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Closing Out a Resident Who Completed the Program

Instructions for RPDs and Designees to close out a Resident who completed the program

Use this task to close out a resident who has successfully completed the residency program. This task can be completed by the RPD or Designee.

Before You Begin:

Once a Resident is Closed Out of PharmAcademic:

    • RPDs and Designees will still be able to view the resident’s information. This information can be accessed by going to the Residents tab and clicking on the View Closed out Residents button.
    • Residents can access their PharmAcademic portfolios, but they will no longer have access to the residency program.
    • The resident's program Information (i.e., resident closeout date) can be updated until the Annual Residency Accreditation Report is submitted.
    • Evaluations can no longer be completed where the resident is the subject or evaluator. However, cosign tasks will still be active for Preceptor evaluations that were completed by the resident but have not yet been cosigned by the preceptor.
    • Resident files can be added after the resident is closed out; there is no deadline for adding files.
    • The process cannot be reversed.

The following must be completed to close out a resident

  • ASHP Annual Resident Survey
  • Electronic Resident Development Plans
  • Learning experiences
  • Residency Certificate (available to be uploaded)

Instructions

1. Access the Resident Close out Function
    • RPDs can access via the Close Out task on their home page or RPDs/Designees can navigate directly to the Residents tab (Manage Program button > Residents tab.)
    • Click on the Resident Closeout link next to the resident’s name.
2. Complete Outstanding Tasks

Resident Survey

You will not be able to close out the resident if they have not submitted their ASHP Annual Resident Survey. Please ask the resident to go to their Global Task List and complete the survey. Once the survey is submitted, you will be able to advance in the close out process.

Outstanding Electronic Resident Development Plans

You will not be able to close out the resident if there are unsubmitted Electronic Resident Development Plans. Please exit the close out process, navigate to the resident's Development Plan tab, and either remove or finalize the plans.

Resident Schedule

If you are closing out the resident before the resident's program end date, any current or upcoming learning experiences will be listed.

If the resident has current or future learning experiences on their schedule, you will be asked to exit the close out process, go to the resident’s schedule, and remove the learning experience or update the end date for the learning experience OR return to the close out process after all learning experiences are complete.

Remaining Tasks

If there are un-submitted evaluations by or about the resident, they will be listed on the Remaining Tasks grid. RPDs/Designees can exit the removal process and send email reminder notifications for overdue evaluations and cosign requests to the resident and preceptors.

If you continue to close out the resident, tasks for the listed evaluations will be removed. However, outstanding cosignature tasks for evaluations completed by the residents are still required and will remain active. The removed evaluations can be viewed on the resident’s Evaluation tab after clicking “Show Deleted Evaluations.”

3. Select the Reason for Closing Out the Resident

Select “Resident completed the program” as the reason for close out. This information will be sent to the ASHP residency verification service. Click the Next button.

Other Options:

Resident Did NOT Complete the Program

Please see instructions if a resident is dismissed or withdrew from the program (Resident did NOT complete the program).

Updating Resident Information or Test Resident

Please do not close out a resident to re-enroll them with updated resident information (email address, etc.). If you need to update resident’s information in PharmAcademic or remove a test resident, please contact the PharmAcademic team for assistance. you can select one of the following options to stop the close out process and allow you to send a notification to the PharmAcademic support team for assistance.

    • I need to update my resident's information
    • This is a test resident and I wish to completely erase their information from PharmAcademic
4. Teaching Certification

Add a teaching certificate, if applicable. Select the Add Teaching Certificate link, select the residency program to “Link to,” select “Teaching Certification” in the “Credential Type” drop-down box, upload the file, select the date the certificate was first received, and click the Save button. Once added, this file will be available on the closed out resident’s Files tab.

5. Post-Residency Employment

Record the resident’s post-residency employment information. Note: this information will be added to the resident’s Post Residency Tracking record (where you can edit/remove or add additional comments).

    1. Select the Employment Type in the drop-down box.
    2. Enter a Description.
    3. Enter a Start Date.
    4. Indicate whether the resident took a post-residency position that required this residency training. Note: If the resident is still seeking employment, answer "No."
    5. Indicate whether the resident was hired by the organization providing the residency training. Note: If the resident took another residency position in your organization, please answer "No". If the resident was hired by a different hospital or setting (e.g. a different VA hospital) than where the actual training occurred, please answer "No".
6. Overall Close out Information
    1. Enter the Date Resident Completed Program. Note: If you are closing the resident out prior to the resident’s program end date, you will be asked to acknowledge that the resident completed the program early and provide a reason in the Close-out Comments text box.
    2. Enter any Close-Out Comments.
    3. Click the Next button.
7. Upload Residency Close out Documents

Upload any residency certificates or other documents pertaining to the resident’s close out from this program. Note: File size is limited to 25MB per file. Accepted file formats are Microsoft Word (.doc/.docx), Excel (.xls/.xlsx) and Powerpoint (.ppt/.pptx), Zip files (.zip), and Adobe Acrobat (.pdf) files.

    1. Upload the resident’s Residency Certificate under Document Type “Residency Certificate.” It is REQUIRED that you upload the certificate prior to close out. Once added, the certificate will be available on the resident’s Files tab and in the portfolio.
    2. Upload any other files under Document Type “Documents Related to Resident Removal.” You can upload multiple files. Once added, the files will be available on the resident’s Files tab, but NOT the portfolio. You can go to the Files tab after close out to upload additional files; there is no deadline for adding files after close.
    3. Click the Next button.
8. Review Educational Goals and Objectives

The resident’s educational goals and objective will be listed. Objectives with a check-box have been marked ACHR. To review resident progress and to update the ACHR status, use the link “click here” to exit the close out process and go to the resident’s Competencies tab. Please note, objectives that have not been evaluated via a summative evaluation cannot be marked ACHR.

Click the Next button to continue the close out process.

9. Confirm Close Out

Click the Complete Resident Close Out button. Note: Closed-out resident information can be accessed by going to the Residents tab and clicking on the View Closed out Residents button.  

 

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