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ROWAN UNIVERSITY POLICY


Title: Housestaff Rules and Regulations 2017-18
Subject: 
Policy No: HS 2018:01
Applies: University-Wide
Issuing Authority: Director of GME
Responsible Officer: Dean
Adopted: 
Last Revision: 04/01/2018
Last Reviewed: 04/01/2018


I.  OVERVIEW

The Rowan University School of Osteopathic Medicine (RowanSOM) Osteopathic Postdoctoral Training Institution member hospitals include: Jefferson Health, Our Lady of Lourdes Health System, Children’s Regional Hospital – Cooper University Hospital, Christ Hospital, K. Hovnanian Children’s Hospital –Jersey Shore University Medical Center, South Jersey Health System and Atlantic Health Hospitals.

The Osteopathic Graduate Medical Education Internship (RESIDENCY/OGME – TR) program of Kennedy University Hospital (JEFF) and Our Lady of Lourdes Health System Camden Division (OLLC) is the responsibility of the School and the joint efforts of the two health systems, JEFF and OLLC.  This RRESIDENT/FELLOW/OGME – TR Manual addresses all OGME programs at JEFF and OLLC. Cooper University Hospital, Christ Hospital, K. Hovnanian Children’s Hospital – Jersey Shore University Medical Center, South Jersey Health System and Atlantic Health Hospitals OGME policies are addressed in separate documents.

The Associate Dean for Graduate Medical Education, Director of Graduate Medical Education, Manager of Postdoctoral Training, Program Development Specialist, and staff in the Office of Graduate Medical Education at RowanSOM have primary responsibility for all University functions of the OGME  Programs. These functions include: the educational program, administration, scheduling, contract management, paychecks, benefits, collection of evaluations, and verification functions.

The RowanSOM OPTI is responsible for developing the educational program and policies for the OGME – 1 Internship.  The Chief Medical Officer at JEFF and the Chief-Department of Medicine at OLLMC, have primary responsibility for all medical and medical center functions related to the Residency and OGME – 1 Internship programs at the respective medical centers.  These functions include: medical policies and issues, responsibilities, service delivery orders, medical center policies, and evaluations of clinical rotations. 

RESIDENT/FELLOW AND OGME – TR’s will report directly to, and be responsible to, a Chief of Service (clinical faculty member) at the Division indicated on the schedule.  The Chief of Service (or his/her designee) will be directly responsible for the OGME - 1's assignments, responsibilities, and evaluation while on that service. 

RESIDENT/FELLOWS AND OGME - TRs are employees of ROWAN.  No directives by the hospital or its employees can countermand the RESIDENT/FELLOW AND OGME - 1 contract, affiliation agreement, or Committee of Interns and RESIDENT/FELLOWs (CIR) contract.  If administrative problems occur, they should be brought first to the Office of Graduate Medical Education.  Medical Center based problems should be addressed first with the Chief RESIDENT/FELLOW AND OGME - 1 who can mediate with the Chief of Service.  If not resolved, the Divisional Medical Director should be approached.  If not resolved at that level, the Chief Medical Officer, Program Director or Director of Medical Education will try to resolve the issue. 

The Associate Dean for Graduate Medical Education, staff in the Office of Graduate Medical Education, the Chief Medical Officer, and the Program Directors will meet regularly to review the program and resolve general issues.  Individual issues will be handled on a case-by-case basis.

I


II.   DEFINITIONS

  1. University:  The Rowan University (ROWAN) – The School of Osteopathic Medicine became a member of Rowan University as part of the Higher Education Restructuring act on July 1, 2013.
  2. ROWAN-School of Osteopathic Medicine (RowanSOM):  The School of Osteopathic Medicine (SOM) is based in Stratford, NJ and awards the D.O. degree. SOM also awards combined degrees which include D.O./Ph.D., D.O./J.D. and D.O./M.P.A. These degrees are granted in cooperation with other universities in the state.
  3. Medical Center:  Jefferson Health (Jeff) [Cherry Hill, Stratford and Washington Township Divisions], Our Lady of Lourdes Medical Center - Camden and Burlington (OLLMC and OLOLB)
  4. OPTI:   Osteopathic Postdoctoral Training Institution.  The method of accreditation by which the American Osteopathic Association (AOA) “approves” OGME – TR internship, residency and fellowship training programs.  “RowanSOM OPTI of New Jersey” is the official name of our OPTI, which includes the University and all member medical centers/hospitals.

