1. Transitioning to a New Clerkship Director: Coordinator and Director Perspectives Laura Mayans, MD Mary Hursey

2. Objectives ●Communicate key strategies for coordinators and clerkship directors to employ when transitioning to a new clerkship director. ●Address possible pitfalls or challenges that could be encountered during the transition to a new clerkship director. ●Recommend ways to ensure continuing collaboration and cooperation, in order to address inevitable future challenges, including changes to the clerkship or school-wide curriculum.

3. Summary ●University of Kansas School of Medicine ●Department of Family & Community Medicine ●Director and Coordinator Backgrounds ●Description of the transition from both perspectives Challenges, Fears Opportunities for Improvement What went well and what did not ●How to ensure continuing collaboration ●Open Discussion

4. Background ●University of Kansas School of Medicine

5. Background ●Department of Family & Community Medicine ●7 faculty in the Central Department ●1 PhD and 1 MPH Support Staff Faculty development and research assistance ●6 administrative support staff

6. Background ●Clerkship Coordinator Joined the Department in 1983  Receptionist and support staff for faculty Coordinator for Research Division Clerkship Coordinator 19 years

7. Background ●Clerkship Director Graduate of KUSM (Wichita) 2008 Residency at Moses Cone in Greensboro, NC Private Practice in NC for 2 years Joined faculty in August 2013 Became clerkship director June 1, 2015

8. Family Medicine Clerkship ●8 week required clerkship, community-based Preceptor Office Tue-Fri Didactics on Mondays ●OSCE the last Thursday of the rotation ●NBME Subject Exam the last Friday

9. Family Medicine Clerkship ●Leadership 2013 – 2015: Scott Moser  Currently Associate Dean for Curriculum 2011 - 2013: Gretchen Dickson  Program Director for Wesley Family Medicine Residency 1998 – 2011: Scott Moser 1993 - 1998: Doug Woolley  Retired

10. Transition: CD perspective ●Challenges & Fears: Filling BIG shoes! Being taken seriously Making changes with previous CD around Finding my voice

11. Transition: CD perspective ●Challenges & Fears: Lack of relationships with community docs Working out day-to-day duties with coordinator FMIG leadership Student conflict resolution New curriculum

12. Transition: CD perspective ●Opportunities for Change/Improvement: Didactic sessions Clarity of grading on OSCE Preceptor recruitment/retention Teaching, assessing, and improving student communication Increased direct observation

13. Transition: CD perspective ●What went smoothly: General, big picture duties  Working as “assistant” helped Working with my coordinator  Good communication, neither one made assumptions Having previous CD around for questions  Definitely a bonus – real time and easily accessible guidance and sounding board

14. Transition: CD perspective ●What could have gone better: FMIG leadership transition Finding my voice/place on committees Introduction to community physicians Working with my coordinator  More intentional discussion of each person’s duties and expectations

15. Transition: Coordinator perspective ●Challenges & Fears: Perception medical student to director Compatibility Management style Previous CD still in the Department Change in responsibilities New Curriculum

16. Transition: Coordinator perspective ●Opportunities for Change/Improvement: Review of Clerkship Activities Student communication Evaluation process Preceptor recruitment Making changes

17. Transition: Coordinator perspective ●What went smoothly: Director stepping up Previous CD letting go ●What could have gone better: Review clerkship Coordinator’s responsibilities vs. Director’s

18. Going Forward ●How do we ensure continuing collaboration, communication, and growth in a changing university environment? Open Communication No Assumptions Flexibility Open mind to new ideas

19. Questions and Discussion ●What experiences with personnel transition have YOU had? How did they go? What did you learn? How did they affect the clerkship or education experience for the students? ●How to your university environments differ? Do you see same challenges or different ones? What advice can you share with the audience?