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
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.