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How to Survive a Site Visit. Doreen J. Addrizzo-Harris MD Program Director Pulmonary Section Chief New York University School of Medicine. Site Visits. Who has never been through a site visit? Who will undergo a site visit this year? Who has been through a site visit in the last year?.

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how to survive a site visit

How to Survive a Site Visit

Doreen J. Addrizzo-Harris MD

Program Director

Pulmonary Section Chief

New York University School of Medicine

site visits
Site Visits
  • Who has never been through a site visit?
  • Who will undergo a site visit this year?
  • Who has been through a site visit in the last year?
key points for a successful site visit
Key points for a successful site visit
  • Be organized
  • Be truthful
  • Be well aware of the requirements:
    • Institutional Requirements
    • Common Program Requirements
    • Subspecialty Program Requirements
    • Subspecialty FAQ
    • Program Letter Requirements
key points for successful site visit
Key points for successful site visit
  • Share resources amongst other subspecialty program directors within and outside your institution.
  • Be sure your fellows are happy and deal with issues they may have about the program or faculty as best you can before the site visit.
  • Educate your faculty and fellows
    • Multiple faculty and fellow meetings
    • Fellow selection (self selection)/chief fellow
  • Rehearse
    • Mock Site visit
program files
Program Files
  • see enclosed list
program files1
Program Files
  • Program letters of Agreement
    • Required for rotations of one month or longer
    • Required for institutions with different governing bodies
    • Identify the faculty
    • Specify teaching, supervision and formal evaluation of fellows
    • Duration and content (curriculum)
    • Policies and procedures
    • Not older than 5 years
    • Signed by program director and site director (plus DIO)
pulmonary critical care medicine fellowship lines of reporting
Pulmonary / Critical Care Medicine Fellowship Lines of Reporting

IM Residents and Team

Chief Resident

Director of Service/Unit


Critical Care Fellows

Pulmonary/Critical Care Attending

Program Director

Pulmonary and Critical Care Medicine

(Dr. Addrizzo-Harris)

Program Director

Internal Medicine

(Dr. Ellen Pearlman)

Division Chief

Pulmonary/ Critical Care Medicine

(Dr. William Rom)

Chair of Medicine

(Dr. Martin Blaser)

Direction of arrow

indicates reporting


program files2
Program Files
  • Program Policy manual (handout)
  • Conference attendance record
    • Copies/ web-based/ print available for those who missed lecture
  • Duty hour policy
    • Mechanism for relief if over
    • Dates of revision and distribution
    • Evidence of duty hour monitoring
      • Including monitoring of home call and moonlighting
program files3
Program Files
  • Documentation of internal review (cover sheet only)
  • Annual program evaluation of faculty and curriculum
  • Minutes of faculty meeting addressing curriculum with fellow representation
  • Written curriculum with increased responsibilities for each level of fellowship
  • Goals and objectives
  • On-line resident survey and program’s response to any deficiencies
program files4
Program Files
  • Autopsy reports and distribution to fellows
  • Sample evaluations/schedules/conferences
  • Supervision guidelines
  • Program Improvement projects
  • Faculty development
fellows files
Fellows’ Files
  • Usually most recent graduates and senior fellows
  • Credentials
  • If non-ACGME trained, letter of PD, prior to appointment of ABIM policies, etc
  • If transferring in, written verification from prior program director
  • Procedure log (indications/complications)
fellows files1
Fellows’ Files
  • Documentation of receipt of moonlighting policy, duty hour policy and curriculum/policies.
  • Documentation of completion of sleep module or attendance at sleep lecture.
  • All evaluations
    • Rotation, research, clinic
    • Final evaluation with summation statement-- practice competently and without direct supervision
    • 360 evaluations
    • Semi-annual
    • Conference, journal club or chart audit evaluations
    • Mini-CEX (handout); simulation exercises, OSCE
fellows files2
Fellows’ Files
  • Portfolio (printed out for one or two fellows)
    • Lectures
    • Grant applications
    • Abstract/publications
faculty files kcf and pd
Faculty Files(KCF and PD)
  • All evaluations by fellows (or summation of)
  • CV including participation in faculty development
  • Checklist of receipt of policies, sleep module, curriculum
  • Documentation of meeting with division chief/program director with regards to faculty portfolio prior to site visit