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A Year in the Life of a Program Coordinator
- 1. A Year-In-The-Life of a Program Coordinator Amy Motta Residency Program Coordinator Dartmouth-Hitchcock Medical Center July 25, 2017
- 2. How am I Going to Learn All of This? Year 1: • Start your own yearly task calendar • Add tasks that are on the yearly calendar from the last coordinator (if you received one) • Add tasks from the calendar I will give you • Add tasks from your GME Office’s calendar • Add tasks from ERAS and NRMP calendars • Add, delete, move tasks as you need • You’ll be more successful if you make up your own
- 3. How am I Going to Learn All of This? Year 1 continued: • Read the ACGME and Board requirements, and GME and Program policies • Learn your Resident Management System (RMS) • Gather resources • Documents, websites, people
- 4. How am I Going to Learn All of This? Year 2: • Gain a better understanding of what you learned in Year 1 • Refine your task calendar • Add to your resources • Learn soft skills • Organize, prioritize, communication, teamwork, flexibility, stress management
- 5. How am I Going to Learn All of This? Year 3: • Learn a little about Pathology • You should be able to anticipate upcoming tasks • You’re on the ball! • Tweak the process • More efficient • Save time
- 6. The Timeline Tasks Academic Year Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun ACGME WebADS Update CCC / Milestones / Semi- annual Evals Resident and Faculty Surveys Case Logs RC Accreditation ABP Resident Tracking and Mgmt Update Performance Report Released Residents Apply for Spring Exam Other PEC/APE New Resident On-boarding Resident / Program Changeover Resident Terming / Graduation ASCP RISE/RISE First Exams Recruiting CAP Resident Update Report
- 7. July Task ACGME WebADS Update Find and note your deadline Update faculty basic information and CVs Update faculty scholarly activity Update status for all residents, add new residents Update resident scholarly activity Update program information (Clinical Experience and Educational Work, Patient Safety and Learning Environment, Overall Evaluation Methods, Citations, and Major Changes sections) Update block diagram under Sites Update participating site information Have Program Director review Submit the final annual update Board Update status for all residents, add new residents Changeover Update program website, add new residents, delete terming residents Recruiting GME Track: Do program survey - www.aamc.org/gmetrack GME Track: Do resident survey - www.aamc.org/gmetrack Terming Graduation: Pay for graduation Your Professional Development Attend APC/GMEAS Meeting, https://apc.memberclicks.net/
- 8. August Task Recruiting Do ERAS pre-season checklist - https://www.aamc.org/services/eras/programs/ Order/gather supplies for recruiting packets Update documents in packets given to candidates who interview Advertise (ICPI and/or Pathology Outlines)
- 9. September Task Recruiting Register for the NRMP Match - https://r3.nrmp.org/ Select interview dates Start reviewing applications in ERAS PDWS (Program Director Work Station) Start inviting candidates Make up interview schedules for candidates Reserve hotel rooms for candidates Mail packets to candidates Order catering for lunch Send interviewers application, photo, and evaluation Give candidates packet, have them sign acknowledgement that they received it
- 10. October Task ACGME CCC/Milestones/Semi-annual Evaluations Figure our when the milestones are due to ACGME, working backwards create a timeline of when tasks have to be done Set up meeting(s), reserve room(s) Have residents update their portfolios Have residents do self-evaluation Recruiting Review applications Invite candidates Make up interview schedules for candidates Reserve hotel rooms for candidates Mail packets to candidates Order catering for lunch Send interviewers application, photo, and evaluation Give candidates packet, have them sign acknowledgment that they received it
- 11. November Task ACGME CCC/Milestones/Semi-annual Evaluations Gather data/run reports from your RMS Attend CCC meeting, take minutes Schedule semi-annual meetings with the Program Director Enter milestones into WebADS Recruiting Review applications Invite candidates Make up interview schedules for candidates Reserve hotel rooms for candidates Mail packets to candidates Order catering for lunch Send interviewers application, photo, and evaluation Give candidates packet, have them sign acknowledgment that they received it
- 12. December Task PEC/APE Do survey of your alumni Recruiting Review applications Invite candidates Make up interview schedules for candidates Reserve hotel rooms for candidates Mail packets to candidates Order catering for lunch Send interviewers application, photo, and evaluation Give candidates packet, have them sign acknowledgment that they received it
- 13. January Task ACGME Resident and Faculty Surveys Figure out when the surveys are Update the faculty roster in WebADS Talk to the residents about the survey (DO NOT coach, just explain it) Administer the surveys Monitor response rate of the surveys ACGME Accreditation Receive email from RRC (Residency Review Committee) Changeover Let GME office know if any resident will go on remediation and/or not continue to next PGY Start Program Letter of Agreements (PLAs) (aka Affiliation Agreements) PEC/APE Run summary reports of resident evaluation of faculty evaluations, send to faculty Recruiting Answer SOAP question in NRMP Change NRMP quota (if necessary) Schedule a ranking meeting Terming Graduation: Send save-the-date email to residents and faculty
