1. Extending the Faculty Reach: Best Practices for Recruiting, Developing & Retaining Volunteer Community Faculty Scott Renshaw, MD Jennifer Custer Jennifer Burba Shannon Cooper Indiana University Department of Family Medicine fmclerk@iupui.edu Presented at the Society of Teachers of Family Medicine Annual Conference May 2013

2. Join the conversation Twitter: #STFM13 Objectives As a result of attending this session, you will be able to: Identify the logistics needed to widen your pool of community preceptors. Modify a successful preceptor recruitment and retention package to fit within your institution and medical environment.

3. Join the conversation Twitter: #STFM13 Outline Identify the Who: Engaging External Partners Identify the How: Recruiting and Retaining Community Faculty Identify the What: Streamlining the Faculty Appointment Process So What Now: Does The Process Work?

4. Join the conversation Twitter: #STFM13 ENGAGING EXTERNAL PARTNERS

5. Join the conversation Twitter: #STFM13 Discussion Organizational Partners – Indiana University School of Medicine Alumni Association – Indiana Academy of Family Physicians – Indiana Rural Health Association – Indiana Area Health Education Centers – Indiana Primary Health Care Association – State residency programs – National Health Service Corp Healthcare Partners FQHCs – Healthcare Systems – Hospital Systems People Partners – Private Practice Office Manager

6. Join the conversation Twitter: #STFM13 Your Ideas!

7. Join the conversation Twitter: #STFM13 RECRUITING AND RETAINING COMMUNITY FACULTY

8. Join the conversation Twitter: #STFM13 Recruitment – IU Tomato – Tomahto: Community Faculty – Preceptor CME Credit – Everyone can do this - One Clerkship student: AAFP = 20 hours of prescribed credit per year; AOA = 60 hours Category 2 CME. – Everyone can do this - FMCases: AAFP = 60 AAFP prescribed CME hours; AOA = 60 Category 2 CME hours. – IUSM appointed faculty can register for CME at IUSM through the CME website. – Additional CME available through our own online modules. IU Email Account – Ruth Lilly Medical Library – MedPub, journals, etc. – Free computer software and upgrades (approximate $4,000 value) – Lynda Online Training Library® (a subscription value of $375 per year) – Oncourse – IU learning management software program, houses course materials, lectures, ppt slides, etc. – Grand Rounds – IUSM clinical departments offer an archive of all grand rounds. Professional/Faculty Development – Offered by the Department of Family Medicine in conjunction with IAFP. – Available through the IUSM Dean’s Office for Faculty Affairs. IUSM Identification Card/“JagTag” – Discounts available through this card include discounts for cell phone plans, airport parking at the Indianapolis International Airport, rental car, hotel, etc.

9. Join the conversation Twitter: #STFM13

10. Retention – DFM Welcome Packet – Letter, certificate, Teaching Medical Students Handbook “Thanks”giving cards – Perks reminder insert – IU Community Faculty window decal Clinical Teaching Handbook – Sent at end of first year Report CME to AAFP – Send report at end of each rotation Annual Outstanding Community Faculty Awards – Top 5 community faculty based upon student evaluations receive plaque Pay registration and travel to Annual IAFP Meeting Portfolio and certificate with appointment renewal – Sent at first appointment renewal – Important to acknowledge their participation; shows patients their affiliation with the medical school Maintaining the relationships – External partners develop relationships with the community faculty member – Lynn O male/female IUSM body – fmclerk@iupui.edu email address

11. Join the conversation Twitter: #STFM13 Welcome Packet

12. Join the conversation Twitter: #STFM13 “Thanks”giving Cards

13. Join the conversation Twitter: #STFM13 Outstanding Faculty Award

14. Join the conversation Twitter: #STFM13 STREAMLINING THE FACULTY APPOINTMENT PROCESS - IUSM

15. Join the conversation Twitter: #STFM13 What We Do 1.Credentials check 2.Email Profile Form & Honor Code 3.Submit University HR documentation

16. Join the conversation Twitter: #STFM13 DOES THE PROCESS WORK?

17. Join the conversation Twitter: #STFM13 Our Numbers Jun-Dec 2010: 128 Jan-Dec 2011: 155 Jan-Dec 2012: 79 Jan-Apr 2013: 18 380 – Lost 20 (94.7% retention rate) – 11: moved out of state – 6: no longer full spectrum family medicine – 3: terminated; not board certified

18. Join the conversation Twitter: #STFM13 Yes, It Works! As a result of our process – Only discipline with 100% appointment compliance – IUSM adapted our process