Pharmacy
Residency
DEPARTMENT OF PHARMACY
G E N E R A L M A N U A L
2020 - 2021
Pharmacy Residency Program Manual | Page 2
C O N T E N T S
SECTION I: RESIDENCY STRUCTURE ..................................................................................................................................................................................... 3
ADVISING ................................................................................................................................................................................................................................. 4
Residency Program Director .......................................................................................................................................................................................... 4
Residency Advisor ........................................................................................................................................................................................................... 4
Preceptors ........................................................................................................................................................................................................................ 4
Major Project Advisor ..................................................................................................................................................................................................... 4
All Residency Advisory Committee (All-RAC) ............................................................................................................................................................. 4
Staffing Coordinator ....................................................................................................................................................................................................... 5
Program Coordinator ..................................................................................................................................................................................................... 5
MISCELLANEOUS CONSIDERATIONS ........................................................................................................................................................................................ 5
SECTION II: RESIDENCY PROJECT STRUCTURE .................................................................................................................................................................. 8
PROJECT OVERVIEW ................................................................................................................................................................................................................. 9
INVESTIGATIONAL REVIEW BOARD (IRB) APPLICATION PROCESS ............................................................................................................................................. 9
PROJECT PROPOSALS .............................................................................................................................................................................................................. 10
ADVICE FOR SUCCESSFUL RESIDENCY PROJECTS ...................................................................................................................................................................... 14
PROJECT TIMETABLE .............................................................................................................................................................................................................. 15
POSTER PRESENTATION ......................................................................................................................................................................................................... 18
GREAT LAKES PHARMACY RESIDENCY CONFERENCE PROCEDURES ....................................................................................................................................... 19
SECTION III: RESIDENCY EXPERIENCES .............................................................................................................................................................................. 20
MEDICATION USE EVALUATION ............................................................................................................................................................................................. 21
GRAND ROUNDS INTERACTIVE LUNCH & LEARN (GRILL) ...................................................................................................................................................... 21
MEDICATION SAFETY EXPERIENCES ....................................................................................................................................................................................... 23
PHARMACY DIRECTOR COFFEE DISCUSSIONS ........................................................................................................................................................................ 23
GRADUATE SEMINAR IN HEALTH-SYSTEM PHARMACY ........................................................................................................................................................... 24
TRIP COORDINATION AND ATTENDANCE .............................................................................................................................................................................. 24
PATIENT SAFETY NET ............................................................................................................................................................................................................. 25
ELECTRONIC MEDICAL RECORD (EMR) SUPPORT .................................................................................................................................................................. 25
SCHOOL OF PHARMACY (SOP) STUDENT CLERKSHIP ORIENTATION ..................................................................................................................................... 25
NURSING ORIENTATION (RNO & NRO) ................................................................................................................................................................................ 25
MEETING MINUTES ................................................................................................................................................................................................................ 26
UW HEALTH CONFERENCES AND EDUCATIONAL OPPORTUNITIES ........................................................................................................................................ 27
TEACHING CERTIFICATE ......................................................................................................................................................................................................... 28
SECTION IV: RESIDENCY RECRUITMENT & SELECTION PROCESS ............................................................................................................................... 29
GENERAL INFORMATION ........................................................................................................................................................................................................ 30
SECTION V: RESIDENT SCHEDULING .................................................................................................................................................................................. 32
SCHEDULING FOR RESIDENTS ................................................................................................................................................................................................. 33
CROSS TRAINING FOR ALL RESIDENTS ................................................................................................................................................................................... 34
START AND END DATES ......................................................................................................................................................................................................... 34
SECTION VI: PROFESSIONAL OBLIGATIONS ..................................................................................................................................................................... 35
RESIDENT LICENSING REQUIREMENTS .................................................................................................................................................................................... 36
SECTION VII: RESIDENCY PROGRAM EVALUATION & COMPLETION .......................................................................................................................... 37
OVERVIEW .............................................................................................................................................................................................................................. 38
MIDPOINT STAFFING EVALUATION ......................................................................................................................................................................................... 39
SECTION VIII: CHECKOUT PROCEDURES ........................................................................................................................................................................... 40
EXIT INTERVIEW ...................................................................................................................................................................................................................... 41
ADDITIONAL PROCEDURES FOR CHECK-OUT ......................................................................................................................................................................... 41
Pharmacy Residency Program Manual | Page 3
Section I
Residency
Structure
Pharmacy Residency Program Manual | Page 4
Advising
The Senior Director of Pharmacy has ultimate responsibility for all residency programs. The Residency Program
Directors (RPD), along with the members of the Residency Advisory Committees (RAC), work together to ensure
that program goals and objectives are met, training is optimized, and preceptors are heavily involved. In addition,
the RPD, RAC, and staff pharmacists conduct routine evaluations with the resident to track their progress
throughout the program. This ensures pre-established learning objectives are being met and the resident is on-
track.
Residency Program Director
Each program has a designated Residency Program Director who is responsible for the design and implementation
of the residency year. The Residency Program Director selects residency candidates, maintains customized learning
plans, coordinates all evaluations, determines rotation schedules, sets expectations of residents / preceptors,
provides feedback, oversees all learning experiences, ensures continuous improvement of the program and
provides a learning environment that meets the needs of the organization and the resident.
Residency Advisor
Each resident is assigned an advisor to facilitate feedback throughout the year. Advisors review the resident’s goals
and assist them in developing a customized plan. Advisors meet with residents after each program-specific
Residency Advisory Committee meeting to provide feedback, mentorship, and career counseling. The advisor
should request to have rotation preceptors provide specific feedback directly to resident if feedback was not
provided to resident during rotation. They also guide residents as they move through their year-long project,
provide insight on how to navigate the institution, and assist with career planning. They should also attend rotation
handoff meetings whenever possible to ensure progress throughout the year on areas of strength and areas of
opportunity.
Preceptors
Each rotation has a preceptor who develops and guides the learning experiences to meet the residency program’s
goals and objectives with consideration for the resident’s goals, interests and skills. The preceptor periodically
reviews the resident’s performance and performs evaluations throughout the rotation as prescribed by the
residency program including a final summative written evaluation at the conclusion of the learning experience.
Major Project Advisor
A major project advisor is assigned with each resident project from the approved project list. Their role is to guide
the resident in completing the required project by defining the scope, time frame, and design of the project. The
major project advisor is also part of the final approval of the manuscript.
All Residency Advisory Committee (All-RAC)
The All Residency Advisory Committee is a standing committee that coordinates and develops standard practices
across programs to ensure high quality and consistent residency training. They also oversee all policies pertaining
to the residency programs (Appendix A). The specific membership, chair(s), meetings and charges are specified in
Policy 18.4. In addition, there are separate residency advisory committees for each specific residency program
(PGY1, PGY2, and Admin/MSO/Specialty/Informatics). This standing committee reviews resident progress within
each program and provides a forum for preceptor and resident input on program specifics. Refer to program
specific manuals for more detailed information regarding these RAC Committees.
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Staffing Coordinator
The Staffing Coordinator monitors staffing hours and is responsible for resident timecards. Schedule requests
should be submitted through the on-line program and communicated to the Staffing Coordinator. If the resident
would like to pick up overload shifts, the resident must ask the RPD for approval.
Program Coordinator
The Program Coordinator handles the operational aspects of the residency program. This would include
PharmAcademic build and upkeep, learning experience maintenance and follow-up on outstanding evaluations.
Miscellaneous Considerations
1) Residents are expected to be in house for an average of 60 – 79 hours/week. At a minimum, residents
should be available Monday through Friday from 0700-1800. When in house, residents are expected to be
providing patient care, attending meetings or working on projects.
a. Note: expected coverage may vary per program. Refer to program specific manuals for more
detailed information
2) Calendar: Residents must keep their network Microsoft Outlook calendars up to date with view access to
all department pharmacists. An introduction to the system will be provided during resident orientation,
after which experienced resident colleagues can assist in using the calendar system if needed.
3) Pager: Residents will be provided an alpha numeric pager for the residency. The pager should be updated
with Paging (ext. 2-2122) with the resident’s name and listed in the web paging directory. Accurate paging
status should be updated by the resident as appropriate (e.g. if pager is off at home, status should be
changed to unavailable by pager)
4) The timetables and summary of events in the following sections provide more details of the residency
structure.
Rotation Selection
Rotation selections should occur under the direction of the Residency Program Director and be targeted to
complete all necessary requirements of the ASHP credentialing process. Please refer to program-specific manuals.
1) The scheduling of resident rotations includes a combination of required and elective rotations. This
ensures that the resident is exposed to a variety of patient populations, medications, disease states, ranges
of complexity, and interdisciplinary team members.
2) Following the training and on-boarding period, each resident will move through a series of rotations.
Depending on the program, there will be multiple pre-determined required rotation schedules. All
residents will meet to select their rotation schedule along with selecting their elective rotations. It is
important that no rotations of residents across programs overlap with one another unless the preceptor of
that rotation and program director approves the overlap.
3) The final rotation schedule must be approved by the Residency Program Director and residency advisory
committee (RAC)
4) Learning objectives for each rotation are determined by timing within the residency year and assigned via
PharmAcademic.
5) A list of elective rotations can be found in Appendix B of the PGY1 residency manual
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Clinical Rotation Expectations
1) Rotation Attendance: Successful completion of a rotation is dependent on the active participation of the
resident in the care of their patients or other activities. The resident should be on their rotation at least
Monday through Friday. Hours will vary depending on the rotation (see specific learning experience for
details). The resident should only leave the rotation (after notification and handoff to the pharmacist) for
agreed upon activities on the rotation calendar.