- 14. February Task ACGME Accreditation Receive letter from RRC In-Service Exam Register and pay for exam Pick a date for the exam, reserve room Recruiting Enter and certify Rank Order List (ROL) into NRMP Your Professional Development Attend AROPCS Meeting (radiation oncology)
- 15. March Task Changeover Advance continuing residents in your RMS Monitor annual institutional mandatory training Select new chief resident (get staff appointment, extra pay, change on website and RMS) Start updating resident manual (policies, rotation descriptions, forms, etc.) Start next AY rotation schedule, work with chief resident In-Service Exam Email residents instructions Proctor exam New Residents Monday of Match Week: Find out if your program filled Friday of Match Week: Do for matched applicants: email or call them to welcome them and to get their SSN, send GME office information including visa status, announce results of the match, print/save applications, save photos, figure out if they have passed both parts of USMLE Step 2/COMLEX Level 2, figure out if they are IMG and then get those ECFMG certificates, get non-medical school emails Monday after Match Week: Print/save the Match Results by Ranked Applicant report Plan welcome party Start planning department orientation, reserve rooms, schedule speakers Start on-boarding at other institutions, like VA and children's hospital (if necessary) Recruiting Do post-match survey Terming Start getting them certificates Terminate in RMS
- 16. April Task ACGME CCC/Milestones/Semi-Annual Evals Figure out when the milestones are due to ACGME, working backwards create a timeline of when tasks have to be done Set up meeting(s), reserve room(s) Have residents update their portfolios Have residents do self-evaluation New Residents Start credentialing of medical school and prior GME training (if any) Recruiting Register for ERAS and update EAM (ERAS Account Maintenance) Update program website Terming Graduation: Order food and gifts
- 17. May Task ACGME Resident and Faculty Surveys Get survey summary reports ACGME CCC/Milestones/Semi-Annual Evals Gather data/run reports from your RMS Attend CCC meeting and take minutes Schedule semi-annual meetings with the Program Director Enter milestones into WebADS Changeover Make residents' room seating chart, submit computer/phone move forms PEC/APE Gather documents for PEC to review: Board report, ACGME resident and faculty survey summaries, run summary reports for resident evaluation of rotation evaluations, resident and faculty scholarly activity, resident quality improvement/patient safety projects, resident procedure and case logs, in-training exam summary report, curriculum and rotation goals and objectives, ACGME citations, etc. Get APE template from GME office (if they make you use theirs) Send out program evaluations to faculty and residents Terming Graduation: Send invitations
- 18. June Task Changeover Finish rotation schedule for next AY, enter into RMS and distribute Finish PLAs Finish updating resident manual (policies, rotation descriptions, forms, etc.) Make sure PGY-3 residents get BLS/ACLS recertification Schedule conferences for next AY including journal club Schedule on-call for next AY Select new delegates to CAP and ASCP (pathology) Spend the balance of any program accounts Update listserv Update photo composite Finish contracts for next AY New Residents Finish credentialing of medical school and prior GME training Finish planning department orientation: Computers, thumb drives, get keys to residents' room, order textbooks, set up mailboxes, print resident manual, get scrub machine access, get badge access, create their resident files Make sure residents get training medical license Make sure they get/have BLS/ACLS certificates Make up new absence Excel file Monitor to make sure they pass USMLE Step 3/COMLEX Level 3 Terming Graduation: Get certificates to give to graduates Graduation: Pick date and reserve venue for next year Archive their files Have residents check out with you (return key to residents' room, pager, badge, meal cards, and lab coats; complete ACGME case logs and duty hours) Update alumni on website, alumni file
- 19. Workload Template Tasks Academic Year Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun ACGME WebADS Update CCC / Milestones / Semi- annual Evals Resident and Faculty Surveys Case Logs RC Accreditation ABP Resident Tracking and Mgmt Update Performance Report Released Residents Apply for Spring Exam Other PEC/APE Resident On-boarding Resident Changeover Program Changeover Resident Terming / Graduation ASCP RISE and RISE First Exams Recruiting CAP Resident Update Report Slow Busy Scale 1 2 3 4 5 6 7 8 9 10
- 20. Workload Example Tasks Academic Year Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun ACGME WebADS Update CCC / Milestones / Semi- annual Evals Resident and Faculty Surveys Case Logs RC Accreditation ABP Resident Tracking and Mgmt Update Performance Report Released Residents Apply for Spring Exam Other PEC/APE Resident On-boarding Resident Changeover Program Changeover Resident Terming / Graduation ASCP RISE/RISE First Exams Recruiting CAP Resident Update Report Slow Busy Scale 1 2 3 4 5 6 7 8 9 10
