Detailed Schedule

Typical DC Schedule

  • It’s up to you to make sure that your clinic schedules plenty of time to meet.
  • In general, it’s usually best to make appointments to meet with your client (15 to 30 minutes) as well as with the DC facilitator
  • You are expected to meet with your facilitator for at least 20–30 minutes each day and/or prior to each submission.
  • During this time, you should plan to verbally explain your current thinking and plan, and be prepared to answer questions from your facilitator.
  • You should plan on being involved with your DC case until the end of the day each day. Please schedule any other responsibilities accordingly, especially if you have a part time job.
  • In addition, expect to be reading and thinking about your case in the evenings – and writing SOAPs. It’s a busy week!
  • EVERYONE should be present when you meet with your client and facilitator. There should be no “free agents” and no “splinter groups”!

Typical DC Schedule

You should plan on being busy every day until at least 5 PM (please note that DC2 is slightly different – refer to student handout)

Read over all deadlines for each specific day thoroughly!

Use this handy checklist to keep track of your schedule and deadlines

REMEMBER: time works a bit differently during DCs!

  • Expected turnaround time on lab tests depends on how long they take in real life.
    • Tests that turn around in under 24 hours will be returned to you by the next submission period
    • Tests that take 24 to 96 hours might take more than one submission period
    • If you need to run a test that takes more than 96 hours, talk to your facilitator about what to expect for its turnaround time. They might recommend a time leap.
  • Time outs are useful tools that can be called by you, your facilitator, or your client when you need a minute to ask a question or talk with your colleagues.
  • Time leaps are used to quickly travel forward in time to get a result or see how your patient is responding to treatment. They may be built in to your case, recommended by your facilitator, or requested by you. If you request a time leap, you need to commit to a treatment plan and specify an explicit time period for the time leap. You can only request these when they are appropriate, as determined by your facilitator.
  • Time compressions are used to slow down time. They may be built in to some cases (like emergency cases) or recommended by your facilitator.

For more information on how DC time works

DC 1 begins. Use the time before your meeting with your client/patient to make plans regarding that first appointment (delegated duties for physical exam, history, etc.)

First appointment with clients typically range from 8:15 to 10:30 AM —Your scheduled time will be sent out on email Monday. 

Go to the designated room at the scheduled time. Your DC facilitator will take a few minutes to provide an introduction and instructions for the week. The client will be waiting in the “exam” room for you to begin the appointment, including introductions, history, and physical exam. The facilitator will help you gather physical exam data.

Most of this week’s activities will be conducted in the WSU CVM Clinical and Professional Skills Center.

1:00 PM – DEADLINE: Turn in your first round of laboratory requests electronic submission via Microsoft TEAMs. 

In your Microsoft TEAMs clinic folder, there is a “Submission & Uploads” folder—this is where you can submit lab requests, maintain your medical record, and your facilitator can upload material for your case. Consult with your  facilitator regarding how results will be returned.

2:00 PM – Results from first laboratory submission should be received by this time. Results may be returned earlier depending on the requests.

Your clinic should meet to evaluate the results and discuss your approach to the case.

2:00 – 5:00 PM – Client available. Touch base with your client if needed or make appointments with client and facilitator. Update your Medical Record.

NOTE: In most veterinary clinics, blood work comes back at the end of the day and clients are called that evening or the next day. Unless you’re told otherwise, don’t feel the need to interpret your results and make decisions about further diagnostics at the end of the day on Tuesday as no further testing can be done anyway (unless it is critical, of course). Instead, take the time overnight to do some reading, thinking and collaborating. Then meet with your client in the AM to proceed. Best practice is to touch base with your client late Tuesday afternoon – even if only to call, make an appointment, and let him or her know you will talk in the morning. This way your client won’t be in the dark and won’t have to wait around if he/she is not needed.

If you want to initiate any immediate therapy, you need to get permission from the client and write out detailed instructions (Use the blue WSU Vet Hospital Progress Report forms to write out a detailed plan on exactly what you would like done and provide this to your facilitator.)

BEFORE YOU LEAVE AT THE END OF THE DAY, touch base with your facilitator to discuss your thought process. Ask if they have any specific instructions regarding your SOAPs (i.e. High/Low-Yield Problems).

You will need to make appointments with your client and facilitator for the next morning. Your facilitator or client will update you on your case the following morning.

5:00 PM – Go home and read! Your completed SOAPs for Day 1 are due tomorrow morning.

REMEMBER: The Diagnostic Challenge is NOT a competition or race!

Wednesday is a VERY busy day!

8:00 AM – Meet with your clinic mates to discuss and integrate your problems, DfDx’s, and individual plans.

Good preparation for your 4th year!  This is your time to bring together your thoughts, hypotheses, and proposed plans. You should have some sense of agreement on what are the high yield problems, the best DfDx’s, and the next course of action. Arrange to meet with your facilitator if necessary.

9:00 AM – Deadline: Turn in your Day 1 (overnight) SOAPs to the facilitator at this time.

An up–to–date Master Problem List, using the VTH form, should always be at the front of your medical record.

At the beginning of your collated SOAPs, write a short summary SOAP of the case (no more than one page), which brings together your clinic’s thinking at this point in time. Your clinic’s SOAPs should be printed, signed, stapled together with page numbers in an appropriate order, and turned in for feedback from your facilitator. It should NOT just be a collection of separate SOAPs written by separate individuals who have not attempted to bring the problems together. This is your official medical record and it is your responsibility to bring it together as a cohesive document. For any “shared” problem that multiple group members may have SOAP’ed, pick one good example and paste it into the record. Each SOAP should be signed by its author.

Make sure your record also captures all relevant client communications.

