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Agreement of Appointment Signature Policy

Scope

The policy applies to all residency and fellowship programs at DHMC.

Purpose
  1. To ensure that all residents and fellows are provided with a written Agreement of Appointment outlining the terms and conditions of their appointment to a program.
  2. To ensure appropriate appointment of trainees to the DHMC medical staff.
  3. To ensure verification of appropriate credentials for residents rotating to the VAH.
Policy Guidelines: Responsibilities
  1. The Program Director is responsible for:
    • Submitting a completed appointment/reappointment form for each resident and fellow participating in the training program on an annual basis.
    • Notifying the DHMC Office of Clinical Affairs of all appointments and terminations.
    • Submitting a completed VAH Credentials Verification Letter for all residents rotating at the VAH.
  2. The Office of Graduate Medical Education is responsible for:
    • Completion of the Resident/Fellow Agreement of Appointment form to include the following information:
      • Resident/fellow name
      • Program/level of training
      • Duration of appointment
      • Stipend
    • Co-signature of the Agreement of Appointment document by the Administrative Director of Graduate Medical Education.
  3. The Resident/Fellow is responsible for:
    • Reviewing, signing and returning their completed Agreement of Appointment to the GME office.
Policy Guidelines: General Guidelines
  1. All training programs must ensure that each resident and fellow has a current, signed Agreement of Appointment on file in the GME office.
  2. Failure or refusal by the resident/fellow to sign the Agreement of Appointment may result in:
    • Loss of pay;
    • Loss of clinical privileges and;
    • Cancellation of training licensure.
Policy Guidelines: Non-renewal of Appointment or Non-promotion

In instances where a resident’s agreement will not be renewed, or when a resident will not be promoted to the next level of training, the program director must provide the resident with a written notice of intent no later than one hundred twenty (120) days prior to the end of the resident’s current agreement. If the primary reason(s) for non-renewal or non-promotion occur(s) within 120 days prior to the end of the agreement, the program director must provide the resident with as much written advance notice as circumstances will reasonably allow.

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