Pharmacy Residency Program

• 4 positions
• Residency Program Director:  John T. (TJ) Emmons, Pharm.D. 

APPLICATION REQUIREMENTS

Applicant must be a U.S. Citizen who has completed a Doctor of Pharmacy curriculum from an accredited school of pharmacy. Only applicants from ACPE-accredited or pending accreditation schools of pharmacy will be reviewed and considered for an interview. All applicants must participate in the ASHP Residency Matching Process.

APPLICATION MATERIAL REQUIRED

• Statement of intent as outlined by supplemental questions
• Curriculum Vitae
• Official college transcripts
• Letter from pharmacy school indicating class rank 
• Three (3) letters of recommendation using standard PhORCAS template
• VA Form 10-2850c 

APPLICATION DEADLINE: Jan 5th

PROGRAM NUMBER: 52300

NMS CODE: 172313

• 1 position
• Residency Program Director:  Rebekah Sipes, Pharm.D., BCACP 
• Residency Program Coordinator: Jamie Knight, Pharm.D. 

APPLICATION REQUIREMENTS

Applicants must be a U.S. citizen who has completed a Doctor of Pharmacy curriculum from an accredited school of pharmacy and has completed, or in the process of completing, a PGY1 ASHP accredited or pending accreditation residency program. All applicants must participate in the ASHP Residency Matching Process.

APPLICATION MATERIAL REQUIRED

• Statement of intent as outlined by supplemental questions
• Curriculum Vitae
• Letter from pharmacy school indicating class rank 
• Three (3) letters of recommendation using standard template in PhORCAS (1 required from PGY1 residency program director
• VA Form 10-2850c 

APPLICATION DEADLINE: Jan 5th

PROGRAM NUMBER: 52007

NMS CODE: 629865

• 1 position
• Residency Program Director:  Lindsay Wells, Pharm.D., BCPS 
• Residency Program Coordinator: Michael Janbakhsh, Pharm.D., BCPS 

APPLICATION REQUIREMENTS

Applicants must be a U.S. citizen who has completed a Doctor of Pharmacy curriculum from an accredited school of pharmacy and has completed, or in the process of completing, a PGY1 ASHP accredited or pending accreditation residency program. All applicants must participate in the ASHP Residency Matching Process.

APPLICATION MATERIAL REQUIRED

• Statement of intent as outlined by supplemental questions
• Curriculum Vitae
• Official college transcripts 
• Three (3) letters of recommendation using standard template in PhORCAS (1 required from PGY1 residency program director
• VA Form 10-2850c 

APPLICATION DEADLINE: Jan 5th

PROGRAM NUMBER: 52046

NMS CODE: 600273

• 1 position
• Residency Program Director:  Courtney Eatmon, Pharm.D., BCPP 

APPLICATION REQUIREMENTS

Applicants must be a U.S. citizen who has completed a Doctor of Pharmacy curriculum from an accredited school of pharmacy and has completed, or in the process of completing, a PGY1 ASHP accredited or pending accreditation residency program. All applicants must participate in the ASHP Residency Matching Process.

APPLICATION MATERIAL REQUIRED

• Statement of intent as outlined by supplemental questions
• Curriculum Vitae
• Official college transcripts
• Three (3) letters of recommendation using standard template in PhORCAS (1 required from PGY1 residency program director
• VA Form 10-2850c 

APPLICATION DEADLINE: Jan 5th

PROGRAM NUMBER: 52301

NMS CODE: 533066

Time is the minimum requirement and may be increased if objectives are not met.

1 Time is the minimum requirement and may be increased if objectives are not met.

    * Residents completing PGY1 at Lexington VA HCS will be reduced to 1 day

    **Residents completing PGY1 at Lexington VA HCS will complete 11 months of rotation

1 Time is the minimum requirement and may be increased if objectives are not met.

*  For those who early commit from LVAHCS PGY1 program, orientation will be reduced to 1-2 weeks

1 Time is the minimum requirement and may be increased if objectives are not met.

*  For those who early commit from LVAHCS PGY1 program, orientation will be reduced to 1-2 weeks

Licensure

For entry into any LVAHCS pharmacy residency program, the resident must have an unrestricted pharmacy license OR be eligible for pharmacy licensure in any state or US territory. It is strongly encouraged for residents to obtain pharmacist licensure prior to the beginning of the residency program as their orientation period may be hindered otherwise. If pharmacist licensure is not available, pharmacy intern license is sufficient in the interim for PGY1 residents but must be currently valid from the state in which it was issued for the duration of time in which the resident is not licensed. 