Before you talk with your client again, also touch base with your facilitator to discuss your thinking on the case (and maybe to get “challenged” a bit).

Here’s a quick list showing how your Medical Record should look when you turn it in:

  • Master Problem List
  • SOAPS—starting with 1 page summary SOAP
  • Data base
  • Phone Log/communication records

9:30 AM – Each clinic meets to continue work on the case. Schedule appointments with client and facilitator, as necessary. (Client available from 10:00–12:00.)

11:00 AM – Deadline: Second laboratory submission: Speak with your facilitator to confirm what they would like you to turn in at each deadline, but in general you will need:

  • Completed, correct lab request form
  • Up-to-date Master Problem List
  • Clear and specific Master Plan

Complete SOAPs are not needed at this time. HOWEVER, you should provide at least a 1 page instruction sheet as described for the end of the day on Tuesday. This Progress Sheet very briefly summarizes your current plan so that your facilitator knows exactly what you are doing and why. Be sure you remain in close contact and are talking with your facilitator regularly. Ask for help if needed!

12:00 PM – Results from 2nd submission in designated returned.

Results MAY be returned earlier depending on when the request was submitted and the nature of the request. Make arrangements to update the client. Obtain client permission for any additional diagnostics. (Client available from 2:00–5:00.)

12 – 4 PM – Use any opportunity you have during the day to begin work on your SOAPs.

This will help you focus your thoughts and make for a better evening. Remember that your 4th year will involve a lot of late nights writing records!

4:30 PM – Deadline: Third laboratory submission: Speak with your facilitator to confirm what they would like you to turn in at each deadline, but in general you will need:

  • Completed, correct lab request form
  • Up-to-date Master Problem List
  • Clear and specific Master Plan

Complete SOAPs are not needed at this time (see below for next deadline). HOWEVER, you should provide another 1 page instruction sheet that very briefly but specifically summarizes your current thinking and your end of the day PLAN – so that your facilitator knows WHAT you are doing and WHY. Be sure you remain in close contact with your facilitator regularly. Ask for help if needed! Do not leave for the day without talking with your facilitator. Make sure your facilitator has very a very explicit understanding of what you think is happening next and overnight.

6:00 PM – Results will be returned by 6 PM.

8:00 AM – Meet with your clinic mates to discuss and integrate your problems, DfDx’s and individual plans. This is your time to bring together your thoughts, hypotheses, and proposed plans.

You should have some sense of agreement on high yield problems, the best DfDx’s, and the next course of action. Arrange to meet with your client if necessary. (Client available from 9:30–11:30.)

9:00 AM – Meet to discuss case and arrange to meet with your client if necessary.

9:30 AM – Deadline: Your complete Medical Record, including complete SOAPs from the previous day, is due to your facilitator at this time.

The complete Medical Record includes your collated SOAPs for all active problems. SOAPs should always include a reassessment of previous problems, unless inactivated or resolved. Records should explain reasoning if problems have been inactivated, resolved or upgraded. As before, SOAPs for all the active problems should be pasted into a single document (collated) and the pages numbered. This is your official medical record and it is your responsibility to bring it together as a cohesive document. For any “shared” problem that multiple group members may have SOAPed, pick one good example and paste it into the record.

Make sure your record also captures all relevant client communications.

An up–to–date Master Problem List, using the VTH form, should always be at the front of your medical record. Use a second MPL page if your problem lists gets too long for just one.

As before, also include a summary SOAP of the case.

Here’s a quick list showing how your Medical Record should look when you turn it in:

  • Master Problem List
  • Final collated SOAPs–starting with 1 page summary
  • Data Base
  • Phone Log/communication records

10:30 AM – Results from pending requests returned. Results may also be returned earlier – depending on the case, the facilitator, and the nature of the test.

10:00 – 1:00 – Additional laboratory submissions are available as necessary; just work with your facilitator. Begin to finalize your SOAPS and work on your handout and DC Grand Rounds presentation.

Schedule a 40–45 minute “debriefing” meeting of all members of your clinic with your client and Case Facilitator using the appointment calendar on your facilitator’s door.

1:00 – 4:30 PM – Debriefing Sessions: This meeting will often be the time when you bring your case to closure. It may also be very helpful in planning your presentation and handout.

5:00 PM – Go home and prepare for tomorrow’s presentation.

8 AM – 10 AM – Final preparations for case presentations.

10:00 AM – Deadline: Turn in your finalized medical record to your facilitator.

The record should include your final bill, a copy of your Grand Rounds handout, resolved Master Problems List, finalized SOAPs, and any final DISCHARGE INSTRUCTIONS, including specific instructions for follow–up. The final record should capture your work and reasoning on the case. Someone who is not familiar with the case should be able to read through the record and easily follow what was done and WHY. The case should be resolved up to what happened in your de–briefing session and should include Client Communications throughout the case. These should be documented in your SOAPs and/or using the VTH Client Communications form.

Here’s a quick list showing how your final Medical Record should look when you turn it in:

  • Master Problem List
  • Final collated SOAPs—starting with 1 page summary
  • Data Base
  • Phone Log/communication records (including discharge instructions)
  • Final Bill
  • Copy of Grand Rounds Handout

10:00 AM – 3:00 PM – DC Grand Rounds (student presentations)

Schedule (place and time) will be posted.

Seven to 10 days after completion, each clinic will receive a final evaluation from the faculty facilitating your DC case.

The DC presentations are held simultaneously and room assignments will be emailed to each clinic.

Last Night (DC2 ONLY!)

Plan ahead for the second DC. The afternoon after DC2 Grand Rounds, we usually gather somewhere to “de–brief” over WSU Coug grabbers. Please join us! (time and place to be announced)