Annual Report Program Coordinator Subcommittee Academic Year Chair: Beth Payne Vice Chair: Eileen Kleffner

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1 Annual Report Program Coordinator Subcommittee Academic Year Chair: Beth Payne Vice Chair: Eileen Kleffner Original Goals (Complete): 1. Formalize Mentor Program (new Program Coordinator s matched with seasoned Program Coordinator s). 2. Set up an evaluation system for Program Coordinator s to evaluate their program. 3. Work with Wendy Malone to develop a Coordinator section on the GME website. 4. Implement a UTHSCSA Program Coordinator of the year award with monthly winners. 5. Develop a Lecture Series for coordinators by coordinators. 6. Continuation on the effort to complete a comprehensive job description to submit to Human Resources. 7. Host a September and February Workshop for all Coordinators. (Evaluation results available if needed) 8. Develop roles and responsibilities for Chair and Vice Chair. 9. Develop Bylaws for Program Coordinator subcommittee. 10. Creation of an Internal Review Timeline by Program Coordinator s (Yvette Foster and Julie Harris) 11. Hosted an Outlook Course taught by Dr. Jennifer Peel 12. Created a formal voting method of annual leadership nominations. Goals (In Progress to be completed by July 2011): 1. Build a Program Coordinator continuity binder/thumb drive with all pertinent information for new and seasoned coordinators. This binder will resemble a desk manual with helpful contacts, yearly timelines, web addresses, and helpful hints for any Program Coordinator. 2. Produce Scholarly Activity: a. Beth Payne - lecture series poster for submission to ACGME b. Beth Payne and Teri Hill Program Coordinator competencies paper submission to AAMC and Poster submission to ACGME c. Beth Payne and Teri Hill ACGME Workshop 3. Development of National Program Coordinator Competencies (Beth Payne And Teri Hill)

2 System for Evaluation of Competencies in (Insert Specialty) Program Evaluation Form Date: Evaluator: Please rate the residency/fellowship program overall in the following areas. Unsatisfactory = Several behaviors performed inadequately or missed (ratings 1, 2, or 3) Satisfactory = Most behaviors performed acceptably (ratings 4, 5, or 6) Superior = All behaviors performed very well (ratings 7, 8, or 9) UNSATISFACTORY SATISFACTORY SUPERIOR NA Accessibility of the faculty for NA consultation and/or questions Financial and administrative NA resources and support Access to professional NA coordinator development Access to travel support to NA attend national coordinator meetings Overall impression of the NA training program Developed by Beth Payne and Jennifer Peel, PhD (2009)

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4 Coordinator of the Month Nomination Ballot Month of Purpose: The Coordinator of the Month award was created to recognize coordinators for the times that they contribute that extra something on their job. The monthly winner of this award will receive a small gift. At the end of the Academic year, the past 12 monthly winners will be eligible to win Coordinator of the Year and will receive a plaque. Nominator s recommendation: This recommendation should be in a brief memo/letter format explaining why you feel this coordinator deserves Coordinator of the Month? It would be beneficial to the nominee if you could give precise examples of this person s level of performance which qualify them to be nominated as the Coordinator of the Month. Qualities you could also consider in your statement are: initiative, disposition/attitude, adaptability, recent achievement, creativity and/or uniqueness of their contributions, attendance at PC monthly meetings, willingness to help fellow coordinators, etc. I would like to nominate for Coordinator of the month. Your name: Phone: Please send this completed ballot to NAME/ . Thank you for your time and thoughtful considerations regarding this Coordinator nomination.

