Transcription
Program CoordinatorManualUpdated April 2020
Table of ContentsWelcome . 4Resources . 4Office of Graduate Medical Education. 5Who to Contact in GME . 5Duties of the Program Coordinator . 8A Year in the Life of a Residency/Fellowship Program . 9ERAS - the Electronic Residency Application Service. 13How Does ERAS Work? . 13Recruitment and Selection. 15Interviewing Don’ts. 15Required Documentation of Selection Process for All Applicants Considered. 16International House Staff. 17International Medical Graduates. 17Visas for International House Staff . 17The Match . 21New Hires. 23New Hire Payroll . 23Miscellaneous . 25Annual Program Evaluation . 25Call Rooms. 25Computer Systems Access . 25House Staff Member Request to Review GME File . 25House Staff Member Request to Review Program File . 25Moonlighting. 25Napping and Transportation Options for Post-Call Residents . 25NPI Numbers . 26Pagers. 26Tennessee Medical License Exemption . 27V-Net Codes . 27VUMC ID. 27Vacation . 27Program Coordinator Manual 1
Kronos timekeeping for House Staff . 27White Coats. 28Program Coordinator Manual 1
Identification Badge/VUMC Badge Bucks. 29Meal Money . 29Liability Coverage for House Staff. 30New Resident and Fellow Orientations . 31New Innovations . 32Federal Funding, the Department of Finance and You: How Program Coordinators play a role in funding of GME. 33Advancement . 35Reappointment Process . 35Payroll Process for Advancing, Transferring and Terminating House Staff . 37Visiting Residents/Fellows . 40Contracts for Visiting Residents/Fellows . 40Meal Money for Visiting Residents/Fellows . 41Observerships/Externships . 41Elective Away Rotations (Domestic and International) . 42Exiting House Staff . 43Program Letters of Agreement (PLA). 45Contracts between Institutions . 46Compliance Requirements for House Staff. 47House Staff Manual. 48Policies and Other Information Regarding House Staff . 48Internal Reviews. 50Special Reviews . 51Expansion and New Programs . 52GME-Coordinated Meetings . 52Forms/Documents and Online Tools . 54Accreditation Council for Graduate Medical Education (ACGME) . 55Overview and Organization of ACGME . 55Mission and Scope . 55Review Committees . 55ACGME Requirements . 56Institutional Requirements . 56Common Program Requirements . 56Specialty and Subspecialty Specific Program Requirements . 57Program Accreditation. 57Program Coordinator Manual 2
Initial Accreditation. 57Continued Accreditation . 58Documentation/Forms for ACGME Programs . 61ACGME Site Visit Preparation . 63Quick Reference Web Links . 68Quick Phone/Contact Guide . 70Common Acronyms/Abbreviations Used in GME. 72Glossary of Terms. 73See Appendix I for VUMC GME Records Retention Worksheet for Programs . 85Program Coordinator Manual 3
WelcomeThe first edition of this manual was a collaborative effort between the GME office staff and the members ofthe Coordinators’ Manual Committee: Derenda Gold (Chair), Marsha Bailey, Michael Beasley, Birdia Byars,Judy King, Stephanie Burnham, Debby Scraggins, Julie Smith, and Betty Warner. We will continue to updateand add information for the benefit of all Program Coordinators, and welcome your input. The GME officeappreciates the support and contributions of everyone involved. Thank you!Please note:When the term “resident” is used, most of the time it refers to all house staff.PC means Program Coordinator; PD means Program Director; AO means Administrative Officer.Expert Tip: Searching this PDFIn addition to navigating this PDF manual via the Table of Contents and in-text links, you can search the PDFfor a word or phrase. With the manual open in your web browser, type Ctrl F, then type your search word orphrase in the Find box that appears.ResourcesIn addition to this reference manual, the following resources will be very helpful: The House Staff Manual covers a broad range of topics, many of which will be useful to you in writingyour own program’s policies and procedures manual. Topics include, but are not limited to:Conditions of Employment, Moonlighting, Supervision of Medical Students, Holiday/Vacation/SickTime, Resident/Fellow Eligibility and Selection; Benefits; Support Services, GME Evaluation andDisciplinary Guidelines, and House Staff Complaint/Grievance Procedures. The manual is updatedannually and updates can be accessed from the GME website. me/files/HS%20Manual%20-%20FINAL.pdf The GME Office website, especially the forms, tools, and instructions page.https://www.vumc.org/gme The ACGME website, http://www.acgme.orgProgram Coordinator Manual 4
