Welcome to UBC Family Practice Residency Program Abbotsford-Mission! Below are a series of orientation points to assist you and your office in this transition.

1. Preparing for R1: Orientating Your Learner
Our Learner Orientation Checklist offers a series of suggestions and tips on how to structure your learner’s arrival!

2. Assessment & Evaluation: Field Notes and ITARS
UBC’s program uses a competency-based assessment model for Residents. This year, as a Site, I would like us to improve the quality and timeliness of our Feedback and Assessments by conducting a daily evaluation of Residents’ performance and providing constructive and encouraging feedback.

Electronic Field Notes (eFN)
Electronic Field Notes are a method of collecting and documenting daily observations of your Resident and are administered through theT-Res program. This program may be accessed through your phone or desktop and you should have your own login and password.

Who should do eFNs? This is a collaborative activity designed for you and your Resident to sit down and discuss the learning moments of the day.

What should I write? Your teaching moment! It’s important to note the skills you have observed and would like to Resident to further develop.

Does the eFN count towards their assessments? The eFN is used to help inform the Resident’s assessment; therefore, we request that you provide both positive and constructive feedback.

How many do we have to do? One field note a day.

ITARS (In Training Assessment Reports)
Resident assessment is one of the most important roles of the Primary Preceptor. ITARS are used as a means of capturing the formal assessment of your Residents progress and are administered through the One45 program. One45 will prompt you via email to complete an ITAR. There are two ITARS that need to be completed.

Rotations 4 weeks or greater will also have a mid-rotation assessment. This is an opportunity for Preceptors to discuss with your Resident their progress or concerns so that it can be improved before the end of rotation assessment (ITAR).

Primary Preceptors are asked to complete the ITAR within 2 weeks of the rotation’s end. The ideal time is the rotation’s last day of the rotation and is best completed with the Resident.

The Site Program Office will assist you with any One45 issues.

3. What to do if you are having issues with your Resident?
If your Resident is having any issue settling in, the first thing to do is to try to engage with your Resident. Often performance is not related to knowledge but just life adjustment. However, Residents are still required to perform. If you find that any Resident is struggling, please do not hesitate to contact me by phone at 604.851.4700 ext. 642326 or via email at j.holden.chow@fraserhealth.ca. I want you to know that our Program is here to support you and your Resident in experiencing a positive learning environment.

4. What do I HAVE to do this year?
There are two mandatory items that Residents & Preceptors must complete:

Video Observations: 4 Video Observations with your Resident. Personal recording devices are not permitted. A confidentiality agreement between the Resident and Patient must be signed prior to the observations. Your office will receive a camera and camera stand in order to perform the activity.

Practice Improvement Project (PIP): Residents are required to do a PIP. We recommend you discuss a topic with your resident. PIP presentations occur in Feb-March 2017. More info will follow as the projects begin.

5. Upcoming Events
We have several exciting site events and activities this year to help us build as educators. Visit UBC’s Family Practice Event Calendar to learn more.

Again welcome to the team! If you have any questions, comments, or concerns please feel free to contact me!

Sincerely,

Dr. Holden Chow, Site Director
Abbotsford-Mission Family Practice Residency Program