Archive for: Program Management
Residency program quarterly report template
A few weeks ago, Molly Ostrowski, surgery coordinator, won free registration for the 4th Annual Residency Program Management Workshop. Her entry was featured on Residency Manager Blog.
As the post describes, Ostrowski began compiling quarterly reports that give a snapshot of how the program is complying with ACGME requirements. I interviewed Ostrowski and her program director, Dane Smith, MD for an RPA article and got even more great information about the reports, how she puts them together, and how Smith and Ostrowski hope to use them as documentation of program improvements for an upcoming site visit.
Because so many blog readers asked for a sample report, I uploaded a template for the quarterly report. I hope you find it helpful. Download it from our Forms and Documents page.
Thanks for sharing, Molly!
Save time during recruitment with templates
As several programs start hosting interview days this month, program coordinators are in an organizing frenzy. To help coordinators tame the craziness, I wrote an article in Residency Program Alert about how to work smarter and save time.
Creating e-mail templates is the most helpful tip for coordinators during recruitment. You’re corresponding with so many people about the same topics, why write countless e-mails stating the same exact information. Instead, just write it out once, save it in your drafts folder, and pull it out whenever you need it.
For example, send an e-mail with the following text to candidates you will not interview:
Dear [candidate name],
Thank you for you interest in the [name of program] training program at [name of hospital].
The members of our selection committee have reviewed the documents you submitted through ERAS , and we regret to inform you that we are not able to extend an invitation to interview at this time.
We wish you success in your medical career.
Thank you,
[your name]
Other ideas for recruitment template e-mails include:
- A description of the curriculum, training experiences, and faculty member qualifications to send to applicants requesting information about the program
- An outline of the interview day and directions to candidates coming for an interview
- An overview of which visas your program accepts and your programs selection criteria
What e-mail templates do you use? Leave a comment in the box below describing what you use templates for or cut and paste the text in the box!
Checklist for new coordinators
Gabrielle Pett, GME administrative manager at University of Washington, was kind enough to share the the new coordinator checklist mentioned in the comment section of the Monday’s Poll post.
Of course, this has information specific to UW, but use it as a starting off point for your own checklist. View the new coordinator checklist.
Coordinator to-do list for October
Along with buy/make kids’ Halloween costumes, buy boatloads of candy, and carving pumpkins, consider adding the following items to your to-do list this month:
- Prescreen applications
- Compile recruitment packets
- Develop interview itinerary
- Organize/confirm recruitment dinner, accommodations
- Train/remind faculty members how to use ERAS
- Register for in-training exam for many specialties
- Draft template e-mails to send to applicants, including one to send to those you want to interview and another for those who you will not extend an invitation to
What else is on your t0-do list this month? Let us know in the comment box below.
Residency coordinators: Get your to-do list out of your head
Our 2009 salary survey revealed that many coordinators feel that there just aren’t enough hours in the day to complete everything that’s on their to-do list. When asked what the biggest challenge they’re facing, respondents gave answers such as:
- Managing the workload and meeting deadlines as the result of recent staff cuts
- Trying to get everything done in a 40-hour workweek and not being able to get overtime
- Having a large workload and not getting things organized before the next task comes along
Read the rest of this entry »
Remind trainees to put a professional foot forward when applying for hospital privileges
As directors and coordinators, you know how unprofessional, unfinished, and incorrect application materials can poorly reflect on medical students applying to your program. Well, medical staff professionals (MSP), those individuals who work in the credentialing office at the hospital, feel similarly when graduating residents and fellows submit their applications for appointment to the medical staff.
ACGME gives guidance on managing emergency situations
Today, the ACGME posted Responsibilities of ACGME-accredited Programs and Institutions in Local Extreme Emergent Situations, which discusses protocols for handling emergency situations.
The results are in: 2009 residency coordinator salary survey
With an economy on the rocks, health care reform making its way through Congress, and funding for GME being scrutinized, it’s not a surprise that our annual coordinator salary survey got a record 579 responses. Here are some highlights from this year’s survey.
The good news is that more coordinators report earning higher salaries in 2009 than in previous year’s. The following is a breakdown of respondent salaries:
- 6% earn less than $30,000
- 35% earn $30,001–$40,000
- 35% earn $40,001–$50,000
- 16% earn $50,001–$60,000
- 6% earn $60,001–$70,000
- 2% earn more than $70,000
With salaries ranging from less than $30,000 to more than $70,000, there are several factors that influence coordinator compensation, including institution-type. Survey results show that:
- 65% of respondents work in academic- or university-affiliated hospitals
- 24% of respondents work in community-based facilities in rural, urban, and suburban areas
- 4% of respondents work in specialty hospitals
- 1% of respondents work in military facilities
- 5% of respondents listed other
Location also affects coordinator salaries.
Location also affects coordinator salaries. The Pacific and Northeast regions had the highest percentages of coordinators making $60,001–$70,000, 16% and 13% respectively. Respondents living in South Central made less money than any other region, with 89% reporting they make $50,000 or less.
Additionally, there may be a correlation between Training Administration in Graduate Medical Education (TAGME) certification and pay.
The number of respondents certified by TAGME or currently pursuing certification is up this year from 2008. According to 2008 data, only 1% of respondents were certified and 7% were pursuing certification. This year’s survey results show that:
- 7% of coordinators are certified
- 9% are currently pursuing certification
- 22% would like to become certified, but it is not available in their specialty
- 61% said they were neither certified nor pursuing certification
Although institutions vary in whether they recognize coordinator certification with higher pay or bonus, 78% of certified coordinators make more than $40,001. Only 59% who answered they are not certified make more than $40,000.
Although the recession hasn’t seemed to negatively affect coordinator salaries, it seems to be having an effect on raises. When asked how the current economic situation has affected coordinator pay, respondents said:
- 53% did not receive a raise this year
- 16% said this year’s raise was equal to 2008
- 13% said this year’s raise was smaller than 2008
- 3% said this year’s raise was higher than 2008
- 2% said their salary was decreased
- 19% listed other
For more on coordinator salary survey results, download a copy of the raw data.
RPA subscribers: Refer to the August 2009 issue of RPA for full coverage of the survey results and analysis of coordinator salary trends.
What do you think of our results? Leave your comments in the box below.
ACGME unviels new Learning Portfolio information
This week, the ACGME updated the Learning Portfolio section of their Web site to include a new demo of the online system and the latest time line for completion.
As Ruth Nawtoniak, C-TAGME will discuss at the 4th Annual Residency Program Management Seminar, coordinators and directors should check out this page frequently for the most current information about the ACGME’s portfolio initiative.
Training modules for computer systems prepare residents for patient care
Congratulations to Anne O’Hearn C-TAGME from Albert Einstein Medical Center, in Philadelphia, PA. She won free registration to the 4th Annual Residency Program Management Workshop!
The following describes how e-learning modules have shortened her resident orientation and better prepares trainees for their first day of patient care duties.
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