ASEC Extern Orientation Information
Dear colleague:
Welcome to the Animal Surgical and Emergency Center! We are looking forward to
working with you during your externship.
Please print a copy of this orientation packet, and bring it when you arrive at ASEC.
Our objectives are to teach and educate externs, while maintaining referral-caliber patient
care, and referral-caliber communication and service for clients and referring veterinarians.
During the 16 years that we have conducted an externship program, we have developed the
following policies to balance these objectives. So, please review the attached information,
and let us know if you have any questions.
What to do when you arrive at ASEC: Ask to speak to our front desk manager, Lavan; if
she is not in, ask for Jen, or Jess, or Amanda. They will:
- give you a name tag
- give you a tour of the hospital
- and introduce you to your mentor/contact DVM.
Name Tag: You will be given an ASEC name tag when you arrive. Please “fill in the blanks”
and wear it at all times when you are on the premises. Even if you have a name tag from
school, we require that an ASEC nametag be used, since it identifies which department you
are working with, your university, and whether you are 3rd year vs 4th year.
Hospital premises: When you arrive, you will be given a tour of the hospital.
Mentor: Each extern is assigned a mentor, who will be your primary "contact person" and
who will also be filling out your evaluation.
Surgery Dept. externs: your mentor will be assigned when you arrive
Emerg/Critical Care Dept: mentor (Dr. Southward or Dr. Clare) will be assigned when
you arrive
Radiology: Dr. Jean Reichle
Cardiology: Dr. Cathy Williams
If your mentor is not in the office on the day you arrive, we will designate another DVM as
your “contact DVM” for the day.
Surgery & E/CC externs: rather than spending 100% of your time with the
designated mentor, we feel your education will be maximized by spending time with each of
the senior DVMs rather than just one. So, the extern is expected & required to get involved
with cases from all DVMs of the department.
Radiology & Cardiology externs: you will accompany your mentor during their daily
work, as well as working with their residents/interns/staff on diagnostics, procedures, etc.
Attire: The following are REQUIRED at all times: Either scrubs, or professional attire with
lab coat; closed-toe shoes; ASEC name tag (please ask the front desk staff for one when
you arrive). For Western U. Students, stethoscope & x-ray badge are also mandatory.
ASEC Code of Conduct: Externs are expected to abide by the same code of conduct (see
copy attached below) that our doctors and staff adhere to. There are no exceptions.
Schedule: Attached is an extern work schedule page, for each ASEC department (Surgery,
Emergency/Critical Care, Radiology, and Cardiology/Internal Medicine).
Round and Lectures: Your attendance is expected at whichever rounds occur during your
scheduled working hours (surgery and emergency case rounds, as well as journal review,
radiology rounds, lectures, and other presentations).
Participation: Don't wait to be asked, get involved! You are welcome to observe and ask to
participate in whatever is going on.
Surgery externs: please note that, while we are always happy to answer questions,
the best time to ask questions is often while we are scrubbing in, draping the incision, or
during the closure (since after the procedure is finished, the surgeon is often busy dictating
reports, making phone calls, etc. and it is then more difficult to spare the time to answer
questions at length.
Emergency/Critical Care externs, 4th year: For those of you arriving at 7:30 a.m:
- please ask the senior ICU DVM which charts & patients they are already done with;
you are welcome to then review those cases. Please do not take charts or evaluate patients
that they are NOT done with, since this hinders the senior clinician’s ability to get those
cases finished before rounds.
- during rounds, it is vital that the clinicians be able to clearly hear the discussion, see
the treatment sheet, etc. So, we would ask that externs allow the clinicians to stand “in the
front row” during rounds!
Emergency/Critical Care externs, 3rd year: During the hours that you are “on-clinics” (see
schedule below), your mentor OR whichever senior ICU DVM is present, will ask you to do
any of the following:
-review a case, do a physical exam, SOAP a patient, do an assessment of specific
critical care parameters or body systems for a patient, prepare a brief presentation on a
disease condition, or observe a surgical, radiographic, or other diagnostic procedure. So, if
you have “time on your hands”, it is YOUR responsibility to ask the senior clinician to assign
you a task – do not wait for the senior clinician to seek you out.
