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ARCS

ARCS. New Coordinator Workshop March 30, 2005 New York, New York. Donna Turovac - Residency Coordinator, Monmouth Medical Center, Long Branch, NJ (9 years); President of ARCS 2003-2004

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  1. ARCS New Coordinator Workshop March 30, 2005 New York, New York

  2. Donna Turovac - Residency Coordinator, Monmouth Medical Center, Long Branch, NJ (9 years); President of ARCS 2003-2004 • Ellie Gray – Residency Coordinator, Mayo Clinic, Scottsdale, AZ (11 years); President of ARCS 2002-2003 • Cathryn A. Larson – Residency Coordinator, University of Minnesota, Minneapolis, MN (12 years); President of ARCS 2000-2001 • Heddy Bergsman – Residency Coordinator, Temple University Hospital, Philadelphia, PA (40 years); President of ARCS 1995-1996

  3. 72 Years of Experience & Knowledge!

  4. July • Orientation for all residents • Announcements • Review policy & procedures manual • Review work hours’ rules & regulations • Formal introduction of new chief residents • Chair/Program Director, faculty

  5. July cont’d • Supplemental Operative Log Report For the ABS • Deadline July 1, 2005 • Create/distribute lists • Home addresses/phone numbers/pagers • Email addresses • Create files for new residents/remove “old”

  6. July(cont’d.) • ACGME Resident Case Log System • www.acgme.org → Data Collection Systems • Login → Program Setup → Resident-Add • Add all new residents (including preliminary) • Create User ID & Password for each resident • If upper level resident, “Resident Transfer Request”

  7. ACGME Resident Case Log System • Update resident information: advance PGY levels of current residents • Update attendings/institutions • Update rotations • Update Program Information (if needed)

  8. JULY • Middle – end of month • Send Surgical Operative Log (SOL) to the ACGME • Create resident call schedules for August and distribute • Review resident time cards • Formulate Grand Rounds speaker schedule for the fall

  9. AUGUST • August 11 – American Board of Surgery (ABS) Qualifying Exam (QE, written) • September call schedules • Review time cards • ERAS software received – contact IT&S Department for installation • GO ON VACATION!

  10. SEPTEMBER • September 1: ERAS Post Office Opens: begin to download applications • Send first quarter resident evaluations to nursing and attending staff • Schedule first quarter Surgical Education Committee Meeting • Discuss upcoming interview season, i.e., dates, format • Review residents’ performance; “tweak” rotation schedule as needed

  11. September cont’d • Begin updating ACGME WebADS (Accreditation Data System) • . . . Prepare October call schedule • . . . Review residents’ time cards • Update ABS roster form online (notice from ABS received towards end of month)

  12. ARCS Ellie Gray New Coordinator Workshop October, November, December

  13. OCTOBER • ERAS • Interview invitations • Book conference rooms / hotel rooms / etc for applicants • Send confirmation letter of interview to applicants

  14. OCTOBER (Continued) • Order ABSITE materials (Payment due by early December) • Arrange for room to administer ABSITE • Evaluations (quarterly/monthly/by rotation) • Medicare Tracking Information for September

  15. OCTOBER(Continued) • Resident Timekeeping for September • Run Defined Category Report • Schedules for November • Call • Conference • Organize Residency Education Committee monthly meeting for November

  16. NOVEMBER • Start of interview season • Remind faculty and residents of dates • Confirm conference rooms/food requests • Confirmation letter to applicants • Download Dean’s letters in ERAS • Medicare Tracking Information for October • Resident Timekeeping for October

  17. NOVEMBER(Continued) • Evaluations (quarterly/monthly/by rotation) • Mid-year resident evaluations with Program Director start • Organize Residency Education Committee monthly meeting for December • ABSITE notice to residents/faculty

  18. NOVEMBER(Continued) • Letters of decline for interview • Letters to applicants too late to apply to program • Run Defined Category Report for the month • Schedules for December • Call • Conference

  19. DECEMBER • ERAS - Continue download of materials • Interviews continue • Thank you letters to applicants who have interviewed • Mid-Year Evaluations of residents continues - Folder notes of evaluation • ABSITE (payment due)

  20. DECEMBER(Continued) • NRMP quotas • Resident Timekeeping for November • Organize Residency Education Committee monthly meeting for January • Evaluations (quarterly/monthly/by rotation) • Medicare Tracking Information for November

  21. DECEMBER(Continued) • Run Defined Category Report for the month • Schedules for January • Call • Conference

  22. ARCS Cathryn Larson New Coordinator Workshop January, February, March

  23. January • Candidate Interviews • Residents Biannual Reviews • ABSITE • ERAS Registration

  24. Candidate Interviews • Organize Email Correspondence • Candidate File • Daily Schedule • Grade Sheet January

  25. Resident Biannual Reviews • Collect and Prepare Data • Surgical Education Council (SEC) Reviews each Residents Data • PGY Mentors Individually Meets with Residents • PGY Mentor Dictates Final Report • Obtain Resident Signature • Formal Record in Resident File January