- 21. Daily, Weekly, Monthly Tasks Process absence requests Record conference attendance Monitor duty hours, deal with violations Set up evaluations in RMS (faculty of resident, resident of faculty, resident of rotation, 360 degree, resident of peer, of resident as presenter) Reimburse residents for books etc. Reimburse residents for travel On-board new faculty to program (add to ACGME WebADS, RMS, ERAS, rotation descriptions, and recruiting) Terminate faculty from program (delete from ACGME WebADS, RMS, ERAS, rotation descriptions, and recruiting) Set up away rotations/visiting residents Residency Committee meetings Complete verifications/credentialing for current and alumni residents Complete load deferment for current residents Attend monthly coordinator meetings Moonlighting agreements/pay Help residents join professional organizations Send letters of recommendation out on current residents for fellowship or job Set up Mentor/Advisor meetings Resident remediation
- 22. Tips for Success • Create your own timeline • Gather resources • ACGME and ABP requirements • GME and Program policies • Helpful websites • GMEAS https://apc.memberclicks.net/m-gmeas • People
- 24. Tips for Success • Remember that you are not alone • Build a good relationship with your Program Director • Remember you and the PD are a team • Have weekly meetings • Communicate with your PD to decide who does what • The timeline is for your program not for you alone
- 25. Why do we do what we do? Training future doctors
- 26. Why do we do what we do? Relationships that last a Lifetime!
Editor's Notes
- You will pick up the daily, weekly and monthly tasks first – just because they happen more often The yearly calendar is what I will focus on today I will use the CCC Committee as an in-depth example of how to plan out a schedule for a big event
- They say it takes 3 years to learn this job I suggest only using ONE calendar – when you receive the timeline from your GME office, add those items to your calendar. I just find it easier if all of my tasks are on one calendar You have to make it your own – move things around, add things, delete things, re-format it – you have to OWN it DO NOT rely on your memory, a year is a long time to remember something
- Read the requirements for your specialty(ies), then re-read them New Innovations, MedHub, E*Value Don’t get frustrated – once you learn something, the requirements will change and the processes will change – I went from paper to E*Value then from E*Value to MedHub Don’t forget to breath – everything will be alright
- You’ve already done these yearly tasks once, when they come up again, you will feel “Ah – I’ve done this before!” Organize Checklists (I could do a whole talk on checklists!), organize files Use the same naming convention for Outlook email files, computer files, paper files Prioritize Do what your PD says first, then do what your boss says, even if it isn’t due for a month Meet ACGME deadlines before internal deadlines Communication Listening skills, verbal skills, email skills (they are different) Know when to communicate face-to-face and when to email Teamwork You may not feel like you are on a team but you are You and your PD, and assoc. PD and chief resident You are on the team of coordinators at your institution Flexibility Try something you have never done before The ACGME encourages innovation Also, when there is an issue in your program and you think it should be handled one way, but your PD wants to handle it another way – you have to get over it and do it their way Stress management – You’ll understand
- Learn a little about your specialty What is pathology? I suggest following a resident around for a day, and ask questions Or follow a specimen from triage to diagnosis (gross room, histology) Not even the most seasoned coordinator knows everything Tweak away! You’re new! You have a fresh set of eyes! Make suggestions! So, that is what you can expect in the next 3 years, give or take
- See Handout Provides a simple, quick, at-a-glance timeline This is an Excel file This sheet is a general timeline for pathology residency programs It shows when task windows are open or when tasks are due It does not show the prep work needed before the tasks are due Hopefully this timeline will give you a general idea of when tasks happen throughout the year – I don’t want you to be blindsided Again, Daily/Weekly/Monthly tasks are not the focus of this talk ACGME and Board tasks are hard deadlines and non-negotiable, but they still need to be adjusted to your program When you make up your own timeline: Every program is different, even two pathology residency programs Adjust as needed to reflect your program I tried to make the tasks specific enough to be meaningful, yet broad enough to apply to most programs Notice that there are three main groups of tasks I find it easier to group tasks together, organizes things in my head Use your own groups if you want, but I do suggest using groups Notice that it is in order of academic year, order your calendar however you want Ready to dive in?!
