Virtual Onboarding

Virtual Onboarding Notes, Surgical Education Office

Resident Orientation/Onboarding for Incoming PGY-1s:

• Medical Education Coordinator sends out surveys to the incoming PGY-1s via CANVAS

  • Note: Our particular surveys are built into the CANVAS page, but they could be also issued via Qualtrics, Google Forms, or  another survey source of your choice

• The surveys are sent out to the incoming PGY-1s at three different time periods: 

  • One week before Orientation Week -- “What topics do you hope to see?”

  • On the last day of Orientation Week -- “Did that satisfy what you wanted to see? Do you feel prepared to begin the program?”

  • One month after Orientation Week -- “With everything you know now, do you still feel like you were provided the tools for success during orientation?”

• Survey responses (in addition to suggestions from faculty/staff) are brought to Dr. Brunsvold (the Program Director of the General Surgery Residency) in March, as planning begins for the upcoming Orientation Week; the survey responses directly influence what topics are taught at the next year’s orientation 

• Pro Tip: Send multiple reminders via email in order to gather comprehensive responses from all of the PGY-1s, especially for the final survey 

• Sample surveys, previously issued in 2020:

• PGY-1 Pre Orientation Survey -- sent one week prior to Orientation Week 

  • In addition to your previous training and knowledge from Medical School and from your review of this week's orientation agenda, do you believe you will have enough information and support to help you with your first week on service - in terms of navigating your roles and responsibilities? (Yes/No)

  • Please provide examples to help support your answer in Question 1. 

• PGY-1 Post Orientation Survey -- sent on the last day of Orientation Week 

  • Questions 1-10 = PGY1-s rank their experience (1 - Strongly Disagree; 2 - Moderately Disagree; 3 - Neutral; 4 - Moderately Agree; 5 - Strongly Agree)

  • I was sufficiently prepared in clinical skills to enter this residency program.

  • I was sufficiently prepared in patient interviewing to enter this residency program.

  • I was sufficiently prepared in the use of evidence-based medicine in clinical care to enter this residency program.

  • I was sufficiently prepared in communication skills to enter this residency program.

  • I was sufficiently prepared in the diagnosis of disease to enter this residency program.

  • I was sufficiently prepared in the management of disease to enter this residency program.

  • I was sufficiently skilled in working with other health professionals to enter this residency program.

  • I was sufficiently prepared in medical economics and cost controls to enter this residency program.

  • I was sufficiently prepared in patient safety and error reduction to enter this residency program.

  • I was sufficiently prepared in medical ethics and professionalism to enter this residency program.

  • Compared to all first year residents in your program, do you feel your preparation for residency was? (Much Worse/Worse/Average/Better/Superior)

  • Did the 4th Year Capstone Course prove beneficial for your transition to residency training? (Yes/No/No Opinion)

  • During your medical school experience at the University of Minnesota, were you mistreated? (Yes/No)

  • If you answered "Yes" to the last question, please describe the setting, the status of the individual doing the mistreatment (attending, faculty, patient, resident, staff, or student) and the variety of mistreatment you received.                                                                                      

  • What suggestions or commentary do you wish to share with our Curriculum Committees and leadership within the University of Minnesota Medical School?

•  PGY-1 Orientation Follow- up Questionnaire -- sent one month after Orientation Week 

  • As you come to the end of your first month of residency, do you believe the information and training you received during your first week (Orientation Week) provided you with enough information and support to help you with your first month on service - in terms of navigating your roles and responsibilities? (Yes/No)

  • Please provide examples to help support your answer in Question 1. 

RASCI Model:

• RASCI is an acronym derived from the five key criteria most typically used: Responsible, Accountable, Supporting, Consulted, and Informed

• The Orientation RASCI planning meetings for the Surgical Education Office are typically held via Zoom with the Education Manager, Medical Education Coordinator, and four Program Administrators

• The first meeting began in mid-February; bi-weekly meetings are then held March through June (March 4-June 15 in 2021); meetings are typically 50 minutes in length

• At each meeting, the Education Manager walks through tasks line-by-line on the following shared spreadsheet, saved via Google Sheets (screen shot shared below). Staff members offer verbal updates, and the Education Manager records/updates meeting notes, completion dates, etc. at each meeting.

• Please note: Not pictured below -- There is an additional column on the spreadsheet where Comments may be recorded/updated by the Education Manager at each meeting.