Applying to WRITE
- Presenting to WRITE Students
Presenting to WRITE Students
A presentation about WRITE (and about Tracks and clerkships) by will occur during the foundations phase. Then, closer to the time of application to the programs, a more in-depth information session will occur and will include Academic Affairs' curriculum manager and registrar.
Qualified students may apply for the WRITE Program during their second year, when the WRITE Student Application Form (PDF), will be made available. for additional application information, please contact the WRITE program administrator, email@example.com.
The criteria for selection to the WRITE Program are based on background, interest, motivation and the following:
- The III (Independent Investigational Inquiry) Petition must be submitted and approved
- Strong academic achievement during the first and second years
- A career interest in rural primary care
- A strong personal statement
- Participation in the R/UOP or equivalent program is desirable
- TRUST (Targeted Rural Underserved Track) students will have priority selection over non-TRUST students.
Following the application deadline, copies of the applications are forwarded to WRITE Co-chairs and the WWAMI Regional Deans.
- Write Application and Student Selection Process
Write Application and Student Selection Process
Once WRITE Student Applications (PDF) have been received, student interviews will be arranged with the WRITE Co-Chairs, the WWAMI Regional Deans, the Associate Dean of Curriculum, and the Associate Dean for Student Affairs.
PLEASE NOTE: WHEN FILLING OUT APPLICATION, save the file to your computer, fill it out, save it, then submit.
Following the interviews, students are selected and matched to sites by the WRITE Steering Committee based on student interest and WRITE Steering Committee suggestions.
The WRITE Co-Chair’s Office notifies the students about their preliminary site matches and also notifies the WRITE sites about their student matches.
Following the match notification, the student should plan to contact their potential site by phone or Skype to discuss the match and ask any questions. If a suitable match is agreed to by the site and the student, the student will notify the WRITE Co-Chairs and their WWAMI Regional Dean sometime in early February (deadline varies a bit each year) and will be assigned to that site for the following academic year’s winter and spring quarters.
Note: WRITE students will find that they may be limited regarding the order and location of their third-year clerkships (prior to the start of the on-site rotation) due to the unusual nature of the WRITE experience.
WRITE Student Travel
- Moving to the Site
Moving to the Site
General information for travel that is associated with or which takes place during the WRITE rotation can be found at depts.washington.edu/gowwami/move.
- The student arranges any travel dates with their appropriate WWAMI Regional Office and their primary preceptor if appropriate
- The student must contact the travel coordinator in Academic Affairs at 206-685-7022 or at firstname.lastname@example.org to receive approval and arrange travel details
- Allow sufficient time to make travel arrangements so as to secure the lowest airfare rates available; students will be responsible for late booking charges
- The student contacts their appropriate WWAMI Regional Office to confirm that the travel details have been arranged.
- Create Your Biography
Create Your Biography
Each autmn, incoming WRITE students will be contacted by their Regional Dean's office with a request to submit a written personal biography and a photo or two. The regional office will use this information to create a fun press release that will be sent to each WRITE student's site. The biography is a time for students to share a little about themselves and provide some details about the WRITE program. Typically the bios are posted at the clinic and hospital and sometimes the newspaper will use them to run a story on an incoming student.
The Regional offices will need written permission (via email is fine) from students to send out the biographies to the WRITE sites. If you do not prefer to have a biography posted at your WRITE site, it is not required.
Posted here is a sample biography (PDF) for your reference.
- Before Going to WRITE Site
Before Going to WRITE Site
The University of Washington will send written confirmation to the WRITE Sites regarding liability coverage prior to the start of the on-site portion of the program.
The University’s Office of Risk Management has documentation which states that students have professional liability coverage while enrolled in the School of Medicine. The University’s faculty, staff and students are covered for professional liabilities arising from negligent acts and omissions occurring in the course and scope of their University duties. This coverage is provided through a self-insured program established pursuant to RCW 28B.20.250 et.seq. and governed by the Standing Orders of the Board of Regents. The professional liability program provides the stated coverage on a per-occurrence basis as stated in the Affiliation Agreement between the WRITE Site and the University of Washington.
This insurance covers School of Medicine students engaged in approved educational activities. It will not cover students when “moonlighting”, i.e., paid directly by a facility or volunteering to provide services that are not approved by the University as part of an educational program. As a general rule, if a student is not registered and paying tuition for an educational experience they should question whether there is professional liability coverage. It is recommended that if an activity or experience is in question, the student should call their WWAMI Regional Dean to get additional information before proceeding.