During this time, all pharmacist activities will require direct supervision until proof of pharmacist licensure is provided. Pharmacy residents are required to be licensed for a minimum of two-thirds of their residency program. If the resident has not obtained his/her pharmacist license prior to the beginning of residency, they should have all applicable examinations scheduled within the first 30 days of residency start date. Per ASHP requirements, residents must be fully licensed within 120 days of the residency start date. Failure to meet the 120-day requirement will result in dismissal from the program. The resident is responsible for presenting a copy of their pharmacy license to their RPD within the specified timeframe.

Failure to maintain professional pharmacist licensure during the residency program can result in a pharmacy resident being placed on probation, dismissed, or voluntarily withdrawn from the residency program (see Pharmacy Resident Dismissal Procedure/Termination of Residency).

If completing any clinical learning experience outside of VAHCS (i.e. PGY1 electives, PGY2 required), the resident will be required to obtain pharmacist license from the state of Kentucky and provide proof prior to participation in the learning experience. 

Verification of PGY1 Residency Completion (PGY2 only)

For all PGY2 residency programs, the resident must provide proof of completing a PGY1 ASHP accredited or accreditation pending residency within 14 days of starting the PGY2 program. The resident will be required to submit a copy of their PGY1 certificate which will be added to resident’s file. The PGY2 residency program director may also contact the resident’s PGY1 program director or review their graduate tracking in PharmAcademic™ for confirmation and this will be added to resident’s file. If it is determined that a PGY2 resident did not complete their PGY1 program or if documentation is not available, the resident will be dismissed from the program.

Reference:

VHA Directive 1108.07

Purpose

The purpose of this policy is to ensure that pharmacy residents of Lexington VA Health Care System (LVAHCS) are provided with a sound training program that is balanced with concerns for patients’ safety and residents’ well-being. This policy reflects the American Society for Health-System Pharmacists (ASHP) requirements for resident duty hours to support the physical and emotional well- being of all residents while promoting an educational environment that promotes patient care (Duty- Hour Policy (ashp.org)).

Definitions

Duty hours: All hours spent on scheduled clinical and academic activities, regardless of setting, related to the pharmacy residency program that are required to meet the educational goals and objectives of the program.

Duty hours include: inpatient and outpatient patient care (resident providing care within a facility, a patient’s home, or from the resident’s home when activities are assigned to be completed virtually); staffing/service commitment; in-house call; administrative duties; work from home activities (i.e. taking calls from home and utilizing electronic health record related to at-home call program); and scheduled and assigned activities such as conferences, committee meetings, classroom time associated with required teaching activities and health and wellness events that are required to meet the goals and objectives of the residency program.

Duty hours do not include reading, studying, and academic preparation time (e.g., presentations, journal clubs, closing knowledge gaps); travel time to and from conferences; and hours that are not scheduled by the residency program director or a preceptor.

Moonlighting: Voluntary, compensated, work performed outside the organization (external) or within the organization pharmacy-related work performed outside the organization (external), or within the organization where the resident is in training (internal). These hours are compensated beyond the resident’s salary and are not part of the scheduled duty periods of the residency program.

Moonlighting hours (internal or external) must not interfere with the ability of the resident to achieve the educational goals and objectives of the residency program and must not interfere with the resident’s fitness for work nor compromise patient safety.

All moonlighting hours must be counted towards the clinical experience and educational work 80-hour maximum weekly hour limit averaged over a four-week period and included in the tracking of hours.

Maximum Hours of Work per Week: Duty hours must be limited to no more than 80 hours per week, averaged over a four-week period, inclusive of internal and external moonlighting

Mandatory Duty-Free Times: Residents must have a minimum of one day in seven days free from duty (when averaged over for weeks); at home call cannot be assigned on these free days. Residents must have a minimum of 8 hours between scheduled duty periods.

Continuous Duty: Assigned duty periods without breaks for strategic napping or resting to reduce fatigue or sleep deprivation. Continuous duty periods for residents should not exceed 16 hours.

Policy

LVAHCS pharmacy residents are permitted to moonlight ONLY internally as a dual appointee and are limited to 24 hours of moonlighting per pay period.

Moonlighting that occurs within the program must be counted toward the 80-hour weekly limits on duty hours.

Dual appointment shifts must be approved by the RPD, and these hours must be reported in the resident’s monthly Duty Hours Attestation in PharmAcademic.

If participation in moonlighting adversely impacts performance during scheduled duty hours or results in exceeding duty hour limits, moonlighting hours will be further limited.

Residents in violation of the ASHP duty hour standards are subject to formal performance- improvement plan in order to return to policy compliance.

