RTC Meeting Minutes June 18, 2008 - Department of Medical Imaging

University of TorontoDepartment of Medical ImagingUniversity of TorontoRTC Meeting MinutesJune 18, 2008Room NCSB-1C551, Toronto General HospitalAttendeesDr. Linda Probyn – Chair Dr. Robert Bleakney Dr. Jeff JaskolkaDr. Robyn Pugash Dr. Hemi Dua Dr. Anshu RajputDr. Melissa KernDr. Anisa MnyusiwallaDr. Peter de MaioDr. Cathy MacDonaldDr. Derek Muradali for Dr. Vik PrabhudesaiRegretsDr. Patrice Bret Dr. David Mikulis Dr. Errol Colak Dr. Lisa Ehrlich1. Minutes of Previous MeetingRTC Minutes from May 21, 2008 were approved.2. Business Arisingi) Arising from previous Minutes: On-call Volumes Update:Dr. Pugash has confirmation from the Sunnybrook Adminstration that ERvolumes are not expected to increase due the expansion of the ER. Theexpansion is to house the current load of waiting ER patients without an expectedincrease in volume. Dr. Pugash however will closely monitor the numbers andwill address issues as they arise.Drs. Jaskolka, Bleakney and Prabhudesai will continue to monitor on-callvolumes at each site and will address the issue as necessary.3. RTCi) Introduction of New MembersNew Deputy Chief Resident (from July to December 2008) is David Kelton (tocontinue as University Chief Resident from January to December 2009). Dr.Hemi Dua remains as University Chief Resident until December 2008.

Year Representatives: A new PGY1 rep. will be chosen before the July RTCmeeting. A new PGY2 rep will be chosen for the July RTC meeting. Dr. MelissaKern will continue as the PGY3 rep until December 2008. Dr. Susan James is thenew PGY4 rep. Dr. Anisa Mnyusiwalla will continue on the RTC as the PGY5rep. until December 2008.Residents their term on the RTC were thanked for their contribution:Drs. Peter de Maio and Anshu Rajput.ii) Review of Purpose and Job descriptions, Committee membersDr. Probyn reviewed the purpose of the RTC Committee stressing the importanceof open and collegial discussions to allow for productive program review. Dr.Probyn has drafted the job descriptions of each of the committee members, withthe exception of the Deputy Chief Resident job description which is currentlybeing drafted.iii) RCPSC – General Standards or Accreditation – Dr. Probyn circulated anelectronic version of the RCPSC “General Standards of Accreditation – June2006”, prior the meeting. Hardcopy versions have been ordered for each RTCmember and will be distributed once they arrive. The general structure andorganization of the book was reviewed.4. Program Review – RCPSC Standards of Accreditation B1.1.2 to B3.3.7Dr. Probyn has added “Program Review” as a standing Agenda item for each RTCmeeting to allow for continual program review. The committee will start byreviewing the “B” Standards and at each subsequent RTC meeting a portion of the“B” Standards will be reviewed until they have been covered to ensure the programis meeting the RCPSC requirements.Standards B1-B.3.3.7 were reviewed at today’s meeting. It was noted the in previousyears, the wording “should” has been replaced with the word “must” in many places.Each Standard was read from the Blue Book and was followed by discussionamongst the committee members. If the committee felt that the program met therequirement, this was highlighted on the master document.Items arising for clarification from the discussion:B3.3.1 & 3.3.2: “Objectives of Training”: Dr. Probyn e-mailed the group thisdocument to the RTC members and this will be available to all the Residents on thewebsite. A CanMEDs curriculum will be run through the academic half-days.B3.3.2: “Selection of Candidates” is met through the CaRMS process and thecommittee which includes most of the RTC members.B3.3.4: “Evaluation and Promotion of Residents”: The program has at least twosub-committee meetings per year (more if needed). The committee is comprised ofthe Chief Resident, Site Coordinators and the Program Director. Promotions ofresidents will also be reviewed by this committee.B3.3.6: “Career Planning and Counselling for Residents”: This occurs at the 6 and12 month reviews at a face-to-face session between each resident and the ProgramDirector. This will also be the major topic at the next Resident Retreat.

