Checkout Procedure for Graduating Residents

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Checkout is the formal process a departing resident (PGY3 categorical, PGY2 PSTP, or PGY1 preliminary resident) must complete before they can officially graduate from UT Southwestern Internal Medicine Residency Program (UTSWIM). UTSWIM’s official Checkout date is June 30, 2023. However, many residents will qualify for Early Checkout (see below), so the day you complete the Checkout process outlined will likely precede this date.

The Checkout process is outlined below. Be sure you follow all directions, paying close attention to the Early Checkout requirements. Please see the FAQ section at the end of this form, especially if you are staying here for fellowship.

A special announcement: The Parkland GME office (Support Building A Suite 2.240 in Trinity Parking Lot) where departing residents will go to turn in badges, pagers, etc. will have extended hours for residents checking out on Friday, 6/23/23. They will be open until 18:00 that day so that residents can complete their clinical responsibilities before checking out. The Early Checkout stipulations as outlined below still apply to anyone who wants to check out before 6/30/23.

Before Checkout

TO-DO ITEMS BEFORE CHECKOUT DAY

The following tasks must be complete before the day you checkout, with an absolute deadline of 6/30/23 (last day to Checkout). You will not be permitted to checkout if any of these duties are incomplete.

Epic Inbaskets emptied (in both PHHS and CUH Epics)
Alumni info in MedHub updated
You will receive an email generated through MedHub around 6/1/23. The email has a unique link to complete the alumni survey which allows the updated information to flow to your demographics. Make sure you check junk email and are searching UTSW email box.
- Phone number
- Non-UTSW email address
- Forwarding mailing address
- Career plans (entered in Alumni comments box)
Procedure Log in MedHub updated and accurate
All MedHub Evaluations completed (no incomplete or pending evaluations remaining)
Duty Hours logged in MedHub
Exit Summative Evaluation signed (sent via DocuSign on 6/5/23)*
Scholarly Activity Form completed (found here)*

*PGY2s and PGY1s are exempt from these steps

Checkout Day

Parkland

PARKLAND

The entire Parkland Checkout process must be completed between 7:30am and 3:30pm on (or before§) Friday 6/30. Please be sure you complete the steps in order as certain procedures are dependent on others.

Ensure all pre-requisites To-Do items outlined above are complete
Verify which kind of employee you are so that you select the correct Parkland Checkout Form to complete:
1. Remunerat ive (Parkland-paid)
2. Non-Remunerative (not Parkland-paid, i.e. UTSW or Children’s-paid)
3. Remunerative to Non-Remunerative (currently Parkland-paid but staying at the institution as a UTSW-paid employee)
Go to Parkland to complete the process outlined in the Parkland Checkout Form:
1. Virtual To-Do's
  1. Parkland HIM Checkout
    1. This will disable your Epic access. Do not do this until you are completely done with all clinical responsibilities!
    2. Write down Approval Code sent to your email in lieu of a signature
  2. PeopleSoft: Update mailing address so that final W2 can be sent to you
  3. Update NPI information
  4. Update TMB information
2. On-site To-Do's
  1. Cashier’s Office: NPH 1-502 (in lobby on the way to blue elevators), Hours: 08:00-17:00
    1. Pay any outstanding balances
  2. Parkland GME Office: Support Building A Suite 2.240 in Trinity Parking Lot, Hours: Mon-Fri 08:00-16:30
    1. Return Parkland Badge
    2. Return Parkland Meal Card
    3. Return (Parkland-issued) Pager
    4. Complete Change of Address form

§if you qualify for Early Checkout

UTSW/CUH

The UTSW/CUH checkout process can be completed at any time during the business hours of the offices involved.

