puzzle

Annual Rituals:

Annual Rituals Building a Realistic Academic Year Calendar July 2010 Notes from the field….. Theresa Steig Dermatology Resident/ Fellow Program Coordinator steigt@uw.edu 206-685-6120

Building a Realistic Academic Calendar:

Building a Realistic Academic Calendar What am I missing?

The Program Puzzle:

The Program Puzzle Clues to the Puzzle

Annual Program Puzzle Pieces:

Annual Rotation Schedule Graduation Annual Program Review ADS (ACGME) Semi-Annual & End-of-Year Reviews Selection of Trainees Match Process Annual Program Puzzle Pieces

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Selection of Trainees ERAS – Electronic Residency Application Process http://www.aamc.org/program/eras/start.htm March – ERAS registration & update for next year May June July – Update program info on dept/division sites - Confirm faculty participation, detailed timeline, locations for interviews, meals, etc. July – ERAS opens for applicants September – ERAS opens for programs Oct November – Download & review applications December January – Interviews February – Develop & submit match list March – Match Day! Communicate with trainees

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Match Process NRMP - National Resident Match Program http://www.nrmp.org Know your match timeline and deadlines! Review the Agreement and Violations Policy NRMP Resident timeline: 8/15/10 – Applicant registration opens 9/1/10 – Program registration opens 11/3/10 – Applicant registration deadline 1/15/11 - Rank order list opens 1/31/11 - Quota change deadline 2/23/11 - Rank Order list deadline/certified 3/17/11 - Match Day Scramble Day – know your procedure whether you fill or not

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Semi-Annual & End-of-Year Reviews Semi-Annual Resident/Fellow Reviews January and May/June/July Resources for review aggregate Medhub evaluations resident/fellow self-evaluation resident/fellow peer-evaluations Med student evaluations of resident Case log report from ACGME In-patient consult logs Evaluations of any presentations (GR, Journal Club) Status of scholarly activity/research PD completes written Semi-Annual Review for each trainee

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Semi-Annual & End-of-Year Reviews End-of-year Reviews May/June Include every item from semi-annual reviews Complete certifying board report & evaluation if appropriate Submit case log report if appropriate PD completes written Annual Review for each trainee

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Graduation Graduation Event – Celebrate! Determine optimal environment and participants Award selections, to trainees & from trainees Ordering graduation certificates with GME process Follow GME Departure Process Exit interviews Be sure graduating trainees complete the annual program review

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Annual Program Review Formal review of training program Required by ACGME and UW April – Build review tools with Director and Chief Resident June – Distribute evaluation, receive and compile findings August – review findings, with key faculty, staff & chief resident Determine program improvement for current year

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ADS (ACGME) ADS – Accreditation Data System of ACGME www.acgme.org July - Log in to ACGME for ‘Annual Update’ of program and trainees July – GME census survey by Assoc of American Medical Colleges www.aamc.org/gmetrack Throughout year – Add/delete faculty, add/delete training sites, contact personnel, emails, websites, etc.

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Annual Rotation Schedule FIRST Schedule to Develop April/May – Develop next year’s rotation schedule Add special clinics, meetings, vacations, extended time away Communicate with faculty for their vacations, meetings, etc. Use experience of current and new chief resident Build all other schedules and notices from the annual rotation schedule

Annual Program Puzzle Pieces:

Selection of Trainees ADS (ACGME ) Semi-Annual & End-of-Year Reviews Match Process Annual Program Review Graduation Annual Rotation Schedule Annual Program Puzzle Pieces

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Thank you & Good Luck