2) Pre-Rotation Expectations Meeting: 1 week prior to the start of any new rotation (both clinical and non-
clinical) the resident must set up a meeting with the rotation preceptor. There they will discuss the assigned
ASHP goals and objectives for the rotation, the learning objectives for the rotation, the resident’s personal
objectives, hours, and responsibilities.
3) Rotation Calendar: During the first week of rotation, the resident and lead preceptor of the rotation must
determine a rotation calendar. The calendar should include all activities that the resident will be
completing during the relation, both rotation and non-rotation related. The final calendar should be
entered into the resident’s Microsoft Outlook calendar. The purpose of the calendar is to set/communicate
clear expectations of the resident and preceptor(s). In addition, the calendar will serve as a tool to hold
the resident and preceptors accountable for their agreed upon commitments. If a conflict arises after the
calendar is agreed upon it is the responsibility of the individual with the conflict to coordinate
rescheduling/making up any missed activities. Examples of information to be included on the calendar:
staffing days, days off, meeting minute assignments, clinical topic discussions, pharmacist assigned for
patient review with the resident, evaluations, snapshots, in-services, etc.
4) Resident Rotation Projects
a. Rotation projects should tie into the educational objectives of the learning experience. The
following criteria should be considered when assigning a resident rotation project:
i. Is meaningful for the department
ii. Aids in resident learning or development
iii. Reasonably fits within the resident’s current project load
b. If the resident and preceptor agree on the project and its scope, it becomes the resident’s
responsibility to complete the entirety of the project to the satisfaction of the preceptor assigning
it. It is recommended that the scope of the project be written down. If the resident does not
believe the project fits the above three criteria, they should inform the preceptor they cannot
accept the project at this time and involve the Residency Program Director. Residency Program
Directors should rarely need to re-scope or deny projects.
5) Additional Rotation Activities:
i. Team-related projects (practice management, quality improvement/audits, policy and
procedures, etc.)
ii. Training/teaching pharmacy students
6) Rotation Transition: As the goal is to facilitate communication and transition goals from one rotation to
another, the resident/preceptor will make rotation evaluations a priority, completing them promptly after
rotations are complete. Part of the evaluation must include areas of improvement that should be a focus
of the next rotation. The resident in collaboration with their advisor and program director will ensure that
this feedback is incorporated into the customized training plan. A copy of the evaluation and customized
training plan will be given to the new preceptor at the start of a new rotation.
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Clinical Staffing Responsibilities
1) All residents will be scheduled to staff for a total of 664 hours throughout their program as indicated on the
schedule grid. This represents 83 total 8 hour shifts; however shift length will vary depending on multiple
factors. If a resident needs days off on a weekend s/he is scheduled to staff, it will be the responsibility of
the resident to switch out of the shift(s).
2) Details of the staffing procedures are in Policy 18.1 and Policy 1.1. Staffing selections are based on a self-
assessment survey completed by the resident, staffing needs, and program requirements.
3) Residents should refer to their program specific manual for more details on clinical staffing
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Section II
Residency
Project
Structure
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Project Overview
Purpose: Residents are required to have demonstrated project management skills upon completion of the
residency. These guidelines will outline a structure by which the PGY1/PGY2 project screening committee will
review residency project submissions for feasibility, alignment with department goals, suitability for publication,
resource availability, and the proper mentoring, supervision, and support for the resident and his/her project
throughout the residency year.
Submission Requirements: A call for project ideas (along with criteria) will be distributed to all pharmacists by the
Scholarship Committee Chair in November and March of each year. Project ideas must be submitted to the
appropriate Residency Program Director as a brief narrative proposal and contain the following information: project
title, project objectives/goals, and suggested project team. Project advisors should be prepared with proposed
measures; project impact on quality, cost or patient experience; and determine a feasible scope for the assigned.
Pharmacists who submit ideas should be qualified to precept residents according to ASHP criteria, including:
institutional review board research training and residency project preceptor experience.
Deadline for project ideas for non-master’s degree projects is June 1
st
. Master’s degree project ideas are due
August 1
st
. More information regarding the master’s degree project can be found in the health-system pharmacy
administration (HSPA) residency program manual.
Research Committee Screening: Scholarship Committee will meet to review all non-masters submitted proposals
as they relate to defined project criteria prior to June 15
th
. Masters projects will be submitted to Admin RAC.
Projects may be accepted, accepted with modifications, or denied. All accepted proposals will be included on a
prioritized list and presented to residents by July
2
nd
to facilitate selection by the beginning of the residency year.
Programs requesting projects to start ahead of July 1
st
should submit proposals to their sub-committees prior to
Scholarship Committee meetings in the spring and be included on the Scholarship Committee agenda for approval.
PGY1/PGY2 project criteria:
1. Contribution to the Department/Organization:
a. Must be in alignment with strategic departmental/organizational goal(s) AND at least one of the
following: clinical/practice advancement, increased safety, improved quality, decreased cost
2. Feasibility:
a. Must be able to be completed within the duration of the program and contain a defined scope
3. Utilization of quality improvement methodology or tools
Project Selection: Upon receipt of the approved project list, residents should review the project list and identify the
3-5 projects that most interest them. Afterwards, residents should meet with their resident peers to determine
where their interests overlap. If interests overlap, residents should schedule a time to meet as a group with the first
advisor listed on the project list to learn more about project expectations. Final projects should then be determined
as a residency class.
Investigational Review Board (IRB) Application Process
The following tool should be used to determine if a formal IRB application needs to be completed (IRB QI/Program
Evaluation Self-Certification Tool). Projects NOT requiring IRB approval will be considered a minimal risk IRB study.
These studies primarily focus on quality improvement and/or program evaluation. Minimal risk IRB studies must
have documentation of the Research Decision Tool being used to determine the study to be IRB exempt. Residents
should save a copy of this form.
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Notes regarding IRB approval:
1. Clinical studies requiring full IRB approval are discouraged as the scope and timeframe are often
unreasonable for completion within one year. Minimal Risk IRB is a relatively efficient process that may allow
feasibility for PGY1 projects requiring IRB approval.
2. On a case-by-case basis, important studies of a reasonable scope may be considered by the screening
committee, which will review the proposal to determine whether the research, including study design,
approval requirements, conduct, data collection and analysis, and a manuscript can be completed within
the year.
3. Projects requiring IRB approval should be forwarded to the Director of the Pharmaceutical Research Center
(PRC), who will work with the IRB Director and resident to determine what level of IRB review is required.
4. It is important to note that proposals must be polished and complete. Projects with uncertain aspects
and/or expected changes during the course of the study are not good candidates for the IRB process.
Meds Management (MM) Pharmacy Project Intake Process – Electronic Health Record Considerations
Goals:
1. Ensure project is maintainable, sustainable and streamlined into workflows
2. Ensure the IT components of projects are completed and implemented prior to the completion of the
residency program
3. Mitigate any unexpected timeline constraints or functional barriers
4. Ensure appropriate resource allocation – pharmacy department and UW Health enterprise
5. Help navigate through the approval processes associated with the EHR
6. Strive for uniformity in build and reduce customization
7. Ensure the most appropriate tools are utilized to gather data, document, etc.
Project Intake Steps:
1. Project selected by residents/APPE-RTs
2. Email initial project draft to the appropriate RAC and/or Scholarship Committee including Mike Fallon
(MFallon@uwhealth.org) and Kerry Goldrosen ([email protected])
3. Meds Management will review all drafts and notify resident which Meds Management team member will
be assisting with their project if applicable
4. Resident will schedule 1-hour session with Meds Management team member within 2 weeks of project
approval to review proposal and any Health Link build.
5. Email final proposal to Mike Fallon and Kerry Goldrosen to account for any decisions post-RAC draft review
Resident Expectations for Projects with Meds Management Team
1. Outline project timelines to ensure progression of project and appropriate resource allocation
2. Collaborate to submit Service Now Project ticket
3. Training documents will be created by the resident – MM will assist with providing screen shots and
obtaining HIM approvals and Epic approvals if needed
Project Proposals
A written project proposal must be approved by the primary project advisor and then emailed out 7 days prior to
the All-RAC meeting it is to be presented to the Scholarship Committee. Failure to obtain project advisor approval
or meet the 7 days deadline will require the proposal to be rescheduled. Additional All-RAC meetings for non-
master’s degree project proposals may be required in July and August to accommodate project approval. Non-
master’s degree project proposals are due by August 30
th
. Master’s degree project proposals are due by February
Pharmacy Residency Program Manual | Page 11
28
th
of the first year of the program. If a project requires resources from the Meds Management team, the Meds
Management process must be followed (see above).
Project Proposal Development Resource Guide
What is a project proposal?
The project proposal serves as both a vehicle to gain endorsement that the project has merit and as a planning
document. When done successfully, the reader will understand the background, purpose/goals, objectives, and
methods of the project. In addition, the proposal should persuade the reader that the project is feasible,
interesting, novel, ethical, and relevant.
1
What are some of the benefits of writing a project proposal?
