Fellowship Forum: Tips to make it through all the documentation
Hectic? Did you say, “Hectic?” Yes, for fellowship programs, it is THE busy time for securing documentation of every description. Although our inclination is to address all these immediate issues at the same time, it’s wise to prioritize. Set aside a block of time each day to keep yourself updated on each to-do list.
Begin by keeping stacks of stuff in separate stations around your office pod. It would be too easy to misfile an important document in the wrong pile, and then spend hours looking for it. Here are a few tips for your overloaded desk right now:
1) Interviews. Yep, for some of our fellowships, they are still going on, long after the residency programs have finished. Keep those schedules in plain sight. Here’s a quick tip: Stay in close touch with your visiting applicants as they are the future of the program.
2) Credentialing for incoming fellows. This can be a tedious process, as it seems GME offices are requiring more and more documentation. Quick tip: If you have foreign medical graduates coming in, get going early on those J-1 and H-1B visas. With more of these folks entering US programs, rules are becoming tighter.
3) Reappointing current fellows. No doubt they will have annual updates due. Quick tip: If you’re having trouble getting fellows to complete paperwork, including online training modules, find a carrot. The barter system still works!
4) Fellows moving to faculty. This can require documentation for your HR person, division administrator, or whoever handles such records. Quick tip: Even though faculty appointments might not be in your bailiwick, you should search out who needs what from your fellow, so there will be no gaps in the transition.
5) Departing fellows. These folks have known for some time their next career step. Quick tip: Be sure to get a completely updated CV from them before they go, including publications and presentations (you might need these for your next PIF). Get forwarding addresses, if only for their professional locations for now; keep their personal e-mails, just in case.
Spring has surely sprung for fellowships. Stay calm, keep chugging away, and soon there will be a fresh start to a new academic year!
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Sally Miller
Sally Miller is the fellowship coordinator for the department of medicine at University of Virginia Health System.Sally has written 7 posts.
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