Residency coordinators need succession plans

When I came into my position 4 years ago, I inherited NOTHING from my predecessor. Since then, I have worked diligently to create an accurate and detailed tickler file. I use a filing system I learned through the “GO System”, and I maintain monthly files as well as daily files. For the items that recur monthly and annually, I create a document with the details and put it in a plastic sleeve then file it in the correct month.

For example, when I pulled out the items from my August file, one of the annual reminders included “August: Schedule Chief Resident Selection Meetings” and the details of who is invited to which meetings. A sample email was also included outlining the information that we requested from residents and faculty last year.

I do not plan to be in this position forever and am freed tremendously knowing that (1) I don’t have to rely on my memory to get everything done, and (2) that I am leaving my successor with a great starting point thus increasing her/his chances for success. Yes, it is true that it takes a bit of time, but even if you are only able to create a general outline during year one, you can improve on it during subsequent years.

Wow! I thought that I was the only Program Coordinator who came into my position with no road map to follow! I’m so reassured to see that others have also perservered and thrived in their positions. When I started 4 1/2 years ago as the Internal Medicine Residency Program Coordinator for 26 residents, I was also fortunate to have a PD who was a wealth of information and a born educator. I also use the GO filing system and rely on my Outlook Task List to help me keep on track with daily tasks and then move them forward to the next year once I have completed them for the current year. Also, I have completely rewritten my job description to reflect my positions many responsibilities. During my first few months I spent so much time looking for information in resident files that I took the time to completely reorganize them by purchasing sectioned, expandable files and labeling each section as to which documents were to be filed in that section. The PD and the core faculty members have often expressed their appreciation for the time they save when needing to review resident files for quarterly evaluations. This also allows the residency secretary to file resident documents with confidence. The residency had purchased scheduling software and the GME Office had purchased the E*Value software for all residencies just prior to my coming here. Electronic scheduling and evaluation systems are a god-send! I too do not plan to be in my position forever, so my hope is that I when the time comes for me to hand over the reigns that my successor will have a road map to follow and will find success and fulfillment in the position.