Resident Responsibilities

In addition to the above LVAHCS Duty Hours and Moonlighting Policy, residents may also access the ASHP policy at Duty-Hour Policy (ashp.org).

Residents will submit the monthly duty hours attestation in PharmAcademic.

Residents understand that their duty hours attestation may be verified with timekeepers.

Attendance

The residency is a full-time temporary appointment of 52-weeks in duration. The resident will have a scheduled tour of duty which consists of a minimum of 5 working days to represent at least 40 hours per week to perform activities related to the residency as necessary to meet the goals and objectives of the program. In order to receive a residency certificate, time away from the program may not exceed 37 scheduled workdays per 52-week appointment. This includes annual leave, sick leave, holidays, interview days, and extended leave. A resident cannot have more than 37 days off the normal tour of duty over the 52-week appointment without requiring a program extension.

Prompt arrival and attendance is required at all clinics, conferences, meetings, rounds and other scheduled activities during each learning experience throughout the term of the residency. In the event of an absence, the program director and current learning experience preceptor must be notified and grant approval, and procedures for leave must be followed. At times, the resident will be expected to attend other residency-related conferences or experiences off site during regular working hours. The resident will be scheduled for learning experiences and staffing assignments and is expected in the locations as scheduled.

Unexcused absences and/or tardiness will not be tolerated and can be a basis for failure of the learning experience involved. Repeated events could be the basis for termination from the program (Refer to Dismissal Policy). It is the responsibility of the resident to contact the immediate preceptor and/or the residency program director as soon as is practical to report unavoidable absences or tardiness.

Holidays

There are 11 Federal holidays. PGY1 residents will be required to work 2 holidays (1 major (ex. Thanksgiving, Christmas, New Year’s Day) and 1 minor (all other holidays) and will be granted the remaining holidays. PGY2 residents are not required to work holidays.

Annual Leave (AL)

AL is earned at the rate of 4 hours per pay period (higher accrual rates may apply for prior federal employment subject to HR guidance). Annual leave can be used for rest, relaxation, recreation, as well as time off for personal business. It may be used only after it has been earned; advanced leave is not permitted. Leave must be requested in advance, preferably 2 weeks, and approved before being taken. Per VHA Directive 1231, residents with scheduled patient panels MUST request annual leave at least 45 days in advance for appropriate clinic cancellations. Residents may not be on annual leave on the last day of the residency. Timing of requests and impact on learning experiences and completion of goals/objectives will be considered when approving/denying requests. If a resident is expected to miss more than 20% of a required learning experience due to an approved leave, the learning experience will be extended. Request for annual leave is carried out by completing a leave request in Government Time and Attendance (GovTA) after approval by the immediate preceptor of the learning experience you are assigned, as well as the residency program director. Residents are encouraged to use their annual leave prior to the end of the residency.

Residents are expected to be at their workstation ready to begin work at the beginning of their scheduled tour. Annual leave may be requested in intervals of 15 minutes and must be used to account for tardiness if more than 7 minutes late for duty.

Sick Leave (SL)

SL is earned at the rate of 4 hours per pay period. Sick leave can be used for illness and injury as well as medical, dental, optical, and other medically related appointments or procedures. Per VHA Directive 1231, residents with scheduled patient panels MUST request scheduled sick leave at least 45 days in advance for appropriate clinic cancellations. Unscheduled sick leave must be reported as soon as you determine you will not be able to come to work and preferably at or prior to the beginning of your scheduled tour of duty, but in any event, not later than 2 hours thereafter. It is the resident's responsibility to directly notify the immediate preceptor of their learning experience and the residency program director of the absence. Sick leave must be entered in GovTA prior to use (ex. scheduled medical or dental appointment) OR immediately upon returning to work following an unscheduled leave. The resident must call in sick for each consecutive day of illness unless otherwise instructed by pharmacy administration.  If more than 3 consecutive workdays of sick leave are used, a medical certification attesting to the need for sick leave may be requested. Residents cannot miss more than 20% of any one required learning experience (due to annual, sick or authorized leave) and need to plan accordingly). Excessive  use of SL could negatively affect performance and the achievement of the goals of the residency. If extended sick or family leave is necessary, refer below to Extended Leave section.

Care and Bereavement/Family Leave

May be used for family care (i.e., medical care for immediate family member), adoption-related purposes, or bereavement for an immediate family member or individual with relationship equivalent to an immediate family member. Care and bereavement/Family leave should be requested in advance, if possible, and the hours used are subtracted from the resident’s accrued sick leave hours.

