arcs new coordinator workshop march 30, 2005 new york, new york
TRANSCRIPT
ARCSARCS
New Coordinator WorkshopMarch 30, 2005
New York, New York
Donna Turovac - Residency Coordinator, Monmouth Medical Center, Long Branch, NJ (9 years); President of ARCS 2003-2004
Ellie Gray – Residency Coordinator, Mayo Clinic, Scottsdale, AZ (11 years); President of ARCS 2002-2003
Cathryn A. Larson – Residency Coordinator, University of Minnesota, Minneapolis, MN (12 years); President of ARCS 2000-2001
Heddy Bergsman – Residency Coordinator, Temple University Hospital, Philadelphia, PA (40 years); President of ARCS 1995-1996
72 Years of Experience & 72 Years of Experience & Knowledge!Knowledge!
JulyJuly
Orientation for all residents• Announcements• Review policy & procedures manual• Review work hours’ rules & regulations• Formal introduction of new chief residents• Chair/Program Director, faculty
JulyJuly cont’d cont’d
Supplemental Operative Log Report For the ABS Deadline July 1, 2005
Create/distribute lists• Home addresses/phone numbers/pagers• Email addresses
Create files for new residents/remove “old”
JulyJuly (cont’d.)(cont’d.)
ACGME Resident Case Log System• www.acgme.org → Data Collection Systems• Login → Program Setup → Resident-Add• Add all new residents (including preliminary)• Create User ID & Password for each resident• If upper level resident, “Resident Transfer
Request”
ACGME Resident Case Log System ACGME Resident Case Log System
• Update resident information: advance PGY levels of current residents
• Update attendings/institutions• Update rotations• Update Program Information (if
needed)
JULY JULY
Middle – end of month• Send Surgical Operative Log (SOL) to the
ACGME• Create resident call schedules for August and
distribute • Review resident time cards• Formulate Grand Rounds speaker schedule for
the fall
AUGUSTAUGUST
August 11 – American Board of Surgery (ABS) Qualifying Exam (QE, written)
September call schedulesReview time cardsERAS software received – contact IT&S
Department for installationGO ON VACATION!
SEPTEMBERSEPTEMBER
September 1: ERAS Post Office Opens: begin to download applications
Send first quarter resident evaluations to nursing and attending staff
Schedule first quarter Surgical Education Committee Meeting• Discuss upcoming interview season, i.e., dates, format• Review residents’ performance; “tweak” rotation
schedule as needed
September cont’dSeptember cont’d
Begin updating ACGME WebADS (Accreditation Data System)
. . . Prepare October call schedule. . . Review residents’ time cardsUpdate ABS roster form online (notice from
ABS received towards end of month)
ARCSARCS
Ellie Gray
New Coordinator Workshop
October, November, December
OCTOBEROCTOBER
ERASInterview invitationsBook conference rooms / hotel rooms / etc
for applicantsSend confirmation letter of interview to
applicants
OCTOBEROCTOBER(Continued)(Continued)
Order ABSITE materials (Payment due by early December)
Arrange for room to administer ABSITEEvaluations (quarterly/monthly/by rotation)Medicare Tracking Information for
September
OCTOBEROCTOBER(Continued)(Continued)
Resident Timekeeping for September Run Defined Category ReportSchedules for November
• Call• Conference
Organize Residency Education Committee monthly meeting for November
NOVEMBERNOVEMBER
Start of interview season• Remind faculty and residents of dates• Confirm conference rooms/food requests• Confirmation letter to applicants• Download Dean’s letters in ERAS
Medicare Tracking Information for OctoberResident Timekeeping for October
NOVEMBERNOVEMBER(Continued)(Continued)
Evaluations (quarterly/monthly/by rotation)Mid-year resident evaluations with Program
Director startOrganize Residency Education Committee
monthly meeting for DecemberABSITE notice to residents/faculty
NOVEMBERNOVEMBER(Continued)(Continued)
Letters of decline for interviewLetters to applicants too late to apply to
programRun Defined Category Report for the monthSchedules for December
• Call• Conference
DECEMBERDECEMBER
ERAS - Continue download of materialsInterviews continueThank you letters to applicants who have
interviewedMid-Year Evaluations of residents
continues - Folder notes of evaluationABSITE (payment due)
DECEMBERDECEMBER(Continued)(Continued)
NRMP quotasResident Timekeeping for NovemberOrganize Residency Education Committee
monthly meeting for JanuaryEvaluations (quarterly/monthly/by rotation)Medicare Tracking Information for
November
DECEMBERDECEMBER(Continued)(Continued)
Run Defined Category Report for the monthSchedules for January
• Call• Conference
ARCSARCS
Cathryn Larson
New Coordinator Workshop
January, February, March
JanuaryJanuary
Candidate InterviewsResidents Biannual ReviewsABSITEERAS Registration
Candidate InterviewsCandidate Interviews
Organize Email Correspondence Candidate File Daily Schedule Grade Sheet
January
Resident Biannual ReviewsResident Biannual Reviews