Evidence of the Student’s Standing/Verification
The UWSOM Registrar’s Office will send a letter of verification/recommendation to each WRITE Site prior to the start of the rotation. The letter will include:
- The school’s certification of the WRITE curriculum at that WRITE Site
- The medical student’s academic standing at the school
- Compliance with the OSHA regulations regarding AIDS education
- The malpractice insurance information
- Evidence of HIPAA Training (see below)
Health and Disability Insurance
Students are strongly encouraged to maintain health insurance, whether it is purchased through the University or from another insurance carrier. There is an allowance in the student financial aid budget for the inclusion of insurance as an allowable expense. The student will want to be certain that they have insurance that will cover them outside the Seattle area and it is recommended that the student purchase a policy that will provide coverage for a 12-month period. There are specific times during the year when enrollment is allowed. For more information, contact the Student Insurance office: 206-374-9439, 866-535-8503.
In light of family responsibilities, the cost of education and the risks associated with practicing medicine, students are strongly encouraged to consider disability insurance. The University of Washington has information on plans specifically for medical students.
The student should be aware of the hospital protocol for handling on-the-job injuries. The physician caring for the student may choose to provide his/her services at a reduced fee (this should not be expected); however, any costs such as hospitalization, x-rays, blood work, etc. will not be waived.
The Administrative Simplification provisions of the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Title II) requires the Department of Health and Human Services (HHS) to establish national standards for electronic health care transactions and national identifiers for providers, health plans, and employers. It also addresses the security and privacy of health data. Adopting these standards will improve the efficiency and effectiveness of the nation's health care system by encouraging the widespread use of electronic data interchange in health care.
WRITE students will have had HIPAA training utilizing the HIPAA Compliance Modules at the University of Washington School of Medicine prior to arriving at their WRITE Site. As HIPAA training is site-specific, WRITE Sites will have the option of accepting the student’s prior training from the UWSOM or of having the student take the WRITE Site-specific training. (WRITE Co-Chair’s Office can provide sites with details regarding the student’s HIPAA training modules.)
Some medical institutions contain a section related to medical student credentialing in their bylaws; hospitals use credentialing/privilege forms to document student information that they require and to list policies that must be adhered to by the student. If it is determined that credentialing/privileging is required by a WRITE Site’s hospital, the WRITE student will be sent hospital privilege forms by the WWAMI Regional Office. These forms are to be completed by the student and returned with requested documentation, before the start of WRITE, to the WWAMI Regional Office. These forms will then be sent to the hospital(s) at the WRITE Site so that the hospital can then approve the student's presence in their institution.
The UW School of Medicine has the student’s records of immunizations; the student must be up-to-date on his or her immunizations before going to a site, as stated in the Affiliation Agreement. Students are responsible for obtaining immunization records from Hall Health.
Flu shots are covered by the immunization fee that you paid when you matriculated. The $105 fee includes flu shots, PPDs, and blood borne pathogen exposure. If you receive your shots somewhere other than Hall Health in Seattle you will need to pay for the shots out-of- pocket and then submit the receipts for reimbursement. Please send your receipts to: HSIP Administration, Attn Jim Ponder, University of Washington, Box 357162, Seattle, WA, 98195-7162. Email inquiries about immunization status or reimbursements can be directed to Myshots@uw.edu.
Be sure to attach a short cover note with your name, year in medical school, and the address where you want your reimbursement sent. It takes approx. 4-6 weeks to process. And, save a copy of everything, just in case!
For more about Campus Health Services and required immunizations go to: https://depts.washington.edu/chsweb/hsi.
All students enrolled in the School of Medicine complete a program on Universal Precautions and the appropriate handling of blood, tissues, and body fluid during their first-year orientation program and again at the UWSOM required clerkships’ orientation sessions. As part of the student’s professional development, they are responsible for incorporating these precautions into their routine while in patient care situations and must become knowledgeable of what is available at each hospital at their WRITE Site. The student should speak to the WRITE preceptor about the Universal Precautions process that the UW expects them to use and become familiar with their WRITE site’s process. In the event that a student has contact with blood, tissue, or body fluids, they have been given a card giving instructions on how to proceed. The UWSOM Blood-borne Pathogen Exposure Procedures can be found in the Student Handbook section of the UWSOM web site: http://www.uwmedicine.org/education/md-program/current-students/academic-policies-and-procedures
State Board Registration
Some of the WWAMI states require that WRITE students register with their State Board of Medicine; the WWAMI Regional Office can advise students of the policy in their WRITE state and assist them with the paperwork.
The Family Educational Rights and Privacy Act (FERPA) of 1974 (20 U.S.C. § 1232g; 34 CFR Part 99) is a federal law that protects the privacy of student education records. "Education records" are "those records, files documents, and other materials which 1) contain information directly related to a student; and 2) are maintained by an educational institution. (20 U.S.C. § 1232g(a)(4)(A); 34 CFR § 99.3). FERPA applies to all schools that receive funds under an applicable program of the U.S. Department of Education.
