resident’s agreement, non-promotion of a resident to the next level of training, or
other actions that could significantly threaten a resident’s intended career development. See UWHC GME policies
on Evaluation, Discipline, Promotion, Non-Renewal or Dismissal of Residents and Appeals of Resident
Evaluation, Discipline, Non-Renewal or Dismissal Decisions.
C. This procedure does not apply to allegations of discrimination based on sex, age, race, national origin or
disability. Such allegations shall be submitted to the UWHC Human Resources Department.
II. PERSONS AFFECTED GME Trainees.
III. DEFINITIONS
A. Resident is intended to include all residents and fellows in ACGME accredited training programs. A grievance
can come from an individual or group of residents.
B. Program(s) will refer to ACGME-accredited program(s). Grievance means a misunderstanding, dispute,
disagreement or controversy concerning employment concerns.
C. Days mean calendar days exclusive of Saturdays, Sundays and legal holidays.
D. For the purpose of this policy, when the Senior Vice President for Medical Affairs is not available, the
Designated Institutional Official (DIO) will serve.
IV. POLICY
A. Each GME training program must maintain internal policies and procedures to address residents’ employment
concerns. At minimum, these policies and procedures must include reasonable timelines, a written request for the
review by the resident, review or reviews that includes at least 2 faculty members and written notification of the
decision(s) and the next level of appeal available.
B. Intradepartmental review and grievance mechanisms must be completed before the resident may request an
institutional review of such issues.
C. No Resident shall be penalized in any way for filing grievances or appeals.
D. At any step of the grievance process the Resident may be aided or accompanied to any meeting by another
member of the medical profession.
E. The GME Appeals Committee is a standing committee of the Medical Staff, is appointed to deal with appeals
and grievances filed by Residents. Members are appointed by the President of the Medical Staff. The committee
consists of two members of the Medical Staff plus one alternate and three Residents plus one alternate. The
Committee Chairperson is appointed by the President of the Medical Staff from among the committee members.
The alternate(s) serve in case of a conflict of interest or unavailability of any member.
F.If no review or appeal is requested within the noted timelines at any stage of the procedure, the last decision
made will take effect as specified in the written notification. Further appeal of the decision shall be deemed





Effective Date:
2013-08-21

Administrative Manual

Other Graduate Medical Education Manual

Policy #: 43.8

Original
 Revision

Page 2
Of 2

Title: Resident Grievances Related to
Employment Concerns


2
waived.
V. PROCEDURES
Step 1. If not resolved at the department level, within ten (10) days after receipt of the written decision the resident
may file a written request for review by the GME Appeals Committee of the Medical Staff.
Step 2. The GME Appeals Committee shall schedule a review conference within twenty (20) days of the receipt of the
written request of appeal. The resident will be notified in writing of the date, time and location of the conference no
less than five (5) days prior to the conference, which will be the resident’s opportunity to present their employment
concerns to the Committee. Written materials may be submitted up to three (3) days prior to the conference for
distribution to the Appeals Committee prior to the conference.
Step 3. The GME Appeals Committee will make a determination of the facts involved and whether the department
decision shall stand. This committee will provide a written response to the resident, the program director and
department chair within ten (10) days of the review conference.
Step 4. If not resolved at Step 3, within ten (10) days after receipt of the written response of the Step 3 decision, a
resident or department chair or designee may file a written request for review to the Senior Vice President for Medical
Affairs. S/he will review the grievance/appeal and provide a written decision within ten (10) days of filing of the
request for review.
Step 5. The Resident may file an appeal on the grievance to the CEO within ten (10) days of the receipt of the
decision in Step 4. The CEO or his/her designee, will conduct an impartial review of the grievance/appeal, make a
final decision and provide the Resident and the department chair with written reasons for the decision.
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.
VII. REFERENCES
ACGME Institutional Requirements (www.acgme.org)
ACGME Policies and Procedures Manual (www.acgme.org)
VIII. COORDINATION
Senior. Management Sponsor: Christopher Green, MD, Senior Vice President for Medical Affairs
Author: Director, Graduate Medical Education and Medical Staff Administration
Review/Approval Committee: Graduate Medical Education Oversight Committee, 8-21-13


SIGNED BY


Christopher G Green, MD
Senior Vice President, Medical Affairs
Assistant Dean, Inpatient Affairs