B3.3.7: “Issues related to stress”: There is partly included at the PAIRO half days.The Program Director also notifies the resident about the resources available throughthe Postgraduate office and it is suggested that individual residents see the wellnessadvisor on an as needed bases. The program will ask Dr. Susan Edwards, FamilyMedicine & wellness expert, to give a presentation to the residents at an academichalf-day.5. Resident IssuesNo issues were identified at this time.6. Evaluations and Face-to-Face FeedbackEnd of Rotation Resident ITERs:These are not completed consistently in a timely fashion (sometimes up to 7 monthsafter the completion of the rotation). In addition, Face-to-Face feedback does notoccur consistently. Discussions ensued as to how this can be improved. The facultyand residents need to be educated on the importance of this and need to takeresponsibility for this to happen. It was questioned at to whether POWER wouldallow for a double login (resident and faculty) therefore ensuring the two are togetherat the time of the evaluation. Dr. Probyn will look into this to see if this is apossibility.Dr. Probyn suggested the idea of an immediate face-to-face feedback system afterreview sessions on those rotations where there are multiple faculty reviewing withresidents and the supervisor may not necessarily review with the resident frequently.The resident would have approximately 10 to 12 of these completed during therotation and would provide these to the supervisor at the end of the rotation to assistin completion of the ITER and provide immediate feedback to the resident.Discussions ensued and the committee decided not to implement this at this time butthis may be an idea for the future.7. Attendance at Half-Days and other Program Activities and Completion of EvaluationForms:Dr. Probyn discussed the attendance at academic half-days reviewing that the PGY 1-3attendance is mandatory at the Monday half-day program 1:00-5:00 pm. Attendance hasbeen suboptimal over the past few months. Residents should sign the sign-in sheet andcomplete the evaluations for the faculty.Discussions ensued as to how best to improve attendance and completion of evaluations.It was decided that there be a new process for signing in. A single sign-in sheet will beattached to the faculty evaluations. The resident must complete the form, detach it fromthe evaluations and put it in an envelope. The evaluations and then completed(anonymously) and put in a separate envelope.8. Quality AssuranceIn order to involve residents in Quality Assurance/Continuous Quality Improvementactivities Dr. Probyn suggested that this would be best accomplished during the Sick Kids

otations where each resident rotates for a 4 month period. Faculty at Sick Kids haveagreed to educate the residents and oversee the involvement in either a small audit orpresentation at Morbidity and Mortality rounds (this includes Dr. Erika Mann, Dr. CathyMacDonald, Dr. Karen Thomas and Zorin Bojic). Dr. Probyn explained how this processwould work. The committee unanimously agreed to this proposal which will start in July2008.Other resident involvement in Quality Assurance includes the monthly Chief ResidentMorbidity and Mortality rounds.9. Procedure LogsDr. Probyn circulated a proposed Resident Procedure Log. Discussions ensued regardingthe pros and cons of such a log. The possibility of obtaining this information off theindividual RIS systems was raised. It was decided not to implement this at the momentbut to decide on which procedures or modalities this would best be suited for and discussthis again at an upcoming RTC meeting.10. Junior/Senior Residents Among the Different SitesDr. Pugash brought forward the need to develop a more proportional distribution ofjunior and senior residents at each site. Discussions ensued and it was decided that thiswould best be addressed with a small focus committee. The committee will consist ofDr. Jaskolka , Dr. Pugash, Dr. Kelton and 1 or 2 other resident representatives. Thecommittee will report back to the RTC in the near future.11. Any Other BusinessNo other business was identified at this time.12. Next RTC and Schedule for 2008-09 Academic YearThe 2008-09 academic year RTC schedule of monthly meetings was circulated. Themotion to start RTC meetings at 4:00 pm (instead of 4:30 pm) was brought forward andpassed.Next meeting: Wednesday July 16, 2008 at 4:00 pmKathryn O’KeefeRecording SecretaryMeeting adjourned at 7:05 p.m.