MedNet

Policies & Guidelines

​Find RMS usage guidelines and policies, such as the User Account Policy.


​​RMS Guidelines​


Chief Allowance

  • Please note:
    • A Resident designated as Chief is entitled to an administrative allowance based on the number of Resident FTEs within the program - 3 FTEs or more.  Please refer to the Collective Agreement (Section 20.07) for details.
    • PGME emails programs to advise when Chief Allowance for the upcoming year is open for submission (this usually occurs between mid-May and June).
    • Chief Allowance already submitted in RMS can be changed/updated throughout the academic year.

  • RMS submission - required documentation:

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Dismissal

  • RMS submission - required documentation:

    • Dismissal is reflected in RMS either as the outcome of a Probation or entered by using an Academic Record Adjustment to change the Resident's completion date.

    • The necessary supporting documents and notes are entered in RMS and the Resident's status is changed to "Dismissed" by the PGME Deans Office. 

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Resident Reviews (Annual and Promotion)

Annual Resident Reviews

  • Please note:
    • Annual Resident Reviews are initiated by the PGME Deans Office before the end of every Academic Year for a 2-week period
    • Annual Resident Reviews are completed yearly by programs to ensure that all Resident records in RMS are accurate.  Any inaccuracies (i.e. missing leaves of absence, pending remediations, etc.) can cause a Resident's licensing and employment to terminate prematurely and result in an over/underpayment of salary.
    • Placing a review on hold does NOT halt the process.  The hold merely identifies to PGME that the review will be revisited by the program and completed prior to the due date
  • RMS submission - required documentation:

    • No supporting documentation needed.

    • Relevant information, if applicable, can be added to the review.  Please do not leave comments that contain sensitive information (e.g. Resident evaluations).

    • RMS step-by-step instructions


Promotion Reviews

  • Please note:
    • Promotion reviews are ongoing and automatically generated by RMS 30 days before a Resident's PGY End Date or ECD.

    • Program approval is required to progress a Resident to the next level or to complete their program.

    • Placing a review on hold does NOT halt the promotion process.  The hold merely identifies to PGME that the review will be revisited by the program and completed prior to the Resident's PGY End Date or ECD.

  • RMS submission - required documentation:

    • No supporting documentation needed

    • Relevant information, if applicable, can be added to the review.  Please do not leave comments that contain sensitive information (e.g. Resident evaluations).

    • RMS step-by-step instructions

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RCPSC/CFPC Rotation Exception Requests (Credit / Part-Time / Waiver)

All requests must comply with the Royal College of Physicians and Surgeons of Canada (RCPSC), College of Family Physicians Canada (CFPC) and UBC PGME Resident Policies and Procedures Manual. These policies can be found in the RCPSC document "Policies and Procedures for Certification and Fellowship" and on the CFPC Website under "Requirements for Residency Eligibility" and the UBC PGME Policy and Procedures  Manual.  These requests are currently initiated by the Program Administrator in RMS.

Rotation Exception:  Credit

  • Please note:
    • Residents who wish to have previous training considered for credit should first discuss this with their Program Director who will then determine if a recommendation is warranted.
    • RCSPC Programs:
      • To process a request for credit, RCPSC must receive:
        • A written letter of recommendation from the Program Director outlining the credit recommended, under which section of the specialty requirements this should be applied to, and the anticipated end of training date. The recommendation letter must be sent to the Associate Dean, PGME to obtain his/her support (both signatures can be on one letter or two separate letters).
        • Once all of these are received, the request is reviewed and the RCPSC issues a decision to the resident which is copied to the Program Director and Associate Dean, PGME.
    • CFPC Programs:
      • Residents who transfer to Family Medicine and request to have their previous training considered are observed for six months. Their performance and rotation requirements are assessed and a letter of recommendation is sent by the program to CFPC. CFPC issues their decision to the program.


  • RMS submission - required documentation:
    • Program can submit the exception "Credit" by uploading all supporting documents to RMS


Rotation Exception:  Part-Time

  • Please note:
    • Part-Time commitment must equal at least 50 percent of that of a Full-Time Resident.

  • RMS submission - required documentation:


Rotation Exception:  Waiver

  • Please note:
    • An application for a waiver of training can only be made in the final year of the program, prior to the certification exams.

    • A waiver of training will be granted by the Associate Dean, PGME in exceptional cases on the recommendation of the Program Director.  Please see the UBC Waiver of Training Policy for specific details.

  • RMS submission - required documentation:

    • To be considered for a waiver of training, a completed Application for Waiver of Training must be submitted by the program to the PGME Deans Office during the final year of training

    • Applications must be submitted:

      • Family Medicine:  three months prior to completion in the absence of the waiver

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Rotation Exception:  Academic Record Adjustment

  • Please note:
    • Used for Block Adjustments - matching PGY end date to block end date.

    • Used for Other Adjustments - any adjustments to PGY end date (e.g. Associate Dean, PGME approval for extension of training).

  • RMS submission - required documentation:
    • Block Adjustments:  supporting document not required.
    • Other Adjustments: supporting document required and "Comment" must be entered.