Office of Graduate Medical EducationThe Office of Graduate Medical Education (GME) is dedicated to support the human resource andadministrative operations for GME programs and House Staff at Vanderbilt University Medical Center. GMEoperates under the direction of DIO Kyla Terhune and Administrative Director Jennifer Lutgens. There aremore than 1100 house staff in over 100 residency and fellowship programs.The information provided below will serve as a reference for Program Coordinators to know who within theGME Office can assist with a particular issue. This is not a complete listing of duties and responsibilities butonly a reference guide for items the coordinators may need from GME.GME Office Location and Contact Information:209 Light Hall2215 Garland AveNashville, TN 37232-5283phone: 2-4916fax: 3-1496 gme.office@vumc.orghttps://www.vumc.org/gme/Who to Contact in GMEStaff MemberKyla P. Terhune, MD, MBA FACSVice President for EducationalAffairs, Associate Dean forGraduate Medical EducationACGME / NRMP DesignatedInstitutional OfficialAssociate Professor of Surgeryand Anesthesiologykyla.terhune@vumc.orgJennifer LutgensAdministrative Director2-4916jennifer.lutgens@vumc.orgProgram Coordinator Manual 5Areas of ResponsibilityPlease contact Dr. Terhune with any questions or concerns thatyour Program Director is not able to address such as itemsrelated to: ACGME Site Visits Internal Reviews Program Requirements Program Letters of Agreement Graduate Medical Education CommitteeDr. Terhune’s appointment calendar is maintained by YvonneSnyder. Overall management of GME GME office procedure, planning, development,implementation Contracts HR policy implementation including FMLA, LOA, etc. Training programs House Staff Orientation Coordinator Meetings/Needs House Staff Payroll/Salaries Budget
Sonja BogichAdministrative Assistant2-7820sonja.bogich@vumc.orgMegan WhiteyProgram Manager2-0469megan.e.whitey@vumc.orgThu DangSenior Application Developerthu.dang@vumc.orgLisa KingAssociate Program Manager2-7061lisa.king-rowan@vumc.orgProgram Coordinator Manual 6 Call Rooms House Staff Problems or Concerns J-1 Visa Processing and general visa questions/issues forhouse staff GI Bill Certification for house staff Any other questions or concerns not listed External requests for verification of training forcurrent/archived house staff Licensure verification Verification of training dates for Risk Management Loan deferments House staff budget reconciliation Space inventory White coat ordering (requested via house staff portal) Front desk back up Other administrative duties (JE’s, 1180’s, check requestsand deposits) Internal reviews Website updates New House Staff Orientation GMEC and Expansion meetings Coordinator and House Staff Manual Updates Applicant Code and Duty Hour Monitoring Reports Program database and e-mail lists Program Letters of Agreement Meal money back-up CLER visits J-1 Visa back-up Development of computer-based applications related toGME Reports from GME database House staff and coordinator portals Data importation from match application Analysis of issues related to GME applications Data Analysis for house staff compliance VUMC ID and clinical systems security management New Innovations support (backup) Management of House Staff Meal money Moonlighting Approval Process and Requirements Visiting Residents ID Badge processing for house staff New hire welcome packets Certificates Recruiting materials Call room maintenance House Staff exiting process Processing of FMLA for house staff
Audrey PatrickSenior Program Manager2-7821audrey.o.patrick@vumc.org Yvonne Snyder2-6035yvonne.synder@vumc.orgMischon RameySenior Application Developer3-1678mischon.ramey@vumc.orgBenita StubbsBudget/Accounting Analyst (Parttime)benita.stubbs@vumc.orgProgram Coordinator Manual 7 COI house staff complianceIHI online module complianceSupply orderingCredentialing for incoming house staffAppointment letters and contractsReappointments, training extensions, and transferprocessing for existing house staffAdvancement process for existing house staffManaging House staff data in GME databasePay actions for house staffPosition request forms/Budgets for GME house staffsalary centersFMLA process for house staff (back up)Facilitation of trainings for Program Coordinators andupdates/emails to Program CoordinatorsCommunications with Associate Dean’soffice/scheduling/questions/requestsHSAC, House Staff Focus Group, and PD meetingsChief Residents’ Leadership WorkshopsResearch ForumNew Innovations management and trainingReports from GME databaseHouse staff and coordinator portalsGME database managementNew computer-based applications related to GMEAnalysis of issues related to GME applicationsResuscitation compliance trackingMonthly Meal Money Usage ReportApproval of moonlighting pay for house staffMonitoring GME budgetsAudits for GME areas such as pagers
