Coordinators’ Executive Committee 2012 Needs Assessment Survey Results

Kathy Miller, BS, C-TAGME Johns Hopkins University

Patricia Jacobi

Washington University

Ambrosya Amlong, BA, C-TAGME University of Iowa

Disclosures

• We have no conflicts of interest to disclose.

Learning Objectives After attending this session, participants will be able to: • Obtain a good understanding of executive

committees role • Identify areas of professional development • Identify areas for growth

237 Responses

58%

33%

9%

Residency

Fellowship

Combined

Years of GME Experience (all specialties)

8.7%

21.0%

26.8% 20.3%

10.1%

13.0%

Residency Less than one year 1-3 years 4-10 years 11-15 years 16-20 years More than 20 years

5.1%

28.2%

48.7%

7.7% 2.6% 7.7%

Fellowship Less than one year 1-3 years 4-10 years 11-15 years 16-20 years More than 20 years

Program Type

63.0%

31.2%

5.8%

Residency University-based Community-based Other

91.0%

7.7% 1.3%

Fellowship University-based Community-based Other

Total Program Size

6.5%

23.9%

36.2%

14.5%

13.0%

5.8%

Residency 12 or less 13-25 26-50 51-75 76-100 100 or more

79.5%

12.8%

6.4% 0.0% 1.3%

Fellowship 12 or less 13-25 26-50 51-75 76-100 100 or more

Supervision Responsibilities

45.7% 54.3%

Residency

Yes No

19.2%

80.8%

Fellowship Yes No

Coordinators’ Responsibilities

39.0%

94.0%

85.0%

81.0%

62.0%

69.0%

36.0%

43.0%

60.0% Supervision of Employees

Recruitment

Intern Orientation

Duty Hours Monitoring

Resident Schedules

Credentialing

Payroll

FTE Reporting

Budget

Coordinators’ Responsibilities

94.9%

92.8%

76.8% 59.4%

77.5%

38.4%

43.5%

63.8%

Residency Recruitment Intern Orientation Duty Hours monitoring Resident schedules Resident credentialing Resident payroll Resident FTE reporting Program Budget

93.6%

71.8%

89.7% 69.2%

51.3%

26.9%

38.5% 51.3%

Fellowship Recruitment Intern Orientation Duty Hours monitoring Resident schedules Resident credentialing Resident payroll Resident FTE reporting Program Budget

Coordinators’ Meeting Participation

88.0%

39.0%

53.0%

Institutions offering GME meetings

Coordinators having attended Fall APPD meeting

Coordinators having attended Spring APPD meeting

Institutional GME Coordinators Meeting Attendance

86.0%

5.1% 8.8%

Residency Yes

No

My institution does not conduct regular meetings for GME Coordinators

90.8%

5.3% 3.9%

Fellowship Yes

No

My institution does not conduct regular meetings for GME Coordinators

Fall Meeting Attendance

46.3% 53.7%

Residency Yes No

27.6%

72.4%

Fellowship Yes No

Spring Meeting Attendance

71.3%

28.7%

Residency Yes No

25.0%

75.0%

Fellowship Yes No

Financial Support to Attend Educational Conferences?

22.0%

59.0%

14.0% No Support

Support for 1 meeting

Support for 2 or more meetings

Number of Supported Meetings

12.3%

63.2%

17.5%

7.0%

Residency 0 1 2 3 or more

47.5%

47.5%

5.0% 0.0%

Fellowship 0 1 2 3 or more

Required Meeting Attendance

7.1%

52.4%

11.9%

35.7%

Residency ACGME Meeting APPD Meeting Both Other

13.0%

13.0%

17.4%

56.5%

Fellowship ACGME Meeting APPD Meeting Both Other

APPD Coordinator Activity Participation

15.0%

15.0%

11.0%

8.0%

70.0%

Presentation/Workshop at meeting

Member or Chair of Task Force

Mentor

Executive Committee

Has not participated

Coordinator APPD Activity Participation

22.1%

22.1%

15.4%

12.5% 11.0%

58.1%

Residency Given presentation/conducted workshop at Fall, Spring or Regional APPD meeting Member or Chair of Task Force

Served or serving as a Mentor

Have a Mentor

Served on Coordinators' Executive Committee

None of the Above 4.0% 5.3% 6.7%

2.7%

2.7%

88.0%

Fellowship Given presentation/conducted workshop at Fall, Spring or Regional APPD meeting Member or Chair of Task Force

