- Goals & Objectives
Formal visits: Goals & Objectives
An important component of the WRITE Program is the University of Washington School of Medicine Faculty WRITE Site visits. Each site will be assigned a minimum of two visitors. The goals and objectives of the faculty visit are:
- To provide learning experiences and broaden knowledge in various medical specialties for the WRITE students in community settings; specialties include Chronic Care, Internal Medicine, Family Medicine, Pediatrics, Psychiatry and any other specialties deemed appropriate to the WRITE Site.
- To support educational efforts and to provide continuing medical education for physicians and other medical personnel in rural communities.
- To give students practice organizing and writing case work-ups and formally presenting cases, including findings and differential diagnoses.
- To evaluate the teaching strengths and weakness of the particular WRITE site.
- To help WRITE students become comfortable in their role of providing primary care to rural populations by utilizing specialty faculty as consultants when appropriate.
- If desired, to provide direct consultation without fee for patients; this includes hospital or ambulatory patients, whether or not the patient’s physician is a site preceptor.
- To make University staff and clinical faculty accessible to community-based physicians and to promote mutual understanding of their respective roles.
- Faculty Visit Setup Process & Types of Visitors
Faculty Visit Setup Process
Each WRITE site will host faculty from the University of Washington School of Medicine from the Departments of Rehab Medicine (Chronic Care), Family Medicine, Internal Medicine, Pediatrics, Psychiatry or other specialty during the WRITE rotation.
Two months prior to the start of WRITE, each UWSOM clerkship department is contacted by the WRITE Co-Chair’s Office about department interest to visit WRITE sites.
Prior ot the start of WRITE, a list of faculty visitors for the specific departments will be returned to the WRITE Co-Chair’s Office.
At the start of WRITE, the WWAMI Regional Offices will contact the faculty visitors and the WRITE sites to begin the process of determiing dates for the site visits.
Types of Visitors
Formal clerkship visit: Limit to one per site/per session: 6 hours to full day spent at site and meeting goals & objectives. Include 1 to 2 clerkship-specific case write ups and presentations by student. May include a CME or faculty development talk. Consider spending time in clinic with student and preceptor observing and giving feedback on the outpatient teaching experience. Plan to spend dedicated one-on-one time with site director to review visit. Plan to spend one-on-one time with student to review the experience.
Informal clerkship visit or “drop-in” visit with the student and preceptor over a couple of hours. No formal preparation outside of arranging a meeting space and clearing the schedule for the visit. May be accomplished through Skype.
Regional dean visit: One visit per session. Keep informal (maybe over breakfast or lunch) with some time spent with both doctor and student and then about 30 minutes spent alone with student and 30 minutes spent alone with primary preceptor. For new sites experiencing issues may need more than one visit. These visits may sometimes be combined with a Clerkship faculty visit or WRITE Co-chair visit.
WRITE Co-chair visit: half day or so, offer faculty development, listen to one student case presentation.
Link here for guidance with case write ups and case presentations.
Thoughts regarding scheduling:
Scheduled faculty visits should not be changed or canceled by the student; however, if a visit is in question, it is the student’s responsibility to contact the WWAMI Regional Office to discuss the situation. Arbitrary changes create time-consuming havoc in the schedule. If the faculty visit has to be canceled due to weather or illness, attempts will be made to reschedule as soon as possible.
- Prior to scheduling the visit, the WRITE Co-chair’s office needs confirmation of site visitors.
- As soon as possible, regional offices need available dates of visitors to be able to work with sites and students.
- Ideally, visits should occur in about 4 weeks into a session or 6 weeks prior to the session end.
- Avoid too many visits too close together
- Avoid scheduling visits during exam week.
