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New Coordinator Workshop

8:00 am Registration and Breakfast

9:00 am Welcome, Announcements, Introductions

Lillian Badurina, President and EC Committee

9:15 am Bingo Acronyms

Dawn Fountain, C-TAGME & Donna Heyduk, C-TAGME

9:45 am Integrating Associate Program Directors into Surgical Education

Farin Amersi, MD, APDS Board Member

10:15 am Break

10:30 am Academic Year Timeline

Lillian Badurina

11:00 am GME Track, Frieda, NRMP

Susan Ratliff, C-TAGME

11:15 am ERAS

Susan Ratliff, C-TAGME

11:30 am Interviews

Donna Heyduk, C-TAGME

11:45 am Orientation/Graduation

Jessica Roof

12:00 pm – 1:30 pm Lunch (Restaurant Dutch Treat)

1:30 pm ACGME Case Logs and FEC, FLS, FUSE, ATLS, and Simulation

Darlene Norton, C-TAGME

1:45 pm ACGME, Web Ads, ABS Annual Updates and ABS Board Application – Qualifying and

Certifying Examination

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Chi Quach

2:00 pm Milestones and CCC Meetings

Jessica Roof

2:15 pm ABSITE

SuAnn White, C-TAGME

2:30 pm Program Evaluation Committee (PEC) and Annual Program Evaluation (APE)

Dawn Fountain, C-TAGME

2:45 pm Break

3:00 pm Group Picture

3:15 pm Executive Committee Panel

Less than one-year experience

Kim Molteg, SuAnn White, & Donna Heyduk

1-2 years' experience

Susan Ratliff & Jessica Roof

2-3 years' experience

Chi Quach & Dawn Fountain

This section provides an example of how to organize your monthly tasks and

activities. This calendar reflects most required activities. It can serve as a

reference and/or reminder. Since the coordinator's responsibilities vary from

program to program, we suggest that you tailor the sample to your needs,

including, but not limited to: review of work hours, evaluations, file reviews and

evaluation sessions between the program director and resident, mock orals,

education committee meetings, annual program review meetings. The ACGME

often refers to the frequency of an activity, but rarely gives a specific time for that

activity. You are STRONGLY encouraged to customize this list with the above

activities as your program schedules them.

Program coordinators have found that organizing their activities in a calendar

format, electronically, on paper or on a whiteboard, help them manage the

complexities of the job. Whatever format you select, you will experience firsthand

the advantage of using this helpful tool.

July• Move residents up in PGY in ACGME Resident Case Log System

• Add incoming residents in the ACGME Resident Case Log System

• Set up resident portfolio for the new academic year

• Send out evaluations for last rotations (early July)

• Start ADS update (residents, faculty, rotations, program information)

• Surgical Operative Log due to ACGME by August 1st

• Complete ACS candidate applications for incoming residents

• AMA/FREIDA update opens

AugustERAS – Only the DIO or their designee can grant program access to you. Therefore, if

you do not receive your invitation to the Web-based PDWS, please contact your DIO.

Once you have registered and successfully logged into the application, you will be able

to invite other program staff, and perform your pre-season set-up (creating custom

scores, statuses, and filters; scheduler set-up, etc).

September • ERAS post office opens 9/15; mark your calendar to download everyday

• Finish ADS update

• Update ABS roster (will receive notice from American Board of Surgery)

• Discuss upcoming interview season (dates, who will interview, etc.)

• Make arrangements for interviewing sessions

• Start cursory review of applicants

October • Continue reviewing ERAS applicants

• Start sending out invitations to interview

• Order ABSITE exams

• Schedule room for ABSITE exam, order supplies, food, and drink

• Submit Medicare information for first quarter

November • Interview season begins

• Send out interview invitations

• Send out interview confirmation e-mails

• Remind faculty and residents of interview dates

• ABSITE notice reminder to residents

• Arrange for ABSITE payment per institution procedures

• Clinical Competency Committee (CCC) meetings (and continue

into December)

December • Download ERAS

• Confirm NRMP quota

• ABSITE payment DEADLINE

• Medicare tracking for the 2nd quarter

• Send thank you letters to applicants who have interviewed

• Clinical Competency Committee (CCC) meetings (continued

from November)

• Enter ACGME Milestones data

January • Send ABSITE reminder; confirm ABSITE proctor(s)

• Receive ABSITE instructions

• Schedule Rank meeting

• Prepare candidate files for Rank Meeting

• ERAS registration for next academic year

• Send thank you letters to applicants who have interviewed

• Submit request for travel approval for APDS/ARCS spring meeting (usually

March or April)