Generally speaking, FERPA allows the University to disclose education records or personally identifiable information from education records in the following circumstances: with the written consent of the student, if the disclosure meets one of the statutory exemptions, or if the disclosure is directory information and the student has not placed a hold on release of directory information.
Pursuant to WAC 478-140-024(5), directory information at the University of Washington is defined as:
- Student's name
- Street address
- Email address
- Telephone number
- Date of birth
- Dates of attendance
- Degrees and awards received
- Major and minor field(s) of studies
FERPA allows the University to release a student's directory information to anyone unless the student informs the Office of the Registrar that he or she does not wish directory information to be released.
For more about FERPA guidelines go to http://courses.washington.edu/registr/FERPA_Faculty_Staff/FERPA_Handout.pdf or refer to the Student Handbook.
Rules and Responsibilities at WRITE Site
- Time Off, PR, Communication, Housing, Meals, Transportation
Student Rules and Responsibilities at WRITE Site
Time off from the WRITE session is not allowed. However, if a student needs time off, it may be possible to schedule this and make up time taken off during the WRITE rotation by either working a few extra weekends or by extending the WRITE site experience. Requesting time off is for special circumstances only and must be preapproved. The student must put in a request for time off to his/her primary preceptor and to his/her WWAMI Regional Dean, who will determine if the request is appropriate.
Because WRITE is such a unique and significant experience, current and former WRITE students will be asked to participate in the student presentation sessions, the orientation and other WRITE informational sessions that are held in the WWAMI region.
Communication is a part of professionalism. Each student is responsible for checking email messages and and responding appropriately.
In autumn of the WRITE student's third year, students will be asked to provide biographical material, including a photo, that will be made into a student biography to be distributed to each student's site.
During the first week or two at his/her WRITE site, the student will be asked to check in with the healthcare professionals in the WRITE community using a Healthcare Professional Checklist (PDF). This form should be completed and sent in (faxed or emailed) to the student's regional office.
Housing, Transportation, and Meals at Site
Students must live in the WRITE community during the on-site portion of the program. Past WRITE experiences have proven that the students can make a positive impact on their assigned rural community.
Housing is provided by the WRITE Site at no cost to the student. The WRITE Site Administrator will work with to find appropriate housing for the duration of the rotation; suitable housing should include internet access, basic furnishings and necessities and will be the proper size for the student and any accompanying spouse, domestic partner and/or children. Prior to the rotation, the student and site will coordinate initial access to the property. WRITE students will be given a week just prior to the start of the rotation to relocate to their WRITE Sites.
Students are responsible for their own personal transportation and meals during the WRITE experience.
- Academic/Program Requirements
The student must complete all educational requirements of the clerkships and WRITE Program as well as participate in any activities planned by the WRITE Program. Additionally, students must complete the entire WRITE rotation during the specified academic year and scheduled rotation block; i.e., a portion of the rotation cannot be taken at a later date. Other requirements for the WRITE program include:
- Utilization, satisfactory completion, and submission of the WRITE Student's Patient Visit Log (below).
- Achieving stated program/curriculum goals and objectives and fulfilling specific course requirements for the UWSOM Family Medicine, Internal Medicine, Pediatrics, and Psychiatry clerkships, and for Chronic Care at WRITE (using the WRITE Curriculum Tracker; students have found that when they set up these components on the scheduling grid early in the WRITE rotation, the completion of the requirements can be more easily accomplished.
- Completion of the Community Service Projects (PDF). Also see the Community Service Project (below).
- The accomplishment of required readings (recommend 10 hours per week minimum) as detailed by respective UWSOM clerkship departments; additionally, students must utilize the current clerkship texts.
- The completion of necessary examinations, assignments, and forms
- Attendance at and participation in:
- Orientation (date to be determined prior to start of new WRITE session)
- Student-led teaching sessions using Adobe Connect
- Faculty Visits and Case Presentations
- WRITE Academic Calendar (PDF)
- Healthcare Professional Checklist (PDF)
- Web-Based Student Sessions (Balints & Student-led Teaching) (PDF)
- Department Requirements
- Hosting Faculty Visitors
- Progress Report and Feedback Session with Preceptors
Progress Report and Feedback Session with Preceptors
(and mid-end clerkship review)
At the end of each month, students should schedule a feedback session with his or her primary preceptor. The week or so before the meeting, any physicians with whom the student has spent a lot of time should fill out a Progress Report and Feedback Summary Form in his or her specialty area:
Chronic Care Monthly Progress Report and Feedback Summary Form (PDF)
Family Medicine Monthly Progress Report and Feedback Summary Form (PDF)
Pediatric Monthly Progress Report and Feedback Summary Form (PDF)
Psychiatry Monthly Progress Report and Feedback Summary Form (PDF)
For Internists, the Department of Internal Medicine requires a periodic check in using E-Value.
