Effective 7/4/19 the process for requesting approval for trades/coverage has changed.

PTO Policy

Please read the PTO policy carefully before arranging any trades or coverage.

Scheduling Forms

Coverage Form – https://forms.gle/Jaf2Zmd1aa6sZzKy6 

Rotation Trade Form - https://forms.gle/wpzyjN643f1L7mJc6 

Steps for Finding Advanced Coverage

Review your schedule and determine what rotation you are on and what your anticipated days off are for that rotation. Don’t forget to take into account interns/residents switching from days to nights and a day off may be forfeit, or when a new team starts on a rotation and all team members are required to be present.

If applicable, determine where the day(s) you need coverage fall in your team’s call cycle (call, post-call, post-post, etc) Use Amion to find people who may be available to cover you. These people must be on elective or a scheduled day off. Example of people who are available to cover include: Elective Scheduled day off Golden weekend Weekend on outpatient hybrid Weekend day on inpatient hybrid that the covering resident is scheduled to be off Identify a day in your schedule when you are available to cover them for an equivalent rotation/day (ICU for ICU, inpatient for inpatient, call day for call day, clinic half-day for clinic half-day, etc)

Send an email to SEVERAL INDIVIDUALS (not mass listserv emails) that are available on your coverage day explaining your situation and requesting coverage. Include the day and rotation that you are available to cover them back – this increases the likelihood that they will accept. As an example:

When one of the people you emailed agrees, go to https://forms.gle/Jaf2Zmd1aa6sZzKy6 and complete the Coverage Approval Form. It will be reviewed by the Ambulatory and/or Block scheduling chief. If it is an equitable trade and there are no issues it will be approved and the changes made to your schedules. The review and approval process is necessary to ensure fair trades, adherence to ACGME limitations, and fulfillment of educational requirements. You will receive an email from the chiefs either approving the trade or explaining why it could not be approved.

Rotation Swaps/Trades (for trades/swaps involving > 1 week of a rotation)

If you would like to trade all or parts of a rotation with another resident (eg. 2 weeks of P CCU for 2 weeks of P MICU) please go to https://forms.gle/wpzyjN643f1L7mJc6 and complete the Rotation Trade Approval Form. It will be reviewed by the Ambulatory and/or Block scheduling chief. If it is an equitable trade and there are no issues it will be approved and the changes made to your schedules. The review and approval process is necessary to ensure fair trades, adherence to ACGME limitations, and fulfillment of educational requirements. You will receive an email from the chiefs either approving the trade or explaining why it could not be approved.

FAQs

  1. Why are we using these google forms? Can’t I just email the chiefs with my trade/coverage?
    1. We are moving to forms to consolidate and centralize the coverage and trade process. Often, coverage/trade arrangements are sent to the wrong chief or insufficient information is sent in emails which slows down the review process and can create errors. Our hope is that this standardized process will make the process more efficient. Emailed coverage/trade arrangements will no longer be accepted.
  2. What if I am UNABLE to find coverage after reaching out to several available INDIVIDUALS and I didn’t get responses to my follow up emails either?
    1. You can then email the scheduling chiefs for assistance and will assist you in attempting to find coverage. Coverage is NOT guaranteed.
  3. Why can’t the chiefs just email available people arrange coverage for me if I tell them the dates?
    1. It is your professional responsibility to find coverage for yourself. Throughout your career you will be responsible for finding your own coverage. When the chiefs email residents to cover their peers, people may feel pressured to agree to provide coverage. This puts residents in an unfair position.
  4. What if the event is just a couple of weeks away?
    1. Sometimes last minute commitments come up. We understand this. If you do not hear back from the people you emailed within 2 days, email the appropriate scheduling chief for assistance and they will assist you in attempting to find coverage. Coverage is NOT guaranteed.