    Each OPTI is a community-based training consortium comprised of at least one college of osteopathic medicine and one hospital. Other hospitals and ambulatory care facilities may also partner within an OPTI. 

    OPTIs provide an enhanced quality assurance mechanism for AOA-approved postdoctoral training programs. Partnerships and collaborations between academic medicine, hospitals and other community based healthcare facilities are an integral part of OPTI.  This collaboration helps combine the partners’ resources to minimize duplication of support services for medical education

    An OPTI provides a seamless continuum of osteopathic medical education; it also requires continuous educational assessment.  AOA approved OGME – TR internships, residencies and fellowship continue to be reviewed regularly.  This review includes a systematic self-study, and annual reporting of data on accreditation procedures established by the Council on Postdoctoral Training and Bureau of Professional Education.

    Part of the accreditation process includes encouraging clinical medical education research.  Research programs are available to osteopathic OGME – TR (interns) and RESIDENT/FELLOW throughout the year of training. 
    These research programs are developed in conjunction with guidelines and requirements of osteopathic specialty colleges for residency training programs and the council on Postdoctoral Training for OGME - TR programs.

  5. Board of Directors: The governing bodies of the affiliated medical centers
  6. Chief Executive Officer (CEO): The President of the medical center; the individual appointed by the respective Hospital Board to act on its behalf in the overall administrative management of the medical center.
  7. Dean:  The individual appointed by the President and Board of Trustees of the Rowan University as Chief Executive Officer of RowanSOM.
  8. Associate Dean for Graduate Medical Education: The individual appointed by the Dean of RowanSOM, responsible for the clinical graduate medical educational programs.
  9. Director of Medical Education:  Appointed by the Medical Center in agreement with the University who is responsible for all medical education programs within the affiliated hospital.
  10. Assistant Dean of Graduate Medical Education: The individual in the Office of Graduate Medical Education responsible for the daily functions of the Graduate Medical Education office.
  11. Manager of Postdoctoral Training: The individual in the Office of Graduate Medical Education responsible for the planning and daily functions of the OGME – 1 internship program.
  12. Program Development Specialist:  The individual in the Office of Graduate Medical Education who assists with the administration of post-graduate education program activities and with the development of plans to improve programs. 
  13. Chief Medical Officer: The individual appointed by the President of the Medical Center to oversee all medical programs at the medical center.  The Chief Medical Officer is also referred to as the Director of Medical Education (DME).
  14. Chief of Service (Department Chief): The individual faculty member appointed by RowanSOM and the medical center who is responsible at the Division for the academic and patient care standards of his/her department.
  15. Attending Physician: The physician assigned by the Chief of Service to implement/conduct the formal teaching program for the section/department for a specific time period.
  16. Chairperson:  The individual appointed by RowanSOM responsible for the academic program of the Department.
  17. Program Director: The individual appointed by RowanSOM to implement and administer resident and fellowship training programs.  This individual may or may not be the same individual as the Track Coordinator.
  18. Track Coordinator: The individual appointed by RowanSOM to implement aspects of the OGME – 1 internship program.  The Track Coordinator performs reviews and evaluations of his or her OGME – TR as well as assures accreditation standards.
  19. Committee of Interns and Resident (CIR): The Housestaff organization, representing OGME – TR’s and RESIDENT/FELLOWs at ROWAN, responsible for negotiating and implementing housestaff contractual services.
  20. OGME: Osteopathic Graduate Medical Education.  OGME – 1’s are also referred to as “Interns”.

