Program Coordinator Wisdom Emergency Medicine

Program Structure 4 Year Residency 12 Residents/PGY = 48 Residents 1 PD 3 APD 2 PC

Pre-CCC Meeting Data Organization (PC/PD) How is committee structured? -CCC members meet with organized data that subgroup has already compiled for each resident What data needs to be reviewed? -PC pulls all data collected for each resident throughout the current year (including 360 evals/procedures/conference attendance/follow up completion, etc.) -This is time consuming & could take up to 20 minutes per resident depending on data location All residents at once or in small groups? -PD/PC splits committee into subgroups of 2 people (the APD for each class + 1 CCC member). -Each subgroup fills out milestones for each resident in their assigned class. They present the results of their twelve residents to the CCC committee. -CCC either agrees, or disagrees and discusses further details on each resident. Where is that data stored and in what format? – New Innovations: EM tracks the procedure logs, follow ups & evals into NI – Data from residents can be like pulling teeth: Hand written forms for skills & procedures are collected from ED and tracked electronically – PDF “Hell”: Once entered electronically, forms are scanned in and saved as PDFs in residents electronic file – Unorganized data is useless – Going back through mountains of disorganized data is worse than useless

Who and When? Obtain faculty list for CCC - How will you get them data to review? -PD/PC chooses 6-10 members (includes faculty from each section (Tox, EMS, CC, U/S) -Since PD cannot serve as committee chair, PD appoints a chair to serve for 2 year cycle -PC will send each subgroup the data on their group of 12 residents What does the CCC chair do? -“Runs” the meeting and approves minutes -Is the spokesperson to relay information to the PD in the event he is absent Schedule CCC meeting dates early! -Due to a large group of faculty and lots of varying schedules, be sure to schedule dates early so everyone can attend New group approximately 1 HOUR per resident minutes typically when there are no issues

Collecting Data Who organizes the data the PC or faculty? -PC collects all data and sends to the 2 members of subgroups for review PRIOR to CCC meeting At CCC (full group), how will you go over data? -Each subgroup presents the milestone data they compiled for their class of 12 residents -The entire CCC committee either agrees/disagrees and discusses further if necessary Often >10 measures per resident of given metric (evaluations) needed by faculty to determine appropriate milestone ranking. Examples: In-training test scores, Oral Boards, Rotation evals, Procedural logs, Simulation, 360 evals (nursing, peer, press ganey), Scholarly work, Direct Observations, Self- evaluations, Provider Report Cards (patients/hr, etc), Procedural Competency, Compliance with modules/attendance (set thresholds. 70% conference attendance etc), QI Modules, EBM Evaluation, Specific Evaluations

The Meeting Who takes minutes? Program Coordinator After CCC what documents are shared with residents? Each APD reviews the residents’ milestone data compiled at the CCC meeting as part of their semi-annual performance evaluation How is milestone data stored for later reporting to ACGME? --Milestone documents are finalized after CCC meeting --Scanned and stored in residents’ electronic file --PC & PD then enter milestone data onto the ACGME website (approx. 3 minutes per resident)