Served or serving as a Mentor

Have a Mentor

Served on Coordinators' Executive Committee

None of the Above

APPD Website Utilization

44.0%

58.0%

34.0%

33.0% 42.0%

56.0%

45.0%

18.0%

20.0% 18.0% Membership Directory

Meeting Information/Registration

Meeting Presentations

Share Warehouse

PC Sample Job Description

Coordinators Handbook

Newsletter

Discussion Board

Available Positions

Not Utilized At All

APPD Website Features Used

55.9%

69.1%

37.5%

39.0% 50.0%

61.8%

50.0%

20.6% 27.9% 10.3%

Residency Membership Directory Meeting info/registration Meeting Presentations Share Warehouse Program Coordinator Sample Job Description Program Coordinators' Handbook Newsletter Discussion Board Positions Available None of the above 25.3%

37.3%

26.7%

25.3% 29.3% 45.3%

34.7%

13.3%

8.0% 29.3%

Fellowship Membership Directory Meeting info/registration Meeting Presentations Share Warehouse Program Coordinator Sample Job Description Program Coordinators' Handbook Newsletter Discussion Board Positions Available None of the above

Future Meeting Topics

52.0%

39.0%

37.0%

32.0% 28.0% 65.0%

53.0%

23.0%

42.0%

40.0% Program Administrative Info/Skills

Time/Project Management

Management/Supervision Skills

Conflict Resolution/Team Dynamics

Work/Life Balance

Utilizing Technology

Career Advancement in GME

Effective Mentoring

Leadership Skills

Presentation Skills

Future Meeting Topics

47.7%

40.8%

37.7%

30.8% 30.8% 63.8%

53.8%

18.5%

40.8% 40.0%

Residency Basic program admin info/skills

Time/Project Management

Management/Supervision skills

Conflict Resolution/Team Dynamics

Work/Life Balance

Utilizing technology for more effective program administration

Career advancement in GME Administration

Effective mentoring

Leadership skills

Presentation Skills 56.3%

36.6%

35.2% 31.0%

23.9% 69.0% 53.5%

29.6%

46.5%

42.3%

Fellowship Basic program admin info/skills

Time/Project Management

Management/Supervision skills

Conflict Resolution/Team Dynamics

Work/Life Balance

Utilizing technology for more effective program administration

Career advancement in GME Administration

Effective mentoring

Leadership skills

Presentation Skills

APPD Helpful Communication Methods

70.0%

48.0%

46.0% 29.0%

30.0%

10.0% 4.0%

67.0% Coordinators List Serv

Newsletter

Web Page

Facebook Page

Discussion Board

Blog

Twitter

Weekly/Monthly Bulletin

APPD Helpful Communication Methods

70.0%

50.0%

48.5% 30.0% 28.5%

10.0% 3.1%

65.4% 2.3%

Residency Current Coordinators' List Serv Newsletter Web Page Facebook Page for Coordinators Discussion Board Blog Twitter for Coordinators Weekly/Monthly Email Bulletin Other

70.0%

45.7%

40.0% 25.7% 31.4%

10.0%

5.7% 68.6% 1.4%

Fellowship Current Coordinators' List Serv Newsletter Web Page Facebook Page for Coordinators Discussion Board Blog Twitter for Coordinators Weekly/Monthly Email Bulletin Other

Coordinators’ LEAD Program?

47.0%

4.0%

49.0%

Good Idea

Not a Good Idea

Uncertain

Workshop Topic Suggestions . . . • Teamwork/Teambuilding among program staff • Implementing change • Time management, address “one woman shows” • Running a large program/Managing multiple

programs • Effective marketing/improving websites • NAS/Milestones (Coordinators’ role) • Outcomes data collection • SOAP • WebADS

Additional suggestions . . . • Coordinators’ Evaluation Task Force • Task Forces need to work between meetings • Need improved mentoring system • Share Warehouse needs to be more user-friendly • An organized way to share “best practices”

amongst coordinators/gather from listserv • Monthly email for communication • Different tracks for different experience levels,

i.e. Boot Camp for new coordinators, Career Development for more experienced coordinators

• Outside “keynote” speaker for coordinators at each meeting

How are we addressing our needs? Coordinators’ Professional Development Forum

with ½ day devoted to new coordinators and ½ geared toward experienced coordinators (but open to all)

We will strive to identify a local expert in each

meeting location for a Coordinators’ Keynote

Established the Communications/Tools Committee

Monthy CoorCOMM newsletter

Addressing our needs (cont’d)

Next Mentoring Group System Inclusion of Task Force, Committee and Regional

Chairs in leadership meetings and conference calls when needed Maintenance of Fellowship Coordinator

membership on Executive Committee Redevelopment of Coordinators’ Socials using

Mentoring Groups as nucleus

One final note . . .

Please be mindful in your interactions with one another and be inclusive and welcoming to all. Strive to be approachable, positive and encouraging. We are all on the same team. The strength of our section depends on our ability to build relationships, mentor one another and network.