New Resident Orientation Departmental Orientation for all new residents (rules, vacation, conferences, handbook, schedule, etc.) - Cross Reference to GME orientation to make sure nothing is missed/repeated GME Resident Track WebAds Annual Update CATTS Training ABNS Graduating Resident Reports E*Value Privileges Operative Statistics Program Handbook Order Lead and Loupes Update Data to include new and graduated residents Begin entering annual update, add/delete faculty and residents, major program changes, scholarly activity, etc. Final deadline for all residents to be current with CATTS training Receive, finalize, and submit graduating survey reports to the ABNS (final evaluation forms, rotation forms, forwarding address) Make sure all privilege levels are accurately set it E*Value Finalize operative statistics from previous year and print all resident case logs; along with index case report Make sure all residents and faculty have copies, update to website Schedule fitting meetings and order lead/loupes for interns https://services.aamc.org/g me/admin/misc/index.cfm?f useaction=home https:// www.musc.edu/catts www.abns.org Designs for Vision and Pulse Medical Order Composite Photo Make sure to update from previous year Call Digital Imaging, 2-4730 Create block schedule in E*Value Submit Graduating Resident Check Out Form Schedule December CCC Meeting Enter Block Schedule into E*Value and Assign Evaluations ; also upload as a PDF Submit form to GME office Schedule Meeting and Send Calendar Invitations to Faculty; reserve conference room
August August August August NRMP Match Quotas Update FREIDA ERAS Access Submit WebADs Annual Update Make sure to update from the previous year - if match slots change Update the FREIDA/AMA program data for candidate research Make sure residents/faculty who will be reviewing ERAS applications have their log-in information and are familiar with the program; also make sure they are aware of the criteria for interview invitations Finalize and Submit WebADs Update by ACGME deadline www.nrmp.com http://www.amaassn.org/ama/pub/educatio n-careers/graduate-medicaleducation/freidaonline.page https://services.aamc.org/3 0/ssoLogin/home/login/stan dalone?goto=https://service s.aamc.org/30/eras-pdwsweb/ Month Task Notes Sources ERAS Opens 15th - ERAS opens Recruitment Letters Recruitment Materials Residency Website Finalize Interview Day Items Applicant Invitations August Make sure to update all interview invitation letters, hotel information, etc. prior to sending out Update candidate packets for distribution Make sure that the residency website is updated for recruitment season. Make sure faculty are scheduled to interview, verify room reservations, schedule interview dinners, confirm parking, order food, draft daily schedules Send out all interview invitations and establish wait list https://www.aamc.org/servic es/eras/programs/ http://academicdepartments.musc.edu/neurosciences/n eurosurgery/academics/neu rosurgery_residency/
October October RRC Meeting Deadline Deadline for January's RRC Meeting, Submit any materials needed October Resident Graduation Party Determine date and location for Graduation Dinner, book location. October Interview Day First Interview Day Month Task Notes Sources November November Dean's Letters Released Add Dean's Letters to candidate packets November Interview Day Second Interview Day November Register for ACGME Determine if funding is available and Annual Conference register Work with PD to prepare evaluation November Prepare for CCC Meeting data to present to the CCC, compare to last CCC Milestone Data https://www.aamc.org/servic es/eras/programs/
December December Interview Day Third Interview Day December Holiday Schedule Make sure all faculty/staff are aware of vacation schedules, make sure SIMON is updated to represent this December Reunion and Research Determine for event, invite Day speaker, confirm location and meals Make sure food is ordered and room is December CCC Meeting reserved, with PD run the meeting and facilitate discussion December December Semi-Annual Milestone Reporting Semi-Annual Resident Meetings Report Milestone Data back to ACGME Schedule and Hold semi-annual resident meetings with PD and individual residents; clarify and discuss any significant challenges and review CCC meeting notes; present Milestone data www.simonweb.musc.edu ; www.astra.musc.edu Month Task Notes Sources January January Interview Day Final Interview Day January Host Second Looks Host any candidates who return for a second look January Rank Meeting Hold and Facilitate final rank meeting; finalize rank list January NRMP Match Quota Make sure that the NRMP has the Deadline correct quota information www.nrmp.org January NRMP Rank List Submit and Certify Final Rank list for the NRMP www.nrmp.org January Completion Certificate Turn in completing resident request Request Forms forms to GME Office January Alumni Day Invitations Mail out alumni day invitations University Press January Semi-Annual Resident If needed, complete semi-annual Meetings resident meetings.
