1. Residency Coordinator & GME Office Collaboration
Ava Fulbright, MBA, C-TAGME
Director, Graduate Medical Education
TriHealth
Cincinnati, OH

2. TriHealth GME-2009 ACGME Institutional site visit results
Citations related to oversight
Duty hours monitoring
GMEC meeting frequency, minutes, and membership
Master Affiliation Agreements/Internal Review
3 year accreditation
GME office consisted of the DIO and Admin Asst
Plan- add 2 new positions

3. Fast-forward TriHealth GME-2011 May 2011-Educational Specialist
July 2011-Director of Graduate Medical Education
Institutional PIF started
Edits/rewrites to reflect the quality of GME
Simulation/skills lab, Hatton Research Institute, volume of patients and cases, E-learning, individual program strengths and qualities, core curriculum, standardization
Rely on program directors and coordinators to share best practices, initiatives

4. GME Office Team DIO, GME Director, Ed. Specialist, Admin Assistant
Weekly meetings
Individual updates
Brainstorming, collaborative efforts
Accomplishments
Centralized medical student rotations
GME Core Curriculum
Faculty and resident development
GME CPR initiative
Standardization
Moving from silos to collaboration

5. Changes to GMEC Meets bi-monthly Change in GMEC minutes template
Review and approve
P & P, affiliation agreements, resident stipends, duty hours, resident contract, program changes, benefits, funding
Review/discuss on-going quality initiatives, resident projects
Resident concerns/issues
Internal Review-teams, protocol, and reports
ACGME accreditation letters, responses, and action plans

6. GME Administration P & P Manual
Meets institutional requirements
P&P reviewed and approved by GMEC
Implementation of newer requirements
Transition of care
Direct/indirect supervision
Residents notifying patients of their role in their care
Resident involvement in patient safety/quality
Culture change
Coordinator’s knowledge of P & P support program

7. Resident Contract Outdated Added code of conduct
Accessible from the TriHealth GME website
Compliant with coordinator’s now providing to candidates who interview

8. GME Resident Forum First meeting October 2011 Resident ideas/concerns
Minutes to document
Slow to get residents involved
Rely on coordinator’s to get residents to show up

9. Program Director Meetings
Began in December 2011
GME team meets monthly with PD’s
Insight to what is going on, challenges
Oversight
Accountability
How can GME help?
Rely on coordinators to schedule

10. GME-Coordinator Forum
Meet monthly
Discuss changes in
TriHealth GME
ACGME requirements
NRMP/Match
Share ideas, best practices
Program specific updates
Key collaboration resident orientation
Coordinator’s supporting coordinators

11. Our DIO-Our Biggest Cheerleader
Actively promotes GME to hospital administration
Standing meetings with Executive VP
Presents Annual Report (Score Card)
Funding & resources needed for a successful GME
Coordinator gather information/data/stats
Actively pursues grant funds from the Foundation
Strongly supports coordinator development and meeting attendance
Creates an environment for success

12. GME Education Specialist
Resident departure survey
Mini-mock site visits
Findings were the basis of the first PD meetings
Develop soft-skills curriculum
Professionalism, communication
Video, E-learning, face-to-face mini-sessions
Work with skills/simulation director
Push out GME core curriculum
GMEC Curriculum Sub-committee
Rely on coordinator’s to schedule meeting time
Rely on coordinator’s to schedule presentation time

13. Faculty and Resident Development
Visiting PhD Educator
Mini-sessions with each program (evaluation, providing effective feedback, teaching in the OR, Gen X,Y, New Millennia)
Future initiative-develop mini-workshops
1 day commitment per workshop
Homework
Delivered bi-monthly, over a 6 month period
Coordinator assists with scheduling (calendars, space, AV support, handouts, food)

14. Our Coordinator’s Management role GME Professionals
Key contributor to GME activities
Serve on GME committees
Valuable resource often underappreciated
Brings continuity to the program
Helps ensure compliance with ACGME requirements
Only member of the residency program whose time is devoted 100% to the program

15. Coordinators’ Supporting GME
Interpret and enforce policies
Duty hours tracking/logging
Program, resident, faculty evaluations
Internal reviews
Data gathering ie annual report
Site visit preparation and progress reports
Budget preparation
Licensure, NPI
Mandatory education requirements

16. Coordinator’s-Instrumental to Accreditation
“Always Accreditation Ready”
Web ADS, procedure logs
Comprehensive understanding of requirements
Resident/faculty survey, review outcomes with PD
Milestones data collection/reporting
Imperative for NAS
Imperative for Institutional Accreditation

17. GME Supports coordinator advancement Conference attendance
Presentations
National boards and/or committees
Support/encourage TAGME certification

18. Our Coordinator’s First contact for everything Always available
Always have an answer (or can find the answer)
Always pick up the slack
Rarely complain
Always go above and beyond
Always support the program, faculty, and residents
Dedicated
Take pride and ownership of the program

19. NO Residency Program or GME office can function without YOU!

20. The value of an experienced coordinator from the resident’s perspective

21. Resident survey comments
Jane will go out of her way in order to help with any problem/question
The residency program would be lost without Jane
We are so grateful for her
Jane is a phenomenal resource
The “go to” person when we need help
Always professional
She is amazing!
Seems to know what I need before I do
INDISPENSIBLE

22. In other words our coordinator’s are…....

23. Priceless!

24. ? Thank you for attending