TABLE OF CONTENTS
- APPD PRESIDENT'S LETTER
- INTRODUCTION
- Welcome
- Acknowledgments
SECTION I - PEDIATRIC PROGRAM INFORMATION GUIDE
PROGRAM ACCREDITATION:
- RESIDENCY REVIEW COMMITTEE (RRC)
-
- WEBADS (www.acgme.org/ads/default.asp)
- ALUMNI
- CONFERENCES
- a. Case Management
- b. Didactic Lectures
- c. Grand Rounds
- d. Journal Club
- e. Morbidity and Mortality
- CONTRACTS
- COORDINATORS (WHO IS WHO)
- ELECTIVES
- EVALUATIONS
- SURVEYS/ANNUAL UPDATES
- 1. GME Track
- 2. WEBADS
- 3. American Academy of Pediatrics Resident Roster
- 4. American Board of Pediatrics Roster
- GRADUATION/END OF YEAR ACTIVITY
- IN-TRAINING EXAM
- CERTIFICATION COURSES
-
- 1. Pediatric Advanced Life Support (PALS)
- 2. Neonatal Resuscitation Program (NRP)
- 3. Advanced Cardiac Life Support (ACLS)
- 4. Advanced Trauma Life Support (ATLS)
- 5. Basic Life Support (BLS)
- LIST-SERV
- MEDICARE AUDIT
- ORGANIZATIONS
- a. American Academy of Pediatrics (AAP)
- b. American Board of Pediatrics (ABP)
- c. Accreditation Council for Graduate Medical Education (ACGME)
- d. Ambulatory Pediatric Association (APA)
- e. Association of Pediatric Program Directors (APPD)
- APPD Executive Program Coordinators' Committee
- APPD Membership Directory
- f. Educational Commission For Foreign Medical Graduates (ECFMG)
- g. Related Organizations
- ORIENTATION
- PEDIATRICS REVIEW AND EDUCATION PROGRM (PREP)
- PROCEDURE LOGS/ACGME PROCEDURE LOGGING SYSTEM
- PROGRAM COORDINATOR'S ROLES AND RESPONSIBILITIES
- RECRUITMENT
- a. Electronic Residency Application Service (ERAS)
- b. National Resident Matching Program (NRMP)
- c. Educational Commission For Foreign Medical Graduates (ECFMG)
- RESIDENT COMMITTEES
- RESIDENT TRAVEL
- RESOURCES
- 1. My Evaluations
- 2. Evalu
- 3. Am I On
- 4. My Residency
- 5. New Innovations
- SCHEDULES
- a. Master
- b. Call
- c. Attending
- SPECIAL EVENTS
- THE MATCH
- YEARLY CALENDAR
SECTION II - PROFESSIONAL DEVELOPMENT
- SELF-ASSESSMENT
- DEVELOPMENT PLAN
- CAREER MANAGEMENT
- GUIDE TO SUCCESS
- MODULES
INTRODUCTION
Dear Program Coordinators:
I would like to extend my congratulations to the authors and editors of the latest version of the Program Coordinators Handbook. This work will enable seasoned coordinators to pass on their knowledge and expertise to new coordinators and share best practices to administrators of other pediatrics residency programs.
This effort represents the exceptional collaborative work that is done within Coordinators Section of APPD and demonstrates the spirit and teamwork that distinguishes this important section of our organization. Thank you so much for a job well done!.
Personal regards,
Theodore C. Sectish, MD
President
Association of Pediatric Program Directors
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WELCOME
Mission
The Pediatric Residency Program Coordinators' Handbook Committee developed the program coordinators' handbook with several goals in mind:
- Provide a readily available single source of pediatric residency program information.
- Aid new program coordinators in learning the details of their responsibilities and to serve as a reminder to the veteran coordinator.
- Provide coordinators with the necessary development tools to build and enhance their professional skills as coordinators.
Objectives
Through the use of the handbook, coordinators will be able to:
- Formulate innovative ideas for program coordination.
- Learn helpful tips to facilitate coordination.
- Gain insight on how to develop program materials.
- Enhance and/or fine tune personal and professional skills.
- Increase job satisfaction.
- Recognize the marketable skills of a coordinator.
- Determine skill growth opportunities.
Description
The Handbook is divided into two parts. The first part highlights the functions of the program coordinator's role. Each function section contains the following:
- An Overview
- Referral to the Internet (if applicable)
- Suggested materials to add
- The Program Coordinator's Role
Each function section ends with a "note page" for you to include any information or comments pertinent to that function.
The second part provides an opportunity for you to complete a series of exercises to identify your strengths, interests, and development opportunities. The outcome will be a development plan with associated action steps. There are development suggestions and a list of books to supplement your own professional and personal development located in the "Guide to Success" section.
Instructional Method
Through self-study, coordinators will engage in:
- Independent learning
- Career and Skill assessment exercises
- Create a detailed development plan
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ACKNOWLEDGEMENTS
The Handbook Committee of the Association of Pediatric Program Directors would like to thank the following contributors to this Handbook:
Carol Carraccio, M.D.
Laura Degnon
Julia A. McMillan, M.D.
Edwin L. Zalneraitis, M.D.
We would also like to thank Ross Laboratories for providing funds to support the development of this Handbook.
And finally, we would like to thank the American Academy of Pediatrics, American Board of Pediatrics, Accreditation Council for Graduate Medical Education, Ambulatory Pediatric Association, and the Educational Commission for Foreign Medical Graduates. Most importantly, we thank the Pediatric Residency Program Coordinators for their contribution.
Sincerely,
The Handbook Committee
Kathryn Miller
Patricia Schmidt
Aída Vélez
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PEDIATRIC PROGRAM INFORMATION GUIDE
"Success" as a Pediatric Residency Program Coordinator takes time, training, growth, and commitment. It also takes teamwork. Understanding the value and importance of teamwork with your Program Director and office staff is essential for coordinators who wish to be leaders in their industry. The leadership of program coordinators is essential to the success of pediatric programs. Therefore, it is the purpose of this section to attempt to capture the multifaceted role of the pediatric program coordinator and provide step-by-step instructions to assist you as you learn and carry out your responsibilities.
Section I of this handbook will familiarize you with pediatric residency program requirements, policies, procedures and your responsibilities as the pediatric residency coordinator to ensure their fulfillment. It will also serve as a reference for organizational contacts, addresses, web sites, important dates, schedules, etc. Basically, it's an ideal tool to assist the new program coordinator in becoming familiar with the responsibilities of their position and at the same time, provide the veteran program coordinator with an organized reminder system of the of the details which continually require their attention.
It would be impossible to include all the information you need to know about pediatric programs, especially since each program has its own unique features and methods of accomplishing the same tasks. This handbook only serves as a starting point. You will need to tailor the contents of this handbook to fit the nature of your program. Therefore, you will be prompted in various sections to add your own program materials. In addition, each section will include blank pages for your own comments or other pertinent information. Throughout the year, you will receive important organizational updates (lists, memos, notices, schedules, etc.). You should add these materials to the appropriate section of your handbook to keep it up-to-date.
As we've seen over the last couple of years, innovations in computer and communications technology have impacted the way coordinators do their jobs. The most recent example is the move to the Electronic Residency Application System (ERAS). As coordinators, we need to remain flexible and continually adapt to change. As time and technology move forward, the need to periodically update this handbook will become evident. We hope all coordinators will continue to provide valuable insight and suggestions for improvement to the handbook as needed and that you will benefit from this valuable resource.
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RESIDENCY REVIEW COMMITTEE (RRC)
Overview
The Residency Review Committee (RRC) operates under the auspices of the ACGME and is responsible for determining whether a training program conforms to established educational standards. Accreditation represents a professional judgment about the quality of an educational program. Every specialty that has a certifying board approved by the ABMS has a residency review committee for its training programs. There are 26 such boards and therefore 26 RRCs. The RRC for pediatrics includes 3 representatives appointed by the AMA, three by the American Academy of Pediatrics (AAP), and three by the American Board of Pediatrics (ABP), as well as a resident member nominated by the Resident Section of the AAP.
The RRC establishes special requirements for pediatric training programs including the responsibilities of the program director, number and diversity of faculty, ratio of faculty to residents, diversity of pediatric patient population seen by residents, and minimum requirements for the educational curriculum, including scheduled rotations and continuity clinic experience. The RRC also requires the sponsoring hospital(s) to meet certain standards for hospital accreditation and quality assurance such as resident supervision, salaries, benefits, working conditions and ancillary support services such as laboratory facilities, expertise in pediatric surgery, radiology and pathology.