Duties of the Program CoordinatorThis section is not meant to be a job description, but rather a list of some of the duties common to all or mostcoordinators. Compile and submit reports to ACGME, GMEMaintain GME TrackInitiation and administration of house staff budgetCompile data and prepare reports for numerous organizationsDevelopment of new procedures in response to new or revised policies issued by governing agencies orprogram directorLiaison with residentsPlan, organize and schedule new house staff departmental orientationLiaison and communication with all appropriate campus offices and affiliated hospitals as well asprogram directorCoordination and administration of specialty board examinations and in-service examinationsReview of internal procedures related to all house staff-related functions and implementation of newprocedures as appropriateReview all residency applications and screen those appropriate for interview. Evaluate residencyapplications for competitiveness for program, and notify applicants of decision.Use knowledge of ERAS software to manage residency applications and compile reports as necessary.Write and revise recruitment brochures and all printed materials and forms, as well as all Web siteinformationAdministration and coordination of all house staff interviews; communication with applicants asnecessary and appropriatePrepare and distribute rotation schedulesSchedule and distribute resident conference schedulesTrack and log all vacation/sick leave used by house staff in KronosPrepare resident travel authorization; arrange travel for conferencesComplete verification requests from former residentsMaintain files on all residentsPrepare monthly reports on case logs and duty hours for program director Maintain rotationinformation and any other items required by your program in New InnovationsArrange for radiation dosimetry monitoring and annual fit testing for house staff if requiredMilestones Review and Clinical Competency Committee (CCC) meeting coordinationProgram Coordinator Manual 8
A Year in the Life of a Residency or Fellowship ProgramNote: key dates for GME items are in red belowJuly July 1 is the beginning of the academic year in all GME programs. It is the date most new residents andfellows begin their training. Host department orientation Annual ACGME ADS update and GME Track update of the resident census generally begins in thesummer. You will receive an e-mail notifying you that the census is ready to be updated. Begin the process of answering questions about your Residency Program from 4th year medicalstudents ERAS opens in mid-July for fellowshipsAugust Submit match quotas to NRMP Complete GME Track and ACGME ADS updates for the new academic year. Archive past residents byAugust 1, enter new information by September.September ERAS opens mid-September for residency application. It is helpful to meet with your program directorto discuss the best process for screening applications. Prepare recruitment materials (Request grey zipper bags from GME for your recruitment materials) Assemble any other packets or materials to be distributed to residency candidates Make preparations and schedules for upcoming interview season Update all interview materials including Interview Evaluation Forms Determine interview date(s), if not already done. Notify faculty and appropriate personnel bothadministrative and clinical. Secure venue for entertaining applicants, if applicable Begin to send out invitations to interviewOctober If your faculty uses ERAS online for interviews, orient new facultyPlan and coordinate social activities for applicantsRegistration for in-training exam is usually in the fall, although this varies among specialtiesPrepare for applicants to call to check their status updates and to find out if they will be offeredinterviewsNovember Medical student performance evaluations (formerly “Dean’s Letters”) are released October 1 Assist during interview days by developing itineraries, greeting applicants, and providing an overviewof the program Coordinate with faculty in interview process by providing them with applicant information Coordinate scoring of applicantsProgram Coordinator Manual 9
Fellowship rank list due either last week of November or first week of December House Staff Paid through GME Centers – HOUSE STAFF POSITION REQUESTS will be distributed by GME lateNovember. Due to GME mid-December.December Interviews continueMid-year evaluations (semiannual)Send out letters of regret to those applicants who have not been selected to interviewFellowship Match day is mid-DecemberPosition Request Form will be due to GME mid-December.January Finish with interviewsCoordinate “second look” visits from applicants (if your program allows)Collect final scores and comments from interviewers and residentsContinue letters of regrets to applicants who have not been selected to interviewNote deadline for NRMP match quota changesOn-Line ADVANCEMENT FORM released- Due to GME Feb 1st.Begin submitting required appointment information for Non-match applicants to the GME office.