Authorized Absence (leave with pay)

Professional leave may be requested through the Residency Program Director (RPD) who will direct the resident of the procedure for the specific request. Following approval, the resident can enter a request for “LN” in GovTA.

Extended Leave

The residency year is 52-weeks in duration. The program is incomplete unless the time and all requirements for completion are met. Per the ASHP Standards, an extension of the program would be required to complete the program if a resident exceeds 37 days away from the program for any reason. (See ASHP-Accreditation-Standard-for-Postgraduate-Residency-Programs.pdf pages 5-6). A program extension will be equivalent in competencies and number of days missed.

Opportunity to extend the program with pay will depend on the decision of the National Director of Residency Programs and Education. The RPD will also inform the Chief of Pharmacy of the potential extension. If extended leave is granted, a resident must use all earned leave prior to going on leave without pay (LWOP). LWOP would be in effect until the resident returned to the program. Health insurance benefits will be continued during LWOP, however, upon return to the program, resident will be expected to repay all employee-share premiums. 

With an approved extension of the residency program, completion of all requirements of the residency and the number of days that exceeded the allotted leave must be accomplished within 1 year of the initially scheduled completion date (the date planned for completion if there had not been a need for extended leave). Therefore, the maximum time for LWOP would be 1 year. 

For military leave, Veterans who are called to active duty may request an exemption from the National Director of Residency Programs and Education for the requirement to complete the 52 weeks within 1 year of the initially scheduled date of completion.

Such exemption will be considered on an individual basis in collaboration with the local Residency Program Director if the Veteran has been on active duty/military leave for the time of absence from the residency program. 

If a resident is called for jury duty, he/she is requested to ask for a waiver, however, if waiver is not granted or if the resident chooses to serve on jury duty, this time must be accounted in their maximum of 37 days away from the program and subject to a program extension as described above.

Absent without Leave (AWOL)

Status will be assigned to residents for failure to request appropriate leave for absences during their scheduled tour, at the discretion of the Chief of Pharmacy. Repeated instances of AWOL will result in disciplinary action up to dismissal from residency program.

References:

VA Handbook 5011 

VHA Dir 1231, Outpatient Clinic Practice Management (navao.org)

eCFR :: 5 CFR Part 890 -- Federal Employees Health Benefits Program

Professionalism, high work quality, and timeliness are expected of each pharmacy resident. The ASHP Statement on Professionalism further elucidates the responsibilities of professionals and is available here. 

It is not expected that disciplinary actions will be needed during the residency program, however, standards have been established to define situations that will result in disciplinary actions. It is the policy of the LVAHCS Pharmacy Residency program that such standards are enforced in a consistent and equitable manner, employing the concept of progressive discipline. Progressive discipline is designed to correct and improve behavior rather than punish. Except where immediate dismissal or non-duty status is warranted (due to critical violations) as noted in this manual or VA policies, the process (based on criterion below) is verbal warning (documented in writing with specific expectations for improvement and a timeline), followed by a written warning, along with a corrective action plan (CAP). The CAP will be developed by the RPD based on the area(s) that need improvement. The CAP will define specific, measurable requirements/deliverables and timeframe (specify 4 weeks unless situation requires a different timeframe which would also be specified) to meet the requirements/submit deliverables. The RPD will review the CAP requirements/deliverables and progress with the resident at least every 2 weeks or half-way through the timeframe for the requirements/deliverables, whichever is earlier. If the requirements are not met by the end of the designated timeframe as determined by the RPD, PRPO will be contacted to review the situation and assist with the issues and subsequent CAP as appropriate. A second written warning will be issued with a new CAP which redefines specific, measurable requirements/deliverables and a new timeframe (specify 4 weeks unless situation requires a different timeframe which would also be specified). Coaching and assistance to the resident are available and will be documented starting with the (first) verbal warning through the end of a second CAP (if the CAP and second CAP are needed). If the requirements and deliverables for the second CAP are not met/completed as determined by the RPD with input from PRPO, the resident will be dismissed in accordance with VA policies. All steps in the process must involve a discussion between the RPD and the PR and will be documented in writing. The documentation will be acknowledged/signed by both the RPD and PR. All records of this process (including but not limited to warnings, CAP, disciplinary action and dismissal) will be maintained in a confidential personnel file with the RPD and/or HR at the facility. These documents will not be uploaded to PharmAcademic™. The RPD will notify PRPO, the RPDs supervisor and the Chief of Pharmacy when the first verbal warning is issued and update them on the progress at least monthly until the issues are resolved. If a resident progresses through a second written warning and CAP without meeting the requirements of the CAP in a timely fashion, the resident will be dismissed. The RPD will notify the RPDs supervisor, Chief of Pharmacy, PRPO, DEO and HR regarding the progression to dismissal. All involved will maintain appropriate confidentiality of the resident’s situation throughout the entire process. If a resident is dismissed in accordance with this Disciplinary Policy and VA policies, a residency certificate will not be granted.
NON-CRITICAL VIOLATIONS will result in verbal counseling for the first offense. Continued offenses will progress to written counseling, including a corrective action plan, and possible termination from the program. Progressive discipline as discussed above will result in the case of:
 