All externs, 3rd and 4th year: Please note that all client and referring veterinarian
communication at ASEC is conducted by the attending DVMs only. In the 15+ years that we
have administered an externship program, experience has taught us that having externs
taking patient history or giving client updates are skills best learned in a general-practice
setting. The nature and complexity of cases in a referral hospital such as ASEC necessitate
that all communication be handled by an experienced clinician:
- to ensure accurate, detailed and time-efficient communication
- to eliminate client unease, and reassure them that their pet is being cared for by
an experienced doctor
Externs are welcome to accompany the DVM to the exam room to observe history-taking,
exam, client education, etc. and we are always happy to answer questions you may have,
regarding communication, as part of your education here.
Parking Policy: To ensure that our clients have available parking in our small lot, externs
must not park in the parking lot at any time, including at night or during rounds. Nearby
street parking is available at:
- the adjacent 2 blocks of Ohio Ave., east of Sepulveda Blvd. (all day)
- Massachusetts Ave. (all day)
- Pontius Ave. (2 hours)
- All streets parallel to Sepulveda, to the east. (some 2 hours, some all day)
Evaluation Forms:
- For Western U. students, a copy of the evaluation form is attached. It is YOUR
responsibility to present this form to your mentor, during the last week of your externship,
AND to subsequently confirm with them that they have submitted it. Even if the university
has told you that the evaluation form was emailed to ASEC, it remains YOUR responsibility
to confirm with your mentor that they personally have received it. If they have not, YOU
must contact the university, get the form, and give it to your mentor.
- Externs from other universities: if your school requires a written evaluation, it is
YOUR responsibility to present this form to your mentor AND to confirm with them that
they have submitted it. Even if the university has told you that the evaluation form was
emailed to ASEC, it remains YOUR responsibility to confirm with your mentor that they have
received it. If they have not, YOU must contact the university, get the form, and give it to
your mentor.
For Western University Students: Please refer to the attached list, describing the details of
your educational externship program. In addition, attached is a copy of the evaluation
form which your mentor will submit to the college, at the end of your externship.
Photocopying: Since we have, in the past, had externs copying multiple chapters from
multiple textbooks, we have instituted a policy that externs must not use the copiers here.
Conference Room: We have a downstairs conference room, for studying, rounds, and
lectures.
ASEC EXTERN SCHEDULE
4TH YEAR Western Univ. Students
Surgery Extern:
Tuesday thru Friday, 7 am until whenever surgery dept rounds are finished
(typically finished sometime between 5:30 and 6:30 pm, occasionally later)
Radiology Externs:
Monday thru Friday, 7:30 am to 5 pm (Tuesday: arrive at 7 am)
Emergency/Critical Care Dept. Externs:
Tuesday thru Friday
Extern #1:
First 2 weeks: Critical Care/ICU service: 7:30 am to 5:30 pm
(Tuesday – arrive at 7 am)
Second 2 weeks: Emergency service: 2 pm to 11 pm
Extern #2:
First 2 weeks: Emergency Service 2 pm to 11 pm
Second 2 weeks: Critical Care/ICU service 7:30 am to 5:30 pm
(Tuesday – arrive at 7 am)
Cardiology Externs #1 and #2:
Monday thru Thursday, 9 am to 8 pm
(Tuesday: arrive at 8 am for weekly didactic lecture)
* Dr. Williams usually works until later in the evening; the extern is
welcome, but is NOT obliged, to stay later if they so choose.
4TH YEAR STUDENTS FROM ALL OTHER UNIVERSITIES:
Surgery Externship: Mon-Thurs 7:30 thru end of surgery rounds, approx 6 pm.
Emergency & Critical Care: same as Western Univ. 4th year schedule (see above)
When you are here, you may also arrange to spend some days with Radiology & Imaging Dept.,
and/or Cardiology & Internal Medicine Dept.
WESTERN U. 3RD YEAR STUDENTS – Emergency/Critical Care Dept.
Tues & Wed: noon to 5 “on clinics” , 5 to 10 pm study group in conference room
Thurs and Fri: noon to 5 study group, 5 to 10 pm “on clinics”
Please note that it is MANDATORY, as per Western U. instructions, that 50% of
your time be spent in study group, and 50% “on clinics”.
ASEC DOCTOR & STAFF CODE OF CONDUCT
1. Speak no ill of any referring veterinarian.
-Never! No matter what the situation is, there is NO excuse. A sarcastic or critical
comment can be overheard by a client, staff person, etc. and make its way back to the RDVM.
2. Speak no ill of any client.
-as above: the remark could be overheard, or repeated by someone inadvertently in
the client's presence. An objective description ("difficult", "demanding" etc.) is acceptable, but there
is NO acceptable excuse for derogatory terms of any sort.
3. Staff: criticize privately, praise publicly.
-NEVER critique a staff person in the presence of other staff: take the person aside
for a one-on-one discussion.