The RRC performs accreditation reviews of residency programs at intervals ranging from one to five years, depending on the degree to which a program is found in compliance with established guidelines. Failure to meet institutional or special requirements of the RRC can result in the loss of accreditation. Since residents who complete training in non-accredited programs may not be eligible for specialty certification in pediatrics, accreditation is critical for the residency program and individual residents. Programs are notified in writing approximately three months in advance of their scheduled site visit.
Information regarding program requirements, site visits, and program information
forms can be found at the ACGME website: www.acgme.org.
To obtain a Program Information Form (PIF), click
here.
Suggested Materials to Add
- RRC Site Visit Notification Letter
- Accreditation Letter
- Institutional ACGME Accreditation Letter
- Internal Review Letter
- ACCGME and RRC Contact List
Program Coordinator's Role
Before the scheduled site visit for your program, you and your program director will need to work together to gather and report all of the information requested in the Program Information Form (PIF). This form is available to download from the ACGME website. The program coordinator's role in this process will most likely involve assisting the Program Director in gathering information to be included in the form as well as putting together the site visit schedule. The field representative will contact the Program Director or Coordinator approximately one month in advance of the scheduled site visit to obtain the schedule of meetings for the day. The preparation for the RRC visit is a lengthy and involved process. It is suggested you start preparing for the site visit one year prior to the visit and familiarize yourself with the PIF form. Other responsibilities can include:
- Design a system to monitor changes in requirements.
- Devise a system to accumulate needed information for the Program Information Form (PIF).
- Help prepare the PIF.
- Prepare and facilitate the site visit.
- conference rooms
- participants
- prepare faculty and residents for the visit
Please Note: The APPD sponsors a fall meeting
each year, which devotes a large portion of the program to "Preparation
for a Successful RRC site visit."
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WEBADS
WEBADS is to be used in conjunction with preparing
for the RRC Site Visit. WEBADS helps create the first portion of your
PIF. Your program is generally sent a letter from the ACGME informing
you of the timeframe for you to go in and input the information as
part of the scheduled update. Questions can be emailed to WebADS@acgme.org.
Program Coordinator's Role
- 1. Keep an eye out for the letter from WEBADS notifying your program of the timeframe to enter your updates
- 2. Design a system to have all the needed information easily available to you at the time of the update
- 3. Keep the login ID and password available for yourself and your program director
Please Note: The APPD sponsors a fall meeting each year, which devotes a large portion of the program to "Preparation for a Successful RRC site visit."
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ALUMNI
Overview
Many pediatric residency programs have a long and proud history of training as well as many distinguished graduates. Each program has a unique sense of tradition and many special memories. An important part of cultivating history and tradition in residency programs involves keeping track of alumni as they continue to grow through out their careers and communicating with them on a regular basis. Your alumni will represent your program and be its voice in the community.
There are many ways to keep in touch with your alumni such as gatherings, CME educational programs, receptions at annual society program meetings, and various institutional publications such as a newsletter.
A newsletter may be the most effective communications tool for any program.
A newsletter can keep alumni abreast of changes in your pediatric program such
as pediatric education, curriculum, faculty, etc. Sections of the newsletter
may be devoted to alumni news and notes from the "real world" of fellowships,
academic medicine, private practice and hospitalist work.
If your program does not currently publish a newsletter or use some other method of keeping in touch with alumni on a regular basis, you may want to take this opportunity to contribute something valuable to your program.
Suggested materials to add
Newsletter
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CONFERENCES
The Residency Review Committee (RRC) requires sufficient didactic teaching to meet the goals of each component of the residency training program.
These regularly scheduled teaching sessions are conducted to help residents
improve their fund of pediatric knowledge and learn to evaluate research
findings. These must include:
Case Management
a case based conference usually presented by a resident
or a faculty member. Case is discussed and evaluated by faculty and residents
with the goal of sharing thoughts and ideas regarding the presented case and
related topics.
Didactic Presentations
occurs on inpatient, outpatient, intensive care and subspecialty
rotations. They should help meet the objectives of the rotation.
Grand Rounds
a presentation by local or invited faculty on selected
pediatric topics. Grand Rounds are typically 1 hour and are generally held weekly.
Journal Club
a research conference in which literature is evaluated by residents
and faculty. Journal Clubs should be held regularly.
Morbidity and Mortality
focuses on quality improvement. The session usually
evaluates cases with a systems or management learning objective or questionable
outcome. Presented case(s) are discussed and or critiqued by faculty, residents,
and administration where appropriate.
ADDITIONAL CONFERENCES
Core Conferences are scheduled at selected times throughout the year. They focus on a common curriculum for all components/disciplines, which include the following:
- Ethics
- Evidence Based Medicine
- Teaching Skills Conference
- Nutrition
- Boards Review
|
- Business
- Career Development
- Professionalism
- Child Advocacy
- Compassionate Care (including Death & Dying issues)
|
PROGRAM COORDINATOR'S ROLE
- Attendance: To fulfill the requirements of the RRC. Attendance should be documented and monitored. Documentation is required by the RRC and may be requested for review by the field representative during your site visit.
- Logistics: You may be responsible for room reservations, faculty scheduling, equipment requests, etc.
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CONTRACTS
Overview
All residents in ACGME accredited residency programs must be provided with a written contract for each year of training. Residents cannot participate in their residency program if a contract has not been issued. The contract is an agreement letter in which residents accept the responsibilities of their position along with the proposed salary and agree to comply with all institutional policies.
The ACGME specifies the contract format and requires each program to provide written policies concerning resident job descriptions, curriculum, salary, benefits, vacation, sick leave, maternity/paternity/adoption leave, sexual harassment, grievance and moonlighting. In some programs, the written policies are included as attachments to the contract. Other programs may provide these policies in the form of a house staff handbook. Contracts may be mailed or hand delivered to residents. Interns may receive their contracts and institutional policy statements during Orientation.
SUGGESTED MATERIALS TO ADD
(Each institution has its own contract version in conformity with ACGME guidelines.)
- ACGME contract
- Resident rotation schedule
- Resident Curriculum
- Policies are distributed by the GME office. Request a copy for your records.
PROGRAM COORDINATOR'S ROLE
- The Graduate Medical Education Office (GME) of each institution should provide an ACGME compliant contract format as well as copies of the appropriate institutional policies.
- The program coordinator may be required to personalize the contracts and distribute/mail them to each resident for signature.
- Monitor the return of contracts and contact those residents who haven't returned their copy.
- Once signed contracts are returned, a copy should be filed in the
appropriate resident's personnel file as well as to the resident for
their records.
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Please visit the APPD Website
as it will be updated with a photo and general contact
information for each coordinator.
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ELECTIVES
Overview
Electives are intended to enrich the educational experience of residents in conformity
with their needs, interests, and/or professional plans. Electives must be well-constructed,
purposeful, and effective learning experiences, with written goals and objectives.
The choice of electives must be made with the advice and approval of the program
director.
An away elective is a rotation to an institution that is not affiliated with
the resident's institution. Away electives are allowed as long as the necessary
paperwork is completed for both the sponsoring and the host institution (Related
to the Medicare Audit).
In
addition, the away elective must be approved by the host institution's program
director.
Additional Required Subspecialty Experience
Excluding the adolescent medicine, developmental/behavioral pediatrics
and intensive care experiences, the time committed by any resident to subspecialty
rotations must be a minimum of 6 months. During the 3 years of training no
more than 3 block months, or its equivalent, may be spent by a resident in
any one of the subspecialties in the lists below. Subspecialty research electives
that involve no clinical activities need not be included in the calculation
of a resident's subspecialty months.
The program must require that
each resident complete a minimum of four different 1-month
block rotations taken from the following list of pediatric
subspecialties:
- Allergy/Immunology Gastroenterology
- Infectious Disease Genetics
- Cardiology Hematology/Oncology
- Nephrology Pulmonology
- Endocrinology/Metabolism Rheumatology
- Neurology
At lease two of the four subspecialty
rotations must be taken at the primary teaching site and/or
integrated hospitals. Two of these subspecialties may be
combined over a 2-month block if the outpatient and inpatient
experiences of the two disciplines can be successfully
integrated.
Additional subspecialty experiences
needed to comply with the minimum requirements may be scheduled
either as block assignments or as part of rotations in
the outpatient department or inpatient services. The daytime
equivalent of a block month is 140 hours. These may be
selected from the list above or from the following list:
- Child Psychiatry Otolaryngology
- Dermatology Pediatric Radiology
- Ophthalmology Pediatric Surgery
- Orthopaedics & Sports Medicine
Two subspecialty areas from
this second list may be combined over a 1- or 2-month period
to provide a more effective educational experience.