ACGME Faculty Survey Verify all faculty received survey link from the ACGME, facilitate 100% participation ACGME Resident Survey Verify all residents received survey link from the ACGME, facilitate 100% participation NRMP Rank List Finalize and Certify NRMP Rank List www.nrmp.org Chief Resident Voting Facilitate voting for Chief Resident Register for ERAS Handbook/STEP 3 Verification Forms Annual Program Evaluation ACGME Education Conference Update and Submit Scope of Practice Submit Resident Re- Appointment Letters Report Resident Non- Renewals Report Resident Training Extensions E*Value Updates between faculty, staff, other residents Register the program for the next recruitment year Submit proof that all candidates agree to the GME Handbook/STEP 3 Policy Update and Finalize the Annual Program Evaluation for submission to the GMEC Attend if funding possible Update program's scope of practice - verify appropriate goals and objectives as well as policies and procedures; submit to GME office Submit re-appointment letters to GME Office for next year's contracts Notify GME Office of any non-renewals Notify GME Office of any training extensions ERAS Information due to GME for E*Value Entry https://www.aamc.org/servic es/eras/programs/
NRMP Scramble NRMP Match Day Internal Resident and Alumni Evaluations Internal Faculty Evaluations If needed, prepare for NRMP Scramble if empty spots left Get Match Results and Make initial contact with incoming residents Send out internal program evaluations to the residents and recent alumni Send out internal faculty evaluations to the faculty www.nrmp.org www.nrmp.org RedCap RedCap E*Value Updates Update Step 3 Test information if taken Step 3 Notification Appointment Process Annual Program Evaluation Due GME New Resident Paperwork Program Letter of Agreement (PLAs) New Resident Training Update New Resident Information in E*Value Notify GME Office of any PGY1 residents who have not taken Step 3 Send letter of intent to new applicants, begin visa process for IMGs Finalize and Submit APE to the GMEC Make sure all new residents have received contracts and GME Packets; contracts must be returned Update any PLAs in place; renew if needed Begin scheduling new resident computer training, employee health appointments, etc. Make sure all information on the incoming residents is accurate
Program Handbook RRC Meeting Deadline Didactic Programs Book Funds Appointment Letters Order Lab Coats Resident Budgets Medical License Review and Update the program's residency handbook for the upcoming year and make necessary curriculum changes Deadline for 's RRC Meeting, Submit any materials needed Update and Prepare all didactic program and materials for the upcoming academic year; determine conference funding for each PGY Determine book fund amounts for the upcoming year Appointment letters due back to the GME Office Verify lab coat orders and submit for upcoming year Finalize and Submit (to COM Dean's Office) Resident Budget for upcoming year Begin renewal process of all resident licenses Begin the PLA/Affiliation Agreement process for any external sites MUSC Bookstore http://www.llr.state.sc.us/pol /medical/ Affiliation Agreements/PLA's Resident Contracts All returning resident contracts due GME Office will drop off Alumni and Research Day Hold alumni and research day Graduation Dinner Send graduation dinner invitations out, determine entrees, order gift University Press and All American Awards
Verify final headcount and details for Graduation Dinner graduation dinner Final evaluation and meeting with Graduating Resident graduating resident; final milestone Evaluation submission Prepare rotation schedules for the Rotation Schedules upcoming year and submit for faculty approval Review program policies re: duty Program Policy's hours, moonlighting, etc. Work with PD to prepare evaluation Prepare for CCC Meeting data to present to the CCC, compare to last CCC Milestone Data Make sure food is ordered and room is CCC Meeting reserved, with PD run the meeting and facilitate discussion Semi-Annual Milestone Report Milestone Data back to ACGME Reporting Semi-Annual Resident Meetings Resident Contracts Interview Days Orientation Schedule and Hold semi-annual resident meetings with PD and individual residents; clarify and discuss any significant challenges and review CCC meeting notes; present Milestone data All resident contracts due back to the GME office Schedule and sent email invitations out for the upcoming recruitment cycle; go ahead and reserve all rooms Make sure all documents are prepared for incoming residents
Training Semi-Annual Milestone Reporting Semi-Annual Resident Meetings Resident Vacation Make sure all incoming resident training is scheduled If not submitted in, Report Milestone Data back to ACGME If needed, Schedule and Hold semiannual resident meetings with PD and individual residents; clarify and discuss any significant challenges and review CCC meeting notes; present Milestone data Finalize Resident Vacations for the year Schedule Photos Schedule photos with new residents Call Digital Imaging, 2-4730 Graduation Dinner Hold graduation dinner Make sure graduating resident check Graduating Resident out form is completed, forwarding Check Out Form address and materials (pagers, keys, badges, etc.) Graduating Resident Case Make sure graduating resident signs Log Final Case Logs and then archive Pagers Activate Pagers and Train New Block and Didactic Schedules Program Handbook New Resident Orientation GME Orientation Residents in SIMON Finalize rotation and didactic schedules for the year Distribute program handbook to all residents and faculty Make sure new residents are present at all orientation events Make sure new residents are present at all orientation events www.simonweb.musc.edu
As Needed As Needed Grant Writing Book Funds Duty Hours FMLA All Months and "As Needed" Grant submission (vendors, etc.) for special programs throughout the year DePuy, Stryker, BioMet, etc. as needed Track resident book funds throughout the year as items are ordered Track throughout the year for compliance Assist Residents with FMLA when needed GME Meetings Attend monthly GME meetings As Needed Resident Issues Assist and Document as needed, underperformance, disciplinary issues, etc. As Needed Certifications (ACLS, BLS) Make sure residents continue to hold active certifications As Needed Step 3 As Needed As Needed As Needed Make sure interns have registered and taken Step 3 (must do by end of PGY1) ILP/IEP As needed, assist residents with ILP/IEP Make sure rotation evaluations are Evaluations assigned and filled out in a timely manner Resident Travel Arrange resident travel as needed and facilitate reimbursement process Call Schedules Enter call schedules into SIMON and maintain accuracy Meal Cards/Money Submit meal money amounts monthly to GME office Applicant Communications Throughout the year respond to applicant phone calls and emails Faculty Schedule and develop faculty Development/Retreats development as needed http://academicdepartments.musc.edu/hr/university/em p_corner/leave/fmla.htm http://mcintranet.musc.edu/ ctc/ www.simonweb.musc.edu