- Faculty Visit Scheduling & Arrangements
Faculty Visit Scheduling & Arrangements
The WWAMI Regional Office, the faculty visitor, and the student will work together to arrange the following pre-visit details:
The WWAMI Regional Office will:
- Assist in determining with the student, site, and visitor available dates to schedule a visit and then confirming this date
- Facilitate introduction between student, site, and visitor, inquiring what the visitor expects to do with his or her time at the site, determining what format is desired for the day (formal or informal), and request a list of desired talk topics
- Once dates are determined, loop in departments' coordinators who will assist the visitor by creating an RFT and follow up ER, using WRITE budget number 07 9632
- Send WRITE site details to the faculty visitor including directions to the the clinic, local contact phone numbers (including the primary preceptor's and the student's cell phone numbers), recreation opportunities, and weather trends
- Send the faculty visitor the student's bio, WRITE student log data, the scheduling grid, latest update of the student's community project, and the link to the Faculty Visitor Section of this web site, including the Faculty Visit Student Feedback Form and Site Visitor Questionnaire (PDF)
The WWAMI Regional Office will request all faculty visitors to:
- Send a brief biography or CV
- Provide cell phone and email address
And will request the following for formal site visits:
- Selection of topics and a title for the community presentation to the student
- Any necessary AV equipment for presentation
- Handouts or an outline of the prepared presentation if available – these may be sent or brought to the site
For informal clerkship visits and visits from regional deans and WRITE Co-chairs, the student will be responsible for being a good host, Being sure to:
- Confirm with clinic date and time of visit and request some time with primary preceptor
- Finalize the day’s agenda with the visitor
- Confirm arrival date and time, offer directions to clinic or offer to pick up from airport
For formal clerkship visits, the student will be responsible for:
- Presenting the faculty visitor's topics list to the primary preceptor and confirming the site’s topic choice with the faculty visitor
- Notifying the faculty visitor of the topic choice and the target audience (please copy regional office)
- Providing any requested AV equipment or supplies for the noon presentation
- Finalizing the day’s agenda with the visitor
- Advertising & posting notices regarding the upcoming faculty visitor far enough in advance so that hospital, clinic, and community professionals may participate--there should be as many local physicians attending as possible; remind the medical community of the upcoming visit in the weeks prior to the visit
- Making arrangements well in advance for a room at the clinic or hospital for the luncheon and noon presentation
- Arranging with the hospital or clinic administrators to pay for the faculty visitor’s lunch
- Preparing a brief introduction for the faculty visitor from the provided CV for the noon presentation
- Notifying the clinic receptionist of the name, date, and time of the visitor’s arrival
- Confirming the time and meeting place for the start of the day with the faculty visitor and the primary preceptor
- Some sites request CME credits for attending the talk. Students should check with the CME coordinators at the hospital to see if this is a possibility. Carol Fisher, email@example.com
at the UWSOM may be able to assist with setting up CME credits in a WRITE community
- Depending on the visitor, students may be required to present one to two cases to the faculty visitor. Well-prepared, typed case presentation write-ups must be sent to the WWAMI Regional Office and the faculty visitor one week prior to the date of the visit.
- Case Write-Ups And Presentations
Case Write-ups and Presentations
Depending on the type of visitor, students may be expected to do one to two case write ups that are sent to the visitor one week prior to the visit and then formally presented during the visit. Case write up guidelines:
- Cases selected should pertain to the visiting person’s specialty; the student will want to utilize the expertise of the specialty faculty as much as possible;
- Planning ahead will facilitate procurement of cases in specialty areas;
- Students need to keep track of possible patient candidates as they work with their preceptor in the course of normal activity;
- It is not necessary to present exotic or rare cases; common conditions and how they are handled are just as important;
- Plan ahead to do the search and article request;
- It is important to be current and knowledgeable about what is being presented so that effective communication can occur; read the standard textbooks thoroughly about the basic concepts and principles of the condition that is being presented;
- Know each case factually and be prepared to present each one in oral summary form;
- The student must present cases that they have been involved in; i.e., the student has performed the history and physical, considered a differential diagnosis, has been involved with the treatment and has monitored the patient’s progress;
- Bring pertinent x-rays, scans, EKG’s and other data to review;
- The student should have their name and the date on all case presentations along with the type of visit prepared for, i.e., Internal Medicine, Pediatrics, etc.;
- All patient records are confidential and should be handled as such - any copied record used in case presentations must not include patient identification;
- Have copies of write-ups available for UW faculty (send electronic file of write-up to your Regional Dean);
- Discussion of cases should be clear and concise;
- Arrange for a place to present the cases and patients - it is inappropriate to discuss cases in a patient’s presence or in a hallway;
- Take advantage of the faculty visitor as a consultant on cases about which the student and/or preceptor(s) have questions;
- Encourage patients whose cases will be presented, to come to the clinic on the day of the faculty visit. If applicable, local patients can be seen in consultation with visiting faculty.