• Inability to perform clinical services commensurate with educational level or failure to develop expected skills, knowledge, and attitudes including but not limited to:
• Failure to improve performance on objectives evaluated at NI level, specifically, an objective remains at NI level on 3 consecutive evaluations: or
• Poor performance, specifically needs improvement (NI) on 2 or more objectives on 2 consecutive evaluations; or
• Failure to function within graduated levels of responsibility or to communicate significant Veteran care issues to the supervising practitioner; or
• Ineffective time management that results in not meeting deadlines or not completing assignments or patient care in a timely manner or violation of VA policies, VA regulations or applicable federal, state, or local laws, other than those that result in non-duty status, leave or immediate dismissal; or
• Violation of ethical standards for pharmacy, for the residency program, or for government employees; or
• Unprofessional behavior including but not limited to:
  • Disrespectful interactions with patients, staff, residents, employees, public, preceptors or anyone in the facility or involved with their training; or
  • Not arriving at work at the assigned time; or 
  • Not arriving in the assigned area ready to start at the designated start time or
  • Dishonest behavior, intentional lying; or
  • Unwanted, intimidating, or harassing comments, remarks, conduct or gestures or
  • Rude and discourteous behavior; or
  • Failure to call in an absence or tardiness according to departmental procedure; or
  • Unauthorized or inappropriate use of government property/equipment (phone, computer, etc.); or
  • Negligent use of property resulting in damage or loss; or
  • Solicitation of gifts or money or accepting money from patients or unauthorized sale of services, merchandise, raffle tickets, lotteries, etc.; or
  • Violation of confidentiality; or 
  • Plagiarism (see below for more specific information); or
  • Use of Artificial Intelligence to complete assignments (see below for more information); or
  • Absent without leave; or
  • Chronic tardiness defined as more than 15 minutes late on 3 occasions.

CRITICAL VIOLATIONS
Residents will be immediately dismissed, placed in non-duty status, administrative leave, or other appropriate type of leave if:

• Performance or conduct is judged to be inappropriate in the health care environment, including actions that may be detrimental to Veteran health care; or
• A resident makes audio or audio/visual or visual recordings of patients, supervisors, residents or others without their consent; or
• If the resident is thought to pose a threat to the public, Veterans, self, or staff1; or
• The resident’s status is impaired, in a condition in which the resident is unable to fulfill program requirements adequately due to any emotional or physical condition, including mental illness, substance use, being under the influence of drugs or alcohol, sleep deprivation, emotional distress, or altered mental status; or
• The resident’s behavior is disruptive, abusive, malicious, exploitive, bullying, intimidating, threatening, or otherwise disturbs the workplace environment or interferes or might reasonably be expected to interfere with Veteran care. Disruptive behaviors include profane or demeaning language, racism, sexual harassment or comments or innuendo, outbursts of anger, throwing objects, boundary violations with staff or Veterans, inappropriate health record entries, and unethical, illegal, or dishonest behavior; or
• A resident refuses to carry out duties or instructions; or
• A resident’s activity is detrimental to the operations of the medical center; or
• A resident violates posted safety, security, health or fire prevention rules; or
• A resident fails to report an unsafe condition existing on the premises; or
• A resident is sleeping while on duty or hiding with obvious intent of sleeping while on duty; or
• A resident harasses anyone or discriminates against anyone as defined by applicable laws/VA/facility policies while on VA property or in the course of resident’s duties; or
• A resident reports to work while under the influence of any intoxicant, hallucinogenic or narcotic where the presence of any such agent can be established by a “for cause” drug test under the substance abuse policy or unauthorized possession of said substances on the premises; or
• A resident falsifies documents and/or medical records; or
• A resident possesses a deadly weapon on the premises1; or
• A resident steals property1; or
• A resident diverts drugs1; or
• A resident fails to submit to an alcohol/drug examination; or
• A resident is fighting, being verbally abusive or threatening on the premises or while engaged in official business(1).
   

(1) VA Police will also be notified immediately.
 

