gme monthly coordinators’ council meeting

GMEMonthlyCoordinators’CouncilMeetingMay12,2016

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Agenda• MedHub Enhancements• AnnualProgramEvaluation(APE)• ACGMESurveyResults 2016• Visas• Contracts• Coordinators’Needs Assessment SurveyFeedback• CouncilNextSteps

MedHubEnhancements

• Newenhancements totheProgramAccreditationsections inApril2016

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MedHubEnhancements– “ProgramAccreditation”:Overview

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• Screenshot oftheentireOverview tab

MedHubEnhancements– “ProgramAccreditation”

5Thepagecontinueswithmoresections…

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MedHubEnhancements– “ProgramAccreditation”Cont’d

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MedHubEnhancements– “ProgramAccreditation”Cont’d

MedHubEnhancements– “APE”Tab:Overview

8Thepagecontinueswith2moresections…

MedHubEnhancements– “APE”Tab:FileSection

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MedHubEnhancements- “APE”Tab:ActionPlan

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Enterandsubmitoneissue atatime

MedHubEnhancements- “APE”Tab:Metrics

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Allmetrics arecalculated basedondataavailable inMedhub

MedHubEnhancements- “APE”Tab:Metrics(Cont’d)

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Allmetrics arecalculated basedondataavailable inMedhub

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MedHubEnhancements– OtherSections:GMEReview(AnnualReview)

IntheGMEReviewtab,yourprogramcanalsofind:§ AnnualReview§ SpecialReview§ FocusedGMEReview

MedHubEnhancements– OtherSections:ACGMEReview

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MedHubEnhancements– OtherSections:Surveys

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• UploadACGMESurveys(Resident&Faculty);

• Datacanbedownloaded intoExcel format(YAY!)

IntheSurveytab,yourprogramcanalsofind:§ ACGME– Resident: ACGMESurveybyResident§ ACGME– Faculty:ACGMESurveybyFaculty§ Internal– Resident: GMEHouseStaffSurvey§ Internal– Faculty:N/A

MedHubEnhancements– OtherSections:ScholarlyActivities

MedHubEnhancements– OtherSections:ScholarlyActivities(DataEntryPage)

MedHubEnhancements– OtherSections:Correspondence

AnnualProgramEvaluation(APEs):GME’sRecommendationswiththenewAPEdesign

• UpdateAPEdate• Uploaddocumentsunder“FileAttachments” sectionasusual(underAPEtab)

• HowtodocumentAPE:– Option1(stronglyrecommended):usetheAPEGuidebooktodocument the

SWOTAnalysisandanactionplanfornextyear– Option2:updatethe“ReviewChecklist”and“ActionPlan”sections; fillout

the4areaswiththedataavailabletoyourprogram• TraineePerformance• FacultyDevelopment• GraduatePerformance• ProgramQuality

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TheAPEChecklisthasbeenupdatedtoparallelwiththeAPEcategoriesintheMedHubEnhancements.


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NOTE!MakesuretouploadthefollowingunderAPE>FileAttachments fortheGMEAccreditation Teamtoreview:

§ APEMeetingMinutes*MUSTBEAPPROVEDBYYOURFACULTY*§ APESlidedeck§ APEGuidebook(ifused)§ APEDocuments(refertotheAPEChecklist; uploadalldocuments thatare

availabletoyou)

• UpdatedAPEChecklistbasedonthenewMedhub changes foundhere:https://stanfordmedicine.box.com/s/6kgsx17kvftpwa5wflraxmd6kt6jjhcm

-OR-

MedHub>Resources/Documents (leftbottomofpage)>02Forms,Templates, &Examples >AnnualProgramEvaluation(APE)&ProgramEvaluationCommittee (PEC)

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AnnualProgramEvaluation(APEs):APEChecklist

AnnualProgramEvaluation(APEs):APEGuidebook

• ContinueusingtheAPEGuidebook (strongly recommended!)

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ACGMESurvey:InstitutionalReport

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ACGMESurvey:InstitutionalReport- Continued

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ACGMESurveyResults:InstitutionalTrendAnalysis

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ACGMESurveyResults:ProgramTrendAnalysis

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ACGMESurveyResults2016

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ACGMESurveyResults2016- Continue

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NRMP2016– RankDistributionsforMatchedResidents

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0

2

4

6

8

10

12

14

16

18

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RANK

PROGRAMA:RankDistributionofMatchedResidentsina

Medium-SizedProgram(n=10)

0

5

10

15

20

25

30

35

40

RANK

PROGRAMB:RankDistributionofMatchedResidentsina

Medium-SizedProgram(n=11)