- Encourage the preceptor to be there for the presentations to provide support and clarification of case details if necessary;
- The Day Of The Faculty Visit - tips for the visitor
The Day Of The Faculty Visit - tips for the visitor
Depending on the type of visit, the schedule for this day includes specific activities that can be arranged according to the needs of the participating physicians and the site. Also see goals & objectives of site visits.
Generally guidelines for a formal site visit
- the morning is used for hospital rounds and student presentation and discussion of two cases
- mid-day for the faculty lunch, introduction and faculty visitor presentation to the medical community
- the afternoon for evaluation and feedback and assessment of the WRITE Student's Patient Visit Log Data.
Who picks up the tab for dinner?
If the visitor is in travel status while visiting a WRITE site, and a breakfast/lunch/dinner meeting with the student, preceptor, and possibly other local physicians or medical personnel is scheduled, WRITE faculty visitors can pay the entire meal check and be reimbursed from the UWSOM. It is also permissible for the WRITE site to provide meal(s) for the visitor faculty.
If the UW faculty picks up the tab, the following rules apply to reimbursement by the UWSOM:
All attendees at the meal must have legitimate UWSOM business. Spouses of students or clinical faculty are not generally recognized as having legitimate UWSOM business at meetings and their meals are not reimbursable.
Food purchases are only appropriate when they occur during legitimate business: all-day or half-day meetings/training sessions; meetings during lunch or dinner hour in order to accommodate faculty/student clinic/class schedule.
The amount reimbursed for the meal is limited to the federal per diem rate for that location. Amounts beyond the federal per diem rate will not be reimbursed out of the WRITE budget. UW faculty may have access to a departmental budget that can pay the above per diem amount.
*Alcohol is not a reimbursable expense unless it has been pre-approved. To request approval for alcohol purchases with site visit meals, contact UWSOM Administrative Director, Jonas Louie, firstname.lastname@example.org for a preapproval e-mail confirmation (pre-approval for business meeting meal reimbursements during site visits is not necessary, unless alcohol will be served). Alcohol must be paid for separately from the food portion of the meal, and a separate receipt must be obtained. Note that alcohol is discouraged and may only be reimbursed using SOM Dean’s office discretionary funds and not all requests are approved.
UW faculty and staff who attend the meal and are in travel status may not also claim the per diem allowance for meals provided at meetings and paid for by another UW faculty/staff member. Meals purchased for meetings must be reimbursed using the eReimbursement feature of the ARIBA system.
After travel is completed, your department can process your travel and meal reimbursements through the ARIBA system using the WRITE budget: 07-9632. Do not send receipts, forms or other documents to Academic Affairs for processing. If also requesting meal reimbursement for meals paid during meetings at WRITE site, the Food Approval form and the List of Attendees must be submitted with the reimbursement request in ARIBA.
- Post-Visit Details
Post-Visit Details & Form
The faculty visitor will submit their travel receipts for reimbursement either to the designated person in their department or to the WRITE Co-Chair’s Office in Seattle.
The faculty visitor will complete and return the Faculty Visit Student Feedback Form and Site Visitor Questionnaire (PDF) to the WRITE Co-Chair’s Office in Seattle: attn. Mary Atkinson, UWSOM C-408 HSB Box 356390, Seattle, WA 98195. Visiting faculty are asked to rate the student in each category by checking the appropriate blank and to make specific comments on behaviors that illustrate the student’s proficiency or need for improvement. Students are evaluated and given feedback based on written and oral presentations, utilization of resources, problem solving skills, preparation, and organization of the day.
Upon receipt of the form/questionnaire, the WRITE co-chair's office will send copies of the forms to the specific UWSOM Clerkship Departments and to the WRITE Regional Office (who should send the Student Feedback Portion ONLY to the site preceptor and student).
Preparation Tips for Formal Site Visit