- Note, the headers on the month lists match the groups in the timeline ACGME WebADS Update This just opened up Start in July and due in September Board Must be done in July Changeover Because it’s a new academic year Recruiting GME Track is an AAMC application These two surveys populate FREIDA which applicants use to research programs they want to apply to Terming Professional Development
- Recruiting My program interviews candidates in November and December, but I start preparing for it in August TAKE VACATION Your new residents are settled, No ACGME tasks, not really recruiting yet
- More recruiting ERAS Opens
- ACGME CCC/Milestones/Semi-annual Evaluations More recruiting
- Continue ACGME CCC/Milestones/Semi-annual Evaluations Continue Recruiting
- Your PEC/APE will be due shortly after the end of the academic year, but you need to start doing what you can before that More recruiting
- ACMGE Surveys ACGME Accreditation The Pathology RRC meets in January and reviews (almost) all programs Such a small task but SO important! Changeover PEC/APE I do these summary reports so that the faculty receive them before they get the ACGME survey Recruiting Finishing up Terming
- February is great! Recruiting is over Don’t know who we matched with yet Not doing much end-of-year stuff GO ON VACATION
- ACGME CCC/Milestones/Semi-Annual Evals happens again New Residents Your GME office may do the credentialing Recruiting Terming
- ACGME CCC/Milestones/Semi-Annual Evals happens again One difference is that the semi-annual evaluations of terming residents that are graduating the program need to say that the resident has “demonstrated sufficient competence to enter practice without direct supervision” This is an ACGME requirement for all programs
- Everything happens in June! OMG! Changeover Remember, changeover includes resident changeover and program changeover New Residents Terming Start all over again
- This sheet is totally optional This sheet is identical to the "Windows & Deadlines" sheet, but has conditional formatting Enter a number 1 through 10 to change the color of the cell, 1 for spending no time on the task, up to 10 for spending a lot of time on a task Adjust as needed to reflect your workload Use to show your Supervisor and Program Director your work flow
- This sheet is identical to the "Workload Template" sheet, but is filled in This is just an example You thought June and July were crazy – yes, yes they were Look how easy October, November and December are, right? WRONG! Recruiting will be extremely busy Again, use this to help demonstrate how busy you are to your boss and your PD Use if you want
- Again, you will learn these tasks first just because they happen more frequently Add these to your yearly timeline, like another tab or page I have evaluations as a monthly task, not a yearly task, that’s just how I roll New/Terming faculty It think this is important, I used to do this piece meal but now I have a checklist that I use so I don’t miss anything
- Timeline I suggest only using ONE calendar – when you receive the timeline from your GME office, add those items to your calendar. I just find it easier if all of my tasks are on one calendar You have to make it your own – move things around, add things, delete things, re-format it – you have to OWN it DO NOT rely on your memory, a year is a long time to remember something Resources I CANNOT emphasize this enough Add them to your timeline You start the ACGME WebADS Update in June Add “See ACGME CPR FAQ” to your timeline Answers the question “What constitutes faculty scholarly activity” Do you have a coordinator handbook? From GME office or your coordinator specialty group? People Mentor? ACGME RRC people, Cheryl Gross GME office Other coordinators at your institution Other coordinators in your specialty THE COORDINATORS HERE TODAY No one resources, no one person will have all the answers
- It’s okay to ask for help PDs are ultimately responsible for the success of the program
- Never underestimate the impact that you have on the lives your residents and on the program This profession is very rewarding