• Apply critical and creative thinking
• Organize thoughts
• Anticipate potential problems
• Gain support from stakeholders
• Lay a framework for Great Lakes presentation
• Make progress on completion of a final manuscript
• Clarify scope and expectations
Title
A successful title is a succinct phrase that condenses your project into a few words, captures the audience’s
attention and differentiates your project from others. Word choice and syntax (arrangement of words) should put
the most important words first and be as precise as possible in order to best represent the project. The title should
be free of conclusions, results, or discussion. Titles should be no more than 10-12 words.
Hint: Write your title at the end of your proposal development. The following process has also been suggested: 1.
Answer the following questions: What is my project about? What techniques or design was used? Who/what is
studied? What are the results? 2. Use those answers to list key words. 3. Build a sentence with those words. 4. Delete
all unnecessary words, repetitive words and link the meaning. 5. Delete non-essential information and reword.
Example:
Step 1:
1. Discharge medication reducing readmissions and how to improve efficiency of the discharge process
2. Multicenter retrospective study of 100 UW Health patients from three patient populations
3. Lean and FOCUS-PDCA process
4. High risk discharge patients
5. Lower readmissions and less pharmacist time spent on discharge
Step 2:
• Pharmacist discharge medication reconciliation
• Multicenter study
• Readmissions
• Lean process improvement
Step 3:
This project undertakes a multicenter retrospective study to evaluate the impact of pharmacist discharge
medication reconciliation on readmissions and then utilizes lean process improvement to improve efficiency of
the discharge process at UW Health.
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Step 4:
This project undertakes a multicenter retrospective study to evaluate the impact of pharmacist discharge
medication reconciliation on readmissions and then utilizes lean process improvement to improve efficiency of
the discharge process at UW Health.
Step 5:
This project undertakes a Pharmacist discharge medication reconciliation multicenter retrospective study to
evaluate the impact of pharmacist discharge medication reconciliation on readmissions and then utilizes lean
process improvement to improve efficiency of the discharge process at UW Health.
Final Title - Discharge medication reconciliation’s impact on readmissions: multicenter study and lean process
improvement
Project Team Members
List the major project team members and their role.
Proposal Abstract or Executive Summary
The purpose of the abstract is to communicate the purpose, objectives, and methods in 500 words or less.
Hint: Write your abstract at the end of your proposal development
Background
The content of the background of the proposal will vary from project to project. However, all successful
backgrounds will:
• Provide context starting with the big picture (what forces on a state, national or local level are leading to a
new need/problem) and narrowing to the specific problem/question the project is attempting to
solve/answer within UW Health. This includes the current state at UW Health and an identification of OUR
problem, need, or gap.
• Summarize what is already known in the literature, what previous work has been done internally and/or
externally.
• Persuade the reader about what the project can contribute to the organization AND the literature and why
it is unique and important.
• Demonstrate mastery of the subject area, how we got to the current problem, and clearly answer why the
project is needed.
• Be well-written and clearly mesh with the purpose, objectives and methods (i.e., if it summarizes the
literature on reducing readmissions through medication reconciliation, we would expect to see objectives
and methods on med rec and readmissions and not on patient satisfaction or ROI calculations for a business
case).
Clear Statement of the Problem
In one sentence explain to the reader what problem/question your project will solve/answer.
Purpose/Objectives
The purpose should be able to be distilled into a single statement that explains what the project intends to
accomplish stated in terms of desired outcomes (goal-oriented). Often it starts with statements like:
“The purpose of this project is to” or “The purpose of this project is twofold: to___ and ____.”
“The aim of this project is to… ”
It answers the question “why” the project is being done in an accurate and concrete way. This is then followed by
a description of objectives that support the purpose of the project. Often the words purpose and objective are
Pharmacy Residency Program Manual | Page 13
used interchangeably; however, each word is different in its scope. The purpose is goal-oriented (stated in terms
of desired outcomes), global in nature, visionary, with general wording.
Conversely, objectives are “SMART”, specific, measurable, attainable/actionable, results-focused, and time-
bound. While the acronym is useful whenever setting objectives, the key components here are specific and
measurable. They represent what you will do to meet your purpose. They are either achieved or not.
Table 1: Example of purpose statement and DUMB / SMART objectives
Purpose
“The purpose of this project is to…”
Measure the value of the current discharge
medication reconciliation and education
process and implement process changes to
increase efficiency while maintaining quality.
DUMB Objectives
Discuss the impact of medication reconciliation
Describe the current state of medication
reconciliation
SMART Objectives
Design a multicenter study assessing the impact
of discharge medication reconciliation on
readmissions and core measures compared to
peer institutions
Create a process to measure the improved patient
outcomes and pharmacist time spent completing
discharge workflows in the current state
Methods
This section will describe “the how” of meeting each objective. Each stated objective should have one or more
methods for accomplishment. After reading, the audience should be able to replicate your project. When
developing the methods section, consider the following:
a. Project design: What type of design will be used? What specific variables will be examined?
b. Sampling: At what points will intervention and/or measurement occur? What methods will be used
to collect the data?
c. Outcome measures: How will the resident operationally define and measure each of the variables?
How will the data be presented?
d. Processes: For performance-improvement projects, the FOCUS-PDCA framework is likely
appropriate. For projects creating change, Kotter’s 8-step model may be appropriate to include.
e. Analysis tools: How will the data be prepared for analysis? What transcribing producers, coding
procedures, or classification techniques will be used to prepare the "raw" data for analysis and
interpretation? What statistical techniques will be used?
Hint: It is very helpful to create a grid mapping each objective to specific methods and specific measurable results.
This grid does not need to be included in the project proposal but will provide clarity to the project team about
whether appropriate objectives, methods, and measurable results have been developed to achieve the purpose of
the project.
Table 2: Example of final mapping of purpose, objectives, methods and results:
Measure the value of the current discharge medication reconciliation and
education process and implement process changes to increase efficiency while
maintaining quality.
Create a process to measure the improved patient outcomes and pharmacist time
spent completing discharge workflows in the current state
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1. Develop an oversight team with two members of the meds management
team and a clinical pharmacist (sub-bullets to describe team selection
process)
2. Define reportable and manual data elements (list proposed elements –
A,B,C that will be collected through electronic means and X,Y,Z through
manual collection)
3. Create manual data collection tool for X, Y, Z metrics (sub-bullets describe
how tool will be created, in what software, etc.)
4. Complete direct observation on 50 discharges collecting time stamps at
each process step (sub-bullets describe process steps and how each time
stamp is defined e.g. initial patient visit/contact, medication reconciliation,
patient education material preparation, counseling, documentation)
5. Calculate a rate of detected medication problems per minute spent on
discharge process (sub-bullet shows equation)
N of observations
Time spent at each phase of discharge workflow
Rate of MRP detected per minute spent on discharge workflow
*consider Donabedian model of “Structure”, “Process” and “Outcome”
References
References should be formatted according to the American Medical Association Manual of Style.
Formatting for Proposal
Use Times New Roman font (16-point for title, 11-point for body). Include month, year, and page numbers in
footer. Use 1-inch margins.
Helpful Resources
1. Cummings SR, Browner WS, Hulley SB. Conceiving the research question. In: Hulley SB, Cummings SR, eds.
Designing Clinical Research. Vol 1. 1 ed. Baltimore: Williams & Wilkins; 1988:12-17.
2. Meyer, PJ. What would you do if you knew you couldn’t fail? Creating S.M.A.R.T. goals. In: Attitude is
everything: if you want to succeed above and beyond. The Leading Edge Publishing Co; 2006.
Hint: The most common reasons projects are not approved by RAC are unclear project scope and incomplete or
unclear objectives, methods, and results. Schedule time to discuss your project proposal with your RPD and key
members of RAC, in addition to your project team, before submitting your project proposal.
Advice for Successful Residency Projects
Listed below are pearls for successful residency projects. By following these pearls, the resident can minimize major
barriers that have come up in previous projects.
1. Residents should select a project that will provide a clinical learning opportunities for both themselves and
the department
2. Residents should select projects that are of great interest to themselves
3. Residents should ensure that their IRB application is submitted promptly. Sometimes it can take ~ 4-8
weeks to gain IRB approval.
4. Residents should spend a significant amount of time gaining institutional support and assessing the impact
their project has on other departments. Together, the project committee and the resident should
determine who the key players are in their project and gain their support as applicable.
Pharmacy Residency Program Manual | Page 15
5. Residents should schedule regular status meetings with their lead project advisor and project committee
to ensure project remains on track
6. Manuscripts should be written throughout the entire project period. This will minimize heavy writing at the
end of the project
Project Timetable
The Education & Development Coordinator will email all residents, project advisors, and resident advisors
reminders prior to each major checkpoint (#1-4)
PGY-1 Residents – Please refer to PGY-1 Residency Manual for PGY-1 specific project checklist
May
Current Residents:
• Checkpoint 4 (GLPRC feedback and next steps for manuscript completion)
• Manuscript
o Revisions to previous sections as necessary
o Finish methods
o Draft results and discussion sections
• Submit manuscript draft to project team members for approval and sign – off
• If project was IRB – approved, write letter to Human Subjects Committee Office notifying
of study closure
Future Residents:
• Call for next year project ideas (continuation or Phase 2 of current projects, if necessary)
June
Current Residents:
• Resident and project advisors/preceptors complete project evaluation in PharmAcademic
• Submit manuscript to residency program director for residency completion
• Submit manuscript for publication
o Delineate project team member responsible for peer review revisions if the
resident will not be staying on at UW Health
• Submit project outcomes to Meds Management and CCKM
Future Residents:
• Review project idea submission with Meds Management and CCKM. Projects will either
be:
o Reviewed and approved
o Approved with modifications
o Denied
• Review any additional project ideas submitted by incoming residents
• FINALIZE resident project list at All-RAC meeting
• Provide a list of approved projects to incoming residents
• Residents complete IRB investigator training (CITI training)
July
• Residents review proposed project list, determine top choices, and discuss with each other.
