Policies & Procedures

2018-2019

Commonly Asked Questions

Download the House Staff Policies & Procedures (PDF)

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 6
Resident Eligibility-Recruitment 6
Visa Policy for Graduates of International Medical Schools 6
National Resident Matching Program (Main Match) 7
Recommendation of Appointment 7
Level of Appointment 8
Registration of New Housestaff to Stanford 8
Mandatory Procedures 9
1. Medical Records 9
2. Occupational Health Requirements 10
3. Training or Demonstrated Proficiency in Cardiopulmonary Resuscitation 10
Continuing Medical Education Requirement 10
Supervision 11
Resident Reporting & Responsibilities 11
Resident Reporting Procedures 11
Resident Responsibilities 12
Compliance Integrity Program 12
Duty to Report and Cooperate with Investigations 13
Duty to Protect Patient Privacy 14
Patient Privacy Practices Housestaff are Required to Follow Include 15
Other Stanford Health Care/Stanford Children’s Health Resources 16
Duty Hours & Professional Activities 16
Outside Program 16
Duty Hours 16
Professional Activities During Off Time 18
Moonlighting 18
Performance Evaluation 18
1. Evaluation Procedures 19
2. Consequences of Satisfactory or Unsatisfactory Evaluation 19
Resolution of Disputes 20
Reappointment Procedure 22
Harassment Prohibited 23
Housestaff Wellbeing Panel 23
Graduate Medical Education Review Committee 23
Stanford University Programs Resident Representation 24
Completion of Training 24
Consequences of Not Returning ID Badge 25
Program Closure/Reduction 25
Benefits 25
Initial Enrollment 25
Effective Date 25
Open Enrollment Period 25
Health Care 26
Medical/Vision 26
Dental 26
Flexible Spending Accounts (FSA) 26
Life and Accident Insurance 26
Long-Term Disability Coverage (LTD) 26
Wellness Program 27
Health Incentive Account (HIA) 27
Back-Up Care Advantage Program 27
Employee Discounts 27
Voluntary Benefits Program 27
Retirement Savings Plan 27
Continuation of Group Coverage (COBRA) 28
Computer Training 28
Data Security 28
Data & Device Attestation & Encryption 28
Disability 29
1. California State Disability Insurance (CSDI) 29
2. Workers’ Compensation Insurance 30
3. Long Term Disability Insurance 30
Infection Prevention 31
Needlesticks/Blood Borne Pathogens 31
Blood and Bodily Fluid Exposures 32
Blood Borne Pathogen(BBP) Exposures at Off-Site Rotation Instructions 33
Natural Disaster Policy 34
Fees for Professional Services 34
Licensure 34
California Medical License 34
Malpractice Insurance 35
Medical Malpractice Insurance - Tail Coverage 35
Acceptance of Documents 36
Ombudsperson’s Office 37
Paging 37
Payroll 37
Change of Address 37
Direct Deposit 38
Stipend Deductions 38
Income Tax Withholding 38
Social Security 38
California State Disability Insurance 38
Photo ID’s / Security Access Cards 38
University Courtesy/Gym Card 38
Stanford Libraries Access Card 39
Physician Order Entry/Verbal Order 39
Prescription Authority 39
Qualified Bilingual Staff Program 40
Research 40
Reimbursements 40
Academic Year Payment 40
Medical Board License (MBC) Fees 40
California Medical License Renewal Fees 41
DEA Certificates 41
Education and Other Business-Related Expense Reimbursements 41
USMLE Part III 41
Moving Allowance 41
Housing Allowance 42
Restrictive Covenant 42
Rotations 42
Away Elections/Rotations 42
Visiting Residents 43
Santa Clara Valley Medical Center (SCVMC) and Kaiser Permanente Santa Clara Applicants 44
Late fee 44
Processing 44
Observership 45
Smoking-Free Workplace 45
Specialty Board Contact Information 45
Time Off 47
Family and Medical Leave Act 47
Advance Notice and Medical Certification 48
Job Benefits and Protection 48
Pregnancy Leave 49
Paternity Leave 49
Bereavement Leave 49
Holidays 49
Educational Meetings and Activities 49
Personal Time Off 50
Jury Duty 50
Sick Leave 50
Transportation and Parking 50
Alternative Transportation 50
Parking 51
Uber transportation for trainees when they are too tired to drive home 51
Other Services 52
On-Call Meals 52
On-Call Quarters 52
GME Gym 53
GME Lounge HC433 53
After Hours Food 53
Lactation Lounge HC404 53
Resident/Fellow Workroom HC403 53
Stanford Golf Course 53
Welch Road Apartments 53
Graduate Medical Education Department 54
GME list of staff and their respective roles-Education 54
GME list of staff and their respective roles-Operations 54
Appendix A-Stanford Health Care-Harassment Policy 56
Appendix B-Agreement to Arbitrate Disputes 60
Appendix C-Very Important Notice of Group Health Coverage Continuation Rights Under Cobra 62
What is a COBRA Qualifying Event? 62
When Does Continued Coverage Apply? 62
What Coverage is Continued? 63
How Long Can Coverage Continue? 63
When Does Coverage End? 64
What Does It Cost? 64
What Do You Have to Do? 64
Is There Continuation Beyond COBRA? 65
What About Life Insurance? 65
Appendix D-Family Care and Medical Leave (CFRA Leave) & Pregnancy Disability Leave 66
Appendix E-Vendor Policy 67
Appendix F-Transfer of Care Policy 71
Appendix G-Supervision Policy 73
Appendix H-Duty Hours Policy 75
False Claims Recovery Policy 76
Glossary 84