5 Program Coordinator Subcommittee Competency Lecture Series September 11, 2009 Interview Season Beth Payne, C-TAGME, Program Coordinator Department of Urology October 19, 2009 PBL&I - Self Reflections of Resident Beth Payne, C-TAGME, Program Coordinator Department of Urology November 16, 2009 Systems Based Practice Karin Brewer, Program Coordinator Department of OBGYN December 21, 2009 Patient Care & Medical Knowledge (HANDOUTS ONLY) - Beth Payne January 11, 2010 Preparing for Internal Reviews & Site Visits Robert J. Nolan Jr., M.D. Assistant Dean for Graduate Medical Education Professor and Associate Chairman, Department of Pediatrics February 22, 2010 PBL&I - Reflection on Annual Review of Program Effectiveness Lois L. Bready, M.D. Associate Dean for Graduate Medical Education and Designated Institutional Official Professor and Vice Chair, Department of Anesthesiology March 15, 2010 Professionalism Positive Leadership Skills Cynthia Parrish, Program Coordinator Department of Pediatrics April 19, 2010 PBL&I - Self Reflections of Program Coordinator Yvette Cardenas, Program Coordinator Department of Psychiatry May 17, 2010 Interpersonal and Communication Skills Teri Hill, Office Manager Graduate Medical Education Office June 21, 2010 Working with Difficult People Jennifer L. Peel, Ph.D. Director of Education, Office of Graduate Medical Education Associate Professor, Anesthesiology

6 September Program Coordinator Workshop When: Friday, September 11, 2009 Time: 1:00 pm 3:45 pm Where: 114/116/118-AAB TOPIC: SPEAKER: TIME: Interviews Beth Payne 1:00 1:30 pm GME Interview Forms where you can find them and Kit Smart 1:30-1:40 pm what to do with them Match NRMP/ERAS/San Francisco Teri Hill 1:40 2:00 pm Question and Answer 2:00 2:30 pm Scramble New Innovations moving ERAS into NI Question and Answer Hotel Eileen Kleffner Wendy Malone Marriott Representative 2:30 2:45 pm 2:45 3:00 pm 3:00 3:30 pm 3:30 3:45 pm

7 Program Coordinator Spring Workshop Date: Friday, February 26, 2010 Time: 7:30 AM 5:00 PM Location: 2.010, Med Sch (Under Subway) Please bring with you to the workshop: 1. Current resident/fellow list 2. An example of your training portfolios (if applicable) 3. An example of your Individual Learning Plan (if applicable) 4. A few examples of your current 360 degree evaluation forms 5. Copy of your program requirements 6. Your current and past experiences 7. Any questions, concerns or suggestions related to the material The information being presented will be accurate and up-to date but the presentation should be participatory (lots of open discussion), educational and FUN! Each of you brings a rich background to offer to the audience and this workshop will become what each of you decides to make of it. The information will address the needs of new and seasoned coordinators. Purpose and Objectives: 1. To build on current knowledge of institutional processing requirements. 2. To offer new information for processing GME trainees at the local, state and national levels. 3. To review local, state and national accreditation and licensure expectations and requirements. 4. To review timelines and required documentation for programs and incoming/outgoing trainees for the first 6 months of the academic year. 5. To build on Program Coordinator best practices through the ACGME Phase III project.

8 TIME TOPIC SPEAKER 7:30 BREAKFAST, WELCOME, OVERVIEW 8:00 UHS In/Out processing Stephanie Radassao 8:30 VA In/Out processing Marleen Mueller 9:00 CSR In/Out processing Luisa Santiago 9:15 BREAK 9:30 Library Records Retention (GME documents) Anne Comeaux 10:00 Book Store (Ordering and IDT s) Tori Sage 10:30 ACGME Oplogs/WEBADS Beth Payne 11:30 Dean s Office Insurance Forms and Timelines Cheryl Banks 12:00 1:00 LUNCH 1:00 GME New Innovations Wendy Malone 1:30 GME processing paperwork Teri Hill 2:00 TMB PIT and License (new, renewed and outgoing) Tonie Knight 2:40 BREAK 2:45 Frieda Eileen Kleffner 3:00 Evaluations - ACGME common program requirements Beth Payne 3:15 Duty Hours - ACGME duty hour requirements Beth Payne 3:30 Portfolios & ILP s Linda Hastings 4:00 Training Folders Beth Payne 4:30 Handout Review Beth Payne 4:45 Announcements and evaluation Beth Payne

