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Clerkship Onboarding Implementation Guide

Frequently Asked Questions

Who is the primary audience for the student modules? 

The modules are for physician, physician assistant, and nurse practitioner students who are rotating through family physician offices for clinical rotations. Students will learn how to maximize their learning and add value to the practice during their clinical rotations. 

Do you need to have an STFM account to access the student modules? 

No! These modules are freely available without needing a login or STFM account. 

Can faculty or preceptors access the student modules? 

Yes, these modules are freely available to anyone who wants to take them. 

Is there a way to track whether students have completed the modules? 

After a student has completed the module, he or she can download a certificate of completion for each module. If your school wants proof that your students have completed the modules, simply ask them to email their certificates of completion to an administrator. 

What is the main purpose of the student passport? 

The passport is a document that is useful for both the preceptor and the administrators at the clinical rotation site office. It introduces the student to the preceptor by describing the student's background and clerkship goals, while also serving as a very brief HR onboarding document with details like emergency contact details and evidence that the student is ready for clinical work. 

Who sends the student passport and Confirmation of Readiness for Clinical Work letter to the preceptor? 

An administrator at the school needs to email the completed student passport and the Confirmation of Readiness for Clinical Work letter to the preceptor and the clerkship training site. The process works this way: 

  1. The student fills out a Student Passport with all of the necessary information at the Student Passport site. After completing the passport, the student is able to download a PDF form of their own Student Passport. 
  2. The student emails the Student Passport PDF to the designated administrator at their school and requests that he or she complete the letter to verify Confirmation of Readiness for Clinical Work. This letter includes a checklist to confirm that the student has completed necessary trainings such as HIPPA and blood-borne pathogens, has up-to-date immunizations and other health screenings, and is covered by current health and liability insurance.
  3. After filling out the Readiness for Clinical Work letter for the student, your administrator shares the letter and the completed Student Passport with the preceptor and the clinical rotation site.

Can a student update their student passport as they continue to gain rotation and procedural experience throughout the year? 

The passport form is created online precisely so that students could easily continue to update it online all year long (and the following 2 years) as their experiences grow. Once they've created an account on the passport site, it saves all of their information, so they can just log back in, update some details about their experiences, and download a new version for their next clerkship. However, the user account will be deleted after 3 years. 

Can a school edit or modify the content of the student passport? 

No, the student passport downloads as a single PDF document and the content within it cannot be modified by an institution. The goal is for institutions to use the same standardized passport so that a given community preceptor will be getting the same information and going through the same process with any student whom he/she might be precepting.

Can a school or preceptor share just one page of the passport with their clinic staff team? 

The first page of the passport quickly introduces a student to the preceptor and clinic team, and can be printed out and posted on a internal bulletin board for the benefit of staff. If you are interested in extracting and saving just that page to email or share, you have several options, depending on your computer and software. Methods 2 & 3 at this link show how to save just 1 or 2 pages of a PDF into a new document: https://www.wikihow.com/Extract-Pages-from-a-PDF-Document-to-Create-a-New-PDF-Document 

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Tips for Using STFM's AI Assistant

STFM's AI Assistant is designed to help you find information and answers about Family Medicine education. While it's a powerful tool, getting the best results depends on how you phrase your questions. Here's how to make the most of your interactions:

1. Avoid Ambiguous Language

Be Clear and Specific: Use precise terms and avoid vague words like "it" or "that" without clear references.

Example:
Instead of: "Can you help me with that?"
Try: "Can you help me update our Family Medicine clerkship curriculum?"
Why this is important: Ambiguous language can confuse the AI, leading to irrelevant or unclear responses. Clear references help the chatbot understand exactly what you're asking.

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Try: "I'm a new program coordinator for a Family Medicine clerkship. What STFM resources are available to help me design or update clerkship curricula?"
Why this is better: Providing details about your role ("program coordinator") and your goal ("design or update clerkship curricula") gives the chatbot enough context to offer more targeted information.

3. Don't Assume the AI Knows Everything

Provide Necessary Details:The STFM AI Assistant has been trained on STFM's business and resources. The AI can only use the information you provide or that it has been trained on.

Example:
Instead of: "How can I improve my program?"
Try: "As a program coordinator for a Family Medicine clerkship, what resources does STFM provide to help me improve student engagement and learning outcomes?"
Why this is important: Including relevant details helps the AI understand your specific situation, leading to more accurate and useful responses.

4. Reset if You Change Topics

Clear Chat History When Switching Topics:

If you move to a completely new topic and the chatbot doesn't recognize the change, click the Clear Chat History button and restate your question.
Note: Clearing your chat history removes all previous context from the chatbot's memory.
Why this is important: Resetting ensures the AI does not carry over irrelevant information, which could lead to confusion or inaccurate answers.

5. Provide Enough Context

Include Background Information: The more context you provide, the better the chatbot can understand and respond to your question.

Example:
Instead of: "What are the best practices?"
Try: "In the context of Family Medicine education, what are the best practices for integrating clinical simulations into the curriculum?"
Why this is important: Specific goals, constraints, or preferences allow the AI to tailor its responses to your unique needs.

6. Ask One Question at a Time

Break Down Complex Queries: If you have multiple questions, ask them separately.

Example:
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Try: Start with "What are the faculty development requirements for Family Medicine educators?" Then follow up with your other questions after receiving the response.
Why this is important: This approach ensures each question gets full attention and a complete answer.

Examples of Good vs. Bad Prompts

Bad Prompt

"What type of membership is best for me?"

Why it's bad: The AI Chat Assistant has no information about your background or needs.

Good Prompt

"I'm the chair of the Department of Family Medicine at a major university, and I plan to retire next year. I'd like to stay involved with Family Medicine education. What type of membership is best for me?"

Why it's good: The AI Chat Assistant knows your role, your future plans, and your interest in staying involved, enabling it to provide more relevant advice.

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