Afterwards, one resident should contact the advisor(s) of the project to meet and discuss the
project on behalf of all interested residents. Other residents interested in the project should
attend this ONE meeting.
• Residents should also perform background research and review current literature on the
project itself (strongly encouraged to meet with Ebling librarian)
• Residents must determine their project selection no later than the first August All RAC meeting
• A document listing ALL resident projects should be created and submitted to All RAC
• Residents should work with project team about meeting with a statistician, if necessary
August
• Residents send project proposals to All RAC one week prior to proposal presentation
Pharmacy Residency Program Manual | Page 16
o All RAC will help residents identify key project stakeholders and assist in
finalizing project team
• Residents develop PowerPoint presentation and present project proposals at All RAC
• Work with PRC staff to submit IRB application (if applicable)
o Note: IRB applications typically take 1-2 weeks to get response. The application
is usually approved pending modifications/clarification. Therefore, this means it
takes 2 more weeks to do consultation and resubmission. Though it usually
does not need to go back to full committee for approval, it still takes 1-2 more
weeks until final approval is granted. BOTTOM LINE: 8 weeks total!
o If IRB exempt, be sure to print and save copy of exemption form
• Resident will schedule routine meetings with project team
September
• Begin methods/data collection or continue IRB approval (if applicable)
• Project team checkpoint 1 submitted to All RAC (timeline, achievements, barriers, next steps).
A timeline is an essential component of project success.
• Manuscript
o Determine manuscript order of authorship
o Identify manuscript target journal
o Draft title, abstract, and background section of manuscript
October
• Continue work on methods/data collection
November
• Continue work on methods/data collection
• Submit Vizient poster abstract (required)
• Create project poster
• Obtain poster approval by project team and program director PRIOR to printing
• Print project poster at Helen C. White library and SAVE receipt
December
• Present poster at Vizient meeting (required)
o NOTE: residents are encouraged to submit their completed projects for
platform or poster presentation at the MYCM following completion of the
residency
• Manuscript
o Revisions to previous sections as necessary
o Draft methods section
• Submit poster printing receipt to Pharmacy Administrative Office for reimbursement
along with hotel receipt
• Project team checkpoint 2 (Vizient feedback and next steps)
• Continue work on methods/data collection
January
• Continue work on methods/data collection
• Evaluate Great Lakes Pharmacy Residency Conference (GLPRC) checklist
o Begin to develop GLPRC slides
o Schedule GLPRC practice sessions
February
• Submit GLPRC abstract by February 1
• Great Lakes Practice Sessions
• Manuscript
o Revisions to previous sections as necessary
o Finish methods section
o Begin results section if able
March
• Great Lakes Practice Sessions
• Checkpoint 3 (timeline review, achievements, barriers, manuscript progress, next steps)
April
• Submit slides for GLPRC presentation
• Present project findings at GLPRC
May
Current Residents:
• Checkpoint 4 (GLPRC feedback and next steps for manuscript completion)
• Manuscript
o Revisions to previous sections as necessary
o Finish methods
o Draft results and discussion sections
Pharmacy Residency Program Manual | Page 17
• Submit manuscript draft to project team members for approval and sign – off.
• If project was IRB – approved, write letter to Human Subjects Committee Office notifying
of study closure
Future Residents:
• Call for next year project ideas (continuation or Phase 2 of current projects, if necessary)
June
Current Residents:
• Resident and project advisors/preceptors complete project evaluation in PharmAcademic
• Submit manuscript to residency program director for residency completion
• Submit manuscript for publication
o Delineate project team member responsible for peer review revisions if the
resident will not be staying on at UW Health
• Submit project outcomes to Meds Management and CCKM
Future Residents:
• Review project idea submission with Meds Management and CCKM. Projects will either
be:
o Reviewed and approved
o Approved with modifications
o Denied
• Review any additional project ideas submitted by incoming residents
• FINALIZE resident project list at All-RAC meeting
• Provide a list of approved projects to incoming residents
• Residents complete IRB investigator training (CITI training)
Pharmacy Residency Program Manual | Page 18
Poster Presentation
Pearls for Designing/Printing/Presenting a Poster
Successful posters advertise and draw the audience in, serve as a conversation starter, and educate the audience
with the over-arching message. Start by identifying the dominant message you want the audience to take away
• Include the most important points (must be able to discuss in 5 min or less)
• Make the poster flow from left to right and top to bottom
• Must be legible from at least 6 feet away
• Use an easy-to-read font (Note: review Branding and Logo Usage guidelines on intranet page for official
UW Health fonts)
• Use Bold headings
• Keep plenty of white space
• Use easy to interpret graphs and images
The resident is responsible for scheduling sessions with their project advisor and preceptors to review content of
the poster. Once approved, the resident may print the poster. Prior to printing, know the poster dimensions, use
a matte finish (glossy finishes can be hard to read) and use lightweight paper for easy transport
Printing a Poster on UW Campus
Poster printing is available on the 2
nd
floor of College Library (also called Helen C. White Library) in the Computer
& Media Center (on the right as you exit the stairwell)
• College Library, 600 N. Park St. (next to the Memorial Union)
• Typical hours of operation (check website for changes)
o Sunday: Open at 10:00 AM
o Monday – Thursday: Open 24 hours
o Friday: Close at 11:45 PM
o Saturday: 10:00 AM – 11:45 PM
• Metered parking is available under the building (enter from N. Park)
• Price: $3.00 sq/ft
• File Format: TIFF or PowerPoint ONLY
• Please name your file using the following convention: FirstNameLastName-OneWordDescription.filetype
• Bring the file on a flash drive, or log on to one of the available computers and place it in the public storage
drive
• Payment: Credit Card (Visa and Mastercard)
• You must be physically present and approve the poster before it can be printed
• Typical turnaround time is 3 hours, but can sometimes be up to two days during especially busy times
throughout the semester
• Before leaving, use poster cutter to trim edges for best appearance
Presenting a Poster
• Bring supplies to hang your poster (thumb tacks, markers, etc.)
• Introduce yourself and explain what the need was for the project to draw in your audience
• Body language and voice tone are as important as the poster’s content
• Make eye contact with your audience (do not talk to the poster)
• Do not use acronyms without first stating what they stand for
• Anticipate questions that the audience may ask
• Have paper copies and business cards for the audience to take
Pharmacy Residency Program Manual | Page 19
Great Lakes Pharmacy Residency Conference Procedures
All residents are required to present the results of their resident project at the annual Great Lakes Pharmacy
Resident Conference (GLPRC), which is held in late April each year. NOTE: Abstracts are due February 1st.
1. David Hager will review expectations for GLPRC during required Resident Seminar in January
a. Example presentations from 2015 are available:
i. https://videos.med.wisc.edu/videos/54172 (Operations)
ii. https://videos.med.wisc.edu/videos/54173 (Clinical)
2. Abstract Submission. Due February 1
a. Required informational podcast on webpage
b. Specific guidelines for abstract format must be followed (webpage contains examples);
http://www.glprc.com/abstract_information.aspx
c. Abstracts must be reviewed by the project advisor, residency advisor, and program director before
submission.
d. Practice session invites should include: project advisor, project team, residency advisor, and
someone not involved in the project. It is recommended to bring a back-up resident to help you
with recording the feedback. Other interested staff should be invited to attend.
e. Example presentations, an updated PowerPoint template and initial background slide is located
here: J:\Rx\RXShare\Resident\Great Lakes
f. Residents will present just as if they were at the conference. For example, the resident will dress
appropriately/professionally, use a podium, pointer (if necessary), stand at the front of the room
facing the audience, use formal speech, etc.
g. Check spelling and font changes on all slides before the practice session
3. General Tips
a. Don’t say “White et al”, say “White and colleagues” or “White and others”
b. When addressing questions after your presentation, repeat each question so that everyone can
hear it. If you are in a small room and you think it isn’t necessary to repeat it, ask if everyone heard
the question after the first question is asked. Thereafter, it is appropriate to answer the question
without repeating it.
c. All residents are expected to attend fellow residents’ presentations
d. Know where your presentation will take place, and check it out before your presentation. During your
presentation, include a description of your role in the project, limitations, and how the project related
to the “big picture”
Pharmacy Residency Program Manual | Page 20
Section III
Residency
Experiences
Pharmacy Residency Program Manual | Page 21
Residency Experiences
In addition to formal rotations, residents will have many structured “experiences.” Experiences generally have fewer
weekly hour commitments and provide the resident with focused experience in a particular clinical or administrative
area.
Note: To review more specific details regarding residency experience, please refer to program-specific manuals.
Not all residents will participate in listed experiences
Medication Use Evaluation
The resident will be expected to complete a targeted medication use evaluation (MUE) to develop skills related to
evidence-based assessment of medication usage for identification of improvement opportunities related to cost,
safety, and effectiveness. The residents will be partnered with one another and a representative from the Drug
Policy Program to complete a MUE.
