Policies, SOPs and Forms

• Bereavement SOP
• CME Policy SOP
• Converting Administrative Stipends Into Time
• CTO Budget and Revenue Allocation SOP
• Departmental Gifts
• Downtime Report Resolution
• Faculty Recruitment SOP
• Faculty Resignation SOP
• Formal Yale Radiology Consultation on Outside Studies SOP
  • How to place an order for an outside read on studies already loaded into PACS from an outside hospital
  • Radiology Tips: Requesting Formal Yale Radiology Consultation on Outside Imaging Studies
  • How to video on completing outside reads for YNHHS sister sites
• FY25 Faculty Compensation Plan
  
• Home Workstations and Reading from home SOP
• Inclement Weather SOP
• Jury Duty SOP
• New Faculty Computer Purchase SOP
  
• Parental Leave SOP
• Part time faculty
• Peer Learning SOP
• Per Diem
• Phased Retirement SOP
• Publication Costs SOP
• OPPE SOP
• Sick Leave SOP
• Shift Guidance
• Staff Account SOP
• Time off Clinical service for Grant funded research
• Time off Clinical service for Grant Funded research on CE/CS track
• TMS Escalation Policy 08-20-2020
• Travel Policy
• Triennial/Sabbatical SOP
• Weekend Modified Barium Swallow exams SOP
• Working From Home SOP
• YM moonlighting standard

Yale Diagnostic Radiology (YDR) has articulated the following principles to help faculty members identify and address potential, actual and apparent conflicts of interest and commitment associated with external clinical and educational activities. The fundamental premise is that each member of the Yale community has an obligation to act in the best interest of the University and in furtherance of the University's mission, and must not let outside activities or outside financial interests interfere with those obligations. Yale University’s complete policy on conflict of the interest and conflict of commitment can be viewed at: https://provost.yale.edu/

The following principles may help YDR faculty members identify and avoid potential conflicts of interest and commitment:

1. External activities should not compromise an individual's ability to perform ALL the activities (henceforth known as YDR duties) expected of him or her as a YDR faculty member, including:
   
   a. expected clinical and academic responsibilities
   
   b.requirements as stipulated for the clinical supplement (i.e. requirements necessary for adequate functioning of YDR as a whole)
   
2. Time commitments for external activities should be realistically assessed such that they should not compromise YDR duties.
   
   a. This is especially true when one takes on multiple external activities
   b. External commitments must not preclude one from being available for emergency clinical coverage
   
3. YDR facilities, equipment, and personnel should be used only for YDR activities and purposes (such as teleradiology), except when other uses are specifically authorized by the YDR Chair. University resources should not be used for external consulting activities, including outside legal work, that are not performed under contract with Yale University. Such resources include conference rooms, secretarial support, and office supplies.
   
4. External clinical activities at competing institutions may represent a conflict of interest unless there is a reciprocal benefit to YDR.
   
5. Lectures at outside institutions must also be presented to YDR trainees within a 2 year period (if material is deemed appropriate for the trainees).
   
6. Faculty members must update their conflict of interest and conflict of commitment disclosures with each new external activity.

These principles are intended to increase the awareness of YDR faculty members to potential conflicts of interest and commitment associated with external clinical and educational activities.

Up to two-night stay will be provided by Yale Radiology at one of the following hotels:

• Omni New Haven: (203) 772-6664 (mention Yale Radiology Residency Program for discount)
• The Blake Hotel: (203) 390-5352 (mention Yale Radiology Residency Program for discount)
• The Study at Yale: (203) 503-3900 (mention Yale Radiology Residency Program for discount)

Included with room charges: Parking (if applicable), local phone, and meals.

If the speaker wishes to stay additional days, he/she is responsible for the additional hotel charges.

Roundtrip Coach Airfare:

Reimbursed by YDR from the home city to the following:

• Tweed New Haven Airport, New Haven, CT
• Bradley International Airport, Hartford, CT
• JFK International Airport, NYC
• LaGuardia Airport, NYC
• White Plains, NY
• TF Green Airport, Providence RI

Airplane tickets should be booked 6 weeks in advance if possible. If a multi-destination ticket is necessary due to other commitments, YDR will reimburse the cost of a round trip coach ticket from the home city to Bradley International Airport (BDL) booked 6 weeks in advance.