D. Additional Curricular Requirements
Departmental conferences, seminars,
teaching rounds, and other structured educational experiences
must be conducted on a regular basis sufficiently often
to fulfill educational goals. Reasonable requirements for
resident attendance should be established, and resident
and staff attendance should be monitored and documented.
In addition to providing instruction in topics relevant
to general pediatrics and to the subspecialty disciplines,
there must be a structured curriculum in each of the following
areas:
1. Medical ethics, including
but not limited to the ethical principles of medical practice
and the ethical aspects of
- the relationship of the physician
to patients, e.g., initiating and discontinuing the treatment
relationship, confidentiality, consent, and issues of life-sustaining
treatments
- the relationship of the physician
to other physicians and to society, e.g., the impaired
physician, peer review, conflicts of interest, resource
allocation, institutional ethics committees, and ethical
issues in research
2. Quality assessment, quality
improvement, risk management, and cost effectiveness in
medicine
3. Health care organization,
financing, and practice management, with instruction in
- the organization and financing
of health care services for children at the local, state,
and national levels, including an understanding of the
role of the pediatrician in the legislative process
- the organization and financing
of office practice, including personnel and business management,
scheduling, billing and coding procedures, and maintenance
of an appropriate patient record system
4. Medical information sciences,
emphasizing the skills necessary to prepare the resident
for continued self-learning and including instruction in
- basic computer skills, techniques
for electronic retrievel of the medical literature, and
the use of electronic information networks
- the critical evaluation of the
medical literature, study design, and the applicability
of clinical studies to patient care
- clinical decision theory and
its application to clinical practice
Before the
residency year begins, residents are asked to select their
electives (number of electives
per year will vary from program to program).
Preferences are scheduled
upon availability. The program coordinator,
chief residents and/or the residents themselves may
be responsible for scheduling electives. Regardless
of the
method
your
program
employs, the program coordinator needs
to be
informed of all electives in order to provide the
appropriate paperwork and rotation evaluations to the
resident
and appropriate faculty, as well as assist
the program
director
in tracking the core elective experiences
of each resident.
SUGGESTED MATERIALS TO ADD
- Elective request/approval form
- Away elective request/approval form
- Elective rotation evaluation
- Resident evaluation
- Faculty evaluation
PROGRAM COORDINATOR'S ROLE
- Provide resident with elective request/approval form.
- Distribute to resident and preceptor an elective rotation evaluation.
- Provide preceptor with a resident evaluation.
- Provide resident with a faculty evaluation
- Note all rotations on a schedule grid for the midcare audit
- Communicative vacation information/other clinical obligations to
the appropriate preceptor
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EVALUATIONS
Overview
Pediatric Residency Program evaluations are an essential tool for documenting the quality of rotations, the residents' experiences, and the faculties' observations. They offer residents a voice in evaluating, planning, and documenting their work. In-turn, the evaluation process offers faculty the opportunity to document each resident's efforts and help them become better learners and physicians.
Evaluation
The program director is responsible
for developing and implementing formal
mechanisms for evaluation, as described
below.
A. Evaluation of Residents
The residency program must demonstrate
that it has an effective plan for assessing
resident performance throughout the program
and for utilizing assessment results
to improve resident performance. This
plan should include:
- use of
dependable measures to assess residents’ competence
in patient care, medical knowledge,
practice-based
learning and improvement, interpersonal
and communication skills, professionalism,
and systems-based practice
- mechanisms
for providing regular and timely performance
feedback to residents
- a process
involving use of assessment results
to achieve progressive improvements
in residents’ competence and
performance Programs that do not
have a set of measures
in place must develop a plan for
improving their evaluations and must
demonstrate
progress in implementing the plan.
The program must have formal mechanisms
for monitoring and documenting each resident's
acquisition of fundamental knowledge
and clinical skills and his or her overall
performance prior to progression to the
level of supervised semi-independent
patient management. The supervising faculty
must evaluate each resident in writing
at the completion of each rotation. The
resident should be evaluated on the acquisition
of knowledge, skills, and attitudes,
and should receive formal feedback about
these evaluations at least twice a year.
The program should advance residents
to positions of higher responsibility
only on the basis of evidence of satisfactory
performance, progressive scholarship,
and professional growth.
Written documentation of regular periodic
evaluation of each resident must be maintained
and must be available for review by the
site visitor. Evaluations must include
non-cognitive areas such as interpersonal
and communication skills, attitudes,
and professional behavior, as well as
moral and ethical characteristics.
Program directors are required to keep
accurate documentation of the general
and subspecialty experience of each resident
in the program and to submit this information
to the RRC if it is requested. The exact
nature of the general and subspecialty
experiences of residents at other institutions
and evaluation of their performance must
be documented in the residents' files.
It is essential that residents participate
in existing national examinations. The
annual In-Training Examination of the
American Board of Pediatrics is one example
of an objective test that can be utilized
by the programs. An analysis of the results
of these testing programs should be used
by the faculty to identify the cognitive
strengths and weaknesses of individual
residents and weaknesses in the teaching
program and to develop remedial activity,
if warranted.
The program director and faculty are
responsible for provision of a written
final evaluation for each resident who
completes the program. The evaluation
must include a review of the resident's
performance during the final period of
training and should verify that the resident
has demonstrated sufficient professional
ability to practice competently and independently.
This final evaluation should be part
of the resident's permanent record that
is maintained by the institution.
The program
must demonstrate that it has developed
an
effective plan for accomplishing
this and that specific performance measures
are used in each resident’s evaluation.
These must include, at a minimum, the
assessment of the resident’s competence
in patient care, clinical science, practice-based
learning and improvement, interpersonal
skills and communication, professionalism,
and systems-based practice.
B. Evaluation of Faculty
Teaching faculty must be evaluated at
least annually. Documentation of faculty
evaluation should include teaching ability
and commitment as well as clinical knowledge.
There must be a formal mechanism by which
residents participate in this evaluation
in a confidential manner.
C. Evaluation of the Program
The teaching staff must be organized
and have regular, documented meetings
to review program goals and objectives,
the program's effectiveness in achieving
them, and the needs of the residents.
At least one resident representative
should participate in these reviews.
In particular, the quality of the curriculum
and the extent to which the educational
goals have been met by residents must
be addressed. The residency program should
use resident performance and outcome
assessment results in their evaluation
of the educational effectiveness of the
residency program. The residency program
should have in place a process for using
resident and performance assessment results
together with other program evaluation
results to improve the residency program.
This evaluation should include an assessment
of the balance between the educational
and service components of the residency.
In addition, the utilization of the resources
available to the program, the contribution
of each institution participating in
the program, the financial and administrative
support of the program, the volume and
variety of patients available to the
program for educational purposes, and
the quality of supervision of the residents
should be evaluated. Written evaluation
by residents should be utilized in the
process. As part of the evaluation of
the effectiveness of the program, the
director must monitor the performance
by the program's graduates on the certifying
examination of the American Board of
Pediatrics. Information gained from the
results should be used to improve the
program.
Suggested materials to add
- Resident Evaluation
- Faculty Evaluation
- Rotation Evaluation
- Resident-to-Resident Evaluation
Program Coordinator's Role
- Monthly Evaluation Mailing
- Attending
- Residents
- Evaluate faculty
- Interns evaluate seniors, seniors evaluate interns
- Coordinate Resident Evaluation Review
- Accreditation requires that all residents meet with their advisor at least twice yearly, and evaluation of reviews should be documented.
- Evaluation Tracking
- Monitor the return of resident and faculty evaluations.
- Provide residents, faculty, advisors and program director access to evaluations.
- File original evaluations in appropriate resident or faculty file.
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SURVEYS/ANNUAL UPDATES
1. GME TRACK (and you can enhance your FRIEDA listing)
2. WEBADS
3. American Academy of Pediatrics (AAP) roster
4. American Board of Pediatrics (ABP) roster
GME Track
GME Track is a resident database and
tracking system that was introduced
in March 2000 to assist GME Administrators
and program directors in the collection
and management of GME data. GME Track
contains the National GME Census which
is jointly conducted by the Association
of American Medical Colleges and the
American Medical Association and reduces
duplicative reporting by replacing
the AAMC and AMA's prior GME surveys.
