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 Ellie Gray – Residency Coordinator, Mayo Clinic, Scottsdale, AZ (11 years); President of ARCS Cathryn A. Larson – Residency Coordinator, University of Minnesota, Minneapolis, MN (12 years); President of ARCS Heddy Bergsman – Residency Coordinator, Temple University Hospital, Philadelphia, PA (40 years); President of ARCS

72 Years of Experience & Knowledge!

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

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

July (cont’d.) ACGME Resident Case Log System → 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”

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

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

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!

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

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)

ARCS Ellie Gray New Coordinator Workshop October, November, December

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

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

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

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

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

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

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)

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

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

ARCS Cathryn Larson New Coordinator Workshop January, February, March

January Candidate Interviews Residents Biannual Reviews ABSITE ERAS Registration

Candidate Interviews Organize Correspondence Candidate File Daily Schedule Grade Sheet January

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

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

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

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

February Prepare Candidate Materials for Rank Meeting Enter Rank List in NRMP SEC Plan Academic Program Mock Boards

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

SEC Plan Academic Program Review ACGME Program Requirements Review Number of Residents by PGY Level Review Conference Schedules/Evaluations Review Rotation Schedules/Evaluations February

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

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

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

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

Rotation Schedules Rotation Schedules PGY 1 Preliminary and Subspecialty Residents Rotation Requirements March

ARCS Heddy Bergsman New Coordinator Workshop April, May, June

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

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

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

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

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

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

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

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

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

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 Yearly Rotation Schedule

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 Yearly Rotation Schedule

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)

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

JUNE Monthly Rotation Schedule for July Duty Hour Report for May Evaluations – Resident/Faculty

JULY Supplemental Operative Log Report for the ABS Deadline July 1, 2005