1. Indiana University Department of Family Medicine
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
Presented at the Society of Teachers of Family Medicine Annual Conference
May 2013

2. 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. 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. Engaging external partners

5. Discussion Organizational Partners Healthcare Partners FQHCs
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. Your Ideas!

7. Recruiting and Retaining Community Faculty

8. 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 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.

10. Retention – DFM Welcome Packet “Thanks”giving cards
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
address

11. Welcome Packet

12. “Thanks”giving Cards

13. Outstanding Faculty Award

14. Streamlining the Faculty Appointment Process - IUSM

15. What We Do
Credentials check (after online profile form submitted -
Board Certification
MD:
DO:
Medical License:
Medical Exclusions:
Profile Form & Honor Code
Submit University HR documentation

17. Does The Process Work?
Renshaw – 5 min

18. 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

19. Yes, It Works! As a result of our process
Only discipline with 100% appointment compliance
IUSM adapted our process