A Handbook for Advisors and Residents

 

ADVISING AND SEMI-ANNUAL REVIEWS

UNM Family Medicine Residency

 

 

Role of Advisors & Assignment 

 

Advisors are meant to serve as an additional sounding board and mentor outside of residency leadership. Advisors are assigned to incoming interns based on clinic location. Residents are also encouraged to seek out additional mentors as they get to know members of the department and local community, in fact some of the most powerful mentor relationships are those that occur naturally as interests overlap.

Residents have specific times of the year they should be meeting with alternately their advisors and program leadership (program director, associate program directors). Specific topics are covered in these meetings, including feedback from the most recent Clinical Competency Committee (CCC) meetings. In general the advisor meetings are more free-flowing, while the meetings with the program leadership have a more defined agenda. That being said, residents can always set up additional meetings with both their advisors and/or program directors if they want to further discuss topics of interest.

Tracking requirements such as clinic and other encounter numbers, ABFM requirements, etc. are felt to be the responsibility of the resident and program, not the advisors.

Notes: 1+2 interns advisors are the PDs/APDs from their respective programs.

 

Advising and Semi Annual handbook.pdf  

 

Dates of Meetings & General topics covered

 

Meeting	Year	Month	with	Main Goals
1	PGY 1	July/Aug	Advisor	Get acquainted, learn interests, help make connections to department, discuss adjustment to residency and NM (if applicable).
2	PGY 1	Jan/Feb (CH1)	PD	Nov CCC Milestone Report, IES. Go over clinic/encounter numbers that will be required, ABFM Requirements, etc.
3	PGY 1	May/Jun	Advisor	May CCC Milestone Report, IES.
4	PGY 2	Dec/Jan	APDs	Nov CCC Milestone Report, IES, career paths/electives planning, clinic numbers, other encounter numbers
5	PGY 2	May/Jun	Advisor	May CCC Milestone Report, career paths/jobs/electives
6	PGY 3	Dec/Jan	Advisor	Nov CCC Milestone Report, job search update, final elective planning
7	PGY 3	May/Jun	PD	Exit Interview, Final Milestone Report and Summative Evaluation

 

CCC: Clinical Competency Committee

IES: Individualized Education Summary

 

Meeting 1

With: Advisor

When: Jul/Aug of PGY 1

Reports needed for meeting: none

 

Goals

• Get acquainted

• learn intern’s career interests

• help make connections to department (i.e. people who do what the intern is interested in)

• discuss adjustment to residency and NM (as applicable)

• Discuss personal wellness and social support (does the resident have a support structure?)

 

New Innovations Documentation Template (Advisor: please also complete the brief New Innovations Documentation, which is the same as below.)   Date of meeting:   Name of Advisor:   Career interests discussed:   Other notes and summary of Discussions:

 

Meeting 2

With: PD

When: Community Health 1 (Jan/Feb of PGY1)

Reports needed for meeting:

1. November Milestone Report

2. IES

 

Goals

• Informational Guidance:

• Clinic number requirements

• ITE results for PGY 1

• ABFM requirements

• Step 3 timing

• Start thinking about electives

• Go over Milestone Report and IES

• help make connections to department (i.e. people who do what the intern is interested in)

• discuss adjustment to residency and NM (as applicable)

 

New Innovations Documentation Template   Date of meeting:   Name of PD:   ☐ Discuss role of advisors and mentors ☐ Clinic number requirements discussed ☐ ITE discussed ☐ ABFM requirements discussed ☐ Step 3 timing discussed (and Locum tenens) ☐ Electives discussed ☐ Milestone Report Discussed ☐ IES Discussed   Other notes and summary of Discussions:

 

Meeting 3

With: Advisor

When: May/June of PGY1

Reports needed for meeting:

1. May Milestone Report

2. IES (from May)

 

Goals

• Check in about personal wellness and social support

• Go over Milestone Report and IES

• Other Discussion about career development as helpful (i.e. electives, community activities ongoing in clinic that may be of relevance, suggested experiences, etc) 

 

New Innovations Documentation Template (Advisor: please also complete the brief New Innovations Documentation, which is the same as below.)   Date of meeting:   Name of advisor:   ☐ May Milestone report discussed ☐ IES discussed   Other notes and summary of Discussions:

 

Meeting 4

With: APD

When: Dec/Jan of PGY2

Reports needed for meeting:

1. Nov Milestone Report

2. IES

3. Clinic numbers report

4. Other required encounters report

5. ITE results for PGY2

6. Proof of Metric Completion

 

Goals

• Check in about personal wellness

• Informational Guidance:

• Clinic number requirements: on track?

• Other encounter requirements: on track?

• ITE results/Boards Prep if needed

• Take Step 3 if you haven’t

• Elective Planning

• Go over Milestone Report and IES

 

New Innovations Documentation Template   Date of meeting:   Name of APD:   ☐ Career path mentoring: does resident have mentors in his/her interested areas? ☐ Clinic numbers discussed ☐ Non clinic encounters discussed ☐ Elective planning discussed ☐ November Milestone Report discussed ☐ IES discussed    Other notes and summary of Discussions:

 

Meeting 5

With: Advisor

When: May/June of PGY2

Reports needed for meeting:

1. May Milestone Report

2. IES (from May)

 

Goals

• Career planning (should be thinking about job options)

• Remaining Electives and guidance about skills needed for certain types of positions

• Go over Milestone Report and IES

• Other Discussion about career development as helpful (i.e. electives, community activities) 

 

New Innovations Documentation Template (Advisor: please also complete the brief New Innovations Documentation, which is the same as below.)   Date of meeting:   Name of advisor:   ☐ May Milestone report discussed ☐ IES discussed   Other notes and summary of Discussions:

 

Meeting 6

With: Advisor

When: Dec/Jan of PGY3

Reports needed for meeting:

1. November Milestone Report

2. IES

 

Goals

• Check in about personal wellness

• Career planning

• Boards: we recommend taking in April

• Go over Milestone Report and IES

 

New Innovations Documentation Template (Advisor: please also complete the brief New Innovations Documentation, which is the same as below.)  Date of meeting:   Name of Advisor:   ☐ November Milestone report discussed ☐ IES discussed ☐ Career Planning discussed       Other notes and summary of Discussions:

 

Meeting 7: Exit Interview

With: PD

When: May/June of PGY3

Reports needed for meeting:

1. May/Final Milestone Report

2. Clinic numbers report

3. Other required encounters report

4. Proof of Metric and SAM completion

 

Goals

• Boards plan if not taken already

• Go over Final Milestone report

• Resident Exit interview:

• Resident perspective of cumulative experience

• Summative Eval

 

New Innovations Documentation Template   Date of meeting:   Name of PD:   ☐ May/Final Milestone Report discussed ☐ Clinic encounters discussed ☐ Non clinic encounters discussed ☐ Job status discussed ☐ Boards status/plan if not taken    Summary of Resident Perspectives Discussion:       Summary of Summative Eval: