PIF- TOOLS AND TIPS Cindy Koonz, MS- Oregon Health & Science University Katy Oksuita, MS- University of Wisconsin School of Medicine and Public Health Linda Schneider- SIU School of Medicine

TIME LINE

COMMON ACGME ACRONYMS  ADS: Accreditation Data System  DIO: Designated Institutional Official  FS: Field Staff  SV: Site Visit  PR: Program Requirements  PIF: Program Information Form  RCC: Residency Review Committee  For Complete List See the hand out

COMMON PIF  Start Early and update program, faculty and resident information as you receive it (i.e., research, re-certification)on the ACGME ADS page  Be consistent on dates i.e. no publication over 10 years old, chronological order is matching for all faculty, newest to oldest vs. oldest to newest  Remove activities that have ended from the “current” activities

EMERGENCY MEDICINE  Clear and concise answers  Have supporting documentation  Know your program inside and out  Emergency Medicine Program requirements, guidelines and other helpful tips can be found on ACGME page under the review committee tab, choose Emergency Medicine.

LANGUAGE OF PIF

MOST COMMON CITATIONS FOR CORE EMERGENCY MEDICINE PROGRAMS FOR ACADEMIC YEAR (ACGME NEWSLETTER 12/10)  Program Personnel and Resources: Resources (n=16) – throughput times, patient care space, office space, lab and diagnostic imaging results on timely basis, etc.  Scholarly Activities (n=16) for Residents and Faculty  Program Personnel and Resources: Responsibilities of Program Director (n=13) – PIF completion and accuracy, environment where residents free to raise issues, ensuring residents relieved of duties attend conferences, ensuring residents maintain documentation of procedures, etc.  Qualifications of Faculty (n=11) – faculty staffing levels, faculty to resident ratio, Board certification, etc.

MOST RECENT CITATIONS INFORMATION GATHERED FROM SURVEY MONKEY FEBRUARY 2011  Attendance for conference – 70%  Core Faculty time violation  Core faculty w/ no scholarly work in the last 5 years  Faculty should demonstrate active involvement and dedication to education  Duty Hour violations  PLA’s do not include reference to Policies and Procedures  Procedure exposure  Transfer/ Withdrawn Residents

ELECTRONIC VS PAPER DOCUMENTATION There are a lot of transitions happening with paper and electronic documents, our recent site visitor was fine seeing either paper or electronic documents. He wanted to see electronic in e*value (or other residency tracking software). Ask the site visitor in advance what format he or she would like to see documents in, so you are not scrambling on the day of the visit. Emergency Medicine Program requirements, guidelines and other helpful tips can be found on ACGME page under the review committee tab, choose Emergency Medicine.

COUNT DOWN TO SITE VISIT….  2-3 months before the visit when you have received the letter, update ACGME ADS system (this will generate the common PIF, also known as Part 1 of the PIF)  Review notification letter from the program last site visit  Review the current set of program requirements for your specialty

DAY OF THE SITE VISIT  Make certain all the appropriate parties (DIO, Program Director, Chief, ect) are prepared and ready to meet with the site visitor  Have all information requested on hand and ready for review  Relax

QUESTIONS  What to do next?