Rotation Exception:  Leaves of Absence

RMS Guidelines for ALL Leaves:

  • It is the Program's responsibility to monitor the Leaves of Absence of Residents in their Program to ensure no over/underpayment of salary.
  • Only ONE leave should be submitted in RMS for each type of continuous leave period – do not create multiple leaves.  (For example: medical leave for 2 months has been extended to 4 months.  Instead of creating a second medical leave, change the end date of the original leave.) 
  • If the leave end date is unknown, please enter an estimated date.  Once a leave has ended and you need to make an adjustment, please contact RMS Support for assistance.
  • Email notification:  RMS sends Program Administrators an email notification 7 days prior to a Leave of Absence completion date to provide ample time for Programs to make any necessary updates (e.g. extending a leave end date prior to completion).       

All requests must comply with the Collective Agreement between HEABC and Resident Doctors of BC.

THE INFORMATION BELOW IS PROVIDED BY THE COLLECTIVE AGREEMENT BETWEEN HEABC AND THE RESIDENT DOCTORS OF BC (2014-2019).  UBC IS NOT THE EMPLOYER OF THE RESIDENTS AND IS NOT A SIGNATORY OF THE COLLECTIVE AGREEMENT BETWEEN HEABC AND THE RESIDENT DOCTORS OF BC.

THE PGME OFFICE COLLECTS INFORMATION THROUGH RMS WHICH IS THEN SHARED WITH THE EMPLOYER TO ADMINISTER THE RESIDENTS PAYROLL AND BENEFITS.


Leave Type:  Compassionate 

  • Please note:
  • RMS submission - required documentation:
    • No supporting document needed.
    • No time loss (does not extend residency period) - entered in RMS for tracking purposes. 


Leave Type:  Maternity / Parental / Adoption

          • Natural Mother:  Articles 9.01, 9.04
          • Natural Father:   Articles 9.02, 9.04
          • Adoptive Parents:  Articles 9.03, 9.04
          • Parent Other - Leave for Birth of a Child:  Article 9.05
  • RMS submission - required documentation:
    • Maternity / Parental:  No supporting document needed.
    • Adoption:  The Resident shall furnish proof of adoption.
    • Parent Other - Leave for Birth of a Child:  granted 2 paid days to attend the birth of the child. Not recorded in RMS.


Leave Type:  Medical

    • Residents are eligible for paid sick leave when they are absent continuously for up to 5 months. Maximum paid period is 5 months (~153 days).
    • At the end of 5 months, a resident is no longer eligible for paid leave and an unpaid "Personal Leave" needs to be submitted for the remainder of the leave (5 months +1 day). 
  • RMS submission - required documentation:
    • Supporting document with acknowledgment of clinical visit, recommendation regarding length of absence, and specific dates needs to be uploaded with this RMS entry. 
    • Please do not upload doctor's notes with sensitive information as this is available for public view. (No patient information is to be stored in FoM Administrative Systems.)


Leave Type:  Personal

  • Please note:
    • Unpaid leave.

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Rotation Exception:  Remediation / Probation

  • Please note:
    • Dates entered in RMS need to match dates in Remediation / Probation Letter

    • Resident's promotion will be put on hold until a successful outcome is reached.

    • More information (including forms required) available in the UBC PGME Resident Manual.

  • RMS submission - required documentation
    • Remediation / Probation Letter needs to be signed by Resident, Remedial/Probation Supervisor, and Program Director and then uploaded to RMS for Associate Dean, PGME signature.
    • Remediation / Probation Letter and Outcome required in order to submit to Deans Office for approval.

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Rotation Exception:  Internal Transfer

  • Please note:
    • This Policy applies to transfers by residents from one UBC Program (Home Program) to another UBC program (Receiving Program).
    • Transfers occur outside of RMS.  Once a resident has been approved to a transfer from one program to another within UBC a transfer should be initiated through RMS.
  • RMS submission - required documentation:
    • No supporting documentation needed. 

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Statutory Holidays

Definition: Statutory (Stat) Holiday– HEABC/Resident Doctors of BC-approved holiday that entitles eligible residents to additional pay if worked as defined in the Collective Agreement (Article 11). Time off in lieu as defined by Article 11, is not managed through RMS. 

  • Submission in RMS:  
    • Stat Holiday Worked pay requests are submitted by the Resident to the Program Administrator for approval. 

    • Residents can only submit current academic year Stat Holidays that have already occurred.  Stat Holidays for previous academic years must be submitted by the Program Administrator on the Resident's behalf.

  • Email notifications:
    • Email reminders are automatically sent to eligible Residents after each Stat Holiday.

    • The Program Administrator receives an email notification when a request for payment has been submitted.

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Withdrawal

  • Please note:
    • All withdrawals must be communicated to the PGME Deans Office.
    • The PGME Deans Office will notify all relevant stakeholders, as required.
  • RMS submission - required documentation:
    • The necessary supporting documents and notes are entered in RMS and the Resident's status is changed to "Withdrawal" by the PGME Deans Office.
       
(last update:  05/17/17/DC)

RMS Policies​

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