4. No backbiting.
-Never critique, to other staff, any staff person who is not present to defend
themselves. Do not permit your staff to do so either. Bring your concerns confidentially to the
doctor or supervisor.
5. No venting.
-There is no acceptable excuse for a doctor or supervisor, as the person in authority,
to belittle, speak sarcastically to, or vent your anger or frustration at, your staff.
6. No griping.
-It sets a bad tone. It depresses everyone's morale. If there is a problem, then
consider how to solve it, and bring your suggestion to the appropriate DVM or supervisor.
7. Take no safety risks.
-Never allow an owner to restrain a pet, or pressure you into doing anything else
which compromises safety and creates a risk of injury to the client, staff, yourself, or the pet.
8. Give your staff clear, specific answers.
-In particular, when the staff person is relaying a question from a client, the doctor's
(or supervisor's) answer should be clear, brief and specific. If the client persists with questions, see
#5 above & #10 below.
9. Every patient is your responsibility.
-Doctors are equally responsible for all ECC and Surgery cases in the hospital. Do
not give less attention to a case merely because it was admitted by a different doctor, the previous
shift.
10. Get on the phone.
-Staff AND DOCTORS must be willing to get on the phone with a client, whenever
necessary, as often as necessary. Answering their questions is not an imposition: it is an
indispensable part of our job.
11. Be on time.
-Tardiness creates an unfair burden to your coworkers. Likewise, it is unfair to our
clients to keep them waiting. No excuse is good enough: be on time.
12. Never gratuitously increase another’s workload.
-In particular, needlessly making or leaving a mess for someone else to clean up is
an unfair waste of that person’s time and effort.
WESTERN UNIVERSITY: EDUCATIONAL OBJECTIVES AND STUDENT ASSESSMENT
We are happy to have the students from Western University College of Veterinary Medicine
here at ASEC, as part of your fourth year curriculum. Our objectives are to support studentcentered, self-motivated and relevant education, and to provide this instruction while
simultaneously maintaining the maximum referral caliber of care to our patients, and referralcaliber communication to our clients and referring veterinarians. Based on our discussions with
Dr. Mason, and our experience of seventeen years of an externship program at our hospital, here
are some comments/clarifications regarding the "student assessment of clinical preceptor" items.
STUDENT ASSESSMENT OF CLINICAL PRECEPTOR
(these are the criteria designated by Western Univ. administrators)
1. The clinical preceptor/supervising veterinarian provided an orientation at the
beginning of the experience.
2. My role and responsibilities during the rotation were well defined.
3. The clinical preceptor demonstrated knowledge and competence in his/her discipline.
4. The clinical preceptor provided well-supervised guidance while still allowing me to
maintain responsibility for patient care.
5. My role in managing patients was not defined at the beginning of rotation.
6. The clinical preceptor provided me with adequate opportunity to develop my own technical
skills.
7. The clinical preceptor gave me adequqte opportunity to develop my communication skills.
8. The clinical preceptor provided feedback in a timely, specific, and constructive manner to
allow improvement throughout the rotation.
9. The clinical preceptor treated me in a professional and respectful manner.
10. The level of practical skills gained during this rotation was below my expectations.
11. The supervising veterinarian was available and approachable when I requested assistance.
12. The supervising veterinarian was organized, enthusiastic and stimulating.
13. I was given the opportunity to discuss cases and ask questions, during rounds or some
other specific time.
14. The clinical preceptor was not directly involved in my rotation and I was supervised by an
Intern.
15. I would recommend this rotation to 4th year DVM students.
16. The level of theoretical knowledge gained during this rotation met or exceeded my
expectations.
17. The level of critical thinking and problem solving skill gained during the rotation met
or exceeded my expectations.
18. My overall clinical experience met or exceeded my expectations.
ASEC COMMENTS/CLARIFICATIONS regarding some of these criteria:
1. Orientation: An orientation packet is provided; a mentor will be assigned to you.
2. Role and Responsibilities: Externs are expected to "shadow" either their mentor, or
any one of the other doctors on that service. You are expected to observe and/or
assist, at the doctor's discretion, with examination, diagnostic procedures,
treatment, surgery, etc. It is the responsibility of the extern to become involved:
don’t wait to be asked. Instead, make the effort to get involved.
4. Responsibility for Patient Care: As per our discussions with Dr. Mason, externs do
not have primary responsibility for patient care at ASEC, due to the referral-only
nature of our caseload, which requires that the primary case responsibility be
maintained by the clinicians. Externs are, of course, expected to observe and assist
at the clinician's discretion.