February • Enter and CONFIRM Rank list prior to deadline

• Discuss how any unfilled positions would be filled if needed

• Register, make travel and hotel reservations for APDS/ARCS spring meeting

(usually held in March or April) for you and your program director (if required)

March • Match Day and SOAP

• ABSITE results received

• Send welcome letter to incoming residents with employment package

• Send post-match survey

• Chief residents receive ABS application

• Review chief resident case logs for deficiencies

April • Follow up on incoming residents paperwork • Start preliminary orientation schedule • Start preliminary rotation schedule • Review goals and objectives for next academic year • Review and update resident manual • Review and update departmental policies and procedures • Schedule PEC for Annual Program Review, invite faculty, peer selected residents • Prepare graduation certificates • Order chief residents’ gifts • Schedule graduation dinner/party date, prepare invitation list, mail invitations, arrange menu • Work on Visas (if applicable)

May• Send graduation dinner / ceremony invitations

• Review chief residents’ case logs for deficiencies

• Remind chief residents of ABS application deadline

• Chief residents to submit Board application to program director for review and

signature

• ABS application and payment deadline May 1

• Confirm orientation schedule, participants, room location, etc.

• Finalize rotation schedule

• Order resident/faculty awards

• Prepare to close out ERAS

June• Collect Procedure Logs

• ABS application deadline with late fee June 1

• Graduation Ceremony

• Orientation

• Request forwarding addresses of graduating residents

• Schedule final chief evaluation

• Prepare final RC operative logs for chief residents and preliminary resident(s) for

submission to ACGME

• Clinical Competency Committee (CCC) meetings

• Enter ACGME Milestones data

Membership – ARCS WebsiteBottom of the page

Lillian BadurinaPresident of ARCS 2016-2017

Sounds like alphabet soup?Here is what you should know . . .

• Is a joint effort of the Association of American Medical Colleges (AAMC) and the American Medical Association (AMA).

• Is a resident database and tracking system used to assist GME administrators and programs in the collection and management of GME data.

• The information collected in GME Track is used for research and educational purposes such as:• Monitoring the career choices of medical school graduates• Analyzing the impact of market forces on the GME System• Strengthening public policy positions concerning the

physician workforce

• Data is collected annually using the National GME Census and is completed by residency programs and institutional officials.

• The National GME Census is comprised of two components:

• Resident Survey – collects training status and biographical information on each resident and fellow.

• Program Survey – collects detailed information about each residency program and is used to update FREIDA Online and the GME Directory (Green Book).

• To access GME Track, visit www.aamc.org/gmetrack

• Fellowship and Residency Electronic Interactive Database, is an online database of all graduate medical education programs in the U.S. that are accredited by the ACGME. This service is provided free of charge by the AMA.

• Can be used to search for programs by specialty in a particular state or geographic region as well as specific aspects about any program such as program size, type of program (university, community, military), years of training, salary, number of PGY-1 spots available, etc.

• For more information regarding FREIDA Online, e-mail freida@ama-assn.org.

• The National Resident Matching Program, or The Match ®, is a private, non-profit organization established in 1952 at the request of medical students to provide an orderly and fair mechanism for matching the preferences of applicants for U.S. residency positions with the preferences of residency programs.

• In addition to the annual Main Residency Match, the NRMP also conducts Fellowship Matches for more than 60 subspecialties.

• The Main Residency Match is managed through the NRMP’s

Registration, Ranking, and Results® (R3®) system.

• The purpose of the Main Residency Match is to provide a uniform time for both applicants and programs to make their training selections.

• Through the Main Residency Match, applicants may be “matched” to programs using the certified rank order lists (ROL) of the applicants and program directors, or they may obtain one of the available unfilled positions during the Match

Week Supplemental Offer and Acceptance Program (SOAP)®.

• Keep in mind, all Match commitments are binding!

• For more information regarding The Match and to review the Communication Code of Conduct and the All In Policy, visit www.nrmp.org.

• In addition to registering for The Match, applicants must apply directly to residency programs.

• Applications are submitted to most programs via the online

application service Electronic Residency Application Service (ERAS®).

• The Electronic Residency Application Service® (ERAS®) is a service of the Association of American Medical Colleges (AAMC).

• It is the centralized online application service used to deliver the application, along with supporting documents, to residency programs.

• ERAS includes four individual, but connected, components developed to serve the needs of each user group involved in the application process and to provide impartial, confidential transmission of applications to programs.