The residents will:
(1) develop a proposal for the MUE
(2) present this proposal to the MUE subcommittee of the Pharmacy and Therapeutics Committee
(3) complete MUE data collection and analysis
(4) formulate and present recommended actions to the MUE subcommittee based on the MUE findings
Refer to PharmAcademic for description and requirements of full learning experience.
Experience Applies to: PGY1, MSO, Informatics, Specialty, PGY-2 Internal Medicine, PGY-2 Pediatrics, PGY-2
Oncology, and Junior Administrative Residents
Grand Rounds Interactive Lunch & Learn (GRILL)
Purpose
• The purpose of GRILL is a forum for educational presentations by pharmacy residents and residency track
pharmacy students in their final year of school delivered to a group of seasoned pharmacists, pharmacy
residents, and pharmacy students. A focus of the activity will be on interactive learning that engages the
in-person audience as well as remote live audience.
• Topics will vary widely among both clinical and administrative topics and can include but not limited to:
o Clinical and operational learning
o Practice-based improvement
o Systems-based evaluation
Attendance
• All residents are required to attend GRILL. It should be prioritized over rotation activities or other meetings.
o It should be the expectation of the preceptor that residents and students attend GRILL
• Acceptable reasons for missing GRILL
o Participating in an ACLS, RSI, or another critical patient care situation
o Staffing
o Out of office due to PTO or Meeting days
o Extenuating circumstances (clinical or administrative experiences deemed essential and/or unique
that must be approved by Education and Development Coordinator and/or the Residency Program
Director)
• All GRILL absences must be reported to the PGY1 GRILL Lead at least 24 hours beforehand.
o If there is an emergent situation where the resident is unable to attend GRILL, the PGY1 GRILL
Lead will be notified ASAP.
Pharmacy Residency Program Manual | Page 22
o The PGY1 GRILL Lead will follow up with any resident with an unexcused absence; these situations
will be handled on a case-by-case basis.
• All GRILL attendance will be monitored through the UW ICEP RSS attendance software. Attendance will be
taken through texting the presentation code and completing the feedback evaluation following the
session.
Logistics
• The 2020-2021 PGY1 GRILL Lead is Philip Nguyen
• GRILL will be held from August through May, excluding weeks with conflicts
• GRILL presentation schedule and feedback sign-up will be distributed by the PGY1 resident
o Each resident will present at 1 session/year
o All APPE-RT’s are required to present (in groups of 3) at 1 session per year
o Each resident will be responsible for providing in person feedback at 2 sessions/year except
JAR’s/SAR’s will be required to provide feedback at 3 sessions.
o Feedback evaluations will be sent to all residents at the beginning of the year. Residents will be
responsible for bringing a feedback form to the session they plan to evaluate.
• 4 weeks prior to the presenter’s session, the presenter will send the PGY1 GRILL resident the proposed
topic title and the planned content expert
• 2 weeks prior to the presenter’s session, the presenter will send the PGY1 GRILL resident the objectives of
the presentation, the completed RSS form, the completed announcement flyer, and complete the conflict
of interest process through the Convey system.
• 1 week prior to the presenter’s session, the presenter will send the PGY1 GRILL resident the completed
slides for the presentation
Presentation Coordination
• GRILL will be held once weekly for 1 hour (Tuesday from 1130-1230).
o One resident or 3 APPE-RT students will give a 45-minute-long presentation
§ All residents are required to present 1 session per year
§ All APPE-RT’s are required to present at 1 session per year
§ Following the 45-minute presentation, there will be a period for the audience (live and
remote) to ask the presenter questions.
o Following the 45-minute presentation and questions, the presenter will receive feedback from:
§ The 2 residents listed on the feedback evaluation sheet
§ 1 member of the ICEP GRILL Committee
§ The content expert or delegate for the presentation
o A week after the presentation, the PGY1 GRILL Resident will send the online feedback to the
presenter.
• The PGY1 GRILL Lead will be responsible for reserving rooms, Webex lines, and the pharmacy department
conference phone at the beginning of each year for all sessions.
• Outlook calendar invites will be sent by the PGY1 GRILL Lead at the beginning of the year to hold the
room/time/presenter/title and will be updated at least 48 hours prior to GRILL with the topic of discussion.
If the resident is off site for rotation, the resident can still attend by calling in using the Webex link provided
in the calendar invite.
• The PGY1 GRILL Lead will complete the ICEP RSS session at least 48 hours before the intended
presentation.
• The PGY1 GRILL Lead will keep an updated list of project ideas circulating
• The PGY1 GRILL Lead is responsible for attending any and all sessions for ICEP RSS updates and
distributing the necessary information
• The PGY1 GRILL Lead will assist with any issues concerning the acquisition of CE from the presentation
Pharmacy Residency Program Manual | Page 23
Presentations
• Presentations are expected to be professional, informative, interactive, engaging, and educational for the
audience (pharmacists, pharmacy residents, pharmacy students).
• Topics ideas can be introduced from topics identified by staff members, national/regional changes,
guideline updates, etc
• Presentations can include but should not be focused on UW Health Guideline practices
o Practices, trials, guidelines, and medication usage information should be pertinent to individuals
both inside and out of UW Health
• Presentations are expected to be interactive and engaging to the audience. Engagement should be
directed towards both the in-person audience and the remote audience
• Presentation objectives must be approved by the UW ICEP Office prior to the presentation
• Presentation rooms will be scheduled to hold at least 40 participants
• Presentations will be posted under the J:\Rx\RXShare\Resident\GRILL folder
CE Accreditation
• The PGY1 GRILL Lead and the ICEP GRILL Committee will coordinate CE Accreditation for the GRILL
program and the presentation sessions
• Audience members are expected to text the session code to 608-260-7097 within 3 hours of the conclusion
of the session
• Presenters should complete conflict of interest documentation in a timely manner following the creation of
their session account.
• Questions about presentation quality, integrity, and structure should be relayed to the PGY1 GRILL Lead
Experience Applies to: All Residents
Medication Safety Experiences
The Medication Safety Officer will assign PSN reviews to PGY1 residents (5 required) and PGY2 residents (optional).
Further instructions for Patient Safety Net responsibilities can be found in Appendix C. Residents are also expected
to participate in at least 1 medication-related root cause analysis (RCA).
Experience Applies to: PGY1 Residents
Pharmacy Director Coffee Discussions
During the academic year, residents will meet weekly on Tuesdays or Wednesdays with the Director of Pharmacy
to discuss pertinent pharmacy topics. These discussions vary from bringing the residents up to date on hospital
issues, state, and national pharmacy and health care issues, to discussions of resident's projects or issues of
dissatisfaction of any resident. ATTENDANCE IS MANDATORY. Each resident is responsible for bringing an
agenda item for discussion to the coffee.
Coffee sessions will be on repeating & rotating basis as follows:
Week 1: Junior Administrative Residents with the Director of Pharmacy
Week 2: Senior Administrative Residents with the Director of Pharmacy
Week 3: PGY1 & PGY2 Clinical Residents, MSO Residents, Specialty Resident, and Informatics Resident
with the Director of Pharmacy
Week 4: All Admin Residents with the Director of Pharmacy
Additional responsibilities for administrative residents are outlined in the HSPA residency manual
Experience Applies to: All Residents
Pharmacy Residency Program Manual | Page 24
Graduate Seminar in Health-System Pharmacy
Purpose Statement: To present various service areas and departments within the hospital and to enhance the
resident's understanding and appreciation of the multifaceted approach to health care delivery. This is achieved
through presentations given by department representatives who explain their role within the health care system at
UW Health and how they interact with, affect, and are affected by the pharmacy department.
Course Structure: One to two administrative residents will work to coordinate the full seminar schedule (Aug – May)
during their senior year. In addition to representatives from outside of pharmacy, the senior administrative
residents are required to present a seminar topic in the first semester and the junior administrative residents are
required to present a seminar topic in the second semester. Seminar is held weekly on Wednesdays from 1200 –
1300 throughout the academic year.
Resident coordinators are responsible for scheduling all seminars as well as booking rooms. Although all residents
are not required to attend weekly seminar, it is strongly encouraged. However, in the event that a UW Health
hospital administrator is presenting at seminar, it is an expectation that ALL residents attend. Resident coordinators
will send a separate appointment reminder to all RAC members and all residents ~2 weeks prior to a hospital
administrator-led seminar. Administrative residents should refer to the HSPA Residency manual for more
information regarding their responsibilities
Experience Applies to: All Residents
Trip Coordination and Attendance
Residents are responsible for coordinating trips taken by the residents. The PGY1 class is only responsible for
coordination of their PGY1 trip in May. The administrative residents are responsible for coordinating all remaining
trips. Administrative residents should refer to the HSPA residency manual for more specific information.
The following functions should be taken care of by the resident. This process should be initiated approximately 6
months prior to the day of trip departure and should begin with a meeting with the Residency Program Director to
discuss resident expectations for the trip.
• Discuss trip with Residency Program Director and Director of Pharmacy regarding funding amount
available, possible sites, possible dates, contacts
• Identify possible advisor(s) to accompany residents (Director of Pharmacy can assist with preceptor rotation
of travel responsibilities) –Note: think ahead 5-6 months so that request for time off can be submitted if
required
• Prepare the following for the administration staff: Names of travelers, dates of travel, funding source,
estimated reimbursement amount, reason for trip, and destination
• Contact individuals at each visitation site
o Contact sites you will visit to coordinate and confirm the purpose of your trip, your anticipated
arrival and departure times, and to finalize agendas, after-hour social events and locations to meet,
etc.