Benefits of GME Track include:
- Pre-loaded with information collected
from existing sources at the AAMC and
the AMA (ie. NRMP, ERAS) thereby greatly
reducing the time and effort required
for data entry
- Immediate
and on-going access to biographical
and training information
- Ability
to view and print resident information
and program rosters
- More benefits >>
The information collected in GME
Track is used for research
and educational
purposes such as:
- Monitor
the career choices made by medical
school graduates
- Analyze
the impact of market forces on
the GME System
- Undergird
public policy positions concerning
the physician workforce
GME Track
Updates
Now that the GME Track
season has started,
here are a few
updates that would
be useful while completing
the National GME Census.
Thanks
to suggestions
from users, the following
enhancements can
be utilized this cycle:
- Programs that have completed the ACGME
WebADS application, have the ability
to upload their resident data into GME
Track.
- Programs
that have completed GME Track have
the ability to download their first
year residents/fellows
data and upload
into WebADS.
- GME
Track now makes use of the AAMC Login,
which allows
users to create a userid/password combination
for use with many AAMC applications.
Currently GME
Track
and FindAResident
are utilizing
the new login system and other AAMC
applications
will be implementing
the new system
gradually.
- Medical
schools will soon have access to GME
Track to view
and download their
graduates'
GME data.
Programs
can opt (for an
additional fee)
to have
and expanded
listing
via GMETRACK
onto the
FREIDA listing. Overview
Each year the American Medical Association (AMA), the largest physician organization
in the United States, conducts an extensive survey of graduate medical education
programs and resident physicians. The information you provide in this survey
is critically important for program directors, resident physicians, medical students,
hospitals, licensing boards, researchers and policy makers. The survey is conducted
online during August and September of each year. The information you provide
is published in FREIDA online (Fellowship and Residency Electronic Interactive
Database Access) and is made available through the AMA homepage at www.ama.assn.org/freida and
the Graduate Medical Education Directory, the two most popular sources
of GME program information for medical students and resident physicians.
Refer to the web for the following topics
- About GME Track and WebADS Online
- FAQs - Questions & Answers
- Contact the ACGME or the AAMC with questions
- AMA Membership
- Medical Student Section
- Resident and Fellow Section
- Links to Other Organizations
Program Coordinator's Role
- Collaborate with Program Director on any changes to the pediatric residency program.
- Make changes to the survey and submit to the ACGME and the AAMC
by requested deadline.
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GRADUATION/END OF YEAR ACTIVITIES
Overview
The goal of pediatric residency training programs is to provide clinical and
educational experiences that will train pediatric residents with the knowledge
and experience they need to effectively care for the welfare of children and
families. For Pediatric Residency Programs, Graduation symbolizes the hard work
and dedication of residents over the course of their training.
Graduation Ceremonies/End of Year activities, which take place in June, may differ
from program to program, but they all focus on the same theme: the celebration
of
intense
training,
commitment,
and the beginning of new lives and careers. All residents look forward to this
event, not just the graduates. Participating and celebrating with peers, faculty,
family, and friends is an extremely joyous occasion for all.
As Pediatric Residency Program Coordinators, the goal is coordinate an event
that will be memorable for everyone involved.
Program Coordinator's Role
- Save-the-Date Graduation Announcement
- Guest List - Invitations
- Location reservations
- Award nominations (teaching, humanistic, etc.)
- Awards and Gifts
- Graduation Certificates
- Graduation Program Handout
- Menu selections
- Speakers
- Entertainment
- Schedule exit interviews for graduates
- Help graduating resident with info regarding the next phase of their
career (license applications, credentialing request)
- Prepare a packet of information to give to each departing resident
which can include a notarized copy of their diploma, USMLE Step 1,2,3
scores, copies of licenses, PALS, NRP cards, a signed copy of the credentialing
log.
Suggested materials to add
- Graduation Program Handout
- Graduation Invitation
- Graduation Announcement
- Awards and Gifts List
- Signed proof of Exit Interview with Program Director
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IN-TRAINING EXAM
Overview
Each year in July, the American Board of Pediatrics sponsors the General Pediatrics
In-training Examination for residents in categorical pediatrics, primary care
track pediatrics and Internal Medicine/Pediatrics programs and other combined
programs. The exam is taken once a year at the beginning of each pediatric residency
academic year. The exam is administered by each individual program and must take
place on the day specified by the board, or if logistics require, over the two
days allowed by the board. Order forms are sent to each individual program in
February. Each residency program is strongly encouraged to administer
the exam each year as a way of assessing the cognitive knowledge of the residents
in its program. It can serve as a useful tool in tracking the increase in knowledge
of each resident as they progress through training and can serve as an indicator
of an individual resident's likelihood of passing the certifying exam at the
completion of residency training. For further information on the In-Service Training
Exam, refer to website: www.abp.org.
Suggested materials to add
- ITE Order Memo
- ITE Order Form
- ITE Order Policy
Program Coordinator's Role
- ABP mails the In-Training Exam notification directly to your Program Director.
- Request a copy of the notification from your Program Director.
- Determine number of residents to take exam. Order extras - (optional)
- Request payment from accounting.
- Order exams (exams will not be delivered without payment).
- In advance, secure a site for the in-training exam date. Some programs provide
coffee, while others provide lunch.
- Schedule residents for exam sessions.
- Residents should not be scheduled to work, i.e., on call, post call, in clinic, etc.
- Notify residents, attendings, and pager operators of exam sessions.
- Assign proctors.
- Supervise exam - bring #2 pencils/sharpeners.
- Store exams securely when received.
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CERTIFICATION COURSES
Overview
The Residency Requirement Committee (RRC) mandates that all residents should
maintain certification in Pediatric Advanced Life Support (PALS), Neonatal Resuscitation
Program (NRP), Advanced Cardiac life Support (ACLS) or some equivalent lifesaving
system. Before entering residency, medical students must be certified in Basic
Life Support (BLS), which is required before taking PALS. For additional information
on certification programs, refer to the ACGME website.
PALS - A 2 day program which certifies a physician for 2 years. Residents usually take this course during their PL-1 year.
PALS Recertification - A 1 day renewal program which may need to be taken during the PL-3 year.
PALS Instructor Course - May also be offered to senior level residents.
NRP - A 1 day program which certifies residents for two years.
This course is taken either the 1st or 2nd year of residency.
NRP Instructor Course - May also be offered to senior level residents.
Optional Life Support Certification Courses - Offered by some pediatric residency program.
The Advanced Cardiac Life Support Program (ACLS).
The Advanced Trauma and Life Support Course (ATLS).
Program Coordinator's Role
- Develop a system, such as a database, to track residents' life support certifications (optional).
- Know when certification is offered in your program.
- Schedule facilitator & location for certification programs.
- Order certification books.
- Reserve equipment/venues.
- Distribute certification certificates to residents.
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LIST-SERV
Overview
The Association of Pediatric Residency Programs (APPD) provides three communication
vehicles to its members, the Webpage, the Quarterly Newsletter, and the List-Serv.
The List-Serv was established by Drs. Robert Kamei and Glenda Lindsey. The List-Serv
disseminates information to a global distribution composed of APPD members. All
email requests for distribution are reviewed and only relevant issues to the
pediatric residency program are posted. The List-Serv does not allow surveys
and commercial support announcements.
To determine whether or not you are on the List-Serv distribution or if you need
additional information, please contact the APPD. You can send your brief article
submissions to the following contacts:
CONTACTS
Robert Kamei
University of California, San Francisco
(415) 476-0987
email: kamei@itsa.ucsf.edu
Glenda Lindsey
Charles R. Drew University Program
(310) 688-4664
email: galindsey@pol.net
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MEDICARE AUDIT
Part of the requirements at institutions
which receive medicare funding is to
provide documentation regarding what
the resident has done for the fiscal
year. Different institutions may do
this differently, it may be helpful
to find out via your GME office what
format to use.
Program
Coordinator's Role
- Keep documentation
for each month of where each resident
was
- If a resident
participates in an away rotation
make sure to provide and obtain
proper documentation to enclose
with the medicare audit (rotation
service agreement)
- Keep all
information in a centralized location
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ORGANIZATIONS
AMERICAN ACADEMY OF PEDIATRICS (AAP)
Overview
The American Academy of Pediatrics (AAP) is the organization which represents
pediatricians and advocates for the health and well being of children. The academy
was organized in 1930 by pediatricians who wanted to create "a united front to influence pediatrics in its various phases: sociologic, hygienic, educational, investigative and clinical." Any
pediatrician certified by the ABP is eligible to apply for membership in the
AAP. Residents may also become members of the AAP at a greatly reduced rate from
certified members and, as members of the Resident Section, receive a number of
special privileges such as applying for scholarship and research grants. This
special privilege is provided to residents who are academically outstanding and/or
who have financial need. For additional information, refer to the AAP website: www.aap.org.
