Ruth Levine, M.D.
Assistant Dean for Educational Affairs
Office of Clinical Education
What’s in Year 3?
Clinical Skills Week
1 week
Internal Medicine
Pediatrics
Surgery
Ob/Gynecology
Psychiatry
Family Medicine
Elective period
12 weeks
8 weeks
8 weeks
6 weeks
6 weeks
4 weeks
4 weeks
December break
4 weeks
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OB/Gyn – Gyn outpt, Gyn inpt and
OR, Antepartum, L&D nights, OB
outpt, L&D days/postpartum
Psych – 2 rotations of 3 weeks
each; St. Joseph + outpatient, West
Oaks + Jester
IM – 3 months – 2 inpt, 1 consult; or
1 inpt, 1 consult, 1 outpt
Surgery – 2 one month services
Pedi – inpt, outpt, Nursery,
subspecialty
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In years 1 and 2, everyone is in the same
course at the same time
In years 3 and 4, everyone’s schedule is
different
Even within a course, your schedule will be
different
Period
1
2
3
4
5
6
13
7
4-8-12 Wk 6/29/15 - 7/27/15- 8/24/15- 9/21/15- 10/19/15- 11/16/15- 12/14/15- 1/11/16 Dates
7/24/15 8/21/15 9/18/15 10/16/15 11/13/15 12/11/15 1/8/16
2/5/16
6/29/156 Wk Dates 8/7/15
8/10/15- 9/21/159/18/15 10/30/15
8
9
10
11
12
2/8/16 3/4/16
3/7/16 4/1/16
4/4/16 4/29/16
5/2/165/27/16
5/30/166/24/16
2/22/164/1/16
4/4/165/13/16
11/2/15- 12/14/15- 1/11/1612/11/15 1/8/16
2/19/16
5/16/166/24/16
Hybrid
1
2
3
4
5
6
7
8
9
10
11
12
13
Surgery
Surgery
FM-Elective
Pedatrics
Pedatrics
Pedatrics
Pedatrics
Pedatrics
Elective-FM
OB/Gyn
Psychiatry
Psychiatry
Pediatrics
Galveston Clerkship
Austin Clerkship
FM - Elective
Elective-FM
Surgery
Surgery
Surgery
Surgery
Surgery
Surgery
Pedi
Psychiatry
OB/Gyn
OB/Gyn
Elective-FM
Pediatrics
Pediatrics
Pediatrics
Elective-FM
Elective-FM
FM-Elective
FM-Elective
FM-Elective
Surgery
Internal Medicine
Internal Medicine
Internal Medicine
Surgery
Internal Medicine
Internal Medicine
Internal Medicine
Internal Medicine
Internal Medicine
OB/Gyn
OB/Gyn
OB/Gyn
OB/Gyn
Surgery
Surgery
Surgery
Internal Medicine
Psychiatry
OB/Gyn
OB/Gyn
OB/Gyn
Psychiatry
Psychiatry
Psychiatry
Psychiatry
Psychiatry
FM/Elective
Elective/FM
FM/Elective
OB/Gyn
Course
Length
Family Medicine
4 weeks
Elective
4 weeks
Obstetrics/Gynecology
6 weeks
Psychiatry
6 weeks
Pediatrics
8 weeks
Surgery
8 weeks
Internal Medicine
12 weeks
OB/Gyn
Psychiatry
Psychiatry
Psychiatry
OB/Gyn
Internal Medicine
Internal Medicine
Internal Medicine
Internal Medicine
Pediatrics
Pediatrics
Pediatrics
Psychiatry
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Clinical Skills Week – registration automatic
Clerkships – you select a preference,
Enrollment Services (ES) registers you
 You may need to choose preferences within the
clerkship, e.g. outpatient location
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Electives – you enroll yourself
 Automatically enrolled in “VACA”
 You swap this out with the course you want
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Before the “week”
 Mandatory Urine Drug Screen –
◦ EPIC training
◦ Online quizzes/videos
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June 22-25
◦ Task trainers
◦ SIM Man
◦ Writing notes, presenting on rounds
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June 25-26
◦ Houston students – Houston orientation
◦ Austin students – Austin orientation
 Orientation held first day – MANDATORY
 Clinical evaluations – shared form
 NBME subject exams on last day
 Communication largely by email
 Coordinators make schedules ~2m in advance
 Log patients in New Innovations
 On-line eval of residents, faculty & course
 More course-specific info from the clerkships
when you get there
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Dress professionally
Be accountable: Answer
your phone/texts/ and
emails. Check your
messages regularly. Keep
a watch and a planner. Be
on time.
