For Preceptors

1. Refer to the “Before you Begin/Preparing for WRITE” for an overview of what students are instructed to do prior to starting their WRITE clerkship at your site.
2. Students are asked to initiate the onboarding/credentialing process at least 8 weeks in advance. They are also asked to complete a WRITE Student Summary Sheet which will be shared with you prior to their start. Plan to review this information with your student on the first day of WRITE.
3. Attend (or designate a member of the faculty to attend) the WRITE Orientation prior to the start of the on-site portion of the program.
4. Prepare to discuss both the student’s and the preceptor’s/site’s expectations of the experience and orient the student to the site. The GLEAM tool is an excellent resource to guide this conversation.

The primary preceptor(s) will be responsible for the following:

• Attending (or designating a member of the faculty to attend) the WRITE Orientation prior to the start of the on-site portion of the program.
• Discussing both the student’s and the preceptor’s/site’s expectations of the experience and orienting the student to the site. The GLEAM tool is an excellent resource to guide this conversation.
• Providing the student with a comprehensive orientation to the clinical practices and hospital(s) in the medical community.
• Introducing the student to staff and health professionals with whom they will be in contact (i.e., reception, security, attendings, etc.).
• Explaining and establishing effective practice routines for hospital, emergency room, nursing home and house calls.
• Acquainting the student with site-specific procedures regarding exposure, needle-sticks, emergencies, etc.
• Directing and coordinating the student’s educational experience during the time that they are in the community and helping the student to integrate basic scientific knowledge with practical, clinical problem-solving skills.
• Assigning patients “of their own” for the student to follow and observe treatment outcomes during their stay in the WRITE community (these can be nursing home patients).
• Designing and submitting to the WWAMI Regional Office a scheduling grid to ensure that the student receives experience in all areas and which will balance the professional and academic requirements with the student’s personal needs; arrange the student’s schedule so that he/she has call and time off at the same time as their assigned preceptor.
• Spending time with the student outside of the “work” environment so that he/she is exposed to the lifestyle and community role of a rural primary care physician.
• Working with the student to assist her/him in settling into the community; providing information on schools, restaurants, activities and all the other “jewels” within the area.
• If possible, arrange with any local newspapers, radio stations or television stations to interview the student regarding the WRITE Program; this has been found to be an excellent way to introduce the student to the community and to advertise your practice–all of this with the student’s permission.
• Assessing what types of clinical problems the student has not had an opportunity to observe and when possible, making these experiences available to the student as they arise.
• Observing student on a regular basis and following up with daily Workplace Based Assessments (WBA) as well as completing the WRITE mid-clerkship evaluation.  More information can be found on the Feedback and Evaluations page.
• Assisting the student in coordinating and hosting UWSOM faculty visitors.
• Reviewing the student’s progress on the Community Service Project to be certain that it can be completed by the end of the WRITE program.
• Disseminating WRITE information to appropriate faculty and staff within the medical community.
• End-of-clerkship evaluations are to be done using UWSOM’s E*Value system. More information will be sent from the WRITE Educator at intervals provided on the Feedback and Evaluations page.
• Being available for a WRITE close-out session with the student and WWAMI Regional Dean.
• You can expect your WRITE student to request a letter of recommendation from you upon completion of the WRITE program. It is important to complete this letter as soon as possible, while the details of your experience with this student are still fresh. Keep it on file for submission to the Student Affairs office once it is requested.

Why do I need to use the scheduling template and not just our usual clinic schedule?

There is a great deal of variability in clinic schedules, which makes it difficult for us to interpret, such as using initials for preceptors.  We need to document where the student is spending their time.  Having a standard format allows us to easily track what the student is doing.  This is critical if the student challenges their grade or a clerkship director is concerned about a student’s learning experience.

Why do you need to know who is providing the evaluations for the student?

Any preceptor that will be providing an evaluation for a student must be registered in the E-Value system.  This requires their full name, birthdate and contact information.  Once the preceptor is entered into E-Value, a link to a specific final evaluation will be sent to them when the student completes WRITE.  If the student works with a preceptor for a significant amount of time who is not registered in E-Value, there will not be a way for them to provide an evaluation for the student.  If the preceptor designated to provide the final evaluation for a student changes for any reason, please inform the Office of Rural Programs as soon as possible, so the E-Value system can be updated.

Why the rush to get the final evaluations submitted?

 The LCME requires that all students receive their grade/final evaluation within 30 days of completing a clerkship.  While that may seem like a lot of time, there is an administrative process that takes time to complete including the need for the clerkships directors to review the final evaluations.  Additionally, grades/final evaluations frequently need to be edited which also takes time.  It is very important to complete and submit all evaluations within a week after the student finishes WRITE.

Do I really need to complete the completed interval and/or mid-clerkship feedback forms?

Yes.  Interval Feedback or Mid-End of Clerkship Review forms should be uploaded by the student directly to the WRITE Canvas Page.  Mid-End Clerkship Review is required by the School of Medicine and the information will be used to pinpoint any issues that may come up during the WRITE experience.  These feedback forms should also be used at end of the clerkship to help with the student’s final evaluation.

WRITE Canvas Page: https://canvas.uw.edu/courses/1461063 

I can’t access the WRITE Canvas Page with my UW Net ID and password – who is the person we contact to help the preceptors with this?

Robin Scott, rgree3@uw.edu, the WRITE Education Specialist, will work to assist you with any questions or access issues.

How much time can a WRITE student miss during WRITE?

The UWSOM Clinical Clerkship Absentee Policy allows for 2 days of anticipated excused time away every 12 weeks of the clerkship. For any unanticipated absences, the student is required to tell the team they are working with as soon as possible. For unanticipated absences, the student should inform the WRITE director, who will determine if make-up time is needed.  

Do they need permission to miss any portion of WRITE? If so, who do we contact to let someone know the student has asked to miss days during WRITE? What is that notification process?

Yes, students are required to receive permission to miss any portion of WRITE. For anticipated absences, it is the student’s responsibility to obtain permission at least 6 weeks in advance, if possible, from Frank Batcha, the WRITE Program Director (batchf@uw.edu). For unanticipated absences, i.e. illness, family emergencies, it is the student’s responsibility to notify the site director and Robin Scott, the WRITE Education Specialist, at rgree3@uw.edu.  Make up time may be required by the Program Director in consultation with the Office of Student Affairs and the Clerkship Directors.

If I miss the WRITE Preceptor Orientation will someone be sending a summary of what was covered and handouts that I can refer to later?

Yes, and in addition, we will record the session so that you can review it later.

How do I invoice UWSOM for the student’s housing and other costs?

Around spring/summer, the WRITE administrator will send an email containing your WRITE site funding for that academic year. This email includes your budget for housing, administrative fees, and travel. It will also list a specific Purchase Order for the current academic year. The site is required to send an invoice to Rachel Summers (wamifund@uw.edu), making sure to reference the UW Purchase Order number given.

The invoice for the administrative fee can begin any time after the student arrives at your site. Housing, since it involves out-of-pocket costs for your site, can be billed at any time. Travel can be billed any time after travel for WRITE related events takes place and the physicians/staff have already incurred actual expenses.  See the Invoicing and Reimbursement page for complete information.