Proctoring Request Form (Physician/Dentist)

The Facility Credentials Committee and/or Medical Executive Committee at each Carolinas Medical Center facility may recommend proctoring for any physician seeking clinical privileges (procedure and/or non-procedural skill), including the following:

• Applicants seeking initial non-core clinical privileges in their specialty and/or subspecialty.
• Existing Appointees seeking clinical privileges to perform new or rarely performed procedures.
• Applicants or existing Appointees seeking clinical privileges to perform procedures without sufficient evidence of clinical competence or experience in performing such procedures.
• Applicants for reappointment seeking a renewal of currently-held clinical privileges to perform procedures and/or non-procedural skill without sufficient volumes to determine clinical competence or experience in performing such procedures or non-core clinical privileges.
• Applicants seeking core and/or non-core clinical privileges after an extended leave.

The proctor actually observes the physician’s work. This is used for procedures and non-procedural skill so that the medical staff has first-hand knowledge necessary to satisfy itself that the physician is competent. Proctoring may include, but not limited to: A review of either the patient’s chart or the patient personally before treatment (this may be used if the indications for a particular procedure or non-procedural skill is difficult to determine or if the procedure is particularly risky).

Internal Proctor

The Internal Proctor is defined as a physician who currently holds the same procedure and/or non-procedural skill and may or may not be of the same specialty and/or subspecialty. The Internal Proctor must currently hold the privileges and have performed a minimum number to qualify as an Internal Proctor as defined and approved by the Chief of the Department. Additionally, the Internal Proctor must demonstrate extensive experience and satisfactory outcomes in the procedure or non-procedure to be proctored. The Internal Proctor may intervene in the procedure, at any time, should the patient require rescue.

External Proctor

The External Proctor is defined as a physician who currently holds the same procedure and/or non-procedural skill and may or may not be of the same specialty and/or subspecialty. The External Proctor must submit a letter from their institution where they currently hold the privileges that meets the minimum number required by Atrium Health. This letter must attest to their experience and satisfactory outcomes in the procedure or non-procedural skill to be proctored. Additionally, the proctor shall be approved by the Chief of the Department.

The External Proctor’s duties are limited to the education of the Applicant or Appointee, as follows:

• instructing and training the Applicant or Appointee in order that they become proficient in the procedure or non-procedural skill , to include both the utilization of the technical and cognitive skills
• serving as a guide and resource to the Applicant or Appointee during procedures
• serving as a guide and resource to the Applicant or Appointee for pre-procedural preparation
• providing post-procedural feedback to the Applicant or Appointee
• providing additional training to the Applicant or Appointee, as needed
• participating in the evaluation of the Applicant or Appointee with respect to whether proficiency has been attained in the procedure or non-procedure
• provide written and oral updates and reports on the Applicant or Appointee’s activities when and as requested

The External Proctor may only participate on an observational level and is expected to follow Hospital Policies. The External Proctor will not be involved in the procedure or non-procedural skill with any hands-on participation and at any level that would constitute the Practice of Medicine, including the participation in a clinical intervention with a patient.

Proctoring by Simulation

Proctoring by Simulation is based on actual patient scenarios and images; the new training tool provides valuable physician experience performing procedures, without compromising patient safety.

Benefits of proctoring by simulation for the physician include:

• standardized and consistent training
• exposure to difficult cases
• less risk to the patient
• shortened physician learning curve
• standardized and guided training of procedural risks and potential reduction in complications related to the procedure
• ability to provide detailed computerized information regarding the physician’s performance and skill level.

It is noted that proctoring by simulation may only be obtained through Carolina College of Health Sciences.

The development of an appropriate proctoring program should take into account the following factors:

• The determination of the type of proctoring required for the procedure being proctored, i.e., intellectual (external), hands-on (internal) or proctoring by simulation should be declared on a specialty-by-specialty and/or procedure-by-procedure basis by the Chief of the Department.
• The number of cases to be proctored should be reasonable with the understanding that additional observation may be necessary in some cases.
• The time allotted to complete the proctoring process should be reasonable, allowing the proctor(s) and proctoree enough time to complete the required observations. The proctoring program should not exceed two (2) years in length.

It is not acceptable for a proctor to be a casual or transient observer of the procedure(s) or non-procedural skill. The proctor(s) must observe enough to ensure a complete evaluation that includes all of the important aspects of the procedure or non-procedural skill.

• The proctor must complete case evaluation forms in a timely manner and the completed proctoring evaluation forms must be available to the proctoree upon request.
• Members of the medical staff within the same specialty and/or subspecialty, and/or privilege to privilege preferably with extensive experience, should act as a proctor.
• Proctoring by more than one individual is recommended whenever possible.

In the event that an Applicant’s or existing Appointee’s request for clinical privileges suggest that proctoring would be appropriate, the applicable department chief shall recommend the terms of the proctoring, the number of cases required, the length of the proposed program, the names of the proctor(s), and any other details or requirements specific to the procedures or non-procedural skill to be proctored using the Permission to be Proctored Request Form attached to this policy. The Chief of the Department shall recommend a suitable proctoring program prior to the commencement of the proctoring. The recommendation of the Chief will be forwarded to the Facility Credentials Committee and the Facility Medical Executive Committee for action; however, proctoring shall commence after Chief recommendation.

Upon completion of the proctoring program, the proctoree will submit completed proctoring report forms for all required procedures and/or non-procedural skills, as well as, an updated Delineation of Privileges Form requesting to perform the procedure, core or non-core clinical privileges independently to the department chief.

After evaluation of the completed proctoring program and related reports, the department chief shall submit a report to the Facility Credentials Committee and/or Medical Executive Committee indicating whether the proctoree should:

• be granted the privileges to perform the subject procedures and/or non-procedural skills independently, as requested on the updated Delineation of Privileges Form
• be required to submit to an extended proctoring period or separate proctoring program; or
• have clinical privileges restricted or terminated in accordance with the medical staff bylaws.

This information will be submitted to the Facility Credentials Committee and/or Medical Executive Committee for its review and recommendation.

Proctoring cannot start until after the provider has received a Permission to Proctor email notification from Medical Staff Services. Retroactive proctoring cases cannot be accepted.