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Resident Agreement of Appointment Policy

I. Purpose of Policy

  • 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.
  • To ensure appropriate appointment of trainees to the Dartmouth-Hitchcock (D-H) medical staff.
  • To ensure verification of appropriate credentials for residents rotating to the Veterans Affairs Medical Center (VAMC).

II. Policy Scope

The policy applies to all Accreditation Council for Graduate Medical Education (ACGME) residency and fellowship programs at D-H.

III. Definitions

Resident: Any physician in an accredited graduate medical education program, including interns, residents, and fellows.

IV. Policy Statement

  1. Responsibility
    • The Residency/Fellowship Program is responsible for:
      • Submitting a completed appointment/reappointment form for each resident participating in the training program on an annual basis.
      • Submitting a completed Medical Director Letter to the GME office for all residents appointed/reappointed/terminated on an annual basis.
      • Submitting a completed Resident Credential Verification Letter (RCVL) to the GME office for all residents rotating at the VAMC on an annual basis.

    • The Office of Graduate Medical Education is responsible for:
      • Completion of the Resident Agreement of Appointment form to include the following information:
        • Resident name
        • Program/level of training
        • Duration of appointment
        • Stipend

      • Co-signature of the Agreement of Appointment document by the Director of Graduate Medical Education.

      • Submission of Medical Director Letter to Medical Staff Office

    • The Resident is responsible for:
      • Reviewing, signing and returning their completed Agreement of Appointment to the Program Coordinator.

      • J-1 visa holders are responsible for reviewing, signing and returning their completed Agreement of Appointment to the GME office in a timely manner to expedite visa sponsorship requirements.

  2. Agreement of Appointment
    • All training programs must ensure that each resident has a current, signed Agreement of Appointment on file in the GME office.

    • Failure or refusal by the resident to sign the Agreement of Appointment may result in:
      • Loss of pay;
      • Loss of clinical privileges and;
      • Cancellation of training licensure.

    • For the policy regarding Non-renewal of Appointment/Promotion refer to the Resident Promotion Policy.

D-H Policy ID: 11265