E. Ryan - ARCS Presentation May 8, 2003 Preparing For A Site Visit: Supervising the Collection of Data Association of Residency Coordinators in Surgery May 2003 Meeting Elizabeth R. Ryan, M.Ed. Administrative Manager of Surgical Education Northwestern University Feinberg School of Medicine Department of Surgery

E. Ryan - ARCS Presentation May 8, 2003 Purpose of the Presentation Written for new coordinators (goals included): –Define the purpose for the ACGME site visit –Identify which documents to maintain –Understand the benefit of a PIF Preparation Team –Develop a to-do list for the PIF document and the day of the site visit

E. Ryan - ARCS Presentation May 8, 2003 ACGME & the Role of the Site Visit The Role of the ACGME The Accreditation Process The Site Visit Purpose Reference:

E. Ryan - ARCS Presentation May 8, 2003 Documentation to Maintain ACGME correspondence, site visit summaries and past PIF documents GMEC Minutes and GME Internal Reviews (IR-I.B.) Faculty meeting minutes Conference Schedule & Attendance (PRs-I.A. & V.D.2) Master Rotation Schedule (PR - I.C.) Rotation Goals & Objectives (PR-I.C.5.c) Affiliation Agreements (PR-II.B.)

E. Ryan - ARCS Presentation May 8, 2003 Documentation to Maintain Designated Prelim Letters (PR-II.C) Graded Authority (PR-V.B) Resident Performance Evaluations and Feedback (PR-VI.A&B.) Chief Final Evaluation (PR-VI.C) Resident CVs (PR-I.C.8 #2)

E. Ryan - ARCS Presentation May 8, 2003 Tricks to the Trade Save the PIF in Sections Identify A PIF Preparation Team & Assign Responsibilities Track Completed Tasks –PIF Document – Faculty CV Template to Assistants –Day of the Site Visit

E. Ryan - ARCS Presentation May 8, 2003 Tricks to the Trade Annually Complete Tables –Participating Clinical Institutions (Section B) –Residency Positions (PR-II.C) –Residents In Training (PR-II.C) –Resident Departure Table (PR.II.C.2) –Conferences at Sponsoring Institutions (PR.V.D.) –Conferences at Integrated Institutions (PR.V.D.) –Fellows/Special Trainees (PR.V.E.)

E. Ryan - ARCS Presentation May 8, 2003 Tricks to the Trade Use PIF Format to Maintain Documentation Example: Conference Schedule Table:

E. Ryan - ARCS Presentation May 8, 2003 Tricks to the Trade Be Consistent throughout! List all rotations in with either days or months

E. Ryan - ARCS Presentation May 8, 2003 Additional Tips Don’t Bind/Staple/Tab the document Include section labels and page numbers Follow all directions Answer all questions Factor in time for edits & obtaining signatures

E. Ryan - ARCS Presentation May 8, 2003 Additional Tips Maintain complete/well organized files Provide a complete and comprehensive document– representing your program Involve faculty and residents in the process Contact the ACGME with Questions!

E. Ryan - ARCS Presentation May 8, 2003 Summary Organizational skills Documents to maintain Purpose/benefit of a PIF Preparation Team