  26. ABSITE • Prepare Faculty On-Call Schedules • Prepare Resident Seating Charts/Exam Booklets • Examination Proctors January

  27. ABSITE Revised for 2006 • Junior Level Version for PGY 1-2 • Basic Science Emphasis • Senior Level Version for PGY 3-5 • Clinical Emphasis • Exams Given to all Levels on the Same Day • Order and Payment Deadline will be Earlier January 2006

  28. ERAS Registration • Letter Received from AAMC • ERAS Account Maintenance • Access to ERAS Web Site for Registration January

  29. February • Prepare Candidate Materials for Rank Meeting • Enter Rank List in NRMP • SEC Plan 2005-2006 Academic Program • Mock Boards

  30. Candidate Rank Meeting • Faculty Review Candidate’s They Interviewed for Presentation • Data File Automatically Pre-Ranks • Compile Extra Copies of Candidate Files • Faculty Discussion • Rank List Finalized February

  31. SEC Plan 2005-06 Academic Program • Review ACGME Program Requirements • Review Number of Residents by PGY Level • Review Conference Schedules/Evaluations • Review Rotation Schedules/Evaluations February

  32. Mock Boards for PGY-4/5 • Schedule Faculty Examiners • Formulate Questions • Create Grade Sheets • Schedule Exam Rooms • Program Director Reviews Examination Results and Provides Written Feedback to Residents February

  33. March • SEC Continues Prep for 2005-2006 • Scramble Day/Match Day • ABSITE Results • Start Rotation Schedules 2005-2006 • Plan PGY-1 Orientation • American Board of Surgery Applications for PGY-5 Residents

  34. Scramble and Match Day • Students Assist Unmatched Surgical Specialty • Send Letters to Matched Candidates • Include Required Statements/Contracts March

  35. ABSITE Data • Top Scores Announced at Grand Rounds and Awarded Gift Certificates • Scores Below 40th Percentile Residents Must Attend Year Long ABSITE Study Group March

  36. Rotation Schedules • Rotation Schedules 2005-2006 • PGY 1 Preliminary and Subspecialty Residents Rotation Requirements March

  37. ARCS Heddy Bergsman New Coordinator Workshop April, May, June

  38. APRIL • Orientation Packets • Resident Agreement • Visa Application • PA Medical Training License • Medical Licensing Examination Policy

  39. APRIL • Orientation Packets continued • Human Resources Packet • Occupational Health Packet • Pre Employment Policy • Drug Testing Policy • Departmental Policies

  40. APRIL • Orientation Preparation • BCLS, ACLS, ATLS • Computer Training • Payroll • Housing • Lab Coats

  41. APRIL • Semi-Annual Review (Faculty Meeting) • Prepare Final Evaluations • USMLE Step 3 Status for all PGY 2’s • Preparation 2005-6 Yearly Rotation Schedule

  42. APRIL • Preparation American Board of Surgery Application – Qualifying Examination (QE) and Surgical Operative Log (SOL) • 500 Procedures in Five Years • 150 Procedures in Chief Year • Balanced Operative Experience Across All Essential Content Areas • Materials Received February/March

  43. APRIL • Plan End of the Year Activities • Certificates • Graduation Dinner • Closing Ceremony/Chair Ceremony • Faculty and Resident Awards

  44. APRIL • Monthly Rotation Schedule for May • Evaluations – Resident/Faculty • Duty Hour Report for March • Preparation for ACGME SOL For Graduating Chief Residents • ERAS Registration • Deadline April 30, 2005 • Registration Materials received in January

  45. MAY • American Board of Surgery (ABS) Application for Qualifying Examination (QE) and Surgical Operative Log Without Late Fee • Deadline May 2, 2005

  46. MAY • Continue with Orientation Preparation • Continue with End of the Year Activities • Preparation ACGME SOL For Graduating Chiefs • Pennsylvania Medical Training License Renewals for Current Residents

  47. MAY • Program Director Meets With Residents for their Semi-Annual Review • Monthly Rotation Schedule for June • Evaluations – Resident/Faculty • Duty Hour Report for April • Preparation for 2005-6 Yearly Rotation Schedule

  48. JUNE • American Board of Surgery Application for Qualifying Examination (QE) • Deadline with Late Fee – June 1, 2005 • Qualifying Examination – August 11, 2005 • Final Evaluations for Graduating Residents • Complete 2005-6 Yearly Rotation Schedule

  49. JUNE • Orientation Week – 5 Days • Departmental Orientation (1/2 Day) • ACLS (1 Day), ATLS (2 Days) • Computer Training (1/2 Day) • Rising Chief Residents Meet New Residents (2 hours) • Mandatory Hospital Orientation (6 hours)

  50. JUNE • Orientation Week continued • Complete ACGME SOL for Chief Residents • Deadline Middle of July • Graduation Dinner • Closing Ceremonies/Chair Ceremony • Faculty/Resident Awards • Introduction of New Residents

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