Refer to the web for the following topics
- About the AAP
- Welcome from Donald E. Cook, MD, FAAP, President of the American Academy of Pediatrics
- AAP Fact Sheet
- AAP Departments
- AAP Committees
- AAP Sections
- AAP Section Home Pages
- Employment Opportunities
- AAP State Chapter and District Links (found on our
best of the Pediatric Internet page)
- How to Contact the AAP
- Membership
- Core Values, Vision, and Mission Statement
- Member Categories and Applications
- Member Dues
- Member Benefits
- Frequently Asked Questions about AAP Membership Chapter Services
- AAP Chapter Web Sites (found on our pediatric Internet page)
- AAP Sections
- AAP Section Home Pages
- AAP Committees
- Directory of International Service Opportunities for Pediatricians
- Verification of Board Certification (on the American Board of Pediatrics Website)
- Publications
- Policy Reference Guide
- AAP Policy Statements
- New Titles:
- Guide to Your Child's Sleep
- Handbook of Pediatric Environmental Health
- Coding for Pediatrics
- Patient Education CD-ROM
- Pediatric Nutrition Handbook
- PREP: ID CD-ROM: An Intensive Review Course of Pediatric Infectious Diseases
- Parenting Books
- Caring for Your Baby and Young Child, Birth to Age 5
- Caring for Your School-Age Child: Ages 5 to 12
- Caring for Your Adolescent: Ages 12 to 21
- Guide to Your Child's Nutrition
- Guide to Your Child's Sleep
- Guide to Your Child's Symptoms
- Your Baby's First Year
Program Coordinator's Role
- Process yearly membership dues for residents and program director.
- Distribute AAP grants letter to residents for attendance at annual fall conference. The residents must apply for the grant and it is to be used to assist with the APA conference fees. Grants are provided to residents by Ross Laboratories.
- Distribute scholarship and research grant applications to residents and assure residents are aware of the proper documentation needed to apply.
- Coordinate the selection of resident representatives to the AAP state chapter and the AAP national organization.
- Frequently asked question regarding AAP resident benefits can be found on the AAP website.
Address
AMERICAN ACADEMY OF PEDIATRICS
Division of Member Services
141 Northwest Point Boulevard
P.O. Box 927
Elk Grove Village, IL 60009-0927
Phone: (800) 433-9016
Fax: (847) 228-5245
Web address: www.aap.org
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AMERICAN BOARD OF PEDIATRICS (ABP)
Overview
The American Board of Pediatrics (ABP) is located in Chapel Hill, North Carolina.
The ABP is the organization that establishes criteria for certification of individuals
in the specialty of pediatrics. Certification is the determination that an individual
physician has met the requirements for performance and education within a particular
medical specialty. The ABP administers certifying exams in pediatrics and many
of its subspecialties annually. It also administers, through pediatric residency
programs, the annual In-Service Training Exam, which helps track the development
of each resident's pediatric fund of knowledge as they progress through their
residency training. The American Board of Pediatrics, with the help of pediatric
program directors, tracks the progress of each resident through the course of
their training. For additional information, refer to the ABP website: www.abp.org.
Refer to the web for the following topics
- The ABP & Board Certification
- What is the ABP
- What is Board Certification
- Frequently Asked Questions about the ABP
- Dates & Fees for ABP Examination
- How to contact ABP
- General Information
- To Obtain Publications
- To Request an Application
- Verification of Certification
- Publications
- Booklet of Information
- Program for Renewal of Certification in Pediatrics
- Pediatric Residents: Evaluating Your Clinical Competence in Pediatrics
- Residency Training
- Training Requirements for Certification in General Pediatrics
- Training Requirements for Certification in Pediatric Subspecialties
- Training Programs
- Program Accreditation
- In-Training Examination
- Tracking and Evaluation Program
- Transfer of Subspecialty Residents (Fellow)
- Member Services
- There are approximately 250 pediatricians who serve the ABP as
Volunteers on committees, subboards, and the Board of Directors.
- Certification Information
- Dates and Fees for ABP Certifying Examinations
- General Pediatrics Certification Policies and Procedures
- Subspecialty Certification Policies and Procedures
- General Policies Related to Certification
- Links to Other Organizations
- Recertification Information/PRCP
- Dates and Fees for Recertifying Examinations
- General Pediatrics Recertification
- Pediatric Subspecialty Recertification
- General Information About PRCP
- Content Outlines
- Links to Pediatric Information
Program Coordinator's Role
- Fill-out the ABP resident tracking form. This form certifies residents to take the certification exam and it must be sent back to the ABP.
- Distribute the "Consent for Release of Information Form" to residents along with the "Evaluating Your Clinical Competency Pediatrics Booklet."
- Arrange for the In-Training Examination (refer to the In-Training Examination section in this handbook for more information).
- In May, the ABP mails to program director a competency verification form which needs to be signed by resident and program director.
- If a resident wishes to transfer to another program, the resident needs to fill-out a RT11 form and it must be signed by the program director.
Address
AMERICAN BOARD OF PEDIATRICS
111 Silver Cedar Court
Chapel Hill, NC 27514
Phone: (919) 929-0461
Fax: (919) 929-9255
Email: abpeds@abpeds.org
Web address: www.abp.org
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ACCREDITATION COUNCIL FOR GRADUATE MEDICAL EDUCATION (ACGME)
Overview
The Accreditation Council for Graduate Medical Education (ACGME) is responsible
for the accreditation of post-M.D. medical training programs within the United
States. Accreditation is accomplished through a peer review process and is based
upon established standards and guidelines. The ACGME's member organizations include:
the American Board of Medical Specialties (ABMS), the American Medical Association
(AMA), American Hospital Association (AHA), the Association of American Medical
Colleges (AAMC), and the Council of Medical Specialty Societies (CMSS). For additional
information, visit the ACGME website at: www.acgme.org.
Refer to the web for the following topics
- ACGME Information
- ACGME Meetings
- Residency Review Committees (RRC)
- Residency Review Committee Meetings
- Institutional Review Information
- Documents Open for Review and Comment
- Contact Lists
- ACGME Workshops
- Listing of Accredited Programs
- ACGME Outcomes Project
- Site Visit Information
- Requirements submitted for review and comment
Suggested materials to add
Quarterly Bulletin - The ACGME Bulletin is published three or four times
a year by the Accreditation Council for Graduate Medical Education. The ACGME
Bulletin is distributed free of charge to individuals involved in graduate medical
education. Either your Program Director or the GME office receives the Bulletin.
Call the ACGME to be placed on their distribution list.
Program Coordinator's Role
- Institutional and Residency Program reviews are conducted by the ACGME every 1 to 5 years. You may be asked to collaborate with the GME office prior to your programs review.
- Help maintain files and agreements for reviews.
- Help assemble materials for review.
Address
ACCREDITATION COUNCIL FOR GRADUATE MEDICAL EDUCATION
515 N. State Street - Suite 2000
Chicago, IL 60610
Phone:(312) 464-4920
Fax: (312) 464-4098
Web address: www.acgme.org
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AMBULATORY PEDIATRIC ASSOCIATION (APA)
Overview
The Ambulatory Pediatric Association (APA) was founded in 1960 "to improve the teaching of general pediatrics, to improve services in general pediatrics and to affect public and government opinion regarding issues vital to teaching, research and patient care in general pediatrics." The
APA presently consists of over 1,500 members. For additional information, refer
to the APA website: www.ambpeds.org.
Refer to the web for the following topics
- Administration
- Mission Statement
- History of the Ambulatory Pediatric Association
- National Office
- Application for Membership
- Leadership Rosters
- Membership Directory
- Newsletters
- Awards
- APA-NET
- Pediatric Positions
- Announcements
- Feedback from Users
- Education
- COMSEP/APA General Pediatric Core Curriculum Guidelines
- Resource Manual for the General Pediatric Clerkship Curriculum
- Educational Guidelines for Residency Training in General Pediatrics
- APA Parent/Patient Handouts
- Focus on Pediatric Education from the AAP
- Bright Futures
- Research
- APA Special Project Research Grants
- APA Award Applications
- Special Project Grant for Immunization-Related Research
- International Health Award
- Funding Sources for Pediatric Emergency Medicine Research
- Evidence-based Immunization Delivery
- Meetings
- Updates on SIG's
- Future Dates and Locations of Annual Meetings
- George Armstrong Lecture
- Regional Meetings
- Second Annual Meeting of Child Health Services Researchers: The Role of Partnership
- Journal of the Ambulatory Pediatric Association
-
Program Coordinator's Role
Be aware of the "Educational Guidelines for Residency Training In Pediatrics." This
is a guide provided by the APA along with a diskette. Please be sure your program
has a copy. If not, contact the APA to order a copy for your program.
