Policies & Procedures

2017-2018

Commonly Asked Questions

House Staff Policies & Procedures

As an institution, Stanford Health Care is dedicated to the training of this nation's future leaders in the scholarly practice of clinical medicine and biomedical research.

The educational objectives of its residencies are:

  1. To provide excellent clinical education
  2. To provide opportunities to explore research and teaching
  3. To teach the necessary skills to sustain a lifetime of learning
  4. To encourage lifelong ethical and moral behavior in the practice of medicine and in the conduct of research
  5. To assure development of effective skills in communicating with patients, colleagues, and the public, and to ensure the humane and caring practice of medicine

If you have any questions regarding the GME Policies and Procedures, please contact us.

Table of Contents

Description Page
Statement of Commitment to Graduate Medical Education  1
Residency Programs 5
Resident Eligibility-Recruitment 5
Visa Policy for Graduates of International Medical Schools 5
National Resident Matching Program (Main Match) 6
Recommendation of Appointment 6
Level of Appointment 7
Registration of New Housestaff to Stanford 7
Mandatory Procedures 8
1. Medical Records 8
2. Occupational Health Requirements 9
3. Training or Demonstrated Proficiency in Cardiopulmonary Resuscitation 9
Continuing Medical Education Requirement 9
Supervision 10
Resident Reporting & Responsibilities 10
Resident Reporting Procedures 10
Resident Responsibilities 11
Compliance Integrity Program 11
Duty to Report and Cooperate with Investigations 12
Duty to Protect Patient Privacy 13
Patient Privacy Practices Housestaff are Required to Follow Include 14
Other Stanford Health Care/Stanford Children’s Health Resources 15
Duty Hours & Professional Activities 15
Outside Program 15
Duty Hours 15
Professional Activities During Off Time 17
Moonlighting 17
Performance Evaluation 17
1. Evaluation Procedures 17
2. Consequences of Satisfactory or Unsatisfactory Evaluation 18
Resolution of Disputes 19
Reappointment Procedure 21
Harassment Prohibited 21
Housestaff Wellbeing Panel 22
Graduate Medical Education Review Committee 22
Stanford University Programs Resident Representation 22
Completion of Training 23
Consequences of Not Returning ID Badge 23
Program Closure/Reduction 23
Benefits 24
Initial Enrollment 24
Effective Date 24
Open Enrollment Period 24
Health Care 24
Medical/Vision 24
Dental 25
Flexible Spending Accounts (FSA) 25
Life and Accident Insurance 25
Long-Term Disability Coverage (LTD) 25
Wellness Program 25
Health Incentive Account (HIA) 25
Back-Up Care Advantage Program 26
Employee Discounts 26
Voluntary Benefits Program 26
Retirement Savings Plan 26
Continuation of Group Coverage (COBRA) 26
Computer Training 27
Data Security 27
Data & Device Attestation & Encryption 27
Disability 28
1. California State Disability Insurance (CSDI) 28
2. Workers’ Compensation Insurance 28
3. Long Term Disability Insurance 29
Infection Prevention 30
Needlesticks/Blood Borne Pathogens 30
Blood and Bodily Fluid Exposures 31
Blood Borne Pathogen(BBP) Exposures at Off-Site Rotation Instructions 33
Natural Disaster Policy 33
Fees for Professional Services 33
Licensure 33
California Medical License 33
Malpractice Insurance 34
Medical Malpractice Insurance - Tail Coverage 34
Acceptance of Documents 35
Ombudsperson’s Office 36
Paging 36
Payroll 36
Change of Address 36
Direct Deposit 37
Stipend Deductions 37
Income Tax Withholding 37
Social Security 37
California State Disability Insurance 37
Photo ID’s / Security Access Cards 37
University Courtesy/Gym Card 37
Stanford Libraries Access Card 38
Physician Order Entry/Verbal Order 38
Prescription Authority 38
Qualified Bilingual Staff Program 39
Research 39
Reimbursements 39
Academic Year Payment 39
Medical Board License (MBC) Fees 39
California Medical License Renewal Fees 40
DEA Certificates 40
Education and Other Business-Related Expense Reimbursements 40
USMLE Part III 40
Moving Allowance 40
Housing Allowance 41
Restrictive Covenant 41
Rotations 41
Away Elections/Rotations 41
Visiting Residents 42
Santa Clara Valley Medical Center (SCVMC) and Kaiser Permanente Santa Clara Applicants 43
Late fee 43
Processing 43
Observership 44
Smoking-Free Workplace 44
Specialty Board Contact Information 44
Time Off 46
Family and Medical Leave Act 46
Advance Notice and Medical Certification 47
Job Benefits and Protection 47
Pregnancy Leave 48
Paternity Leave 48
Bereavement Leave 48
Holidays 48
Educational Meetings and Activities 48
Personal Time Off 49
Jury Duty 49
Sick Leave 49
Transportation and Parking 49
Alternative Transportation 49
Parking 50
Uber transportation for trainees when they are too tired to drive home 50
Other Services 51
On-Call Meals 51
On-Call Quarters 51
GME Gym 52
GME Lounge HC433 52
After Hours Food 52
Lactation Lounge HC404 52
Resident/Fellow Workroom HC403 52
Stanford Golf Course 52
Welch Road Apartments 52
Graduate Medical Education Department 53
GME list of staff and their respective roles-Education 53
GME list of staff and their respective roles-Operations 53
Appendix A-Stanford Health Care-Harassment Policy 55
Appendix B-Agreement to Arbitrate Disputes 59
Appendix C-Very Important Notice of Group Health Coverage Continuation Rights Under Cobra 61
What is a COBRA Qualifying Event? 61
When Does Continued Coverage Apply? 61
What Coverage is Continued? 62
How Long Can Coverage Continue? 62
When Does Coverage End? 63
What Does It Cost? 63
What Do You Have to Do? 63
Is There Continuation Beyond COBRA? 64
What About Life Insurance? 64
Appendix D-Family Care and Medical Leave (CFRA Leave) & Pregnancy Disability Leave 65
Appendix E-Vendor Policy 66
Appendix F-Transfer of Care Policy 70
Appendix G-Supervision Policy 72
Appendix H-Duty Hours Policy 74
False Claims Recovery Policy 75
Glossary 83