Detailed Timetable of Exchange Process
Timing Guidelines |
Visitor |
Host |
Visitor's National Exchange Coordinator (VNEC) |
Host's National Exchange Coordinator (HNEC) |
| >18 Weeks Before | Contact potential Host via VdGM website or through National Exchange Co-ordinator | Reply < 14 days of potential visitor query if you wish to continue | ||
| >18 Weeks Before | Send 'Visitor Contact Template' to the Host | |||
| >18 Weeks Before | Agree on provisional dates to visit | Agree on provisional dates to host | ||
| > 17 Weeks Before |
Hold telephone/skype conversation with your potential host to discuss the proposed Learning Objectives & Educational Programme | Hold telephone/skype conversation with your potential visitor to discuss the proposed Learning Objectives & Educational Programme | ||
| >16 Weeks Before | Send the completed'Learning Objectives to the Host | |||
| >15 Weeks Before | Completed Educational Programme Template to the Visitor and sign the 'Pre-exchange Declaration' | |||
| >15 Weeks Before | Enquire about necessary travel and accommodation arrangements | Offer ideas on accommodation and travel arrangements for the visitor | Offer ideas on accommodation and travel arrangements for the visitor | |
| >15 Weeks Before | Consider undertaking a medical language course | |||
| > 14 Weeks Before |
Countersign the 'Pre-Exchange Declaration' and send the completed Learning Objectives & Educational Programme the Visitor's National Exchange Coordinator. | Acknowledge receipt of the completed Learning Objectives & Educational Programme Template. | ||
| > 13 Weeks Before |
Provide your host with the credentials he/she requests. | Review the visitors credentials and decide whether you satisfied with these in order to proceed with the exchange. | Review proposed Learning Objectives & Educational Programme. If needed advise a revision of these by >12 weeks before the exchange. | |
| >12 Weeks Before |
Approve the Learning Objectives & Educational programme OR Advise postponing the exchange until these are of an adequate standard. | |||
| >12 Weeks Before |
Request leave from your employer | |||
| 12 Weeks Before |
Confirm with the Host & VNEC if the exchange is going to take place | Confirm with the Visitor & HNEC if the exchange is going to take place | Contact the HNEC to confirm the exchange details | Contact the VNEC to confirm the exchange details |
| <12 Weeks Before |
If an exchange is cancelled due to the visitor <12 weeks before enquire why this has happened | If an exchange is cancelled due to the host <12 weeks before enquire why this has happened | ||
| > 8 Weeks Before |
Finalise travel arrangements | Offer ideas on a social programme for the visitor | Offer ideas on a social programme for the visitor & host | |
| > 8 Weeks Before |
Finalise accommodation | |||
| > 8 Weeks Before |
Take out adequate travel insurance | |||
| > 2 Weeks Before |
Prepare a presentation on your own primary care system | |||
Exchange |
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Time Guidelines |
Visitor |
Host |
VNEC |
HNEC |
| < 1 Week After | Reflect on your original Learning Objectives and actual Learning Outcomes and discuss them with your host. Complete the Learning Outcomes and Final Report (min 500 words) and submit these to your host for review | Evaluate the Visitor's Learning Outcomes and Final Report. If you are satisfied with these sign the 'Post-Exchange Declaration' and send this back to the Visitor Reflect on your own learning outcomes. If you wish, write a report on your hosting experience |
Inform the VNEC of any problems during the exchange | |
| < 1 Week After | Complete the feedback form | Complete the feedback form | ||
| < 2 Weeks After | Countersign the 'Post-Exchange Declaration' and send the final completed 'Hippokrates Exchange Programme Template' to the VNEC. Also send a copy of your Final Report (only) to the HNEC and VdGM Hippokrates Exchange Co-ordinator (exchange@vdgm.eu) | |||
| < 2 Weeks After | Review the Learning Outcomes signed by the Visitor & Host | |||
| < 2 Weeks After | Ensure the Visitor's written report has been completed | |||
| < 2 Weeks After | Ensure feedback forms are completed | |||
| < 2 Weeks After | Offer any relevant feedback to the visitor | Offer any relevant feedback to the host | ||
| < 2 Weeks After | Once satisfied with Learning Outcomes and Reports notify the VdGM Hippokrates Exchange Co-ordinator & Senior Hippokrates Coordinator (exchange@vdgm.eu); who will issue a certificate of completion to Visitor and Host < 3 weeks of the exchange finalising | |||
| Ongoing | Seek to publish your Final Report in local, national and/or international publications. | Help facilitate national and international publication of Hippokrates exchange reports written by incoming and outgoing visiting doctors | Help facilitate national and international publication of Hippokrates exchange reports written by incoming and outgoing visiting doctors | |
| Ongoing | Record your video journey! Take a few minutes and send us a few words on your experience. For more information, please see here. | |||
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