Based on VA policies, criminal activity, violation of VA regulations, policies and procedures, violation of local, state or federal law, sharing passwords, sharing computer access, or unethical or unprofessional conduct is grounds for being placed in non-duty status or discharged immediately. Immediate dismissal will also occur if the verification of graduation reveals that the trainee did not graduate from the School of Pharmacy attended. The RPD will contact the RPDs supervisor, Chief of Pharmacy, PRPO, the DEO, and Human Resources (HR) as soon as possible regarding grounds for immediate dismissal of a resident or implementation of a non-duty status. Residents whose names appear on the Health and Human Services sanctions listing and are deemed ineligible for receipt of Federal health care funds, will be determined as not meeting statutory requirements, will be notified in writing, and discharged immediately. All cases of dismissal will be communicated in writing per VA policies. Status of pay during non-duty status will be determined based VA policies. Residents should not expect to be paid during a non-duty status. Non-duty status will be considered leave and will count toward the 37 days of allowable leave. If the resident is returned to duty status, the extended leave policy will be followed if the resident exceeds a total of 37 days of all types of leave. If the resident does not return to duty status, a residency certificate will not be granted.

The purpose of the administrative or other leave or non-duty status is to allow review and investigation of alleged conduct or performance problems and treatment where appropriate. Any disciplinary action on the part of VA will conform to VA’s Human Resources policies and other VA policies. Based on the results of the investigation, dismissal may be warranted. Residents who are dismissed per this policy will not receive a residency certificate. If an administrative or other type of leave occurs and does not result in dismissal, and the PR exceeds 37 days of leave of any type, the extended leave policy will also be followed.

PLAGIARISM
Plagiarism is a form of theft. It is a VERY SERIOUS violation of ethical standards and will result in disciplinary action during the residency program and later as a professional. Unfortunately, plagiarism is committed at times without any ill intent because the writer does not fully understand how to paraphrase and cite correctly.

This presentation from MD Anderson Cancer Center has some hints:
Effective Writing and Avoiding Plagiarism (slideshare.net)

Residents are expected to read a reference and then explain the content in their OWN WORDS WITHOUT LOOKING at the original passage. Even when an author’s work is cited, direct copying of a statement or portions “word for word” is not permitted without appropriate citation. The only exception is when specifically quoting a statement or statements to convey the message and it is properly noted that these are the exact words using quotations. Use of large sections/quotations/tables from copyrighted material requires permission from the authors and/or publishers. Residents are responsible to investigate further or get permission so there is no copyright infringement. In addition to the disciplinary process defined above, any assignment that is plagiarized will be made up by completing a new assignment.

REFERENCING FORMAT: The National Library of Medicine format is used for referencing. Samples of Formatted References for Authors of Journal Articles (nih.gov). When submitting to a specific publication, check the requirements for that publication.

ARTIFICIAL INTELLIGENCE (AI)
Residents are to develop skills, competencies, and learn how to complete assignments without the use of AI. The RPD and preceptors may discuss use of AI and teach residents how to use AI appropriately. The use of AI programs to complete residency assignments is prohibited and is grounds for disciplinary action unless directed to use AI by the RPD or preceptor. Since AI is not guaranteed to be accurate, it must not be employed except where the user is knowledgeable about the area. In addition to the disciplinary process defined above, any assignment that is completed with unauthorized use of artificial intelligence will be made up by completing a new assignment.
 

RESIDENT RESPONSIBILITIES
1. The resident must present a copy of their license to the residency director within 90 days of residency start date unless extenuating circumstances prevent this. The pharmacy license must be kept in good standing throughout the duration of the residency. Failure to abide by this will result in termination of the residency.
2. Residents must abide by the Leave and Attendance Policy and account for time away from scheduled duty hours in GovTA (VA Identity and Access Management System (IAM)
3. Residents are expected to always maintain a professional decorum. Professionalism is expected in dress, attitude and interactions with Veterans/caregivers and all members of VA staff.
4. Residents are expected to engage in open communication with preceptors, RPD, team members and facility leadership. They are encouraged to ask questions and seek clarification when needed in order to successfully complete their respective program.
 

PRECEPTOR RESPONSIBILITIES:
1. Preceptors are expected to inform their resident(s) of behavior or conduct that is considered inappropriate.
2. Preceptors are expected to provider ongoing feedback to residents regarding their progress with residency goals and objectives. This feedback may be verbal or written and may include, but is not limited to summative, quarterly and on-demand evaluations within PharmAcademic™.
3. Preceptors are expected to provide timely feedback to Residency Program Directors regarding any concerns with their respective residents.
 

