Letter of Instruction

Another Letter?

Yes. The ACGME loves letters. The Letter of Instruction (LoI) is the first official correspondence your site visitor will send you. It will repeat important dates previously communicated in the SVA Letter and introduce some new dates, and additional instructions and requirements.

Who is Responsible?

TPAs are typically responsible for carrying out the requests made in the LoI. Once you read through the letter, TPAs will need to make sure they disseminate the information to the appropriate parties. It is also crucial for TPAs to touch base with the parties to receive confirmation that they are aware of and understand their responsibilities.

What's new?

The LoI introduces information about:

• necessary arrangements for the day of the site visit

• additional requested information

Necessary Arrangements

Important Highlights:

• Your remote visit will be conducted over Zoom. All participants must have access to a device that connects to the internet and has a camera. This can include a computer, laptop, iPad or a smartphone with the Zoom app downloaded.

!! All participants must have access to a private location for their meeting.

Zoom Invitations:

• Participants in the site visit will receive individual invitations to the Zoom interview sessions. The invitation will include all the information/details for the individuals' interview.

• Upon receiving the Zoom invitation, all participants must press "accept."

• Enter the meeting 5 minutes before the start time. Interviewees may have to wait in the waiting room until the Site Visitor is ready to commence the meeting.

The Schedule:

Attachment #1 is a suggested schedule and is attached to the LoI email. You need to:

• Review the schedule. If changes need to be made, you will need to communicate this to the site visitor.

Additional Requested Information

1. The Attestation Statement

• You can find information on where to download a copy of the Attestation Statement here.

• You will need to:

• sign, date, and email it to your site visitor

• !! You will still need to upload this to ADS. For instructions on how to do this, refer to the ADS Supporting Documents module.

2. The Schedule (Attachment 1)

   • Include the following details for each participant on an Excel spreadsheet:

     1. names,

     2. degrees,

     3. titles,

     4. email addresses,

     5. and cell phone numbers

   • !! The email addresses must be the same the interviewees will be using during the interview.

   • Make sure to upload this schedule to your UB Box Site Visit Folder, too.

3. Attachment 2: Memo to Residents

   • Distribute this memo to the residents/fellows participating in the site visit.

   • They will need to:

     1. Develop one list of five strengths AND five areas for improvement for the program

        • !!They should not share the list with the PD or TPA.

     2. Have this list prepared for the Site Visit Prep Meeting. The Accreditation Team will help the fellows/residents flesh the list out if necessary.

     3. Email the list of strengths and improvements to the site visitor at least a week prior to the site visit AND after the Accreditation Team has reviewed it during the site prep meeting.

        • They must use the subject line and email provided in the memo. Identify the following on the subject line of the e-mail: institution, specialty, and site visit date. (Abbreviations are OK.)

        • !! double-check the deadline - it may vary depending on the site visitor.

4. Bring a copy of list to the site visit interview.

4. Attachment 3: Memo to Faculty Members

3. • Distribute this memo to the faculty members participating in the site visit. The guidelines for "Attachment 2: Memo to Residents" also apply here. Have the faculty follow steps 1-4 listed above.