Policy of the Graduate Medical Education Committee
Section:  Institutional Responsibilities
Subject: Addressing Concerns in a Confidential and Protected Manner
Number:  1.400
Date Developed: 1/00
Date Review/Revision: 2/06
Replaces: previous policy of same name, dated 3/03
ACGME Requirement: Institutional II.F.1; Common II.A.4.h

Purpose
To establish a forum and procedure by which an individual resident or groups of residents can address concerns in a confidential and protected manner

Definitions
Resident Council: the oversight body of the University of Arkansas for Medical Sciences College of Medicine Resident Organization.  It is a standing subcommittee of the GMEC and has equal authority with the other subcommittees.  It is composed of peer-elected residents, and other residents appointed by the GME chair who represent special groups (e.g. AAMC Organization of Resident Representatives, AMA Resident Section).

Policy
Each residency program must have a written procedure by which individual residents can raise concerns in a confidential and protected manner.  These procedures must be communicated to all residents.  The procedures shall include a designated contact person within (e.g. Chief Resident, Program Director, Departmental Chairperson or designated faculty member) or outside the program with whom the resident can discuss issues of concern.

Procedure
If the issue is of such a nature that it cannot be discussed at the program level or the resident desires additional discussion, the resident should follow the following procedure:
1.      The resident contacts either the Associate Dean for GME and/or a member of the Resident Council.
2.      If the resident wishes assistance from the Resident Council, the following steps should be followed:
      a.      The resident should contact at least two members of the Resident Council to schedule a meeting to discuss the problem confidentially.
      b.       The Resident Council members will meet with the resident and offer advice on how to resolve or handle the problem and if further
             steps are necessary.  Based on the discussion and advice at this meeting, the resident may resolve the problem, and no further
             action is necessary.
      c.       If the resident's problem cannot be resolved or is of such a nature that further information is needed, the Resident Council members
             should discuss the problem with the Associate Dean for GME or the GMEC Chair.
      d.       In order to ensure easy access to Resident Council members, they are posted in the Resident Handbook on the GME website
3.      The procedure for resolution will vary depending on the type of issue:
    a.      For issues related to general work environment, the Associate Dean for GME or Resident Council may discuss the issue and make
          recommendations for resolution through the GMEC.
    b.       Issues related to disciplinary action will be addressed according to the procedure outlined in the GMEC policy on
          Academic and Other Disciplinary Actions (Probation, Suspension and Dismissal).
    c.       Issues related to maltreatment will be addressed according to the procedure outlined in the GMEC policy on Appropriate
          Treatment of Residents in an Educational Setting.
    d.       Should a resident believe that a rule, procedure, or policy has been applied to him/her in an unfair or inequitable manner or
          that he/she has been the subject of unfair or improper treatment, the resident should refer to the GMEC policy on Adjudication
          of Resident Complaints and Grievances.
4.      Discussions and recommendations by the Resident Council and/or the GMEC are confidential to the extent authorized by law
      and handled in a manner to protect the resident.