• Make transportation and lodging arrangements with assistance of administrative staff
• Create an itinerary and supply the following information to travelers: departure time, travel itinerary,
assignments, receipts required for reimbursement and timeframe for submission (1 week after return),
contact information/phone numbers
• Ensure all residents going on the trip are prepared to represent the UW Health Pharmacy Department at
the highest level (e.g.; understand responsibilities/assignments for the trip, familiarity with UW pharmacy
department statistics and services, etc.)
Experience Applies to: All Residents
Pharmacy Residency Program Manual | Page 25
Patient Safety Net
The Patient Safety Net (PSN) is a University Health-System Consortium resource used by UW Health to report
medication-related adverse events and unsafe conditions. Residents are involved in evaluating medication-related
reports through the PSN system to ensure adequate detail is collected and to identify and recommend follow-up.
Refer to Appendix C for more detailed information
Experience Applies to: All Residents
Electronic Medical Record (EMR) Support
There may be times where residents will need to assist with EMR changes to support patient care. Details will be
provided about the role of the resident through these changes based on the scope of the EMR project. Examples
may include quarterly Epic upgrade support.
Residents will be notified with as much advance notice as possible of EMR changes. EMR support projects may be
planned or urgent.
Experience Applies to: All Residents
School of Pharmacy (SOP) Student Clerkship Orientation
One of the teaching responsibilities for all inpatient residents is to give the inpatient orientation and tour to the 4th
year clerkship students (APPEs) on required and elective acute care clerkships on Day 1 of their first inpatient
rotation.
The PowerPoint presentation has already been developed and can be found on the share drive under
(J:)/Rx/RxShare/Presentations. A copy of the slides will also be sent to the resident along with a calendar
invite.
Responsibilities include:
• Presenting the general department orientation material to the students. The presentation should last 45
minutes to 1 hour.
• Giving a mini tour of the department/hospital and assist those who need help finding their rotation units
after the presentations.
Please refer to Appendix E for resident assignments
Experience Applies to: PGY1, MSO, Specialty, Informatics, and Junior Administrative Residents
Nursing Orientation (RNO & NRO)
Residents are responsible for providing orientation to the pharmacy department for new-hire nursing staff
(Registered Nurse Orientation or RNO) and new nurse residents (Nurse Resident Orientation or NRO). This
orientation includes either a 45-minute PowerPoint presentation (NRO) and question/answer session OR facilitating
four 15-minute roundtable discussions regarding our transitions of care practices (RNO) during nursing orientation.
The Education Coordinator is responsible for coordinating the pharmacy department’s involvement in nursing
orientation and will distribute dates for nursing orientation presentations as dates are known. For an initial listing
of dates, refer to Appendix E. Additional dates will be distributed via email and Outlook Calendar. Dates may be
added, changed or canceled depending on nursing education’s needs.
Pharmacy Residency Program Manual | Page 26
Residents are responsible for ensuring understanding of content covered by the PowerPoint presentation. It is
recommended that residents discuss the presentation with the Education Coordinator and observe a nursing
orientation presentation prior to their scheduled dates.
The resident is expected to review all appropriate materials ahead of time and come prepared to provide a quality
presentation/discussion that reflects well upon the Department of Pharmacy
Presentation materials are available on the J:\ drive at the following file path: (J:\Rx\RXShare\RNO (Registered
Nurse Orientation) Presentation)
Residents are responsible for coordinating rescheduling presentation dates if they are unable to present due to
scheduling conflicts. If a resident coordinates switching dates with another resident, they are responsible for
updating the ALL Pharmacy Residency Manual.
Experience Applies to: PGY1, PGY1 MSO, PGY1 Informatics, and Junior Administrative Residents
Meeting Minutes
Residents are responsible for taking and distributing minutes for a variety of committees as assigned. Meeting
minute responsibilities include, but are not limited to:
• Monthly Pharmacist Staff Meetings
• Resident Advisory Committee
• Pharmacy and Therapeutics Committee Meetings
Listed below are guidelines for how minutes should be taken at each meeting. Please refer to
Appendix E for resident assignments to meeting minutes.
Note: refer to program specific manuals regarding other (potential) responsibilities for meeting minutes
Experience Applies to: PGY1, MSO, Specialty, and Junior Administrative Residents
Pharmacist Staff Meeting Minutes
PGY1/Administrative residents will participate in taking minutes for the monthly pharmacist staff meeting
No later than Friday of the week of the staff meeting, and within 72 hours of the staff meeting, the assigned resident
will prepare meeting minutes and send them to Jack Temple (CC: Jen Heyer) or review and approval. The
description of each agenda item should be succinct, and attachments should be included if they are handed out at
the meeting.
• Be sure to utilize the slide sets that are saved on the J-Drive to write the minutes (J:\Rx\RXShare\Rx Meeting
Agendas & Minutes\Pharmacist Staff Monthly\Slide Presentations-Handouts).
• After each topic summary, slide sets presented should be inserted as hyperlinks within the document itself.
• Once approved, the resident will provide final minutes to Jen Heyer who will then e-mail to all pharmacy
staff and post on Workspaces. This will occur the Monday following the staff meeting.
• Meeting minutes and attachments will be saved in the pharmacy J drive (J:\Rx\RXShare\Rx Meeting
Agendas & Minutes\Pharmacist Staff Monthly\Minutes) so that any staff member can read or reference
previous staff meeting minutes and attachments.
P&T Committee Meeting Minutes
• PGY1/PGY2/Administrative residents will participate in taking P&T committee meeting minutes. Minutes
are due to Sara Shull (262-1817) by 0900 on the first Monday following the P&T meeting.
• Listed below are some pearls for taking P&T meeting minutes
o Begin all section headings with a description of the item. For example:
Pharmacy Residency Program Manual | Page 27
§ Formulary review: Drug name
§ Protocol (new or revised): Protocol title
§ Guideline (new or revision): Guideline title
o Use the agenda cover sheet to account for all members as either attending, absent, or excused.
All members must be represented in one of these categories. Make sure that ad-hoc members are
not included in any of the “member” categories. Place all rosters (present, excused, absent,
guests) in alphabetical order. Guests should include only those who somehow participated in the
meeting (e.g., taking minutes, presenting, managing the AV equipment, etc.)
§ There is no need to designate guests (other than students) by description. Designate by
title only. For example, do not do this “pharmacy residents Jim, Sue, and Debbie.”
Instead, designate by title: “Jim Apple, PharmD; Sue Banana, PharmD; and Debbie
Cherry, PharmD.”
§ Place comma between name and credential and semi-colon between different individuals
• Please arrive ~20 minutes early to help set up and review the agenda.
Coordination of Drug Products Selection and Supply (DPSS) Sub-Committee Meeting
• Administrative, MSO and Informatics residents will participate in coordination of DPSS committee meetings
• The DPSS Committee is a subcommittee of P&T and is the approval body for how medications are built
into different system software databases and workflows and where products get stocked and utilized
• Attend assigned DPSS meeting on the second Wednesday each month from 1500 – 1630
• DPSS Meeting Resident Responsibilities:
o Schedule meeting with DPSS chair two weeks prior to your assigned DPSS meeting date to review
meeting preparation and pre-work assignments, and on the Monday the week after the meeting
to review minutes and implementation plans
o Complete meeting agenda and pre-work as assigned by DPSS chair
o Pre-Work Includes (but is not limited to):
§ Prepare floor stock requests to be presented at the meeting. This included preparing and
forwarding the requests to the “Pending DPSS” queue in the Floor Stock Database
§ Prepare meeting agenda and incorporate virtual vote results
o Take meeting minutes and return to DPSS chair by Monday the week after the meeting
o Coordinate follow-up of approved decisions for all items included in DPSS agenda
UW Health Conferences and Educational Opportunities
As an academic medical center, there are a number of grand rounds, conferences and other educational
opportunities available through the School of Medicine and Public Health and School of Pharmacy. Residents and
preceptors are strongly encouraged to take advantage of these learning opportunities as part of rotation design
and planning.
Most calendars can be found on individual department websites found from the School of Medicine and Public
Health home page. http://www.med.wisc.edu/.
• Neurosurgery http://www.neurosurgery.wisc.edu/education/grandrounds
o Neurological Surgery Grand Rounds (Wednesdays 7:30-8:30 – G5/152 CSC)
• Medicine http://www2.medicine.wisc.edu/home/calendar/
o DOM Grand Rounds (Fridays 8:15-9:15 – 1306 HSLC)
o CVM Grand Rounds (Thursdays 7:30-8:30 - G5/119)
o Endocrine Grand Rounds (Thursdays 16:00-17:00 – 1220 MFCB)
o Nephrology Grand Rounds (Tuesdays 16:00-17:00 – 5114 MFCB)
o UWCCC Grand Rounds (Wednesdays 8:00-9:00 G5/119)
• Neurology https://www.neurology.wisc.edu/rounds.html
o Neurology Grand Rounds (Fridays 14:30-15:30 – 1220 MFCB)
Pharmacy Residency Program Manual | Page 28
• Pediatrics http://www.cme.pediatrics.wisc.edu/
o Pediatric Grand Rounds (Fridays 14:30-15:30 – 1220 MFCB)
• Surgery https://cme.surgery.wisc.edu/courses
o Department of Surgery Grand Rounds (Available for online registration)
• Oncology https://cancer.wisc.edu/research/grand-rounds/
o Oncology Grand Rounds (Wednesdays 0800-0900 in G5/119)
Experience Applies to: All Residents
Teaching Certificate
An optional teaching certificate program is available to all residents
Teaching certificate is coordinated by School of Pharmacy and the UW Course Coordinator is Krista McElray
Experience Applies to: All Residents (if interested)
Pharmacy Residency Program Manual | Page 29
Section IV
Residency Recruitment
& Selection Process
Pharmacy Residency Program Manual | Page 30
General Information
All residents will assist with the residency recruitment process. This process is designed to help residents develop
their human resource skills through evaluation of applications and interpretation of interview feedback. Policy 18.3
(Appendix A) outlines the candidate application, interview, and selection process and must be reviewed by all
residents prior to the start of recruitment. Residents should refer to their program specific manual which will outline
more specific recruitment responsibilities.