9 Program Coordinator Subcommittee Bylaws Article I NAME, PURPOSE Section 1: Section 2: Program Coordinator GMEC Subcommittee The Program Coordinator GMEC Subcommittee was established to support professional development of the GME Program Coordinators within sponsored programs. The primary function is to facilitate communication with Graduate Medical Education programs, make recommendations to GMEC regarding violations and/or opportunities for improvement and to set a standard of excellence for all UTHSCSA program coordinators by way of providing professional development opportunities. Article II MEMBERSHIP Section 1: The Program Coordinator GMEC Subcommittee was established as a voluntary educational initiative to promote the sharing of ideas and support for all persons managing post-graduate training programs. Article III MEETINGS Section 1: Section 2: Section 3: Section 4: Monthly Meetings. The monthly meeting occurs on the third Monday of every month at 1:30 pm. The Chair and GME office shall determine the place and date of these meetings in conjunction with UTHSCSA holiday schedules and room availability. Special Meetings. The scheduling of additional meetings and workshops will be at the discretion of the Chair. Notice. Notice of each meeting shall be provided to the appropriate attendees no less than two weeks prior to the meeting. Quorum. A quorum must be attended by at least forty percent before business can be transacted or motions made or passed. Article IV STEERING COMMITTEE Section 1: Committee Elections and Terms. The committee will offer peer nominations in April of each year for the next academic year Chair and Vice Chair positions. Once the nominated individuals approve their nomination a Committee wide vote will be distributed for selection. The Chair will initiate the nominations, voting and tally all votes. The Chair and Vice Chair positions will be announced at the May meeting. The officers are elected by the committee as follows: Chair a one-year term; Vice Chair a one-year term.

10 Section 2: Officers and Duties. The Chair and Vice Chair will serve as officers overseeing the Program Coordinator Committee. Their duties are as follows: It shall be the responsibility of the Chair to create agendas and presentations for the monthly meetings in conjunction with the GMEC agenda, preside over the monthly meetings; act as the liaison between the Program Coordinator Subcommittee and the GMEC; advise Committee members about current correspondence and ongoing changes; be responsible for all correspondence related to planning and implementation of the Committee. o Maintain Continuity Binder o Maintain Website o Maintain Award committee and collect annual donations o Maintain Mentor Program o Prepare and Moderate Fall and Spring Workshops o Prepare GME end of year report It shall be the responsibility of the Vice Chair to assist the Chair in the preparation for the monthly meetings; room scheduling, reminders, catering if needed, packet preparations; assume the responsibility of Chair if the incumbent is unable to fulfill the duties of Chair and assist the Chair as required. Section 3: Section 4: Vacancies. When a vacancy exists for an officer position on the Committee, nominations must be received from the Committee by the Chair/Vice Chair four weeks in advance of a re-election. The date of reelection is at the Committee s discretion. Nominations will be posted to give the entire membership an opportunity to vote. All vacancies will be filled only to the end of the current term. Resignation, Termination and Absences. Resignation from the officers must be in writing and received by the GME office. Officers who are absent two consecutive meetings may be removed by action of the Chair/Vice Chair. Written notice of termination will be provided. Article V COMMITTEES Section 1: Section 2: The Chair may create sub-committees as needed. Initial sub-committees include Mentor Programs, Scholarly Activities, Website Maintenance, Awards, and Continuity Binders. The Chair with the help of the entire Committee will determine the need for continued use or addition of new sub-committees. All sub-committees are required to submit informal progress reports to the Chair for review and use on the annual Committee end of year report. Reports should be submitted at a minimum of three weeks prior to the GME Progress Report deadline annually.

11 Article VII CHANGES TO THE BYLAWS Section 1: Proposed changes to these bylaws should be submitted to the Chair and Vice Chair for preparation. All changes will be presented to the general membership. A majority vote will be necessary for approval.