Please Note: This curriculum is AAP, APA, and RRC approved.
Address
AMBULATORY PEDIATRIC ASSOCIATION
The Ambulatory Pediatric Association
6728 Old McLean Village Dr.
McLean, VA 22101
Phone 703-556-9222
Fax 703-556-8729
Email: info@ambpeds.org
Web address: www.ambpeds.org
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ASSOCIATION OF PEDIATRIC PROGRAM DIRECTORS (APPD)
Overview
The Association of Pediatric Program Directors (APPD) was formed to support and
enhance graduate medical education in the specialty of pediatrics. It promotes
dialogue among Association members from hospitals in the United States and Puerto
Rico that are accredited by the ACGME and those hospitals in Canada approved
by the Royal College of Physicians and Surgeons to provide residency-training
programs in pediatrics. Members of the APPD include Department Chairmen, Program
Directors, Associate Program Directors and Program Coordinators, and Internal
Medicine Pediatric Program Directors.
The Program Coordinators' Section was established as an educational resource
to foster the exchange of ideas and information between pediatric program coordinators.
The coordinator's section consists of an Executive Committee overseeing various
committees designed to enhance pediatric graduate medical education within member
programs and promote communication among program coordinators, directors and
the APPD membership. For additional information, refer to the APPD website: www.appd.org.
Refer to the web for the following topics
- About APPD
- Annual Meetings
- Program Directors and Coordinators information
- Newsletters
- Links to other Pediatric Societies
SUGGESTED MATERIALS TO ADD
APPD Quarterly Newsletter Program Coordinator's Role
Program Coordinators are encouraged to attend the fall and spring meetings of
the APPD as well as participate in the Coordinators' Section Standing and Ad
Hoc Committees throughout the year. Coordinators are invited to submit ideas
for workshop presentations to be held at these annual meetings. Workshops should
be geared toward enhancing the coordinators' knowledge of pediatric residency
programs to benefit not only themselves, but the residency programs as well.
Address
ASSOCIATION OF PEDIATRIC PROGRAM DIRECTORS
6728 Old McLean Village Drive
McLean, VA 22101-3906
Phone: (703) 556-9222
Fax: (703) 556-8729
Email: info@appd.org Web address: www.appd.org
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APPD EXECUTIVE PROGRAM COORDINATORS' COMMITTEE
Overview
The APPD Program Coordinators' Executive Committee was established in 1999.
Its mission is to provide leadership and guidance to the APPD Coordinators, plan
projects and programs, and enhance the Coordinators' Section. The Coordinators'
Executive Committee also serves as a voice for all coordinators at the APPD Executive
Council Member Meetings. A variety of issues are discussed ranging from ideas
for future workshops and projects, providing feedback on current workshops, and
presenting recommendations.
The Program Coordinators' Executive Committee consists of six elected members
to serve between one to three years. Those who are serving in their third year
shall be the co-chairs of the Coordinators' Executive Committee. The Chairs of
the Executive Committee will be the representatives who attend the APPD Executive
Council Meetings. At the fall Council meeting each year, the Coordinators' Executive
Committee shall recommend nominees to replace the two outgoing Executive Committee
members. The APPD Executive Council will make the final decision.
To find out more about the APPD Program Coordinators' Executive Committee, refer
to the APPD website: www.appd.org.
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EDUCATIONAL COMMISSION FOR FOREIGN MEDICAL GRADUATES (ECFMG)
Overview
Through its program of certification, the ECFMG assesses the readiness of graduates
of foreign medical schools to enter residency or fellowship training programs
in the United States that are accredited by the ACGME. The ECFMG also offers
a variety of other programs and services to foreign-educated physicians and members
of the international medical community. Detailed information regarding ECFMG
certification (required by all foreign graduates who wish to seek postgraduate
training in the United States) and other programs and services can be found on
the ECFMG website: www.ecfmg.org.
Refer to the web for the following topics
- ECFMG Announcements
- USLME: Step 1 & 2
- English Language Proficiency Test
- Clinical Skills Assessment
- Medical Education credential Requirements
- Electronic Residency Application Service (ERAS)
- J-1 Visa Sponsorship
- International Fellowships in Medical Education (IFME)
- Frequently-Asked Questions
- Obtaining Publications & Forms
- Links to Other Organizations
Program Coordinator's Role
As a Pediatric Residency Program Coordinator, it is important to become aware
of the various visa specifications. The Educational Commission for Foreign Medical
Graduates (ECFMG) is designated by the U.S. Department of State to serve as the
visa sponsor for all foreign national physicians who enter the United States
as exchange visitors (J-1 visa holders) to participate in programs of graduate
medical education or training. Specific information on the J-1 eligibility requirements
and application materials can be found on the ECFMG website.
Address
EDUCATIONAL COMMISSION FOR FOREIGN MEDICAL GRADUATES
3624 Market Street
Fourth Floor
Philadelphia, PA 19104-2685
Phone: (215)386-5900
Fax: (215)387-9963
Web address: www.ecfmg.org
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RELATED ORGANIZATIONS
Pediatric Organizations
American Academy of Pediatrics (AAP)
Federation of Pediatric Organizations (FOPO)
Ambulatory Pediatric Association (APA)
American Pediatric Society (APS)
Society for Pediatric Research (SPR)
Medicine-Pediatric Program Directors Association (MPPDA)
Medical Education and Training
Accreditation Council for Graduate Medical Education (ACGME)
American Medical Association - Fellowship and Residency Electronic Interactive
Database Access (FREIDA)
Association of American Medical Colleges (AAMC)
Association of Pediatric Program Directors (APPD)
Council on Medical Student Education in Pediatrics (COMSEP)
Medical Specialty Boards
American Board of Medical Specialties (ABMS)
American Board of Allergy and Immunology (ABAI)
American Board of Anesthesiology (ABA)
American Board of Dermatology (ABD)
American Board of Emergency Medicine (ABEM)
American Board of Family Practice (ABFP)
American Board of Internal Medicine (ABIM)
American Board of Medical Genetics (ABMG)
American Board of Neurological Surgery (ABNS)
American Board of Obstetrics and Gynecology (ABOG)
American Board of Ophthalmology (ABO)
American Board of Orthopedic Surgery (ABOS)
American Board of Otolaryngology (ABOto)
American Board of Pathology (ABP)
American Board of Physical Medicine and Rehabilitation (ABPMR)
American Board of Plastic Surgery (ABPS)
American Board of Preventive Medicine (ABPM)
American Board of Psychiatry & Neurology (ABP&N)
American Board of Radiology (ABR)
American Board of Surgery (ABS)
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ORIENTATION
Overview
Program Coordinator's Role: Typical Orientation Activities
Step 1: Pre-Orientation Mailing (This may also be handled in conjunction
with your GME office)
Mail orientation materials
Monitor responses
Provide GME office with addresses of newly matched interns
Provide GME office with photos of newly matched interns (you can obtain these via ERAS)
Step 2: Orientation Packet
|
Biosketches
|
ID's and Passwords, long distance code
|
|
Curriculum/residents manual
|
Schedules
|
|
Membership forms (AAP/ABP)
|
Dictation medical forms/dictation codes
|
|
Procedure log books
|
Pediatric Staff List
|
|
Beeper numbers
|
Birthday List
|
|
Maps
|
Consent Release Form
|
|
List of mentor/advisor assignments
|
Clinical Evaluation Booklet
|
Emergency Contact Form
|
Continuity Clinic Assignments
|
Step 3: Orientation Presentation
Chair/Program Director welcome
Chief Residnet/Program Coordinator Welcome
Subspecialty faculty presentations
Specialized lectures:
Developmental/behavioral
Blood transfusions
Pharmacy/antibiotics policies
Nutrition support
Infection control
Organ donation
Child Life
Social Work
Library services
Sponsored lunch
Interns, mentors/advisors, staff, administrative personnel, house staff
BLS/NALS/PALS course
Computer training
Documentation training
Tour of other facilities
Nuts & bolts session with Chief Residents
Distribute nametags, beepers, lab coats, etc.