Collect and Prepare Data Surgical Education Council (SEC) Reviews each
Residents Data PGY Mentors Individually Meets with Residents PGY Mentor Dictates Final Report
• Obtain Resident Signature• Formal Record in Resident File
January
ABSITEABSITE
Prepare Faculty On-Call Schedules Prepare Resident Seating Charts/Exam Booklets Examination Proctors
January
ABSITE Revised for 2006 ABSITE Revised for 2006
Junior Level Version for PGY 1-2• Basic Science Emphasis
Senior Level Version for PGY 3-5• Clinical Emphasis
Exams Given to all Levels on the Same Day Order and Payment Deadline will be Earlier
January 2006
ERAS Registration ERAS Registration
Letter Received from AAMC• ERAS Account Maintenance• Access to ERAS Web Site for Registration
January
FebruaryFebruary
Prepare Candidate Materials for Rank Meeting
Enter Rank List in NRMPSEC Plan 2005-2006 Academic ProgramMock Boards
Candidate Rank MeetingCandidate Rank Meeting
Faculty Review Candidate’s They Interviewed for Presentation
Data File Automatically Pre-RanksCompile Extra Copies of Candidate FilesFaculty DiscussionRank List Finalized
February
SEC Plan 2005-06 Academic SEC Plan 2005-06 Academic ProgramProgram
Review ACGME Program RequirementsReview Number of Residents by PGY LevelReview Conference Schedules/EvaluationsReview Rotation Schedules/Evaluations
February
Mock Boards for PGY-4/5Mock Boards for PGY-4/5
Schedule Faculty ExaminersFormulate QuestionsCreate Grade SheetsSchedule Exam RoomsProgram Director Reviews Examination Results
and Provides Written Feedback to Residents February
MarchMarch
SEC Continues Prep for 2005-2006 Scramble Day/Match DayABSITE ResultsStart Rotation Schedules 2005-2006 Plan PGY-1 OrientationAmerican Board of Surgery Applications
for PGY-5 Residents
Scramble and Match DayScramble and Match Day
Students Assist Unmatched Surgical Specialty Send Letters to Matched Candidates
• Include Required Statements/Contracts
March
ABSITE DataABSITE Data
• Top Scores Announced at Grand Rounds and Awarded Gift Certificates
• Scores Below 40th Percentile Residents Must Attend Year Long ABSITE Study Group
March
Rotation SchedulesRotation Schedules
Rotation Schedules 2005-2006 PGY 1 Preliminary and Subspecialty
Residents Rotation Requirements
March
ARCSARCS
Heddy Bergsman
New Coordinator Workshop
April, May, June
APRILAPRIL
Orientation PacketsResident AgreementVisa ApplicationPA Medical Training LicenseMedical Licensing Examination Policy
APRILAPRIL
Orientation Packets continuedHuman Resources PacketOccupational Health PacketPre Employment PolicyDrug Testing PolicyDepartmental Policies
APRILAPRIL
Orientation Preparation BCLS, ACLS, ATLSComputer TrainingPayrollHousingLab Coats
APRILAPRIL
Semi-Annual Review (Faculty Meeting)Prepare Final Evaluations
USMLE Step 3 Status for all PGY 2’s Preparation 2005-6 Yearly Rotation
Schedule
APRILAPRIL Preparation American Board of Surgery
Application – Qualifying Examination (QE) and Surgical Operative Log (SOL)
500 Procedures in Five Years150 Procedures in Chief YearBalanced Operative Experience Across All
Essential Content AreasMaterials Received February/March
APRILAPRIL
Plan End of the Year ActivitiesCertificatesGraduation DinnerClosing Ceremony/Chair CeremonyFaculty and Resident Awards
APRILAPRIL
Monthly Rotation Schedule for May Evaluations – Resident/Faculty Duty Hour Report for March Preparation for ACGME SOL For Graduating
Chief Residents ERAS Registration
Deadline April 30, 2005Registration Materials received in January
MAYMAY
American Board of Surgery (ABS) Application for Qualifying Examination (QE) and Surgical Operative Log Without Late FeeDeadline May 2, 2005
MAYMAY
Continue with Orientation PreparationContinue with End of the Year ActivitiesPreparation ACGME SOL For Graduating
ChiefsPennsylvania Medical Training License
Renewals for Current Residents
MAYMAY
Program Director Meets With Residents for their Semi-Annual Review
Monthly Rotation Schedule for JuneEvaluations – Resident/FacultyDuty Hour Report for AprilPreparation for 2005-6 Yearly Rotation
Schedule
JUNEJUNE
American Board of Surgery Application for Qualifying Examination (QE) Deadline with Late Fee – June 1, 2005Qualifying Examination – August 11,
2005Final Evaluations for Graduating ResidentsComplete 2005-6 Yearly Rotation Schedule
JUNEJUNE
Orientation Week – 5 DaysDepartmental Orientation (1/2 Day)ACLS (1 Day), ATLS (2 Days)Computer Training (1/2 Day)Rising Chief Residents Meet New
Residents (2 hours)Mandatory Hospital Orientation (6 hours)
JUNEJUNE
Orientation Week continued Complete ACGME SOL for Chief Residents
Deadline Middle of July Graduation Dinner Closing Ceremonies/Chair Ceremony Faculty/Resident Awards Introduction of New Residents
JUNEJUNE
Monthly Rotation Schedule for JulyDuty Hour Report for MayEvaluations – Resident/Faculty
JULYJULY
Supplemental Operative Log Report for the ABS Deadline July 1, 2005