Provides a neutral, independent, safe, and confidential resource for residents and fellows to report evidence of program non-compliance within the clinical learning.
It is important that residents and fellows demonstrate that they have utilized all available internal (program/hospital) options, resources, and mechanisms to assist in resolving any training-related concerns, before filing a complaint, unless there is a valid reason for not doing so.
- Chief Resident
- Program Director/Program Coordinator
- Director Medical Staff/Graduate Medical Education
- Director Medical Education/Assistant DIO
- Resident and Fellow Forum
- A private email mechanism to report concerns
- Advocates for a fair process of review
- Opens the lines of communication between residents, fellows, and involved parties, and escalate when appropriate
- Requests internal inquiries to further explore reported concerns and develop a resolution
What to Expect
- A primary goal of the Ombudsperson is to maintain confidentiality and protect the identity of all reporting party (s). However, based on the content of information obtained, it may be necessary to disclose certain aspects of the complaint to advocate for a fair process or to identify available resources for a resolution. The reporting party (s) will be notified if identifying information will be shared.
- Original materials provided by the reporting party (s) will not be shared unless permission is granted.
- The Ombudsperson will work with Midwestern University Sponsoring Institution – Designated Institutional Official to request an internal inquiry to further explore the concerns raised.
- Residents can expect confirmation of receipt of their email within 2-business days.
- Programs are required to collaboratively create an action plan to address any training-related concerns and any issues of non-compliance.
- The program director will be required to submit an action plan with a resolution within a given timeline. Implementation of all proposed resolutions will be monitored.
- The resident and/or fellow will be notified of outcomes from program leadership discussion and plans for resolution.
What is not provided
- Any type of professional counseling or therapeutic services
- Legal advice or involvement in legal issues
- Involvement in resident/fellow’s performance outcomes, specifically, semi-annual evaluations, post-rotation evaluation, performance improvement plans or remediation plans
- Judgments in ongoing disputes with residents, fellows, faculty and or hospital administration
How to submit email communication
- Resident/Fellow (s) name, program name and contact information of the reporting party (s)
Anonymous emails are accepted, but the ability to respond and create dialogue is essential in this process. Residents/fellows who submit an anonymous email may still be contacted for additional information.
- Incomplete or insufficient information may result in a delay of action or inability to adequately establish resolution of the concern. Submit a detailed summary of the issue(s).
- Describe the steps already taken towards a resolution and list internal resources used.
Submissions will be returned if it does not contain this information, or if the resident has not utilized all available internal(program/hospital) options, resources, and mechanisms to assist in resolving the concern. In the case that there is a valid reason for not utilizing internal resources, the rationale must be explained in detail.
- Submit email to: email@example.com
Kate Jansen, PhD, Consultant Behavioral Health, Midwestern University, GME Consortium
Note: Resident/Fellows may seek to use the current Midwestern University GME Consortium Grievance Policy process based on policy guidelines and specific concerns.