Retreat at Chairman's home
Interns, mentors/advisors, coordinators
Dinner at Chairman's or Program Director's home
Invitees: Interns, Coordinator, Chairman, Program Director,
Ward attendings, and Continuity clinic preceptors
| List your program's orientation activities on the following page. |
| Step 2: Orientation Packet |
| Step 3: Orientation Presentation |
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PEDIATRICS REVIEW AND EDUCATION PROGRAM (PREP)
Overview
Each year the American Academy of Pediatrics (AAP) provides complimentary PREP
enrollments to all pediatric residents, chief residents, and residents in combined
pediatrics programs (i.e. Internal Medicine/Pediatrics programs). The Pediatrics
Review and Education Program (PREP) is an intensive review of pediatrics for
residents. This program is made possible, in part, through an educational grant
from Ross Products Division of Abbott Laboratories. You will receive materials
in July to update the list of residents in your program, which are due back to
the Academy by the end of August. Residents will begin receiving the journals, Pediatrics in Review, The Red Book,
and Pediatrics in January. They will also have online access to Peds in Review as well as Prep Self Assessment, and their PREP (print and CD format) subscription binders with sample questions will be
sent in bulk to the program sometime in April. The binder is a convenient way
for residents to file their Pediatrics in Review subscriptions
for each year of their residency, which becomes a valuable reference and study
tool as they prepare to take the pediatric board exam. Each program will receive
a complimentary copy of the Compu PREP-CD, which offers a convenient, comprehensive
study tool in general pediatrics. For additional information, refer to the AAP
website: www.aap.org.
Program Coordinator's Role
- Each July, the AAP sends computer printouts of the residents they believe are currently in your program. Residents are listed by training level.
- Update this list by indicating changes in training level and home address.
- Delete any residents who have graduated or otherwise left the program.
- Provide accurate address information so that your residents will receive their Pediatrics in Review subscription.
- Provide information on your new interns as well as any other residents who have joined your program since the previous year.
- The deadline for receipt of updated resident information is usually the end of August.
BACK TO TOP
PROCEDURE LOGS
ACGME RESIDENT CASE LOG SYSTEM
Introduction
The Resident Case Log System for Pediatrics is an Internet based case
log system utilizing CPT/ICD9 codes to track resident experiences. The
Residency Review Committee (RRC) has indexed these codes into categories
for evaluation. Any valid CPT/ICD9 code can be entered into the application,
but only those codes the RRC has selected will be counted for experience.
While some programs prefer to have administrative personnel enter cases,
this application was designed to allow residents to enter cases on a
regular basis at their convenience. Entry can be done from any PC connected
to the internet at any time, 24 hours a day. The site is secured by encryption
certificates obtained through the Verisign Corporation and is backed
up daily.
Using your Internet-browser, go to the ACGME homepage at www.acgme.org.
Select Resident Case Log System.
Group 1: Procedures documented by certification or attendance at a seminar/skills
session
Basic Life Support
Advanced Life Support (and Placement of Intraosseous Line)
Conscious Sedation certification (by institution)
Group 2: Procedures documented on Case Log system throughout training
(based on technical difficulty)
Endotracheal Intubation
Umbilical Artery Catheter Placement
Umbilical Vein Catheter Placement
Lumbar Puncture
Group 3: Procedures documented on Case Log system only until competence
(as determined by programs) is demonstrated
Arterial Puncture
Placement of Intravenous Line
Venipuncture
Suturing of Lacerations
Reduction and Splinting of Simple Dislocation
Bladder Catheterization
Group 4: Procedures documented as part of Rotation Evaluations and independent
of the Case Log system
Gynecologic Evaluation
Wound Care
Subcutaneous Injection
Intradermal Injection
Intramuscular Injection
Developmental Screening Test
Tympanometry Interpretation
Audiometry Interpretation / Audiologic Function Tests
Vision Screening
Hearing Screening/Evaluation
Simple Removal of Foreign Body
Inhalation Medication
Incision and Drainage of Superficial Abscess
Pain Management
Group 5: Procedures done so infrequently that do not require documentation
(The new RRC requirements recommend “exposure to” rather
than “sufficient training”)
Thoracentesis
Chest Tube Placement
Circumcision
This solution reduces the number of procedures to ten that require documentation
on the Case Log system, 4 procedures throughout residency and 6 procedures
until a resident is deemed competent. Only successful procedures need
to be logged. The Pediatric RRC will ask individual programs to develop
their own process and criteria for considering a resident competent such
that no further logging is necessary but will offer guidelines for determining
competence.
Program Coordinator's Role
- Periodically, collect Procedure Logs from residents for documentation.
- Input Procedure Log information into tracking database and include copy in resident's file.
- Print out Procedure Log report for each resident and provide copy to advisor and program director.
- Monitor requirement changes. (New combined ABP and RCC requirements are in planning).
BACK TO TOP
PROGRAM COORDINATOR'S ROLES AND RESPONSIBILITIES
Overview
- Accreditation
- Be familiar with current Accreditation and Residency Boards requirements and know where to find them.
- Organization and maintenance of information needed to complete the form (PIF).
- Preparation of program information form (PIF) for RRC site visit.
- Manage, prepare, and assist with site visits.
- Budget
- Manage and/or assist with the program's educational fiscal budget.
- Review monthly pediatric program financial reports.
- Process invoicing for pediatric program expenses.
- Credentialing
- Collect credentialing data and maintain credentialing records, i.e. rotations, pedialog document svcs., etc.
- Schedule residents for credentialing courses, i.e. PALS, NRP, etc.
- Prepare requested program surveys.
- Distribute certificates to residents for program completion.
- Scheduling
- Scheduling pediatric program related activities: pediatric conferences, electives, vacations, rotations, teaching courses, committee meetings, recruitment, events (retreats, orientation, graduation), etc.
- Recruitment
- Plan, develop, and maintain recruitment activities for pediatrics and medicine/pediatrics housestaff.
- Review letters, applications, and inquires to identify appropriate candidate for the pediatric training program in accordance with the established criteria (credentials, licensures, visas, screening, etc).
- Participate in the ranking process for residency candidates.
- Represent hospital at conferences and recruitment fairs to recruit candidates for residency program.
- Contribute to the evaluation of candidates.
- Yearly update of FREIDA survey.
- Coordination - Administrative
- Manage the daily, monthly and yearly operations of the pediatric residency program.
- Coordinate specific activities related to the pediatric residency program, i.e. (accreditation, credentialing, scheduling, recruitment, etc.) including timing, logistics, and participants.
- Perform administrative duties, i.e. maintain resident files, document conference attendance, update resident and teaching schedules, etc.
Other Responsibilities
The Program Coordinator's role varies among pediatric programs. Program
Coordinators may have combined jobs and may be required to perform different
functions outside the realm of the Program Coordinator's role. For example .
. . . .
- Resident Support/Morale Building
- Recognize and acknowledge residents' contributions.
- Contribute to a positive residency environment.
- Serve as a sounding board.
- Be available at all times for residents.
- Management
- Implements the hospital and department policies, procedures, and objectives within the Pediatric Department
- Provide supervision of support personnel including interviewing, mentoring and evaluation.
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RECRUITMENT
Overview
The Recruitment Process is one of the most important functions of Pediatric Residency
Programs and Coordinators. The goal is to recruit the best possible candidates
who will excel in pediatric residency training and as practicing physicians.
Each program determines how many available positions they want to fill through
the Match. In addition, each program has certain criteria applicants must meet
to be granted an interview. Positions can be very competitive. At this time,
the majority of pediatric residency programs receive many more applications than
there are positions available. The challenge for any program is determining which
applicants to interview and rank for the Match. For more details regarding the
Match, refer to the Match section.
There are several organizations that are part of the recruitment process. They
include:
- ERAS (Electronic Residency Application Service - www.aamc.org/eras).
In August 1999, Pediatric Programs began using the Electronic Residency Application Service from the Association of American Medical Colleges (AAMC). ERAS is a service that transmits residency applications, letters of recommendation, Dean's letters, transcripts, and other supporting credentials from applicants and medical schools to residency programs via the Internet. It was designed simply to assist you with managing your residency application process. All participants of the NRMP have agreed to use this mechanism.
- NRMP (National Resident Matching Program - www.nrmp.aamc.org).