Recruitment
Although the recruitment process is ongoing all year, the official recruitment process begins in December during
the Midyear Clinical Meeting. See the timeline below for specific details pertaining to the recruitment season.
Application
All applications will be received via PhORCAS. All full applications will be downloaded onto the J: drive by a
designated resident. All applications will be reviewed.
Candidate Review and Selection
• Residents, the RPD and selected members of the RAC committee will review each application and enter
scores into the recruitment database maintained by one senior administrative resident, one junior
administrative resident, and one PGY1 resident
• Residents should work together as much as possible to reduce variability in scoring.
Interview
• Junior administrative residents and two PGY1 residents are in charge of coordinating scheduling interviews
with candidates. The entire class will support them in making contact, but the leader will ensure days are
filled and multiple offers are not made for interview dates.
• Candidate groups are generally brought in on Mondays and Fridays
• Candidate dinners will be held on Sunday and Thursday, the night before their respective interview. Please
refer to program specific manuals for more detail regarding hosting candidates
• Preceptors, RPDs, and interviewers will be responsible for entering their own interview scores into the
recruitment database.
• Depending on program (PGY1, PGY2, Admin) additional responsibilities may exist.
Candidate Scoring and Ranking
• At the end of the interview season, residents within each program will meet and establish a rank list before
attending the final ranking session.
• Preceptors, RPDs and residents will meet to discuss interview feedback and create final rank list based on
individual interview scores and feedback from both residents and managers.
Other Resident Responsibilities
• Attend Midyear Clinical Meeting Residency Showcase
• Serve as candidate liaison from Midyear until the interview date
• Enter applicants from PhORCAS into recruitment database
• Contact interview candidates and assist with recommendations on where to stay in Madison area
• Select dinner locations – locations should highlight downtown Madison area
• Attend interview dinners
• Prepare interview day packets
• Assist on interview days
• Participate in ranking process
Pharmacy Residency Program Manual | Page 31
Residency Recruitment Summary of Events
Month
Activity
July
• All residents meet to review recruitment strategy for Midyear with RPD. Determine which program directors
will participate in PPS. In addition, determine which managers will interview candidates at PPS.
• Determine if recruitment materials need to be updated. If so, work with Jen Heyer to ensure all handouts are
up-to-date
• JAR to request bios and headshots of ALL admin/MSO/specialty residents and upload to website by
September
• Web Content PGY1 Resident to request bios and headshots of ALL PGY1/PGY2 residents and upload to
website by September
August
• SAR to remove all OLD recruitment material (ie. applications, evaluation forms) from the Access recruitment
database
• SAR/JAR/PGY1 to make updates to the Access recruitment database as determined by the RAC committee.
These updates should be completed PRIOR to the PSW career fair and annual conference
• PGY1/JAR to send out additional requests for website updates to RPDs. All materials MUST be updated by
October
September
• PGY1/JAR to work with Jen to update the UW Pharmacy website as applicable
• ALL RESIDENTS begin logging candidates into the Access recruitment database
• JARs to schedule 1 hour meeting with SARS for admin resident – recruitment hand-off. During this meeting the
recruitment process and expectations for (October – February) will be discussed
October
• JARs to begin coordinating PPS booth for Midyear Meeting
November
• PGY1s to schedule 1 hour meeting with PGY2/RPD for recruitment hand-off. During this meeting the
recruitment process and expectations for (December – February) will be discussed
December
• Attend Midyear Clinical Meeting Residency Showcase (PGY1, PGY2, SARs, Specialty Programs –depending on
year)
• JARS to set-up log for recruitment changes for next year. This log should be in the form of a google doc and
shared with RPDs/ALL residents/RAC Committee
• PGY1/JAR/PGY2 begin scheduling interview dinners
January
• Week 1 – Residency applications due, SAR/JAR/PGY1 enter candidates into database, assign for review
candidates, begin known UW candidates interviews (APPE-RTs, interns, etc.)
• Week 2 – Complete applicant reviews, determine candidate interview list, and begin scheduling non-known
candidate interviews
• Week 3 – Finish interview/dinner scheduling, continue interviews/dinners
• Week 4 – Continue interviews/dinners
• Log changes for recruitment next year
February
• Weeks 1-3 – Continue interviews/dinners
• Week 4 – Finish interviews/dinners and enter all scores into database
• Log changes for recruitment next year
March
• Week 1 – Resident meeting to determine rank list, department meeting to determine final rank list, submit
rankings. Note: JARS to work with RPD to determine when the match rank-list dinner is to be scheduled.
PGY1/PGY2 programs to determine separately
• Week 3 – Match results released, contact matched candidates with congratulatory email
• JAR/PGY1 to send out survey to RAC members requesting improvements for next year. Responses should be
collected and documented in a recruitment spreadsheet and presented at the April RAC meeting
April
• Week 1-2 – PGY1 Send housing information email to new residents, send pre-assessment
• Week 3-4 –PGY1 Send MPJE/NAPLEX information to new residents
• Review log of recruitment changes for next year with RPD and RAC committee
May
• Week 1-4 – JAR/PGY1 Send pre-assessment, determine advisors, determine weekend scheduling grid, assign
staffing areas, and schedule onboarding
• Note: JARS to begin their RPD rotation
June
• Week 1-2 – JAR finalize onboarding documents
• Based on the recommended changes by the RAC committee, administrative as well as PGY1 residents staying
on are to meet and assign tasks to ensure all appropriate changes are made
• PGY1/JAR plan a social event with the incoming residents PRIOR to their start date
Pharmacy Residency Program Manual | Page 32
Section V
Resident
Scheduling
Pharmacy Residency Program Manual | Page 33
Scheduling for Residents
General Scheduling
• Residents shall be scheduled to staff an average of 12 hours every week + 5 shifts throughout their program
as indicated on the schedule grid. If a resident needs days off on a weekend s/he is scheduled to staff, it
will be the responsibility of the resident to switch out of the shift(s). Details of the staffing procedures are
in Policy 18.1 and Policy 1.11
o Note: For more details regarding staffing requirements, program specific manuals should be
referenced
• Schedule requests for residents on the inpatient schedule are processed through Pharmacy OneSource’s
StaffReady Scheduling (https://tom6.maplewoodsoftware.com/StaffReady/LoginPage/Apps?1). This is
administrated by the scheduling coordinator or scheduling SAR. They will track resident shift count
throughout the year to ensure residents only staff the required number of shifts throughout the year.
Residents are encouraged to verify that staffing hour counts are correct.
• Schedule requests on the ambulatory schedule are administrated by Kathleen (Zickert) Reamer and are
distributed outside of Schedule OneSource.
• Residents are not permitted to moonlight. Limited opportunities for picking up extra UWHC staffing shifts
may exist under specific guidelines; see Policy 18.5 for details.
• All other scheduled days are “Resident Days.” This is addressed in Policy 18.9
Vacation Days
• Each resident is given five* days of vacation for the year. Additionally, when working legal holidays, some
of those are converted to vacation.
• Should the resident wish to take vacation days, the request for days off system should be used:
o Vacation days are requested and granted per Policy 1.11
o The days off request must be approved by the rotation preceptor and RPD
o The resident records the vacation days on his/her electronic calendar.
o Residents are encouraged to take vacation before the end of the program.
o Vacation cannot be taken the last month of the residency without approval from the RPD.
*Refer to Admin manual for JARs/SAR vacation days in the 24 month program
Job Interviews
• Days taken from rotational responsibilities for job interviews will not be counted as vacation days.
• Days are granted at the discretion of the RPD. Rotation preceptor and RPD should be notified as far in
advance as possible.
Sick Days
• The resident shall receive up to 5 days of sick leave each year. Any time taken for illness should be
communicated to the office manager, rotation preceptor, and RPD.
• Procedures for calling in sick for staffing (weekend or weeknight) is covered in Policy 1.11
• Procedures for calling in sick for rotation:
o Excused absence: If an unanticipated conflict arises that causes the resident to be absent from
rotation they must: verbally notify the unit/team pharmacist; email the rotation lead preceptor,
program director and office manager; or the absence will be considered unexcused.
o Unexcused absences: If a resident accrues 2 unexcused absences during a rotation or 3 over the
course of the residency, the program director and resident’s advisor will pursue disciplinary action
per Policy 1.7.
