arcs new coordinator workshop march 30, 2005 new york, new york

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