The National Resident Matching Program is a private, not-for-profit corporation established in 1952 to provide a uniform date of appointment to positions in graduate medical education (GME). Each year, the NRMP conducts a match that is designed to optimize the rank ordered choices of students and program directors. In the third week of March, the results of the Match are announced.
The NRMP is not an application processing service; rather, it provides an impartial venue for matching applicants' and programs' preferences for each other. Program Coordinators should be aware of special match situations, e.g., couples matching.
- ECFMG (Educational Commission for Foreign Medical Graduates -
www.ecfmg.org)
Through its program of certification, ECFMG assesses the readiness of graduates of foreign medical schools to enter residency or fellowship programs in the United States that are accredited by the Accreditation Council for Graduate Medical Education (ACGME). Typically, before most training programs consider international graduates for any position, they require that international graduates hold a valid ECFMG certificate. Most institutions will only accept with J-1 visas. However, some institutions will sponsor H1-B visas. Information about the requirements for H1-B visas can be obtained from the Immigration and Naturalization Service (INS) website: www.ins.usdoj.gov/graphics/index.htm.
- Your Own Institution/Residency Program Website
Be sure that your website is current and up-to-date and can provide prospective applicants with helpful information.
Recruitment Process
April - August
- Medical students request via email or by written request pediatric residency program information. Programs mail to medical students residency brochures or refer medical students to their brochure website.
- A representative from the program may choose to attend Medical School Fairs/Events.
- Some institutions provide informational pediatric sessions for medical students.
- Install ERAS upgrades.
- Register with the NRMP - need to indicate how many available positions (med-peds, categorical, primary care, preliminary and transitional) the program is offering.
August
- ERAS Post Office opens - medical students begin to apply to pediatric residency programs.
August - February
- Schedule interviews through ERAS.
- Conduct interviews.
- Mail confirmation, interview day agenda, parking information, etc.
- Schedule faculty for interviews.
February
- Medical Students are ranked in order of desirability by the program director, selection committee members, and program coordinator. Rank lists are submitted to NRMP in mid-February.
March
- Notification of matched medical students takes place mid-March. Several weeks prior to Match Day, the NRMP notifies programs when match results will be available on their
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RESIDENT COMMITTEES
Overview
All Pediatric Residency Programs are required to have at least one governing
committee. This committee must include faculty and residents to discuss curriculum
policies, and resident issues.
Program Coordinator's Role
- The coordinator may facilitate the departmental committee meeting scheduling, minutes, and agenda.
- Prompt selection of residents each year.
- Should be a member on the committee(s).
- Prompt and facilitate residents in selecting a representative for the interdisciplinary committee.
- Facilitate communication to pediatric residents, from the interdisciplinary committee.
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RESIDENT TRAVEL
Overview
Rules for resident travel vary per institution and there are rules mandated by
certain States by which institutions must abide. Consult your institution's policies
and procedures manual to learn more about travel requirements.
When residents are traveling abroad for programmatic experience, there are certain
conditions which must be met. The program director is informed of the goals and
objectives, who will supervise the resident, and where will the funding come
from. In addition, the experience must comply with the ACGME and RRC requirements.
Program Coordinator's Role
Ensure that all funding is approved and the proper paperwork, such as, rotation
elective, malpractice ins., licensing program director's approval, institutional
agreement, etc., are processed accordingly to allow resident to complete the
proposed travel.
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SCHEDULES
Overview
- Master Schedule
The master schedule shows in block form the resident's rotation schedule for the year. The number and duration of blocks depends on the number of residents and the curriculum structure. Blocks are usually in four-week intervals amounting from 12 to13 blocks per year. In the Graduate Medical Education Directory (the Green Book ), you will find the Program Requirements for Residency Education in Pediatrics. It is important to read the Institutional Requirements in the front section of the Green Book. For any questions or clarification, contact (ACGME ) or visit its website.
As of July 2001, the ACGME will require that training programs incorporate six competencies into their resident training requirements for all specialties. These competencies include patient care, medical education, communication/interpersonal skills, professionalism, systems-based practice, and practice-based learning and improvement.
- Call Schedule/Duty Hours
Resident Duty Hours and the Working Environment
Providing residents with a sound academic and clinical education must
be carefully planned and balanced with concerns for patient safety and
resident well-being. Each program must ensure that the learning objectives
of the program are not compromised by excessive reliance on residents
to fulfill service obligations. Didactic and clinical education must
have priority in the allotment of residents’ time and energies.
Duty hour assignments must recognize that faculty and residents collectively
have responsibility for the safety and welfare of patients.
1. Supervision of Residents
a. All patient care must be supervised by qualified faculty. The program
director must ensure, direct, and document adequate supervision of residents
at all times. Residents must be provided with rapid, reliable systems
for communicating with supervising faculty.
b. Faculty schedules must be structured to provide residents with continuous
supervision and consultation.
c. Faculty and residents must be educated to recognize the signs of fatigue
and adopt and apply policies to prevent and counteract the potential
negative effects.
2. Duty Hours
a. Duty hours are defined as all clinical and academic activities related
to the residency program, i.e., patient care (both inpatient and outpatient),
administrative duties related to patient care, the provision for transfer
of patient care, time spent in-house during call activities, and scheduled
academic activities such as conferences. Duty hours do not include reading
and preparation time spent away from the duty site.
b. Duty hours must be limited to 80 hours per week, averaged over a four-week
period, inclusive of all in-house call activities.
c. Residents must be provided with 1 day in 7 free from all educational
and clinical responsibilities, averaged over a 4-week period, inclusive
of call. One day is defined as one continuous 24-hour period free from
all clinical, educational, and administrative activities.
d. Adequate time for rest and personal activities must be provided. This
should consist of a 10 hour time period provided between all daily duty
periods and after in-house call.
3. On-Call Activities
The objective of on-call activities is to provide residents with continuity
of patient care experiences throughout a 24-hour period. In-house call
is defined as those duty hours beyond the normal work day when residents
are required to be immediately available in the assigned institution.
a. In-house call must occur no more frequently than every third night,
averaged over a four-week period.
b. Continuous on-site duty, including in-house call, must not exceed
24 consecutive hours. Residents may remain on duty for up to 6 additional
hours to participate in didactic activities, transfer care of patients,
conduct outpatient clinics, and maintain continuity of medical and surgical
care as defined in Specialty and Subspecialty Program Requirements.
c. No new patients, as defined in Specialty and Subspecialty Program
Requirements, may be accepted after 24 hours of continuous duty.
d. At-home call (pager call) is defined as call taken from outside the
assigned institution.
1.) The frequency of at-home call is not subject to the every third night
limitation. However, at-home call must not be so frequent as to preclude
rest and reasonable personal time for each resident. Residents taking
at-home call must be provided with 1 day in 7 completely free from all
educational and clinical responsibilities, averaged over a 4-week period.
2.) When residents are called into the hospital from home, the hours
residents spend in-house are counted toward the 80-hour limit.
3.) The program director and the faculty must monitor the demands of
at-home call in their programs and make scheduling adjustments as necessary
to mitigate excessive service demands and/or fatigue.
4. Moonlighting
a. Because residency education is a full-time endeavor, the program director
must ensure that moonlighting does not interfere with the ability of
the resident to achieve the goals and objectives of the educational program.
b. The program director must comply with the sponsoring institution’s
written policies and procedures regarding moonlighting, in compliance
with the Institutional Requirements III. D.1.k.
c. Moonlighting that occurs within the residency program and/or the sponsoring
institution or the non-hospital sponsor’s primary clinical site(s),
ie, internal moonlighting, must be counted toward the 80-hour weekly
limit on duty hours.
5. Oversight
a. Each program must have written policies and procedures consistent
with the Institutional and Program Requirements for resident duty hours
and the working environment. These policies must be distributed to
the residents and the faculty. Monitoring of duty hours is required
with frequency sufficient to ensure an appropriate balance between
education and service.
b. Back-up support systems must be provided when patient care responsibilities
are unusually difficult or prolonged, or if unexpected circumstances
create resident fatigue sufficient to jeopardize patient care.
6. Duty Hours Exception
An RRC may grant exceptions for up to 10 % of the 80-hour limit, to
individual programs based on a sound educational rationale. However,
prior permission of the institution’s GMEC is required.
- Attending/Ward Schedule
There are several types of faculty schedules including inpatient, outpatient, and sub-specialty and after hours call schedules. The schedules highlight the times, the dates, and the areas to which each faculty member has been assigned.
Suggested materials to add
- Resident Master Yearly Schedule
- Call Schedule
- Attending/Ward Schedule
- Other schedules include:
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