Pharmacy Residency Program Manual | Page 34
Leave of Absence Policy for Residents
• Residents requiring extended leave (4 days or longer) should refer to Policy 18.8
Cross Training for All Residents
• Prior to the second six-month staffing rotation, each resident must meet with manager of that area, describe
their plan for training, and receive the training checklist
• The resident will then train in their assigned area, complete the training checklist, and meet again with the
manager to demonstrate any competency necessary for staffing
• No specific training days/shifts will be required except by discretion of the manager and staffing obligations
will not change
Start and End Dates
Start and end dates for PGY1 and PGY2 residents are outlined below. The resident should consult their specific
manuals for more details on check-out procedures.
PGY1 Pharmacy Residency Program
• PGY1 program start dates
• PGY1 Programs included: ALL PGY1 (e.g. Admin, MSO, Practice, etc.)
• Start date is the 2
nd
or 3
rd
Monday of June closest to June 15
th
(i.e. 6/16/14, 6/15/15, 6/13/16,
6/12/17, 6/18/18, 6/17/19, 6/15/20, etc.)
• PGY1 Program end dates will be 54-weeks after start date on the following Monday
• If not staffing that final weekend, the resident may complete the employee check-out process and
leave at the end of the day on the Friday prior
• Employee access will remain through Monday regardless
PGY2 Pharmacy Residency Program
• PGY2 programs include: Oncology, Transplant, Infectious Disease, Critical Care, Ambulatory Care,
Emergency Medicine, Pediatrics, Internal Medicine, Drug Policy, and any future PGY2 programs
• PGY2 program start dates
• Start dates are expected to be available during the recruitment period of ASHP MCM (dependent
on annual NEO date announcement)
• UW Health PGY1 residents transitioning to UW Health PGY2 residents must make their selection
prior to the last day of March and communicate to the RPD for scheduling
i. OPTION 1 – Transition with no break/leave (i.e. PGY2 begins the immediate day after PGY1
end date)
ii. OPTION 2 – Start on next NEO July date that is 2-weeks from option 1 with an unpaid
leave of absence for 2-weeks (computer access, email, and health benefits are maintained
during this period)
• NON-UW Health residents start on next NEO July date that is 2-weeks from option 1 above
• PGY2 Program end dates will be 52-weeks after start date on the following Monday
• If not staffing that final weekend, the resident may complete the employee check-out process and
leave at the end of the day on the Friday prior
• Employee access will remain through Monday regardless.
Pharmacy Residency Program Manual | Page 35
Section VI
Professional
Obligations
Pharmacy Residency Program Manual | Page 36
Resident Licensing Requirements
Residents will be forwarded information on licensing soon after match results are announced. As per department
Policy 1.5, residents should be scheduling their licensure examinations ASAP, even if missing orientation is required,
and the exams must be taken by August 1
st
. If licensing by September 1
st
does not occur, a meeting between the
resident, Residency Program Director, and Director of Pharmacy will occur to discuss remedial action and may
include dismissal from the program.
Pharmacy Organizations
Each resident is required to be a member of:
• American Society of Health-System Pharmacists (ASHP)
• Pharmacy Society of Wisconsin (PSW)
o Note: membership dues are the responsibility of the resident
Membership in other state, local, or national organizations is also strongly encouraged
Membership in specialty organizations is encouraged if applicable (HOPA, IDSA, SIDP, AST, etc.)
Student Precepting
Residents are expected to be actively involved with the training of student pharmacists while on rotations.
Residents will assist students in orientation to the unit, daily activities, answering questions, and other teaching
opportunities
Residents are encouraged to invite students to resident activities that would provide a learning environment for the
student (eg, GRILL, conferences, grand rounds, in-services, etc.)
• Students prefer depth and questioning (Socratic teaching) to reinforce topics they may have previously
covered in pharmacotherapy, so two cases per session worked well.
• Residents should find what works for their students and adapt as needed.
Note: For more detailed information regarding student precepting, refer to program specific manuals
Pharmacy Residency Program Manual | Page 37
Section VII
Residency
Program Evaluation
& Completion
Pharmacy Residency Program Manual | Page 38
Overview
Residency training is meant to be an educational experience, including a continuous process of evaluation. All
residents shall be continually evaluated throughout the process to determine the extent to which learning
objectives are achieved. The goal at the end of the program is for each resident to have a deeper knowledge about
themselves and an appreciation of their possible roles in pharmacy, and to be competent practitioners and
administrators. All resident rotation experiences will be evaluated in PharmAcademic. Completion of ASHP
residency training requirements will be monitored through the required objectives achievement tracker at the end
of every rotation. Additional evaluations/oral examinations may be required dependent on program.
*Note: Please refer to program specific manuals for more detailed information.
Definitions of Scores Used in Learning Experience Evaluations
NI = Needs Improvement
The resident’s level of skill on the goal does not meet the preceptor’s
standards of either “Achieved” or “Satisfactory Progress”. This means the
resident could not:
• Complete tasks or assignments without complete guidance from start
to finish OR
• The resident could not gather even basic information to answer
general patient care questions OR
• Other unprofessional activities were noted by the preceptor
This should only be given if the resident did not improve to the level of a
resident before the end of the rotation as expected for where the resident is
within the year or for items where one rotation should be sufficient (Knowledge
or Comprehension level objectives).
Examples:
1. Resident recommendations are always incomplete and poorly
researched / or lack justification
2. Resident consistently requires preceptor prompting to communicate
recommendations to team or follow up on issues related to patient
care.
SP = Satisfactory Progress
This applies to a goal whose mastery requires skill development in more than
one learning experience (Application, Analysis, Synthesis, Evaluation level
objectives. In the current experience the resident has progressed at the
required rate to attain full mastery by the end of the residency program. This
means the resident can:
• Performs most activities with guidance but can complete the
requirements without significant input from the preceptor.
• There is evidence of improvement during the rotation, even if it is not
complete mastery of the task.
There is a possibility the resident can receive NI on future rotations on the
same objective in which SP was received if the residents performance declines
or does not advance as anticipated to achieve the goal during the residency
year.
Examples:
Pharmacy Residency Program Manual | Page 39
1. Resident is able to consistently answer questions of the healthcare
team and provide a complete response with minimal preceptor
prompting or assistance. An area where the resident can focus on
continued development would be to work on anticipating the needs of
the healthcare team while rounding.
2. Resident is able to make recommendations to the team without
preceptor prompting when recommendations are straightforward and
well received. Resident sometimes struggles with more complex
recommendations or difficult interactions. Resident should continue
to identify supporting evidence to assist with difficult
recommendations.
ACH = Achieved
The resident has fully mastered the objective. This means that the residency
has consistently performed the task or expectation without guidance.
Examples:
1. Resident’s recommendations are always complete with appropriate
data and evidence. This is achieved without preceptor prompting.
2. Resident consistently makes an effort to teach members of the
healthcare team the rationale for therapy recommendations.
NOTE: Each example provides objective comments and if not marked as achieved, gives a concrete
recommendation for what to do next time to achieve the objective.
Midpoint Staffing Evaluation
Midpoint staffing evaluations will be completed by each resident, clinical preceptor, and/or advisor in the area
they are staffing via PharmAcademic.
The resident and preceptor must meet to discuss and sign this evaluation electronically in PharmAcademic. Any
concerns in staffing performance will immediately be communicated by the clinical preceptor to the pharmacy
manager of the unit.
If a serious staffing deficiency has been noted, the resident will prepare a Performance Improvement Plan (PIP)
including a timeline indicating expected dates of achievement of major goals. The PIP will be submitted to the
manager for approval
Pharmacy Residency Program Manual | Page 40
Section VIII
Checkout
Procedures
Pharmacy Residency Program Manual | Page 41
Checkout procedures are defined in Policy 18.6. Program-specific checkout lists can be found in each program’s
manual. In summary, the following must be completed prior to checkout:
Exit Interview
The outgoing resident is responsible for scheduling a 1-hour meeting with their Residency Program Director
during the final month of their residency year. The resident is responsible for completing and sending their Exit
Interview Form at least 1 week prior their scheduled meeting.
The resident will send the following documents (including available drafts) electronically to the RPD prior to the
Exit interview or list as provided by resident checkout form:
• UHC or ASHP abstract and poster
• Great Lakes Pharmacy Residency Conference Abstract(s)
• Great Lakes Pharmacy Residency Conference Presentation and Evaluations
• Completed manuscript with written confirmation of project advisor approval (email confirmation is
sufficient)
o Electronic copy of all journal references used in manuscript
o IRB form and approval letter (if necessary)
o Data collection forms and spreadsheets
o Formal presentations, GRILL presentations, teaching portfolio, or any other scholarly activity
completed during residency (excluding informal in-services, topic discussions, etc.)
The resident will provide updated contact information and new position title to the RPD and administrative
supervisor (Jen Heyer).
Additional Procedures for Check-Out
Evaluations
All rotation and learning experience evaluations must be completed prior to checkout and signed by the RPD
Residency Goals and Objectives
• All required goals and objectives must have been achieved during the residency
• If goals and objectives have been not been achieved, an action plan will be developed by the resident
and approved by the RPD.
Office
• All personal items must be removed from resident offices by the last day of the residency year.
• Return office key, pager, and ID badge to pharmacy administrative office staff by the last day of the
residency year. Note: iPad must be free of any applications added by the resident and the resident must
disconnect their Apple account from the iPad.
• All university and hospital fees must be paid in full prior to residency checkout.
Health Link
• All Health Link In-Basket messages must be cleared out prior to residency checkout
Note: Until all of the above tasks are completed, the residency certificate will not be awarded. As a result, this
could potentially be communicated to employers and future residency programs who inquire.