12 Internal Review Coordinator 6 Month Timeline 6 Months Prior PLA s (Program Letters of Agreement) need to be reviewed to see if they are current Update Wed ADS Collect CV s for faculty o Found in GME website Start collecting Program Evaluation s o Faculty Eval of Resident o Resident Eval of Faculty o Resident Eval of Self o Anonymous Resident Eval of Program o Anonymous Faculty Eval of Program o 360 Evals o Evals of Conferences o Portfolios o Action Plans o Biannual Evals Residents should meet to discuss program Elect Members for the Program Review Committee o Housestaff Manual o Goals and Objectives o Seminar Info o Clinical Services o Competencies Pull Common and Program Requirements from ACGME 5 Months Prior Program Review Committee should meet to review PIF Input CV s information into ADS o Hint- cut and paste information from electronic version does not always work-be CAREFUL Continue to update PLA s Pull and print program policies on: o Evaluations o Promotion o Dismissal o Moonlighting- Hint collect signed copies from residents every 6 to 12 months o Supervision o Discipline o Transfer Plan Resident Retreat/Meeting so that they may discussed the program o Ask Chief s to compile a report Track Faculty Development:

13 o Teaching o Mentoring o Hint- Jennifer Peel is a great resource for understanding faculty development Review Goals and Objectives with Residents 4 Months Prior Collect signed Moonlighting policies from all residents Continue inputting Faculty CV s into ADS Print all Program Evaluations Program Review Committee should meet to: o Review and update program policies o Review Program Citations and action plan to correct them Continue to update PLA s 3 Months Prior Start placing all documents in binder Program Review Committee should meet to: o Finalize update program policies o Finalize plan to correct Review Program Citations Ask Chief s for report from Resident Retreat Continue to work on PLS s if still pending 2 Months Prior Print completed copy of recent PIF (Program Information Form) Gather and Organize documents in binder for review o ACGME Intuitional, Common Program Requirements o Hint found on GME Web Site o Prior ACGME Letters(s) of Notification o Previous Internal Review Reports and Action Plans o Program-Specific Policies o Resident Selection o Residents Evaluation o Resident Promotion o Resident Dismissal o Resident Moonlighting o Resident Supervision o Resident Discipline o Resident Transfer o All policies related to Evaluation o Copies of Evaluation forms used by program (for residents, faculty, and program) o PLA s where residents rotate o Resident manual o Competency Bases Goals & Objectives, by level

14 o Outcome Measures o Minutes from Annual Review of Program Effectiveness and Action Plan o Results from the Institutional Duty Hours Surveys o Results from ACGME Resident Survey o Program Specific Hours Policy/Comments Program Review Committee should meet to review accuracy of all materials presented and make corrections if needed 1 Month Prior Program Review Committee should meet to review all materials presented Turn in PIF to GME office Have joint commission information ready

15 Program Coordinator Subcommittee Leadership Nomination Ballot Purpose: The Program Coordinator GMEC Subcommittee was established to support professional development of the GME Program Coordinators within sponsored programs. The primary function is to facilitate communication with Graduate Medical Education programs, make recommendations to GMEC regarding violations and/or opportunities for improvement and to set a standard of excellence for all UTHSCSA program coordinators by way of providing professional development opportunities. The roles and responsibilities of both positions and a list of all Program Coordinators are attached to the . I would like to nominate for Chair. I would like to nominate for Vice Chair. Please send this completed ballot to Beth Payne at paynee@uthscsa.edu. Once all nominations are received I will the nominees to ensure they want to accept the nomination.

16 PROGRAM CONTINUITY PROJECT September 21, 2009 Cynthia A. Grillos, PC Department of Pediatrics Purpose & Benefits: Recognizing that the PC role is changing and program change-over is inevitable, the Program Continuity Project aims to establish a living collection of documents that will encourage a continuous flow of information and practices within a given program. Establishment of this document and set of practices will help minimize any errors resulting from changeover and provides an opportunity for PC s to critically evaluate their information and procedures. Materials: PC s will be encouraged to purchase or designate a large binder for this project. PC s will be provided with a cover sheet, side tab, an insert sheet with the purpose, benefits, and target goals, along with a table of contents. These documents will be ed to all coordinators in a format that can be modified to fit their individual program needs. These documents will also be posted on the GME website for later reference. Tasks: PC s are expected to assemble their binder, determine any areas that are not covered by the generic table of contents and modify it accordingly. Utilization of a thumb drive to create an electronic continuity binder is encouraged. PC s are encouraged to bring their binders to all PC Committee meetings and workshops. Questions regarding the process for creating procedures and continuity within your program are always welcome at these gatherings. PC s will familiarize other staff with the location and contents of the completed binder.