RESIDENCY PROGRAM DIRECTOR RESPONSIBILITIES:
1. The RPD will inform the resident of behavior or conduct that is expected throughout the duration of the program and provide regular feedback on performance.
2. The RPD will allow the resident to correct behavior or bring performance to an acceptable level. A corrective action plan may be implemented to outline expectations, timelines and changes to the resident’s schedule or duties. Written
documentation of disciplinary actions will include date discussed, issue and actions
required and will be placed in the resident’s file.
3. The RPD will respond to and document the seriousness of the resident’s conduct or performance if the resident fails to respond to corrective measures.
4. Should the resident fail to correct inappropriate behavior or conduct or fail to progress with residency goals and objectives after receiving corrective measures from the RPD, the RPD will involve the VA National Director of Pharmacy Residency Programs and Education for additional measures to correct issues or potential dismissal from program. If dismissal is necessary, the proper VA process with be initiated.
 

VOLUNTARY WITHDRAWAL/RESIGNATION
Residents making satisfactory progress may be allowed to voluntarily withdraw/resign from the residency program due to extenuating circumstances if he/she feels that they can no longer meet the requirements of the residency program. This action would be taken after the resident and their mentor/advocate had discussed the problem and explored possible solutions. Additionally, the VA National Director of Pharmacy Residency Programs Office (PRPO) will be contacted to discuss all available options. Additionally, a resident may contact National PRPO if they feel that issues are not being addressed at the local level. If the resident elects to voluntarily withdrawal from the program, he/she is asked to notify the RPD and Chief of Pharmacy in writing at least 14 days prior to his/her leaving the position. The written documentation should include the reason for withdrawal and the resident’s intended last day on station. The resident will forfeit any future benefits or compensation.
 

GRIEVANCE/APPEAL PROCESS
We believe that most problems are best resolved through face-to-face interaction between the resident and preceptor (or other staff), as part of the on-going working relationship. Residents are encouraged to first discuss any problems or concerns with their preceptor. In turn, preceptors are expected to be receptive to complaints, attempt to develop a solution with the resident and to seek appropriate consultation. If resident-faculty discussions do not produce a satisfactory resolution of the concern, additional steps may be taken as outlined below:
The pharmacy resident may submit a written request to present his/her/their justification of performance to the Pharmacy Residency Program Director (RPD) within 10 days of the evaluation. The RPD will review the evaluations and investigate the situation in consultation with the RAC, National PRPO, RPDs supervisor, and Chief of Pharmacy. The RPD will attempt to resolve the situation within 15 days, but no later than 30 days after the request. The resolution will be presented to the PR in writing. If the PR is not satisfied with the resolution, he/she/they may submit a written request for review by the local Residency Advisory Committee (RAC), with a copy to the RPD, RPDs supervisor, Chief of Pharmacy and National PRPO, within 10 days of notification of the RPD’s decision. This request must include a written justification demonstrating why the PR feels the evaluation should be changed, including objective information about the PR’s performance. The PR will also have the opportunity to present to the local RAC verbally.

The PR may request that the preceptor involved not be present for the verbal presentation. However, the RAC may deem it appropriate to have the preceptor involved also present verbally to the RAC. The RAC will also review all written documentation of performance and discussions. The RAC may also ask the resident to demonstrate the ability to perform functions in question through case presentation and questions or other appropriate means based on the skills involved in the evaluation. All preceptors will be permitted to participate in the evaluation of the PR’s performance in this circumstance. The PR will be informed in advance of the criteria-based evaluations that will be used. The RACs decision with the concurrence of the Residency Program Director, RPDs supervisor, Chief of Pharmacy, and National PRPO is final. This entire process will be coordinated by the RPD including involvement and/or consultation with the RPDs supervisor, Chief of Pharmacy and National PRPO. In the case that the RPD is the preceptor involved in the evaluation in question, the RAC will select another preceptor to coordinate the process. If the PR desires further intervention, the RPDs supervisor, Chief of Pharmacy and the National PRPO will be contacted. If the PR has an issue that is not related to evaluation, a similar process will be followed. The PR is asked to address the issue directly first. If the issue is not resolved, the PR needs to contact the RPD. The RPD will discuss this with the local RAC and consult with the RPDs supervisor, Chief of Pharmacy and National PRPO. If the PR desires further intervention, the PR may contact the National PRPO to determine what additional options might exist.

