Faculty & Clinical Affairs

Alan P. Marco, M.D., M.M.M., Associate Dean
Albert F. Painter Jr., Psy.D., Assistant Dean

Wright State University Boonshoft School of Medicine
Sponsored Graduate Medical Education Programs
Resident Manual

Item 506
Complaints and Grievances

Revised: August 2014

Complaints and Grievances
We are committed to providing an educational environment in which residents and fellows may raise and resolve issues without fear of intimidation or retaliation.

Residents should try to resolve issues through the appropriate channels in their own program. However, if a resident or fellow feels that they have a concern that they would like to have addressed in a protected and confidential manner, they are welcome to use the following procedure.

This procedure is designed to promote a prompt resolution of complaints and grievances, while at the same time preserving the right of each resident to have their concerns addressed in a protected and confidential manner. All deliberations and discussions relating to a complaint or grievance shall be treated with confidentiality by all parties. The procedure is divided into informal and formal systems.

Residents who need to appeal a decision for academic suspension, academic demotion, academic non-advancement, academic non-reappointment, or termination should consult the Due Process Policy (Item 504).

Informal System
After oral presentation of the grievance or complaint to a third party (a Director of Medical Education or an institutional staff member), a mediator will be assigned. The resident should identify that he/she is implementing the informal complaint system when making the oral presentation.

The mediator will communicate with the resident to identify the subject of the grievance. The mediator's communication with other involved parties will attempt to clarify sources of conflict and identify possible avenues of resolution. The mediator will also seek information concerning policies, procedures, directives, and regulations relevant to a satisfactory resolution.

The mediator shall give a response in writing to the aggrieved resident within ten working days, unless an extension is mutually agreeable to the mediator and the aggrieved resident.

Formal Grievance System
In the event the grievance is not settled in the informal grievance system, the formal grievance system may be pursued.

Within ten working days of the mediator's response, the aggrieved resident shall submit their written, detailed complaint to the Designated Institutional Official (DIO).

Within 30 days after the receipt of the formal grievance, a panel shall be convened to review the complaint. The panel will examine the grievance, and make recommendations, while assuring fair treatment for all parties.

The panel will consist of three members, who must be faculty, staff or residents associated with a GME program. The sponsoring and/or the employing institutional chief executive officer(s) will appoint the panel members jointly. One of the three members will also be appointed as chair.

The resident will nominate one member of the three. Within ten working days of requesting the review, the resident may submit a list of two to five nominees. One nominee will be selected from the list by the chief executive officer(s) to serve on the panel.

If the resident is on active duty with the United States Air Force, at least one member of the review panel must be an active duty medical officer stationed at the Wright-Patterson Medical Center.

The panel shall conduct a formal closed hearing, providing the aggrieved resident and other parties ample opportunity to introduce evidence, and to examine and cross-examine witnesses. Any party to the case can be represented by another individual who is a GME faculty or staff member. The panel shall render a recommendation in writing to all parties, including the appropriate program director, within ten working days of the conclusion of the hearing.

In the event any party to the grievance is dissatisfied with the recommendation of the panel, he/she has thirty days to appeal that recommendation. The chief executive officer(s) shall take such action as is deemed necessary to assure that all parties have been afforded due process and have received fair treatment. The panel recommendation can be confirmed, an alternative decision rendered, or the case remanded back to the panel for further hearing.

The timeline may be modified by the DIO.

In the case of military residents, once the appeal decision is finalized, Wright-Patterson Medical Center may conduct hearings according to USAF rules and regulations. Final approval by HQ AFPC/DPAME is required.

Table of Contents