The four components are:

• MyERAS for applicants, in which students complete their applications, select programs, assign supporting documents, and submit their materials to their selected programs

• Dean's Office WorkStation (DWS) for medical school to upload transcripts and medical school performance evaluations (MSPEs).

• Letter of Recommendation Portal (LoRP) for LoR authors to submit letters in support applications.

• Program Director's WorkStation (PDWS) for training programs to receive and review the applications and supporting documents.

How Does ERAS Work?

• Applicants receive a token from their Designated Dean's Office and use it to register with MyERAS.

• Applicants complete their MyERAS application, select programs, assign supporting documents, and apply to programs.

• Applicant’s Designated Dean’s Office and LoR authors upload supporting documents.

• Examining boards receive and process requests for transcripts.

• Programs receive application materials through the PDWS.

Program Director’s Workstation (PDWS) is used by programs to evaluate residency and fellowship applications. This is done by reviewing application materials, managing interviews, sending messages, generating reports, and ranking applicants. A ranked list of applicants can be created to send to the NRMP.

While the PDWS is designed to be user-friendly, there are numerous resources and training to help you learn how to maximize the features and streamline your program’s application process.

ERAS Community Site - provides users with an easy-to-use discussion forum where users can connect, engage and share their residency and fellowship recruitment process and best practices with other program members.

Training Resources - webinar recordings, tutorials, job aids, and user guide are available through the ERAS Community site. They cover everything from a basic overview of the PDWS to pre-season prep, filters, and more.

More information regarding ERAS and a timeline can be found at www.aamc.org/services/eras.

Interviews are a stressful time for both programs and applicants -

but one that can be dealt with through preparation and tips from those who

have been there

• Set your interview dates early in the calendar year

• Invite your faculty interviewers – make sure its on their calendars and their office staff have it marked on their calendars

• If you have a dinner/social event the evening before, make your reservations now

• ERAS opens to Programs mid-September –Get ready to dive in!

• Pick a date with your PD, APD, or Selection Committee to review applications shortly after ERAS opens

• Determine your selection criteria to start –set filters in ERAS and begin to narrow down your applicant pool

• Learn what is important to your program -what are some of the things they look for? Review applications to become familiar with the applicants so you can help your selection committee navigate all of the applicants.

• Formulate & send your invitations

• What will you include? Give the applicants as much information prior to interview day as possible: Link to schedule their interview date, is there a dinner/social event? If so, what is the dress code? Provide them with exact details - arrival time on interview day, location, where exactly to park, what to expect, how many interviews each person will have, tours, meal(s) included?

• Make name badges• Update the informational presentation• Prepare application packets• Prepare applicant handouts• Order breakfast/lunch• Arrange tour guides• Prepare your interview schedule

• Make sure you are there early to greet every applicant.

• It’s a frantic, busy day - the applicants will pick up on your stress level. Being completely organized will make this day go smoothly and the applicants will thank you for it!

• Show your programs strengthsEducational curriculumClinical diversity and volumeWork environment (tours)Collegiality

• Will you send a post-interview survey?

• Thank you notes – what to do with them?

• Organize your notes and files!! You may think you will remember something special about someone but after meeting so many applicants, you’ll be surprised how quickly they all start to run together!

Jessica RoofResidency CoordinatorCarolinas Medical CenterCharlotte, North Carolina

• Do you have a department graduation or an institution graduation or both?

• If you have a department graduation in addition to the institution one you will probably want to schedule them close together so that family will only need to make one visit

• Book your event space EARLY. I try to book the same place as soon as the institution’s graduation date is confirmed.

• Once you have selected the venue be sure you have a budget and stick to it

• Do you need to order flowers? Decorations? Linens?

• Determine who will be invited and how many family members your Chiefs can invite

• Will you be sending paper invitation or eVites?

• Collect addresses (physical or email) to send out invitations

• Do you have a tradition at your program of giving the Chiefs gifts for graduation?

• If not and you would like to, think of a personal and inexpensive gift you can give them to remind them of your program.

• If you give a captain’s chair as a gift, be sure to order March/April timeframe. Be sure you confirm the correct shipping address. Don’t ship to an apartment the Chief no longer lives in.

• Most institutions will somewhat dictate when you can hold your orientation based on everything they plan to orient the new residents on

• Pick your date early and communicate that to your incoming residents

• Book space early as every program will be trying to orient at the same time

• Will you feed them? Schedule breakfast/lunch.

• Review your didactic schedule• Date, time, location• Define “protected” time for your program

(answer pages, leave for a big case, etc.) • SCORE – where can they find weekly lecture

topics• Simulation – Who goes when to what location?