Round Trip Train Fare:

Metro North or Amtrak (Regional or Acela – Business Class Only for Acela) to Union Station

Taxi Service/Uber:

Reimbursable from Tweed New Haven Airport or train station.

Metro Taxi: (203) 777-7777

Limo Transportation or Rental Car:

Reimbursable for all other Connecticut, New York, RI airports.

Hy’s Limo: (203) 934-6331 (mention Yale Radiology Residency Program for discount)

Personal Car:

Mileage reimbursed at current IRS rate.

Grand Rounds only: $500

Grand Rounds & Resident Conference: $750

Grand Rounds, Resident Conference & Board Review: $1,000

Yale Faculty do not receive the honorarium but may be invited to dinner.

Host’s administrative assistant arranges dinner)

Maximum total of $625.00 or $125.00 per person (maximum of 5 people).* Alcohol is included.
Refer to Yale University policy FR 3401.

In the case of a Yale Diagnostic Radiology Faculty Grand Rounds speaker, dinner is included with host and guests up to $300 maximum.*

* Monies from the section or personal staff accounts can be used to supplement this amount

Host may use PCard to take Lecture to YNHH Café. Expense will be reimbursed to host by the department.

Host’s administrative assistant arranges meeting itinerary for speaker with Yale faculty members.

Timing of evaluations for trainees to complete:

• Residents – after each rotation
• Fellows – September 1, December 1, March 1, May 1
  

Process for evaluation review & feedback to attendings:

These are required to be anonymous. The dates of the rotations will not be displayed. These are done every six months. ACGME requires that the Chair have a mechanism in place such that every faculty member is counseled yearly relative to their evaluations. For Yale Diagnostic Radiology, the Chair has designated this responsibility to the Section Chiefs to counsel their members and provide the evaluations. We don't provide resident evaluations of the faculty directly to them, but the Section Chiefs or Chair can do this or counsel them as they see fit.

The Education Coordinator will be responsible for collecting and compiling the evaluations of the faculty in an anonymous fashion on a quarterly basis in Oct 15, Jan 15, Apr 15, and June 1; they will provide an aggregate copy to

• section chief
• program director
• vice chair for education
• chair
• faculty affairs coordinator (as part of the appointment & promotions process)

Process & timing for voluntary faculty lecture evaluation:

Each lecture by a voluntary clinical faculty will be evaluated by the residents and/or trainees immediately after the lecture, using the following basis:

1. Lecture:
   • inadequate
   • adequate
   • excellent
2. Would you like to see future lectures from this voluntary faculty member?
   • No
   • Yes
3. Comments:

The Education Coordinator will be responsible for collection and compiling these evaluations in an anonymous fashion on a yearly basis and providing an aggregate display of the data to the Voluntary Faculty Coordinator and Committee Chair during the first week of May. An “a” response to the above evaluations will merit an immediate notification of the Voluntary Faculty Committee Chair, to allow for corrective action. Feedback to voluntary faculty will be provided through the committee

TRAINEE EVALUATION OF PROGRAM:

Timing of evaluations for trainees to complete: Semiannual; Dec 1 & May 1

Process for evaluation review:

These are required to be anonymous and the dates of the rotations will not be displayed. The Education Coordinator will be responsible for collecting and compiling the evaluations of the programs in an anonymous fashion on a semiannual basis ; They will provide an aggregate copy on January 15 and June 1 to:

(a) program director, who will meet with the residency program committee or fellowship program committee (consisting of faculty members of the section) on a semiannual basis to review the program evaluations

(b) vice chair for education

(c) chair

A formal meeting of representative program personnel (ie, at least the Program Director, representative faculty, and a least one representative trainee) must take place at least annually to review program goals & objectives and program effectiveness (after semiannual written program evaluation). This is an ACGME requirement for ACGME programs. Evaluation should include:

(a) anonymous trainee confidential evaluation of the program

(b) faculty comments/suggestions regarding the program

(c) the most recent Graduate Medical Education Committee communication

A written summary of this meeting must be submitted to the Chair’s office (for review by the Vice-Chair of Education and the Chair) annually by June 30th for both ACGME resident and fellowship programs and for non-ACGME fellowship programs.