A.  ARTICLE ONE: PURPOSES OF THE OGME PROGRAMS

The purposes of the OGME – TR and Residency/Fellowship Programs are as follows:

1.1        To further the graduate medical education of the OGME – TR and RESIDENT/FELLOW in preparation to be eligible for licensure in the State of New Jersey and to enter advanced residency training programs in
             primary in primary care or specialty training.

(a)  To advance competency in the management of medical diseases
(b)  To advance skills in the performance of clinical procedures.
(c)  To increase the medical knowledge base.
(d)  To learn responsibilities of medical staff citizenship.
(e)  To appreciate quality assurance as a means of insuring optimal patient care
(f)   

 To

To be exposed to regulatory controls in the health care system.

1.2        To  To provide housestaff care to patients in the medical center under the direction of members of the Medical Staff, and in so doing, provide benefits for the patient as well as giving the OGME – TR and
             RESIDENTRESIDENT/FELLOW medical educational experience.

1.3        To 3   To teach peers and students assigned to educational programs of the medical center, and in so doing, gain personal education and clinical, professional expertise.

1.4        To 4   To conduct research under the direction of RESIDENT/FELLOW, medical staff members, and college faculty in order to gain additional medical education experiences.

1.5        To 5   To experience the responsibility of practice in a medical center and an office and, in so doing, prepare for the medical records, reporting, committee responsibilities, etc., of the health care delivery system.

1.6        To 6   To assume some administrative responsibilities within the OGME – TR AND RESIDENT/FELLOW training program or the medical staff organizational structure, and in so doing, prepare for responsibilities as a
             contributing contributing member of a medical staff organization.

B. ARTICLE TWO: APPLICATION PROCEDURE


2.1       Application 
            Application for the OGME – TR Internship and Residency/Fellowship Programs must be submitted by the candidate to the Office of Graduate Medical Education of ROWAN-SOM using the Electronic
            Residency Application Service (ERAS).  The initiation of the application process shall be instituted by the applicant sending their application materials through ERAS.

2.1-1    Deadline for Application
            Applications must be submitted through ERAS by September 15th of the academic year preceding the OGME – 1 internship.

        2.1-2    Application Content

     Every applicant for an OGME – 1 internship and residency programs must furnish complete information concerning the following:

(a)   Complete the ERAS Common Application Form
(b)   Undergraduate and graduate medical training, including the name of each institution, degrees granted and anticipated, program completed, and dates attended.
(c)   Minimum of three (3) Letters of Recommendation.
(d)   Official transcript reflecting all courses through Year 3 of Osteopathic Medical School.
(e)   Copy of Part I, Part II CE and PE of the COMLEX National Board scores (if applicable)
(f)    Dean’s letter
(g)   Other information requested in the application.

2.2        Effect of Application

By sending an application through ERAS, the applicant:

(a)  Attests to the correctness and completeness of all information furnished.
(b)  Signifies his/her willingness to appear for an interview in connection with the application
(c)  Agrees to abide by the terms of the OGME – TR and Residency/Fellowship Contract, the OGME – TR and Residency/Fellowship Training Program Rules and Regulations of the American Osteopathic     
      Association, the Rules and Regulations OGME – TR and Residency/Fellowship Training Program, the medical center Bylaws, Rules and Regulations, Policies and Procedures of the medical staff as they 
      pertain to OGME – TR’s and RESIDENT/FELLOWS and agrees to abide by the terms thereof.
(d)  Authorizes and consents to University representatives consulting with those institutions and persons who have information regarding competence and consents to the inspection of all records and documents     
      that may be material to evaluation of said qualifications
(e)  Releases from any liability all those who, in good faith and without malice, review, act on, or provide information regarding the applicant's competency, ethics, character, health status, and other qualifications for
       OGME – TR and Resident/Fellow appointment.