• Mentor/Mentee• How to pick a mentor?• Expectations of a mentor and mentee

• Certification requirements• When do they need to pass Step 3?• When do they need to take FLS/FES?• During which rotations can they take exams?

• Duty Hour & Case Log requirements • When are they due?• How will you track?• Penalty or Reward system?

• Vacation and Conferences• When are they allowed to schedule?• Deadline to turn in requests• Do you limit what conferences a resident can

take during a given year?

• The Down Low on their first rotation • Be prepared to tell them what to expect on day

1• Where and at what time they are to report to

work

• May/June/July will be busy months for you

• Plan vacations and time away from the office appropriately

• Make your lists and stay organized

• Add important dates to your calendar with multiple reminders

• Don’t forget to RE-Orient your current residents.

• Think about claiming that first didactic hour to reinforce rules and policies to your current residents

• Ask your Chief residents to come talk to the interns and give them a brief overview of their first rotation assignment

Darlene Norton, C-TAGMEResidency CoordinatorPresident-Elect, ARCS 2017-2018Greenville Health SystemGreenville, SC

Minimum Case Numbers in effect for 2017-2018

Residents can’t log Chief Year Major Cases until they are a PGY-5

Teaching Assistant Cases need to be logged during PGY 4/5 years

IV.A.6.b).(2) All residents (categorical and preliminary residents in ACGME-accredited positions) must enter their operative experience concurrently during each year of the residency in the ACGME case log system. (Core)

The Activity Report is a great report to use to find out last date a resident logged cases.

Defined Category and Minimums Report

Defined Category Report - I review a lot, but really pay attention in the PGY-5 year to push Chiefs to get all of their required numbers. Keep your PD informed.

Note: there is a 250/2 Report that should be monitored to ensure residents log 250 cases by the end of their PGY-2 year.

In 2018, residents will need 40 Surgical Critical Care Cases. They must log at lease one case in each category. They use a special code to log these cases. CPT Code 99292 will map to all seven of the surgical critical care conditions.

Resident’s Case Logs

• Should review on a regular basis• Must be reviewed during Milestone Review• Should be reviewed during Mid-Year and End-of-Year Review

I review case logs on a monthly basis, and create a report that I send to my Program Director. Residents have learned that at the first of the month the Program Director gets this report and guess what???? The activity report shows 99% of the residents logged cases on or right before the first of the month.

Beginning in 2018, graduates must have completed the 5-year Flexible Endoscopy Curriculum for Gen SurgResident Certification NEEDED TO SIT FOR BOARDS

Tracking is key and you will have to report level of progress each year to the ABS In your Resident Roster

You can locate the Flexible Endoscopy Curriculum on the ABS website - Order Vouchers from SAGES –online process

You can find the information to order your vouchers for FLS on the SAGES Website – FLS certification is required for the resident to take ABS Boards.Vouchers are good for one year.

Taken in our PGY-3 year

ATLS is given usually during first-year orientation. Our residents take ATLS in their 1st year and recertify in their 4th year of residency.

Proof of ATLS Certification is required for a graduate to sit for ABS Boards.

The ABS will also require a copy of an ACLS Card (does not have to be current) as part of the ABS Application

The FUSE examination consists of multiple-choice questions administered via computer and designed to assess the understanding and application of the basic principles associated with the use of electrosurgery in the operating room.

FUSE was added to our Yearly Simulation/Skills Curriculum in 2016-2017. It is currently not required for ABS Certification.

Skills/Simulation Curriculum

The didactic material for each lab is based on the American College of Surgeons/Association and Program Directors in Surgery Surgical Skills Curriculum for residents and comprises all three phases: basic surgical skills, advanced skills, and procedures and team-based skills

Skills Labs must have a competency-based evaluation

ACS/APDS Surgery Residency Skills Curriculum

Includes: Global Evaluation Form

Simulation/Skills Training

I recreated this form in the New Innovations Evaluations Portal.

Now, faculty can complete evaluations “on-demand” during Skills Lab and Pig Lab while the resident is performing the task.

Directions sent to faculty regarding New Innovations APP.

Download ARMIS app (only for iphone) this allows faculty to complete evaluations on their phone. They have to sign-in to New Innovations following the download on their desktop computer, prior to using the phone app. This must be done before ARMIS will allow them to access on their phone.

To use click into the APP – select resident and then select the new SKILLS LAB/PIG LAB Evaluation –Global Rating Scale Form.

Note: can setup to feed information from evaluations into your Milestone reports.

You can find detailed information regarding

these topics, and more in your ARCS Handbook!!!