Attending evaluation of fellows and residents:

Timing of evaluations for attendings to complete:

Residents – after each rotation
Fellows – September 1, December 1, March 1, May 1

Process for evaluation review & feedback to trainees:

The Education Coordinator will collect all attending evaluations of each trainee at approximately 3 months intervals (October 1, January 1, April 1, and May 22) and provide these (with rotation type, date, and name of the evaluator) to the Program Directors (on Oct 15, Jan 15, Apr 15, Jun 1). The Program Director and Residency/Fellowship Review Committee members will review the evaluations at least 2-4 times yearly and a printed copy of the evaluations will be placed in the trainee’s file. The Program Director must counsel each resident/fellow at least semiannually based on written attending evaluations, the opinions of the Residency/Fellowship Review Committee and trainee’s portfolios (eg, not based solely on written recommendations). Trainees have the right to see their written evaluations, if such a request is made.

Feedback on resident/fellow dictation reports: Attendings can provide trainees immediate feedback on individual dictations reported on the YNHH IDX Radiology Information System by using the IDX “Review” process to communicate directly to the trainee.

In addition, the following evaluation process will take place:

(1) Intervention alert- when the “Overall Performance” is rated as either:

i. Below Competence = 1

ii. Below Average = 2

These evaluations will be immediately (ie, not waiting for the 3 month consolidation) sent to (a) Program Director, (b) Education Vice Chair, and (c) Chair, to alert them that an intervention may be needed.

(2) Chair and Education Vice Chair will receive all the resident and fellow evaluations on a semiannual basis (Jan 15, Jun 1)

*poor evaluations elicit immediate reviews

360 EVALUATION of Trainees:

Evaluation of trainees by non-attendings (ie, technologists, nurses, patients, and/or other trainees) will occur at periodic intervals, based on requirements set up by program and/or program directors.

There are opportunities for students, residents and scholars to visit or participate in Diagnostic Radiology in terms of education, research, or patient care. Charges may be levied, depending on the level of participation. Click here for further information.

VISITOR STUDENT IN RESEARCH Requirements:
Must be 18 years, complete Yale University application (here), Student CV, IRB & determine whether a stipend will be paid - please provide Emily Foote with this info. Training requirements/URLs are stipulated in the application. For clinical trials, you must add student to IRB application. Once approved, net ID and Yale badge access can be obtained by Emily; and PACS access from YNHH IT.

For research or educational programs for 16-18 year olds - please follow the policy, application, and approval process as designated by the Provost, Yale minors in labs. Policies regarding all minors at Yale - see Yale Youth Programs.

Prior to offering a position, you MUST contact our Faculty Affairs Administrator (Emily Foote) to understand logistics associated with such a volunteer (depending on age, degree, university designation, and visa status).

Note: Applications remain posted for 6 months and then are removed; HS students usually must be = 16 years of age.

NAME - Email Date - Education Level - Needs Funding (Y or N)

Our policy is not to encourage post-graduate observerships for those outside the Yale New Haven Health System, because these divert time away from our primary education mission to teach Yale students and Yale & YNHH trainees, and we would be inundated with such requests. There is no formal observership course or process. However, there are two pathways for such observerships; each of which relies on a sponsoring YDR faculty member to provide primary oversight:

1. Visiting Scholar: The observing physician attends as a visiting scholar sponsored by a faculty member. The sponsoring faculty member must oversee all aspects of the visit for the visiting scholar, and the visit should be focused in sponsoring faculty’s area of specialty. If the visiting scholar is going to observe with others, then the sponsoring faculty member must make obtain approval from the section chief, rest of the section and integrate the visit based on scheduling issues (ie, number of residents and students that month) and that the section agrees to host as well. For the scholar to observe in other sections, you must get approval from other section chiefs (and their sections). Emily Foote needs to be notified at the onset of this process, to ensure requirements are followed and to provide access to facilities and a Yale ID.
2. Observership in a section: The section can offer observerships for a fee - the fee is similar to the fees that we charge outside residents and goes to your section fund (For FY2014, rates are $5510 for 4 weeks and $2755 for 2 weeks or less). The section agrees to teach individuals and the individual agrees to pay for the teaching. Both the section chief and section have to agree to this and put together a curriculum or agenda for the observer; A YDR faculty member or section chief must take responsibility for overseeing the observership visit and curriculum. There must be a capacity for the section members to provide adequate teaching for residents, fellows in addition to the observer and ensure that trainee teaching is not compromised; scheduling of the observer must be timed appropriately into the YDR resident schedule.