Tips and Tricks of the Trade – Problem Solving Skills of an Academic Coordinator Regina Martinez, MS University of Texas HSC San Antonio Christie Legler, ACUME UW School of Medicine and Public Health

Presentation Disclosures Regina Martinez and Christie Legler have no relevant financial relationships with commercial interests to disclose.

Audience Pre-Assessment Question 1: How many directors do we have present today? Question 2: How many coordinators do we have present today? Task: Write down a problem you’ve been struggling with lately and drop it into the basket.

Goals 1.Develop a better understanding of the vital role coordinators play in a clerkship. 2.Present the difficult situations that arise in a clerkship rotation. 3.Explain coordinator problem-solving techniques to overcome problems in a clerkship. 4.Discuss potential problem-solving techniques have to become new policies/procedures.

Objectives 1.Describe effective problem-solving techniques. 2.Describe examples where quick problem- solving skills are necessary. 3.Share best practices and develop new strategies for coordinators to utilize. 4.Implement new problem-solving solutions at individual programs.

Background Academic coordinators are professionals that use administrative and teaching skills to develop, evaluate, and coordinate education programs. Depending on his or her role in an organization, an academic coordinator may serve as a liaison or "point person" between teachers, administrators, and/or community members.

Coordinator – An Essential Component “The most important administrative support for the clerkship director is the clerkship administrator”. “Much of the students’ impression of the overall clerkship depends on the positive interactions with the administrator”. Guidebook for Clerkship Directors, 4 th Edition, Alliance for Clinical Education, Bruce Z. Morgenstern, MD

Major Responsibilities and Duties Student Scheduling Student Evaluations Student Grade Calculations NBME Shelf Exam Proctor “Go To” Person for Clerkship *Preceptor Recruitment *Note: Not all coordinators have this responsibility.

Common Problems Not enough available sites for student scheduling Delayed response in completed evaluations being returned Preceptor accepts student but is not available for whole rotation or academic year Coordinator not available to proctor exam Student challenging performance evaluation or grade Student exhibits unprofessional behavior

Tips from Texas Create “multi-site schedules” Reach out to Residency Programs Fax or paper copy of evaluation Send out evaluations a few days sooner to expand availble return time Increase frequency of reminders to preceptors Have smaller commitment options available to offer Thoroughly train an officemate on proctoring process

Potential Outcomes All students must be scheduled at more than one site while on rotation –This also consequently produces more than one clinical evaluation for the student Evaluations are sent out a week earlier and reminders are provided every two days Two officemates must be trained on exam proctoring process

Words of Wisdom from Wisconsin Let students be heard You don’t have to “fix the problem” Consistency and fairness are key Actions set precedent

Potential Outcomes Clerkship policies are reviewed/developed All students are treated fairly and consistently Students learn appropriate professional behavior(s) prior to residency Respectable reputation

Summary Common DutyPotential ProblemSolution(s) Student Scheduling Few available sites: students may end up at a remote site (more arrangements are needed) - Create “combo” multi-site schedule - Reach out to Residency Programs and ask if an additional student can be taken Student Evaluations Delayed response in complete evaluations: students won’t have sufficient ratings to calculate grade/not enough comments for Dean’s Letter - Fax or copy of evaluation - Send out evaluations a few days sooner to length return time - Increase frequency of reminders to preceptors Preceptor Recruitment Preceptor accepts student but not available for whole rotation - Have smaller commitment options available to offer (i.e. offer ½ of block) Proctor NBME Shelf Exam Coordinator not available to proctor exam - Thoroughly train an officemate on proctoring process and provide exam dates ahead of time to have back- up proctor “scheduled” for each exam in case emergency arises

Summary Common DutyPotential ProblemSolution(s) Respond to requests for review of evaluations/grades and communicate outcome with student High stress situation, student may be anxious, student may perceive this grade affects his/her career choice and ability to match - Listen attentively (practice this skill) - Have well developed policy to follow - Remain calm, clearly communicate policy/procedure and outcome - Offer to assist the student in determining the appropriate next steps/options. E.g. meeting with faculty to discuss residency planning, refer to Dean of Students for academic support, taking time to process and reflect Manage completion of LCME ED2 list and other assignments Student does not complete clerkship requirements before deadline - Develop policy that defines expectations and results if requirements are not met - Clearly outline requirements at Orientation and provide reminders throughout the rotation - Provide a one page “to do” list for students to track and check off required items

Potential Outcomes Solving a problem in the most efficient and effective manner can ultimately develop into new clerkship policies and/or procedures As a result, the clerkship rotation becomes streamlined, simple and easy to manage Overall Student Satisfaction Increases

Audience Activity 1.Choose 2-3 pieces of paper out of the basket. 2.Read the problem to the audience 3.Share the “Texas Approach” and “Wisconsin Approach” 4.Take suggestions from people in the audience to solve problem

Thank you for your attendance and participation. We hope you enjoyed our session!