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Plan on being around all
day every day. Never
assume you are “free”
until you are given
permission otherwise
When you need to be
absent, inform
EVERYONE (e.g. your
attending, resident,
coordinator, and fellow
students)
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The NBME subject tests or “shelf
exams” are national, normed tests
All clerkships use the 5th percentile
nationally as passing
Failure of shelf (and nothing else)
= PC
All shelf exams are web-based.
Proper behavior required
If you must miss, Dr. Rabek must
approve
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Only your @utmb.edu address should be
used
 Potential HIPAA violations
 We can’t find it/search for it
 Might be “spam filtered” out
 We can’t track email from other accounts
 Do you really want to be known as “sweet cherry
pie” for the rest of your life?
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Check it often or you’re out of luck
 Clerkships are an exposure to clinical
medicine
 Clinical medicine is a full-time 24/7
occupation
 All clerkships agree to the same policy:
◦ You work one day per weekend on average
◦ This includes holiday weekends, except
Thanksgiving
◦ The clerkship decides whether you can
choose your off day or whether it will be
assigned
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Clerkship coordinators are your source of
information and schedules
They are not always available after 5:00PM or
on weekends
They plan far in advance
 They will try to accommodate all reasonable
requests made early
 They have difficulty with last minute requests or
changes
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You are going to need a car
ALL students will do rotations off
of Galveston Island-even
“Galveston-based” students
“Commutable” distance can be as
far as to Beltway 8
Some “Galveston based” students
may be assigned to Houston or
Austin for some clerkships
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Probably doesn’t matter
But you will worry that it does
Placement of elective/VACA block may matter
Times it might:
 You’re getting married
 You have a medical or reproductive issue
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If you defer for board study or personal reason,
you’ll need to have me (or Dr. Mancuso) assign
your track soon
6 different tracks (plus a few hybrid options) – see
http://www.utmb.edu/oce/Documents/ClerkshipTr
ackSequence.pdf
 2 different options within each track
 Make selection via MyStar
 System opens on April 13, 2015
 Deadline April 17, 2015
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Track trade deadline April 23, 2015
Schedules available to view on May 1, 2015
Add/drop period for electives begins May 4, 2015
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You will not be able to select a track or register if
there is a hold on your account
 Electives (5 blocks needed to graduate)
 Must take one in year 3 – may take two
 Courses you may take as a third year student:
◦ Senior Neurology
◦ Senior Emergency Medicine (selective)
◦ Acting Internship selective
 Courses you may not take as a third year
student:
◦ Basic Science/Humanities selective
◦ Ambulatory Community Selective
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Electronically (“swap”) before add/drop deadline
By paper if late
◦ C form, C = complete
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At another school – VSAS vs. paper
◦ B form, B = before you go
Student-created elective – form due 30 days
before
 Research electives – form due 30 days before
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◦ R form, R = research readiness
Course catalog and policies at:
http://www.utmb.edu/meded/electives.asp
 Be sure to show up – they won’t call you ahead
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Participating in a course
you have not added
◦ No credit
◦ No malpractice coverage
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Failing to participate in a
course you have not
dropped
◦ Failure
◦ Withdrawal
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If you are setting up your own site-may need
LOTS of extra time (e.g. as much as possible)
because of
 Hospital affiliation agreements
 May require more malpractice
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St. Joseph application
Housing issues
Ambulatory requests
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Why: To get information about upcoming
community-based rotations and how to fill
out site preferences correctly
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Where: SON Bldg., Room 1.402
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When: March 27, 10am-12pm
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Each hospital you go to
may have different
requirements
We plan ahead for the most
common requests
We need stuff on time or
the hospital may not allow
you to be there at all
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St. Joseph Medical – required application
All Galveston students - 3 week Psychiatry
rotation at St. Joseph Medical Center.
