What to say in the first meeting when your residency program raises a concern

The first meeting rarely decides anything. But it often produces the summary every later decision relies on.

If a meeting is on your calendar, tell us when: start a confidential intake.

Before you walk in

• Ask in writing what the meeting is about, who will attend, and whether you may bring a support person.
• Learn your state's recording rule. Some states allow recording when one party consents; others require everyone's consent.
• Bring a notebook. Write down the date, time, and who is present.

Four questions to ask

1. What specifically is the concern, and when did it arise?
2. Which policy is being applied, and which step of it is this?
3. What happens next, and when?
4. May I have the documents this is based on?

One sentence to use

"Thank you. I would like to review the documents and respond in writing by [date]."

What not to do in the room

• Do not resign, sign, or agree to a plan, an election, or a separation. See the first 48 hours.
• Do not concede specific facts or argue the merits. You do not have the documents yet.
• Do not blame colleagues. It reads badly in every later summary.

The same day

• Write down what was said, by whom, and what you were shown and not shown.
• Send a short email confirming the meeting, your questions, and the date you will respond.
• Download your evaluations and policies while you have access. See get your file before you leave.

If the meeting removed you from duties, see suspended with no letter. If it was a committee meeting, see Clinical Competency Committee referrals.

If this is happening to you

Facing a deadline from your program? Tell us what you were told and when your deadline is. We will review your situation confidentially and point you to the right next step: start a confidential intake.

Resident Help is not a law firm, and submitting an intake does not create an attorney-client relationship. If your situation needs a lawyer, we will tell you and help you find one.