(January-February) Begin submitting Clinical Fellow re-appointment materials to the GME office. (January-February)February Coordinate match listEnter match list on NRMP web siteRegister your programs for ERAS for the following yearSchedule Program Education Committee meetings or faculty meetings to systematically review yourprograms, make curriculum decisions for upcoming year and evaluate resident performance. This isan ACGME requirement. On-Line Advancement Form due to GME February 1st.March Match Day occurs in mid-March. Results are posted on the NRMP web site.Submit required information regarding match applicants to the GME Office.Prepare checklist of all tasks to complete for incoming and outgoing house staff.Begin appointment process for new house staff. Mail out packets with necessary forms andinformationUpdate web site, if necessaryGenerate lists of residents for next academic year and distribute to appropriate personnel anddepartmentsJ-1 Visa: Communicate to Jennifer Lutgens via e-mail any new or continuing house staff whoneed J-1 sponsorship by March 24All appointment requests for incoming house staff should be submitted to the GME Office by March 1st.All Clinical Fellow re-appointment materials for current house staff should be submitted to the GMEoffice by March 1st.Once you know who will be entering your program, submit your APPLICANT CODE REPORT to GME.Program Coordinator Manual 10
April Begin updating Goals and Objectives, Policies and Procedures, etc.Secure venue for graduating residents’ banquet.Begin to schedule meeting for late May or early June to hold your PECNew Hire PAF’s due to GME by April 30 for regular on-cycle hires.o If local address not available, use your department address (not GME)o Include SS# (if available) and birth dateo Citizenship – US or Alien (not yes/no, country, or Visa type) Notification will be sent from GME to Program Coordinators when Welcome Packets have been mailedto incoming house staff. This notification will also provide a web link where you can monitor yourincoming house staff pre-employment requirement completion status. It is important for you to assistthe GME Office in obtaining all items so your House Staff can begin training on time. GME CERTIFICATE data will be sent to programs for review late-April. Upon confirmation, certificates willbe provided for signature rounding.May You and the Program Director will receive periodic emails informing you of items needed for yourincoming house staff May/June. It is important for you to assist the GME Office in obtaining these itemsso your House Staff can begin training on time. You may view missing/received items at the link emailed to you in early April. Prepare resident rotation schedule for upcoming year. Create new academic year in NEW INNOVATIONSand begin to enter rotation block. Plan events for graduating residents and fellows Order certificates and/or plaques for graduating residents and fellows Update and print resident manual for the next academic year Begin to work on Annual Program Evaluation (APE) in early May once ACGME surveys are back Prepare and distribute annual evaluation forms of program and core faculty to residents Coordinate residents’ semi-annual reviews for non-graduating residents MEAL MONEY process will begin with e-mail sent from GME to Program Coordinators. Provide requestedinformation by June 15 if residents are to have money on July 1. Begin submitting payroll items (Transfer PAF, ePAC actions) for GME approval. EDCs are due in ePAC byJune 1.June Make request to GME for additional PAGERS or pager transfers as appropriate. Payroll actions due by June 10th for GME Approval:o ePAC actions due for GME approval to advance house staff who are remaining in the sameprogramo Paper PAF’s due to GME for House Staff who are transferring to another GME program or afaculty position at VUMC.o ePAC action due for GME approval to terminate house staff leaving Vanderbilt. GME certificates released to programs mid-June. Finalize Goals and Objectives, Policies and Procedures and other program documents for distributionto new house staffProgram Coordinator Manual 11
Prepare new rotation schedule for next academic year and disseminate to necessary staffCoordinate department orientation program for new residents and fellowsCoordinate graduating residents’ year-end summative evaluation meetings with Program DirectorGraduation ceremonyVarious Fellowship and Non-NRMP program applicants and interviews. For NRMP Fellowship dates see thischart: -Master-Calendar.pdf. INTERNAL REVIEWS Keep WebADS current with any change in the program and update at least annually. Off-Cycle Hires – process items above (new hire PAF, etc.) depending on start date. VISITING RESIDENTS – initiate contract 90 days in advance of rotation if needed. PROGRAM LETTER OF AGREEMENT (PLA) must be renewed/re-signed every 5 years. AWAY ROTATIONS (
White coat ordering (requested via house staff portal) Front desk back up Other administrative duties (JEs, 1180s, check requests and deposits) Megan Whitey Program Ma nager 2-0469 megan.e.whitey@vumc.org Inte rnal eviews Website updates
