![Page 1: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/1.jpg)
Record Retention, Completion of Training
and Graduation
Wendy Greenwood, C-TAGMEProgram Coordinator, Cardiovascular Disease and Interventional Cardiology Fellowship Programs
![Page 2: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/2.jpg)
No disclosures
1. When you have too much month at the end of your money.
![Page 3: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/3.jpg)
Record Retention
![Page 4: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/4.jpg)
What needs to be kept??
![Page 5: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/5.jpg)
ACGME Requires:
• Written evaluations (ours are in NI)
• Semiannual evaluations (ours are in NI)
• Summative evaluations (diplomas are housed with our GME)
• Rotation schedules
• Procedure logs
• Records of any disciplinary actions taken
• Moonlighting permission forms (MAR)
![Page 6: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/6.jpg)
CMS/Medicare requires:
• Rotation schedules
• Proof of prior training (medical school & residency)
• Contracts with training dates (maintained by GME)
• Leave of absence dates
• ECMFG certificates
• Visa information
![Page 7: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/7.jpg)
Certifying Boards require:
• Verification of prior training (GME)
• Procedure logs (in NI)
• Rotation schedules
• Leave time
![Page 8: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/8.jpg)
Other things to consider….
• Applications to fellowship program
• Candidate evaluation forms
• Rank order list(s)
• Notes regarding ranking
• Applicant acknowledgement forms
![Page 9: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/9.jpg)
![Page 10: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/10.jpg)
![Page 11: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/11.jpg)
Standard Verification Form
![Page 12: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/12.jpg)
Verification Forms continued
• Fee for completion of verification forms:
![Page 13: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/13.jpg)
In your downtime….
Off-boarding!!
![Page 14: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/14.jpg)
My timeline…March
• Provide GME with your graduating fellow’s names and degrees (check, check and recheck!!!)
April
• Remind senior fellows to make sure their procedure logs are up to date –get required lists for off-setting procedures
May
• Provide graduating fellow’s future plans to the GME office
• Final CCC meeting – Milestone evaluations finalized and approval for matriculation of 3rd year fellows
May-June
• 6 month evaluations with PD
• Complete summative evaluations and standard verification forms for 3rd
year fellows
• Assign 1st/2nd year fellow to each graduating fellow to gain access to their EHR for followup of patient care items
• Complete formal Milestone evaluations for NI and ACGME
![Page 15: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/15.jpg)
Off-Boarding ContinuedJune
• Institution sponsored Farewell Graduation Luncheon – all programs
• Update NI – new addresses, phone numbers, emails, etc
• Collect pagers, keys, etc
• Finalize GME Exiting Check List
• Complete ABIM FasTrac Evaluations
• Farewell Banquet
Our GME office takes care of:
• Final certificate(s)
• Certificate of Insurance
• HR notification
• End date for badge access
• End date for New Innovations access
![Page 16: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/16.jpg)
![Page 17: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/17.jpg)
![Page 18: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/18.jpg)
![Page 19: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/19.jpg)
Planning the
Farewell Banquet!!
![Page 20: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/20.jpg)
Things to consider…
• Venue • Invitations
• Awards • Catering
• Flowers • Rentals
• Programs • Presentation(s)
![Page 21: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/21.jpg)
Venue
December/January
![Page 22: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/22.jpg)
Awards• Graduate plaques
• Staff Recognition Award
• Syed M. Mohiuddin Excellence in Cardiovascular Fellowship
• Cardiovascular Fellow Scholarly Activity Recognition Award
• Highest Score on the American College of Cardiology In-Training Exam
• Excellence in Education Award
![Page 23: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/23.jpg)
Awards continued
Mid-March• Create Survey Monkey for staff and faculty awards• Remind Chief fellow to start discussions for Educator of the Year nominees.
April• Tally scholarly activity and highest ITE awards• Meet with awards company• Send awards company plaque information (check, check and recheck!!)
May• Review and approve final proofs one month before banquet
![Page 24: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/24.jpg)
InvitationsMid to late April
• Finalize guest list
Early May
• Create invitation template
• Meet with print shop
• Approve final order
Mid-May
• Send invitations
• Make sure RSVP list is current and up to date
![Page 25: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/25.jpg)
![Page 26: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/26.jpg)
Catering
April• Reserve caterersMay• Schedule meeting with chef• Finalize menuWeek before banquet• Final headcount for food• Caterers place final order for rentals
![Page 27: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/27.jpg)
Rentals
Early May
• Meet with rental company
• Select tableware, tableclothes/napkins
• Put in prelim order for tables
![Page 28: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/28.jpg)
![Page 29: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/29.jpg)
Flowers/Gifts
Late May/Early June
• Meet with florist
• Presentation bouquets
One Week before event
• Finalize order
![Page 30: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/30.jpg)
Slideshow Presentation(s)
March• Request 5 family pictures of graduating fellowsApril• Request 5 family pictures of graduating fellowsMay• Request 5 family pictures of graduating fellowsJune• Request 5 family pictures of graduating fellows• Finally receive pictures from all of the fellows two days before banquet
Day before the banquet• Make PowerPoint slideshow for dinner
![Page 31: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/31.jpg)
Congratulations to the graduating Cardiovascular
Diseaseand
Interventional Cardiology Fellows of
2017
![Page 32: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/32.jpg)
Abhilash Akinapelli
![Page 33: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/33.jpg)
![Page 34: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/34.jpg)
![Page 35: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/35.jpg)
![Page 36: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/36.jpg)
![Page 37: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/37.jpg)
![Page 38: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/38.jpg)
Details, details!!
Things to consider• Do you need to move anything from the space you plan to use for the event?
• Is special access to the building needed?
• How will the rental company access the building for pick-up?
• Does security need to be aware of your event?
![Page 39: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/39.jpg)
Places please!!
Do you know?
• What time will movers (if using) be there?
• What time will rentals be delivered?
• What time will awards be delivered?
• What time will flowers be delivered?
• What time will caterers begin setup?
![Page 40: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/40.jpg)
Finally…
ENJOY THE PARTY!!!
![Page 41: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/41.jpg)
![Page 42: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/42.jpg)
![Page 43: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/43.jpg)
![Page 44: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/44.jpg)
![Page 45: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/45.jpg)
![Page 46: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/46.jpg)
![Page 47: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/47.jpg)
![Page 48: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/48.jpg)
![Page 49: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/49.jpg)
![Page 50: Record Retention, Completion of Training and Graduation/media/Non-Clinical/Files-PDFs... · • Provide graduating fellow’s future plans to the GME office • Final CCC meeting](https://reader035.vdocuments.us/reader035/viewer/2022062604/5f935453528d9779ec7225ea/html5/thumbnails/50.jpg)
Feel free to contact me!!
Wendy Greenwood, C-TAGME
Creighton University
School of Medicine402-280-4235