2.3        Processing the Application

2.3-1     Applicant's Burden

(a)  The applicant is required to produce adequate and correct information for a proper evaluation of his/her training, ability (knowledge and skills), ethical, and attitudinal conduct about the qualification for selection and appointment to the OGME – TR and Residency/Fellowship Training Programs, and of satisfying any reasonable request for information or clarification made by appropriate request.
(b)  The applicant further understands that should an appointment be granted, the burden of providing a verifiable diploma from the osteopathic school of graduation prior to beginning the training program is the responsibility of the OGME – TR / RESIDENT/FELLOW.
(c)  The responsibility of attending all required orientation programs prior to the OGME – TR / Residency/Fellowship shall be his/hers.
(d)  The OGME – TR / RESIDENT/FELLOW must submit to and satisfactorily pass a physical examination conducted by an agent of the medical center and submit to all State Regulations regarding health standards including PPD, MMR, tetanus, polio virus, varicella, hepatitis B and influenza vaccinations.
(e)  The OGME – TR / RESIDENT/FELLOW applicant agrees to and must show verifications that he/she has certification in ACLS and PALS prior to starting the OGME program.  Failure to do so will lead to nullification of the contract
(f) An    An OGME – TR / RESIDENT/FELLOW employment is contingent upon the satisfactory completion of a background check. The background check will consist of verifying present and past employment, criminal history, social security verification and employment references. Additionally, educational and professional credentials and motor vehicle records will be checked as position requirements demand. All background checks will be conducted in accordance with the Fair Credit Reporting Act (FCRA) and require a signed release by the applicant after an offer of employment has been made. The signed release is a condition of University employment and shall not be waived for any reason. If a background check disqualifies an applicant for any reason, the applicant will be notified and given a reasonable opportunity to correct any inaccuracies contained in the background report.

            2.3-2  Verification of Information

(a)   The The applicant is responsible for having signed letters of reference, a completed application, Board scores, Dean’s letter, and transcripts sent through ERAS by the application deadline.  The completed application
       application is submitted to the ROWAN-SOM Office of Graduate Medical Education.  The Office of GME collects these references and documents sent in support of the application.  
(b)  The OGME – TR / RESIDENT/FELLOW designates to which program(s) the completed application should be sent.
(c)   When When possible, the Office of GME will notify the applicant of any problems in receiving the information required. Upon notification, it is the applicant's obligation to obtain the required information.  
(d)   When When collection and verification is completed, the Office of GME forwards a copy of the application to the Chairperson of the OGME program Selection Committee to determine individuals eligible for an interview
       interview.
(e)             The application file is confidential and may not be reviewed by unauthorized personnel of the University or the applicant.  Information submitted in support of an application for OGME – TR or Residency
       Residency/Fellowship remains the property of the Office of GME and can not be forwarded/released to other parties, nor the applicant.

                        2.3-3        3   OGME – TR / RESIDENT/FELLOW Selection Committee Action

                           The                        The OGME – TR and Residency/fellowship Selection Committee’s are responsible for the following actions:                          

(a)

       

  Review the application file and credentials

.


                          

(b)

       

  Schedule and conduct an interview with appropriate applicants.
(c)

          

  Conduct a selection process from among the candidates, indicating selections for admission to the OGME Training Program, and rank alternate candidates.  Make such recommendations to the Associate Dean

for


       for Graduate Medical Education.




            2.3-4        Associate Dean for Graduate Medical Education


                           (a)        Review recommendations of the OGME Selection Committee and make final selections.

                           (b)        The Office of Graduate Medical Education shall participate in the AOA Match Registration Program.

                           (c)        The Associate Dean for Graduate Medical Education will monitor the AOA Match process.

                           (d)        ROWAN-SOM contracts will be issued within 10 days after the AOA matching process is concluded. OGME – TR / RESIDENT/FELLOW must sign and return the contract within 30 days after receiving it. 

                           (e)        The Associate Dean for Graduate Medical Education will keep administrators apprised of the final results of the AOA Match.


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