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GME Office Record |
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A. |
Each GME office will maintain a permanent file for each resident who participates in a COM program. The file contains application materials including letters of reference, medical license applications, routine correspondence, and payroll documents. |
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| 11.2 |
Program Director Record |
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The Office of the resident's Program Director will perpetually keep a permanent file for each individual in the program. Contents of the file can include any of the materials held in the GME Office record, plus copies of all evaluations completed for the resident. |
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| 11.3 |
Residency Verification |
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The GME office will verify residencies to institutions who request information for purposes of credentialing. Verification letters will be restricted to dates of attendance, whether the program was accredited, and whether the resident completed the program. The GME office will forward all requests for additional information on performance or conduct to the appropriate Program Director's office. |
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The GME office will not provide information on any resident to any outside party without that resident's written release, except where mandated by law or when an agency will use the information only for statistical purposes. |
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| 11.4 |
Resident Access to Records |
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Resident access may be accessed in accordance with the Illinois Personnel Record Review Act (820 ILCS 40/1, et. seq.). A resident may review or request a copy of said records in the manner described in Act. In addition, the University will only release said records in accordance with said Act. |
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| 11.5 |
Challenging the Contents of Resident Records |
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A resident may challenge the contents of his/her records by utilizing the process set forth below: |
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Purpose |
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A resident has the right to challenge the content of his/her record on the ground that he/she believes that it is inaccurate, misleading, or otherwise in violation of his/her privacy or other rights and to have inserted in the record his/her written explanation of its contents. |
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Procedure |
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To initiate a challenge to the resident record, the resident shall, within one year after cessation of his/her participation in the residency program at issue, file with the Department Head, a written request for correction. Within thirty (30) days following receipt of such request, the Department Head, or an authorized designee, shall review the record in question with the resident and either order the correction or deletion of such alleged inaccurate, misleading, or otherwise inappropriate data as specified in the request or notify the resident of the right to a hearing at which the resident and other persons directly involved in the establishment of the record will have an opportunity to present evidence to support or refute the contention that the data specified in the request are inaccurate, misleading, or otherwise inappropriate. |
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Hearing |
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Within ten (10) days following receipt of notification that the Department Head is not ordering correction of the record in question, the resident shall submit to the Associate Dean for Graduate Medical Education a written request for a hearing. |
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The resident will be given written notice sent to his/her last known address of the time and place of such hearing not less than ten (10) days in advance. The hearing will be conducted by the Associate Dean for Graduate Medical Education or his designee. |
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The resident shall have the right to attend the hearing, to be accompanied by an individual of his/her choice at his/her own expense, including an attorney, though said individual shall be present only to advise the resident, and shall not have a speaking part during said hearing. The resident shall have the right to present evidence, and to call witnesses on his/her behalf. The same rights shall be accorded the University representative defending the inclusion of disputed information in the resident's record. |
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The resident shall be notified in writing of the decision within ten (10) days following the hearing. Such decision is final. |
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The decision shall be based solely on the evidence presented at the hearing and shall include a summary of the evidence and reasons for the decision. If, as a result of the hearing, the University decides that the record is not inaccurate, misleading or otherwise in violation of his/her privacy or other rights it will inform the resident of the right to place a statement in the record commenting on the contested information or stating why s/he disagrees with the decision of the University, or both. That statement shall be attached to the disputed record and released with said record anytime a proper request is made for the resident's records. |