Remember ARCS is here for YOU!!!!

http://www.arcsurgery.org/

1. Overview2. Program 3. Faculty 4. Residents5. Sites6. Surveys7. Milestones 8. Case Logs9. Summary 10.Reports

1. Overview

2. Program

3. Faculty

4. Residents

5. Sites

6. Surveys

7. Milestones

8. Case logs

9. Program Summary

10. Reports

General Surgery Qualifying Examination (QE)

General Surgery Certifying Examination (CE)

www.absurgery.org

General Surgery Qualifying Examination (QE)

www.absurgery.org

1. A minimum of 5 year of progressive residency education2. 60 months of training at no more than 3 residency program3. At least 48 weeks of full time clinical activity in each year 4. PGY 4 and PGY 5 in the same program 5. ATLS , FLS, and ACLS 6. FES and FEC (resident completing residency 2017-2018)

Some of the requirements:

General Surgery Qualifying Examination (QE)

www.absurgery.org

General Surgery Certifying Examination (CE)

www.absurgery.org

Jessica RoofResidency CoordinatorCarolinas Medical CenterCharlotte, North Carolina

• Competency-based developmental outcomes

• Clearly defined educational markers that outline the progression a resident should make throughout their training

• Provide a framework for the Clinical Competency Committee (CCC or Triple C)

• Useful tool to help guide PD/APD discussions during semi-annual reviews

• NOT OPTIONAL

• NOT to be used as an evaluation or given in place of an evaluation at the end of a rotation

• Do NOT necessarily correspond to their training level (a PGY 4 may still score as a 1.5 in professionalism as an example)

• Should be reviewed by the CCC semi-annually

• Uploaded into ACGME during a timeframe pre-determined by ACGME usually in December and June

• Schedule a minimum of 2 meetings per academic year for the CCC to complete Milestones for each resident

• Download and distribute blank copies of the Milestones from ACGME. Your CCC will need to go through this document question by question.

• Once the PD has reviewed and approved the CCC’s recommendation, and the reporting window has opened, log into ACGME and enter milestones

• Be familiar with the ACGME’s Milestone FAQs (type “Milestones” in the search bar)

• Have a plan to report previous milestones to the committee and record new milestone scores

• Bring extra copies of the PDF Milestone document found on ACGME

• Be prepared with completed resident evaluations, case logs, and rotations completed at that meeting

• Made up of at least 3 or more members of the active teaching faculty appointed by the PD (non-physicians may not officially be on the committee but may attend and provide support)

• Acts as an advisory to the PD and reviews the progress of all residents in the program

• The ACGME REQUIRES every program to have a CCC

• Semi-annually the committee must review resident evaluations

• Complete the resident Milestones, again Semi-Annually

• Makes recommendations to the PD on resident progress, promotion, remediation, and dismissal

• Unless otherwise directed, attend the CCC. You will most likely be the BEST note taker

• Prepare Milestone forms for your faculty to review during the meeting

• Be familiar with the ACGME’s Clinical Competency Committees: A Guidebook for Programs (type “Clinical Competency Committees” in the search bar)

• The American Board of Surgery offers annually to general surgery residency program the In-Training Examination. The exam occurs each year during the last week of January.

• Exam consist of 250 multiple-choice questions• Examinees have 5 hours to complete the exam

• November – Receive email from ABS that will include an announcement letter and information on how to order the exam

• Book computer lab or room to hold exam• Order food and drinks• The exam can be administered over a 5 day period• January (late) – Receive email from ABS with Final Registration Check and Proctor

Information• Following exam send final seating chart to ABS via email• Each test taker is allowed 1 piece of scrap paper that must be collected at the end of

the exam• Results six to eight weeks after the close of exam window (2017 exam results

arrived 2 weeks after exam)

• Earplugs• Tissues

• Basket to collect pagers and cell phones• Extra pens/pencils

• Gum, Twizzlers and Suckers• Calendar Invite and Stress Being On time

• For the proctor…a good book

AKA

Program Evaluation Committee / Annual Program Evaluation

Committee appointed by the program director who are responsible for evaluation, development, and

implementation of educational activities of the program

• Made up of faculty and residents• Meet at least annually

• Review previous years APE• Make recommendations for improvement to program

director • Review/revise curriculum, goals/objectives• Review areas of non-compliance with ACGME• Create new APE

Formal, systemic evaluation of the program curriculum

• Goal of improving the program• Identify areas for improvement• Strengths• Track efforts to effect change

THIS IS NOT SUBMITTED TO ACGME