Frances Dawe will email you the forms.
Observe the deadline
 Failure to meet the deadline means you cannot
begin the course
 Miss >3days = failure.
All students must provide the following documents
to the OCE office prior to the start of 3rd year.
Deadline April 10, 2015
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Applicant’s current Curriculum Vitae
Photocopy of driver’s license
Photocopy of current BCLS certification
Proof of current health insurance coverage
Completed Confidentiality and Computer Agreement
Acknowledgement form from their Orientation Packet
Students should call Student Health (X79508) to make
an appointment for a TB skin test or TB questionnaire
(best days are Mon, Tue or Wed)
UTMB Annual Student Required Training
• http://ebizlearn.utmb.edu/psp/ps/?cmd=login
Immunization Records
 Make sure your immunizations are current
 Website below tells you how to access your immunization records
For more information about how to access this paperwork, please visit:
http://www.utmb.edu/oce/Credentialing.htm
Complete set of documents must be received in the OCE office before you can
start 3rd year.
DEADLINE: April 10, 2015
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Austin apartments
Galveston apartments
Sugarland hotel (for Jester IV placement)
Corpus condo
Free to student
Shared bedroom (same gender only)
Please keep neat
Contact Catherine Hale in OCE to reserve
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Internal Medicine – inpatient specialty
preferences
Internal Medicine – ambulatory site
preferences
Pediatrics – ambulatory site preferences
Family Medicine - site preferences
Deadline for all site preferences: April 17
For more information about selecting your site preferences, please visit:
http://www.utmb.edu/oce/SitePreference.htm
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Commutable = less than one hour drive
Must justify commutable request
Internal Medicine and Pediatrics online
There are great sites across the state, branch
out!
Deadline April 17
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Most primary care docs are in
practice, not at academic
centers
We have spent decades
building a cadre of community
faculty
This is a strength of UTMB,
that you learn from real docs in
practice
But they aren’t all in
Galveston, Houston or Austin
You may edit your site preferences for Internal Medicine and
Pediatrics until April 17. Go back to these sites to edit your
preferences...
http://www.utmb.edu/meded/edaffairs/siteranking/
Select the option to Edit/Update Existing Site Preference.
Review your site preference choices by clicking View My Site
Ranking/Assignments from the Main Menu.
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You should be prepared for a mid-year OSCE
 First week of Period 13
 Will cover either Pedi/FM/Surg or IM, Psych, OB
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ICEE will be comprehensive
 Happens summer of 4th year
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Voluntary
Meets once per month
Free food
Regular mentoring
Important topics
Meets in Galveston, Clear Lake area
(Houston students or folks who live on
mainland), Austin
Sign up with pink form
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Follow your own panel of patients
Leave clerkships one ½ day per week to see patients
 Half day of TEAM (Texas Excellence in Academic
Medicine) clinic per week
 Monthly half-days for workshops
 4 Tracks to choose from (8 students maximum)
 Internal Medicine, Pediatrics, Family Medicine,
St. Vincent’s
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Info session March 26
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Professionalism ombudsman
Professionalism “hot button”
Course director
Me or Dr. Rowen
rd
3 Year
Where do I Find
Scheduling Information?
It’s all on the web:
 http://www.utmb.edu/oce/
Click the Student tab!