Access to the Medicine Simulation Center

Guideline:     Pursuant to UVA Policy & Procedures, UVA Code of Conduct and SOM Code of Conduct, these guideline have been developed to provide access to the MSC in the matter most likely to promote a safe, secure, and healthy environment for all of the learners, faculty, staff, patients, volunteers and visitors who may spend time in this facility.  It is expected that all members of the UVA SOM community are expected to participate in maintaining security and safety of all persons and UVA SOM assets on the promises.

The MSC has millions of dollars in  equipment that is also dangerous if used without appropriate training and guidance.  All who come in contact with the equipment must be able to operate same in a safe and effective manner that also preserves the equipment and inventory from damage and possible theft. The Center also houses confidential case materials, which must be protected.

The MSC has users and staff that regularly are in the facility before and after normal business hours and may be doing so alone.  Therefore, these guidelines also exist for their safety during those times.

Purpose:       To provide a delineation of types of access and maintain a safe environment for all users, staff and the equipment and disposable inventory of the MSC.

Scope:            These procedures apply to all existing and potential Medical Simulation Center users, staff and interested parties.  Nothing in this guideline is intended to over-rule or contradict other MSC guidelines regarding scheduling, program creation, etc.

Specific Guidelines:

  1. UVA SOM – USER access
    1. Generally:
      1. The MSC maintains business hours from Monday through Friday, from 0800 – 1700.
      2. All use of the MSC must prior approval by either of the MSC’s Medical Directors or the MSC’s Director of Operations.
    2. Users, generally:
      1. All learners, students and other participants in the MSC must be supervised by a member of faculty or MSC staff at all times.
      2. All learners, students and other participants in the MSC may have access to the MSC’s facilities only during its business hours as listed herein above.
        1. Any access for non-MSC staff outside of the MSC business hours must be approved thirty (30) days in advance by either of the MSC’s Medical Directors or the MSC’s Director of Operations.
  • Access is monitored and periodically audited by reviewing swipe card logs and surveillance cameras.
  1. Users, special and occasional programming:
    1. Tours
      1. Visitors over the age of 18 or minors accompanied by a legal guardian or with written permission from a legal guardian, singly and in groups, may tour the MSC with prior approval obtained from either of the MSC’s Medical Directors or the MSC’s Director of Operations.
      2. Tours must be approved at least one week in advance.
        1. In the event of less notice or same day requests, approval will depend entirely on compliance with FERPA, UVA and UVA SOM policies/procedures and MSC utilization at the time and in the sole discretion of the staff of the MSC.
      3. Visitor groups shall not be larger than 8 people; larger groups will be split up at the discretion of MSC staff and management.
      4. Visitors may enter the center only under the supervision of an MSC employee. Instructions and guidance by that employee must be followed at all times.
      5. Visitors may not take photographs or videos or make any other recordings while touring the facility unless pre-approved by either of the MSC’s Medical Directors or the MSC’s Director of Operations.
      6. The content of every tour will be designed to fit the nature of the touring group to the best of the abilities of the MSC staff.
    2. Other Temporary Access
      1. Where temporary, short-term access is needed for purposes including, but not limited to, maintenance by third party contractors, construction, workshops, conferences, meetings, etc., that access must have the prior approval of either of the MSC’s Medical Directors or the MSC’s Director of Operations.
      2. Individuals given said short-term, temporary access will be supervised by MSC staff at all times either through being accompanied by said staff or through having their time monitored electronically in the event all staff is otherwise occupied.
      3. This does not exclude access for exigent circumstances.
  1. Facilities, Equipment & Disposable Inventory:
    1. All Immersive Simulation Bays (OR, ICU, ER and L&D), all Procedure Rooms and all staff offices will remain locked when not in use.
    2. Equipment that must be left in areas not listed in §2-7.2.i., may be monitored by A/V recording equipment during non-business hours listed herein above.
  • MSC staff will have keys in order to provide access where and when they deem appropriate.
  1. Swipe card access to the MSC’s two (2) entrances/exits, one internal to the CMMEB and one external to the CMMEB, will be limited to a specific list of individuals when outside the business hours listed herein above.

 

  1. Failure to Adhere to this Guideline
    1. SOM students who do not follow these guidelines policy will be contacted via email and reminded of the policy. A second incident will result in a Concern Card being submitted.
    2. Faculty and staff who do not follow these guidelines will be contacted via email and reminded of the policy. A second incident will be referred to SOM administration.
    3. Other visitors who do not follow these guidelines will be contacted via email and reminded of the policy. A second incident will result in temporary denial of access to the MSC and be referred to SOM administration for determination of future access.

Review:

  1. This policy shall be reviewed in June of every year. This schedule exceeds the requirements in Health System Policy 0001.
  2. To reserve the MSC, please contact either of the MSC’s Medical Directors or the MSC’s Director of Operations. .
  3. Either of the MSC’s Medical Directors or the MSC’s Director of Operations. will review swipe access at monthly by contacting the ID Office Administrator (currently Donna Cooper).

 

Related Information:

N/A

 

Background

Created ?

Revised September 2018

Approved:  MSC Executive Committee

 

Keith Littlewood, MD

Assistant Dean, Clinical Skills Education

Vice Chair, Anesthesiology Department

Medical Director, School of Medicine Simulation Center

Director, Clinical Performance Education Center

 

Vaia T. Abatzis, M.D.

Assistant Professor of Anesthesiology

Director Peri-Operative Clerkship

Medical Co-Director, School of Medicine Simulation Center

University of Virginia Health Sciences System

 

Maria E. Vazquez-Amaral, J.D., M.Ed.

Director of Operations, Medical Simulation Center

University of Virginia School of Medicine