UTSW Parking Services – To pay outstanding balances and receive a signature for clearance.
- Go to Building A on South Campus * Hours: Monday – Friday 07:30 -17:00 or CUH 2nd floor Orange Tower 2.2746 * Hours: Monday – Friday 07:00 –16:00
- You must have a signature from Parking Services to be cleared even if you do not have an active Parking Permit

VA

The VA checkout process can be completed at any time during the business hours of the offices involved.

Return your PIV card to the PIV Office (Building TT-49)
Office Hours
- Mon/Tue and Thur/Fri – 8 am -12 noon; 1:00 pm – 4:00 pm (CLOSED for lunch from 12 noon – 1 pm)
- Wednesdays - closed

Lastly, go to the Internal Medicine Education Office (Suite F5.310 in the Medical School) to pick up your Internal Medicine Residency Training Certificate

Early Checkout

PGY3 residents leaving before 6/30 need to request Early Checkout via the Early Checkout Request Form. Please complete and return this form to ASAP.

The first day of Early Checkout is Friday, June 23, 2023. You cannot leave before that date.

As with checkout on 6/30, early checkout can only be done Mon-Fri, 7:30am – 3:30pm. The procedure is the same as outlined above.

If you are still on service (consults, clinic, etc.), you must have explicit, written permission from your team (attending +/- fellow) to checkout before 3:30pm on 6/23. All clinical responsibilities must be completed, and you must ensure that someone is following the patients you are caring for as you will lose Epic access once you complete the checkout process. Written permission from your attending must be emailed to IMSchedule@ with Barbara Dillard and the Chief Residents cc’d no later than 3:00pm on 6/22 to ensure that your clinical responsibilities are accounted for and preparations for checkout can be made.

FAQs

Please read through the answers to these questions thoroughly as they can help clarify a lot of steps in the checkout process.

My last day is on a Sunday. The GME office is not open on Sunday. When do I check out?

You can check out any weekday starting on 6/23 but no later than Friday, 6/30.

I am on an inpatient rotation or assigned to a busy clinic on Thursday, June23rd. How do I check out?

You will be able to do many of the required checkout tasks during your last week in Dallas. However, you should not checkout with Parkland HIM Records until you are completely done with all patient care responsibilities as completing this step will revoke your Epic access.
If you are on a hybrid rotation, you can discuss leaving service early with your attending as described above. You may also discuss leaving early in the days prior to your last day to complete the necessary checkout tasks. Again, these decisions are at the discretion of the attending on service and the residency program cannot promise residents on service that they will be permitted to check out before the end of their last scheduled day of work.

I am a preliminary intern (UTSW dermatology, radiology, etc.). Do I need to check out?

No, since you are remaining a Parkland employee, you do not need to check out of the system. However,you must complete all to-do items outlined in Section I. Turn in your Internal Medicine ID and pager to your department’s program coordinator. Barbara Dillard () will email you when your diploma is ready to be picked up in the Internal Medicine Education Office.
Neurology prelims DO NOT need to complete any steps in this process at all. The Neurology Program Coordinator () will contact you when your diploma is ready for pickup.

I am staying at UTSW for fellowship. Do I need to check out?

No, since you are remaining a Parkland employee, you do not need to check out of the system. However,you must complete all to-do items outlined in Section I. Turn in your Internal Medicine ID and pager to your fellowship’s program coordinator. Barbara Dillard () will email you when your diploma is ready to be picked up in the Internal Medicine Education Office.

I am a UTSW paid resident who will transition into a fellowship as a UTSW paid fellow. Do I need to check out?

No, since you are remaining a UTSW employee, you do not need to check out of the system. However,you must complete all to-do items outlined in Section I. Turn in your Internal Medicine ID and pager to your fellowship’s program coordinator. Barbara Dillard () will email you when your diploma is ready to be picked up in the Internal Medicine Education Office.

I am staying as a UTSW employee working at Parkland hospital as a hospitalist. Do I need to check out?

Yes, the full checkout as you are leaving the residency program and need to turn in your badge, pager and clear any outstanding in basket charts. You must be cleared as a resident.