University of Texas Medical Branch (UTMB)
Hurricane Ike Information for Program Directors, DIOs, and Residents
September 22, 2008

UTMB—Status of Needs

Thomas Blackwell, MD, UTMB’s DIO, and his staff send their gratitude to the entire GME community for the many offers of support and assistance coming in from programs and institutions across the country.  ACGME has provided Dr. Blackwell and his staff with access to a database updated in real time that includes all offers of assistance by program name, program director, level of position, and any additional comments included by the programs offering temporary positions for UTMB residents/fellows.  Over the next several days, he, his staff, or UTMB program directors will contact the respective program directors from those programs wherein temporary placement might occur.  The number of offerings is likely to be far greater than the immediate needs; the response has been overwhelming.

Reminder for Programs and Institutions Accepting Temporary Residents

Once UTMB residents have been situated in temporary positions, those programs providing temporary placement must remember to update their resident listing in ADS.

Resident Case/Procedure Log Process for Temporary Transfers of UTMB Residents

 UTMB residents who transfer temporarily into other non-UTMB programs will utilize existing IDs and passwords to log into their UTMB Case Log system.

• All procedures will be credited to UTMB as an institution and the resident as an individual.
• The receiving program should do nothing regarding the Case Log System for UTMB residents..
• ACGME will label IKE as the Institution in which displaced residents will log their cases, REGARDLESS of where they actually perform the procedure.
• ACGME will label as IKE, an Attending for the same purpose mentioned above.
• During this disaster ACGME is unable to credit the receiving program for the cases performed, either as a program or as counted toward their individual resident numbers.
• The Program Director for the receiving program will not have access to any of the UTMB resident’s information. They will need to request that the resident print a report and submit to them in order to track procedures performed.
• The system allows this process to be accomplished by date range or for all procedures performed at Institution IKE or under Attending IKE.

Funding and Housing Temporary Positions

Dr. Blackwell has asked the ACGME to inform those programs/institutions offering temporary placement that UTMB will pay the salary, benefits, and malpractice insurance for these residents through the duration of their temporary assignment.  He has also requested assistance with providing housing for residents who may be placed in temporary assignments. 

Information About Medical Licensure

 DIOs and program directors of receiving institutions and programs should contact their state medical licensing boards for questions about this topic related to UTMB residents.

 Contacts

If you have any questions regarding resident transfers during this time, please contact the staff of the respective Review Committee to which your inquiry is directed.  Contact information can be found at:  http://www.acgme.org/acWebsite/about/ab_RRCactivity.asp.

Hurricane Ike Disaster – 
Hurricane Ike Information for Program Directors, DIOs, and Residents

Request from University of Texas Medical Branch at Galveston (UTMB)

The devastation caused by Hurricane Ike has resulted in temporary alteration to the GME programs at the University of Texas Medical Branch, Galveston.  Thomas Blackwell, MD, the Designated Institutional Official (DIO), along with UTMB program directors, have determined they cannot provide all residents/fellows with an adequate educational experience for the short term.  They have requested that the ACGME facilitate the temporary transfer of UTMB residents/fellows to institutions and programs that can provide this adequate educational experience in the following specialties and subspecialties: 

Institutions/Programs Offering to Accept Temporary Transfers

Programs offering to accept temporary transfers from UTMB programs affected by Hurricane Ike must complete the "Available Openings for Displaced Residents" form accessed through the Accreditation Data System (ADS). Information about these openings will be made available to Dr. Blackwell and UTMB program directors.  In order to be included on the “available openings” list, programs must submit their information by September 24, 2008. 

Programs that currently have available position openings they wish to offer (RRC-approved complement is greater than number of filled positions), should log on to ADS and confirm the status of every resident/fellow on duty for 2008-2009; then proceed to the section Positions for Displaced Residents to complete the “Available Openings for Displaced Residents" form.  Information about these positions will be made available to Dr. Blackwell and the UTMB program directors.   

Programs that currently do not have position openings (RRC-approved complement does not exceed the number of filled positions), but believe they have the educational resources to support temporary positions must seek approval from the RRC (Note: some specialties allow temporary increases without prior approval).  The PD should log onto ADS and confirm the status of every resident on duty for 2008-2009; then proceed to Request Changes to request a temporary Increase. This request involves DIO and RRC approval. RRCs will expedite resident/fellow complement decisions as a result of these requests.  Their decisions are based upon the adequacy of the receiving program's resources for resident education such as quality and volume of patients and related clinical material available, faculty-resident ratio, institutional funding, and the quality of faculty teaching. In those specialties where approval is required, the DIO and PD will receive an automatic notice that an increase has been approved.  Then, the PD should log on to ADS and complete the "Available Openings for Displaced Residents" form.  Information about these positions will be made available to Dr. Blackwell, UTMB program directors and residents/fellows.

UTMB program directors will contact the program directors offering positions to discuss possible transfers. Dr. Blackwell will approve the transfers.  The ACGME cannot respond to questions regarding funding or resident caps.  For issues related to Medicare funding for any additional residents see the August 19, 2008 Medicare Hospital Inpatient Final Rule, pp. 48433-49084 of the Federal Register. [http://edocket.access.gpo.gov/2008/pdf/E8-17914.pdf]

Residents and Fellows in UTMB Programs

If you are a UTMB resident or fellow in an affected program, Dr. Blackwell, your sponsoring institution's DIO, and your program director will have access to the "Available Openings" report.  You should remain in touch with them during this time.   UTMB will provide a web link to GME for residents/fellows in the next few days.  The ACGME will publish this link when it is available. 

ACGME will coordinate with other agencies such as Association of American Medical Colleges (AAMC), and the Federation of State Medical Boards (FSMB) in addressing many issues related to residency education. Designated Institutional Officials are currently working with their PDs to evaluate needs.  Until we receive further information from our colleagues, please consider how your program or institution may be of help so when information is posted, you will be able to respond quickly.  Further information will be forthcoming through special ACGME e-Communications and postings to the ACGME website at www.acgme.org.