5. Role in Managing Patients: See #3 above, and review your Orientation Packet.
6. Technical Skills: Extern performance of technical procedures is at the clinician's
discretion. Treatments, and all placement of IV catheters are performed by our
technical staff (to minimize vascular trauma and ensure reliable venous access).
7. Communication Skills: For a wide variety of reasons over the years, we have
established a policy that externs do not handle client (or referring veterinarian)
communication at ASEC. In a referral setting, it creates client unease to have to deal
with a larger number of individuals, and the nature of the cases and the knowledge
base required to effectively discuss the case, has compelled us to maintain this
policy. Certainly, the externs are always welcome to come to the examination room
and listen in on the discussion which the clinician has with the client.
8. Feedback: It is the responsibility of the extern, at the end of each day, to ask their
mentor (or clinician they are working with) for feedback. The clinicians will provide
comments and input during the day, but it is specifically the extern’s responsibility
to request feedback, instead of expecting your mentor to seek you out for this.
9. Always. Everyone here, senior clinicians included, is expected to abide by ASEC’s
“Code of Conduct.”
10. Practical Skills: Our goal is to maximize your educational process. For the above
mentioned reasons, placement of IV catheters and similar technical procedures are
always handled by our experienced staff members; we will endeavor to keep you as
involved as possible in as many procedures as possible. For surgery, obviously the
externs will not have primary responsibility for performing a procedure, but we will
have the externs scrub in whenever possible to assist. For diagnostic and
therapeutic procedures, this will depend on the nature of the procedure, and the
attending clinician's discretion.
11. Supervising Veterinarian: Either your mentor or another clinician on the same
service, is always available.
12. This is Our Goal!
13. You May Always Ask Questions: during rounds and at any other time.
14. Externs are always supervised by a Senior Clinician or Senior Resident.
15. Hopefully! We are always open to your suggestions, to maximize your education and
to improve the quality of our program for future externs.
15, 16, 17: These are our goals!
18. Physical Examinations: In our practice, when the client arrives, typically the patient
is brought into the back treatment area for the initial examination, while the client is
completing their paperwork. We routinely have the externs, as well as the interns,
participate in and/or observe the physical examinations. At this time, the clinician,
externs, and interns, examine the patient together and discuss their findings.
WESTERN UNIVERSITY 4TH YEAR EXTERN EVALUATION FORM:
The following form is submitted, by your mentor, at the end of your externship. Please give this
form to your mentor, during the last week of your externship.
FOURTH YEAR ROTATION STUDENT EVALUATION FORM
COLLEGE OF VETERINARY MEDICINE
WESTERN UNIVERSITY OF HEALTH SCIENCES
Student Name:
Rotation Period: Start date:
End date:
Discipline:
Evaluator(s) name(s):
Title:
Address and telephone:
E-mail address:
Evaluation: The following categories are designed to help you in the evaluation of this student. Please provide a numerical
score of 1 (unacceptable); 2 (acceptable); 3 (outstanding) or N/A (non-applicable categories). Please complete form at the end
of the elective rotation by using on-line form or returning paper version to: Office of Clinical Programs, College of Veterinary
Medicine, Western University of Health Sciences, 309 E. Second Street, Pomona, CA 91766-1854
N/A
Non-applicable
1
Unacceptable
2
Acceptable
3
Outstanding
KNOWLEDGE
Knowledge of basic sciences
Knowledge of material pertinent
to rotation
Application of knowledge
Formulation of appropriate
differential diagnoses
Formulation of appropriate
therapeutic plans
CLINICAL SKILLS
Gathering appropriate history
Accuracy of physical exam
Quality of record keeping
Animal handling skills
Technical ability
Analytical skills, interpretation
of findings and diagnostic
procedures
Quality of patient care
INTERPERSONAL SKILLS
Oral communication/
presentation skills
Written communication skills
Demonstration of compassion
PROFESSIONALISM
Attendance and punctuality
Motivation, enthusiasm and
perseverance
Acceptance of responsibility
Initiative (self-starter)
Ability to relate to clients, staff
and peers
Ethical and professional conduct
COMMENTS:_____________________________________________________________________________________________________________
__________________________________________________________________________________________________________________________
_____________________________________________
Signature of Evaluator_____________________________________________________ Date:___________________
Evaluator: please give this form to front desk staff to fax.
Staff: Please CALL Denisha Jenkins at 909-469-5582 before FAXING this to 909-469-5635