These forms should be collected and then discussed at the monthly feedback session. This meeting offers a formal session in which to receive feedback and get a sense for progress and areas of improvement.
THESE FORMS ARE FOR INTERNAL/INFORMATIONAL USE ONLY AND DO NOT IN ANY WAY INDICATE FINAL EVALUATION OR GRADE OF WRITE STUDENT.
Mid-end Clerkship Review
At some point in March, instead sit down and do a *mid-end clerkship review with the students--to reviews students curriculum requirments:
Chronic Care *Mid-end Clerkship Review (PDF)
Pediatric *Mid-end Clerkship Review (PDF)
Family Medicine students are encouraged to print and bring their family medicine requirements tracker to mid-end feedback session for review.
- Community Service Project
- Patient Visit Log
Patient Visit Log
The log record serves several important purposes:
- Maintains a personal record of your clinical learning experiences so that you may:
- build on experiences in independent learning
- fill in gaps in your clinical experiences by requesting appropriate patient assignments
- have a guide and stimulus to patient follow-up care
- identify challenging cases to study in depth
- choose cases to discuss during case presentations, faculty visits, or residency interviews
- Provides an evaluation of the WRITE Program.
Overview of the Web-Based Program
STUDENT DATA ENTRY INSTRUCTIONS
The WRITE Log System utilizes E*Value to collect information from you. It allows you to enter data, make corrections, and create reports as you wish. For directions on use of the system, please review the document How to Use Pxdx (PDF). A listing of the choices for diagnoses and procedures included in E*Value can be found in Diagnoses and Procedures for WRITE PxDx (PDF). If you have any questions about these directions, please contact Donna Painchaud at email@example.com.
At the end of each month, Dr. Jan Carline will create a report summarizing the data you have entered to date to be distributed to each of the clerkship directors, the appropriate WWAMI Regional Dean, and you. The results of these reports may be used to help direct you to seek specific types of patient interactions to insure that you meet the objectives for the various clerkships. If you have questions about these reports or the design of the data collection tools, please contact Jan Carline at firstname.lastname@example.org. Please have all your entries up to date on or before the 25th of each month.
- Log data should reflect your daily activity as you see patients. If you see the same patient more than once in a day, you do not need to log that patient more than once, but then the next day, if you see that patient again, go ahead and add that visit to your log data.
- When determining "observation," "partial involvement," or "full involvement"
- Full: 51% to 100% student activity: If the student has first contact with the patient and obtains the H and P and presents that information, that usually results in the student being involved/responsible for greater than 50% of the visit, which should be considered/recorded as "full."
- Partial: up to 50% direct involvement with the encounter (handles less than 50% of the encounter); just questioning or exam skills by the student should be considered "partial."
- "Observation" is purely observing (shadowing) with no direct patient interaction.
- WRITE Program Evaluation
WRITE Program Evaluation, At the end of the WRITE rotation, students will be asked to complete and return an anonymous Student Evaluation of WRITE Program & Faculty form. This is being completed in addition to the required online Family Medicine Clerkship Evaluation Form which is completed by all students following their Family Medicine Clerkship. As well, the WRITE Co-chair will request a debrief interview upon students' return to Seattle.
Letter of Recommendation ERAS
- Requesting a Letter of Recommendation
Requesting a Letter of Recommendation
As part of the residency application process, students often ask for letters of recommendation from one of the clinical faculty at their WRITE site; it is recommended that the student ask for a letter of recommendation from one of the clinical faculty at their site before leaving the WRITE Site.
Tips for the Student:
- Follow the instructions exactly as directed by the program being applied to
- Assist the preceptor in writing the letter by offering ideas and personal information
- Allow plenty of time for the letters to be completed
- Provide envelopes, stamps and address labels for their use
Tips for the Preceptor:
The structure of the letter should include the purpose of the letter, what the student is applying for, the nature of the preceptor’s relationship with the student, the student’s academic achievement and personal attributes, and a closing paragraph summing up what has been stated. Additionally, the letter writer must also include a statement indicating whether the student opted to waive or not waive their right to see the letter. Click here for tips on writing an effective letter of recommendation (PDF).
- Keep complete notes and a photo on file
- When the student requests a letter, ask for a meeting and/or have the student provide a CV, a personal statement and/or a photo
- Write the letter as soon as possible after the student’s rotation
- Keep the letter on file; the student may extend their program