Visiting Rotations for Residents and Fellows

Program Letter of Agreement (PLA)

The residents/fellows Program Director/Coordinator will reach out to the GME Institutional Administrator, with the necessary details for the rotation. GME admin will provide the Program Letter of Agreement (PLA) that needs to be filled out and signed by the residents/fellows home institution. The PLA must include the home institution's goals and objectives for the rotation. The completed agreement must be submitted before proceeding.

• Program letter of agreement template

Physician in Training (PIT) Permit

Each visiting resident must possess a postgraduate training permit (PIT) issued by the state. If you are a resident rotating with us from out of state, you will need to obtain a rotator permit, valid for the duration of the rotation, from the Texas Medical Board.

The residents/fellows home institution will need to submit the following to the Texas Medical Board:

• PIT submission spreadsheet (completed by the coordinator of the home institution)
• Letter of accountability (from the sponsoring institution's Program Director)

Additionally, the resident will need to provide:

• ACGME program number
• Social security number
• ECFMG number (if applicable)
• Start and end dates for your rotation

Submit the PIT Submission Spreadsheet to PIT.Application@tmb.state.tx.us and fax the Letter of Accountability to the Texas Medical Board (contact information will be provided by Selene).

Complete onboarding requirements

After receiving the signed PLA, the resident will need to:

• Complete the visiting resident application
• Provide a professional photo for BSWH badge
• Any other required documentation for onboarding, if applicable
  
   

Once completed, submit the packet and photo to Selene Valdez. Upon processing, Selene will:

• Enter the resident into Access One
  • Resident/Fellow will claim their account
• Assign EPIC access
  • Resident/Fellow will need to complete training and compliance modules in a timely manner
• Provide Baylor Scott and White Badge
  • Resident/Fellow and/or Program Administrator will need to pick up badge from the badging office prior to or on their first day. Details in Step 5.
    
     

Complete Required BCM Modules

The resident/fellow is required to complete specific BCM training modules based on their PGY level/status. These modules will be assigned by Selene and will appear in the resident’s training transcript. The required modules are:

• PGY 1 – Resident as Teachers and Educators: Fostering a Growth Mindset
• PGY 2 – Resident as Teachers and Educators: Fostering Critical Thinking in Learners
• PGY 3 – Resident as Teachers and Educators: Teaching and Leading as a Supervisory Resident (Team)
• Fellow – Fellows as Teachers and Educators: Next Level Teaching Skills

These modules will be assigned by Selene Valdez and must be completed prior to the rotation.

Rotation procedures

One week prior to rotation start date: Receive email from GME Admin to:

• Confirm access to EPIC
• Verify completion of all required compliance modules
• Ensure you have received reporting instructions and a schedule from the program you will be rotating with

On the first day of the rotation: Report to the Program Coordinator to receive:

• Temporary badge (if applicable)
• Call meal card (if applicable)
• Parking sticker (if applicable)

End of rotation:

At the end of the rotation, all issued items must be returned to the Program Coordinator and/or discarded at any Iron Mountain. If a resident has future rotations with us (e.g., Darnall), they should keep their badge.