REFERENCES

VA Handbook/Directive 5021/15 (afge477.org)

VHA Handbook 1400.04 

VHA Handbook 1400.08, Education of Associated Health Professions (va.gov)

VA DIRECTIVE 5021

OAA Policy Documents and Supplementary Materials (sharepoint.com)

2023-2024

• Garrett Fannin, Pharm.D. – PGY2 Pain and Palliative Care, Lexington VAHCS, Lexington, KY
• James Frasure, Pharm.D. – PGY2 Psychiatric Pharmacy, Lexington VAHCS, Lexington, KY
• Nea’ Jackson, Pharm.D. Ambulatory/Retail Clinical Pharmacist – Specialty Pharmacy and Infusion Services, UK HealthCare, Lexington, KY
• Ali Khalaf, Pharm.D. – PGY2 Ambulatory Care, Lexington VAHCS, Lexington, KY
• Claire Rennie, Pharm.D. - PGY2 Ambulatory Care, Lexington VAHCS, Lexington, KY

2022-2023

• Mary Kate Kerbler, PharmD, Clinical Pharmacy Specialist—Specialty Pharmacy (inflammatory/dermatology), 
• Kaitlyn (Katie) Lahna, Pharm.D. – PGY2 Psychiatric Pharmacy Resident, Lexington VAHCS, Lexington, KY, Clinical Pharmacist Practitioner, Outpatient Mental Health - BHIP; Tuscaloosa VAMC 
• Alyson Mathis, Pharm.D. - PGY2 Ambulatory Care Pharmacy Resident, Lexington VAHCS, Lexington, KY
• Kendall Stratton, PharmD - PGY2 Ambulatory Care Pharmacy Resident, Lexington VAHCS, Lexington, KY

2021-2022

• Haley Hall, Pharm.D. – PGY2 Ambulatory Care, UK HealthCare, Lexington, KY
• Kristen Wilhite, Pharm.D. – PGY2 Ambulatory Care, Lexington VAHCS, Lexington, KY
• Rachel Minrath, Pharm.D. – PGY2 Pain and Palliative Care, Lexington VAHCS, Lexington, KY

2020-2021

• Emily Belcher, Pharm.D. – PGY2 Ambulatory Care, Lexington VAHCS, Lexington, KY
• Kailen Combs, Pharm.D. – PGY2 Psychiatric Pharmacy, Lexington VAHCS, Lexington, KY
• Mackenzie McGraw, Pharm.D. – Inpatient Pharmacist, Lake Regional Hospital, Osage Beach, MO

2023-2024

• Alyson Mathis, PharmD, Clinical Staff Pharmacist Ambulatory Float, UK HealthCare, Lexington, KY
• Kendall Stratton, PharmD, Clinical Staff Pharmacist – Diabetes, UK HealthCare, Lexington, KY

2022-2023

• Kristen Wilhite, Pharm.D. Clinical Pharmacy Specialist - Primary Care Robley Rex VAMC, Louisville, KY

2021-2022

• Emily Belcher, Pharm. D. Clinical Pharmacy Specialist, Anticoagulation, Lexington VAHCS, Lexington, KY

2020-2021

• Makayla Wiles Nelson, Pharm.D., BCACP - Clinical Pharmacy Specialist Ambulatory Care (Nephrology, Bone and Mineral Metabolism), UK HealthCare Lexington, KY

2023-2024

• No Resident

2022-2023

• Rachel Minrath, Pharm.D. – Clinical Pharmacy Specialist, Pain Management, Cincinnati VAMC, Cincinnati, OH

2021-2022

• Michael Janbakhsh, Pharm.D. – Clinical Pharmacy Specialist, Pain Management, Lexington VAHCS, Lexington, KY
• Kayla Nagy, Pharm.D. – Clinical Pharmacy Specialist, Pain Management, Columbia VAHCS, Columbia, SC

2020-2021

• Health McLean, Pharm.D. – Clinical Pharmacy Specialist, Pain Management, South Texas VAHCS, San Antonio, TX

2023-2024

• Mary Kate Kerbler, Pharm D, Clinical Pharmacist – Specialty Care, University of Kentucky Healthcare, Lexington, KY
• Kaitlyn Lahna, Pharm D, Clinical Pharmacist Practitioner, MH CPP, Tuscaloosa VA, Tuscaloosa, AL

2022-2023

• No residents

2021-2022

• Kayla Janbakhsh, PharmD, Clinical Pharmacist Practitioner – Mental Health, Orlando VA, Orlando, FL
• Kailen Ashley, PharmD, BCPP, Clinical Pharmacist Practitioner – Pain and Palliative Care, Lexington VAHCS, Lexington, KY

2020-2021

• Vitoria Kuryluk, Pharm.D. - Clinical Psychiatric Pharmacist, Billings Clinic, Billings, MT
• Sela Cathright, Pharm.D. - Clinical Pharmacy Specialist – Mental Health, W.G. (Bill Hefner VAMC, Salisbury, NC