Residency Coordinator & GME Office Collaboration Ava Fulbright, MBA, C-TAGME Director, Graduate Medical Education TriHealth Cincinnati, OH

TriHealth GME-2009 ACGME Institutional site visit results Citations related to oversight Duty hours monitoring GMEC meeting frequency, minutes, and membership Master Affiliation Agreements/Internal Review 3 year accreditation GME office consisted of the DIO and Admin Asst Plan- add 2 new positions

Fast-forward TriHealth GME-2011 May 2011-Educational Specialist July 2011-Director of Graduate Medical Education Institutional PIF started Edits/rewrites to reflect the quality of GME Simulation/skills lab, Hatton Research Institute, volume of patients and cases, E-learning, individual program strengths and qualities, core curriculum, standardization Rely on program directors and coordinators to share best practices, initiatives

GME Office Team DIO, GME Director, Ed. Specialist, Admin Assistant Weekly meetings Individual updates Brainstorming, collaborative efforts Accomplishments Centralized medical student rotations GME Core Curriculum Faculty and resident development GME CPR initiative Standardization Moving from silos to collaboration

Changes to GMEC Meets bi-monthly Change in GMEC minutes template Review and approve P & P, affiliation agreements, resident stipends, duty hours, resident contract, program changes, benefits, funding Review/discuss on-going quality initiatives, resident projects Resident concerns/issues Internal Review-teams, protocol, and reports ACGME accreditation letters, responses, and action plans

GME Administration P & P Manual Meets institutional requirements P&P reviewed and approved by GMEC Implementation of newer requirements Transition of care Direct/indirect supervision Residents notifying patients of their role in their care Resident involvement in patient safety/quality Culture change Coordinator’s knowledge of P & P support program

Resident Contract Outdated Added code of conduct Accessible from the TriHealth GME website Compliant with coordinator’s now providing to candidates who interview

GME Resident Forum First meeting October 2011 Resident ideas/concerns Minutes to document Slow to get residents involved Rely on coordinator’s to get residents to show up

Program Director Meetings Began in December 2011 GME team meets monthly with PD’s Insight to what is going on, challenges Oversight Accountability How can GME help? Rely on coordinators to schedule

GME-Coordinator Forum Meet monthly Discuss changes in TriHealth GME ACGME requirements NRMP/Match Share ideas, best practices Program specific updates Key collaboration resident orientation Coordinator’s supporting coordinators

Our DIO-Our Biggest Cheerleader Actively promotes GME to hospital administration Standing meetings with Executive VP Presents Annual Report (Score Card) Funding & resources needed for a successful GME Coordinator gather information/data/stats Actively pursues grant funds from the Foundation Strongly supports coordinator development and meeting attendance Creates an environment for success

GME Education Specialist Resident departure survey Mini-mock site visits Findings were the basis of the first PD meetings Develop soft-skills curriculum Professionalism, communication Video, E-learning, face-to-face mini-sessions Work with skills/simulation director Push out GME core curriculum GMEC Curriculum Sub-committee Rely on coordinator’s to schedule meeting time Rely on coordinator’s to schedule presentation time

Faculty and Resident Development Visiting PhD Educator Mini-sessions with each program (evaluation, providing effective feedback, teaching in the OR, Gen X,Y, New Millennia) Future initiative-develop mini-workshops 1 day commitment per workshop Homework Delivered bi-monthly, over a 6 month period Coordinator assists with scheduling (calendars, space, AV support, handouts, food)

Our Coordinator’s Management role GME Professionals Key contributor to GME activities Serve on GME committees Valuable resource often underappreciated Brings continuity to the program Helps ensure compliance with ACGME requirements Only member of the residency program whose time is devoted 100% to the program

Coordinators’ Supporting GME Interpret and enforce policies Duty hours tracking/logging Program, resident, faculty evaluations Internal reviews Data gathering ie annual report Site visit preparation and progress reports Budget preparation Licensure, NPI Mandatory education requirements

Coordinator’s-Instrumental to Accreditation “Always Accreditation Ready” Web ADS, procedure logs Comprehensive understanding of requirements Resident/faculty survey, review outcomes with PD Milestones data collection/reporting Imperative for NAS Imperative for Institutional Accreditation

GME Supports coordinator advancement Conference attendance Presentations National boards and/or committees Support/encourage TAGME certification

Our Coordinator’s First contact for everything Always available Always have an answer (or can find the answer) Always pick up the slack Rarely complain Always go above and beyond Always support the program, faculty, and residents Dedicated Take pride and ownership of the program

NO Residency Program or GME office can function without YOU!

The value of an experienced coordinator from the resident’s perspective

Resident survey comments Jane will go out of her way in order to help with any problem/question The residency program would be lost without Jane We are so grateful for her Jane is a phenomenal resource The “go to” person when we need help Always professional She is amazing! Seems to know what I need before I do INDISPENSIBLE

In other words our coordinator’s are…....

Priceless!

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