NRMP2016:MedicalSchoolRegionsofStanford’sMatchedResidents

MedicalSchoolRegions

NumberofResidentsMatchedwith

StanfordFromEachRegion

PercentMatchedwith

StanfordFromEachRegion

West 98 46%

Northeast 62 29%

Central 32 15%

South 20 9%

International 2 1%

Total 214 100%

West46%

Northeast29%

Central15%

South9%

International1%

n=214;Includes2017-2018MatchedwithCategorical Programs

NRMP2010-2016:LongitudinalMatchAnalysisByInstitution

28.7% 28.8%25.3%

19.1%22.3% 21.9%

27.1%

0.0%

10.0%

20.0%

30.0%

40.0%

50.0%

2010 2011 2012 2013 2014 2015 2016

PERC

ENTMAT

CHED

(#M

atched

/Low

estR

anked)

PercentageofRankedApplicantsWhoMatchedAtStanfordOver7Years

(Source:NRMP2010-2016;n=5223)

NRMP2010-2016:LongitudinalMatchAnalysisByProgram

0%5%

10%15%20%25%30%35%40%45%50%55%60%65%70%75%80%85%90%95%

100%

2010 2011 2012 2013 2014 2015 2016

PERC

ENTMATCH

ED(#M

atched

/Low

estR

anked)

PercentageofRankedApplicantsWhoMatchedatStanfordForSixResidencyProgramsOver7Years(n=3222)

2016NRMP:UnmatchedResidentsbyInstitution

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UCSanFrancisco-CA16%

MassachusettsGenHosp

8%

Brigham&WomensHosp-MA

8%

UWashingtonAffilHosps

7%UCLAMedicalCenter-CA

5%

Other56%

Resultsofthe2016NRMPOverall%UnmatchedApplicants

2016NRMPData:Matched&UnmatchedbyGender

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51%49%

Percentage ofUnmatchedApplicantstoStanfordby

Gender

55%45%

PercentageofMatchedApplicantstoStanfordby

Gender

2016NRMPData:MatchedbyGender&Program

37

0%

33%

70%

67%

86%

85%

50%

14%

100%

64%

36%

83%

40%

57%

59%

59%

100%

100%

100%

67%

30%

33%

14%

15%

50%

86%

0%

36%

64%

17%

60%

43%

41%

41%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

VascularSurgery

ThoracicSurgery

RadOnc

Radiology

Psychiatry

PlasticSurgery

PM&R

Pediatrics

Pathology

OrthopaedicSurgery

OBGYN

Neurosurgery

InternalMedicine

GeneralSurgery

EmergencyMedicine

Dermatology

AnesthesiaC0

AnesthesiaA0

Percentage ofMatchedApplicantstoStanfordByGender

2016NRMPData:UnmatchedbyGender&Program

3875%

17%

31%

50%

73%

43%

65%

38%

38%

79%

31%

50%

44%

20%

54%

53%

60%

25%

83%

69%

50%

27%

57%

35%

63%

63%

21%

69%

50%

56%

80%

46%

100%

47%

40%

0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

TheracicSurgery

RadOnc

Radiology

Psychiatry

PM&R

PlasticSurgery

Pediatrics

Otolaryngology

OrthopaedicSurgery

OBGNY

Neurosurgery

Neurology

InternalMedicine

GeneralSurgery

EmergencyMedicine

Demertology

AnesthesiaC0

AnesthesiaA0

Percentage ofUnmatchedApplicantstoStanfordbyGender

OBGYN

Visas

• StatusReport

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Contracts

• StatusReport

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Questions

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Coordinators’ Needs Assessment Survey Feedback

41outof112coordinatorscompletedsurvey– 37%

HowlonghaveyoubeenaprogramcoordinatoratStanford?

Doyoumanagearesidencyprogram,fellowshipprogram(s),orboth?

Howmanytraineesdoyoumanage?

EffectivenessofGME

Mostsatisified with:• Supportfromoperationsstaff• Supportfromeducationstaff• Orientationoftrainees

Opportunitiesforimprovement:• VerbalcommunicationfromGME• WrittencommunicationfromGME• Organization/structureofGME

SuggestionsfortheGME

• Morestaffmembers• Beproactive,communicatedeadlineswellinadvance• Morefrequentcommunications• Orientationfornewcoordinators• Handbookforcoordinatorswithpolicies,timelines,etc.

• Mentorshipforcoordinators• Ongoingprofessionaldevelopmentforcoordinators,e.g.,retreat,forumtosharebestpractices,etc.

• Advocateforcoordinators,i.e.,jobclassificationandcompensation

DoyouthinktheGMEDepartmentshouldhostanannualretreatforcoordinators?

Purposeandfocusofretreat

• Sharingbestpractices• Teambuilding/morale/networking• Professionaldevelopment• Coordinatormentorship• WorkshopslikeACGMEmeeting• Planforthecomingyear,summarizeactivityforthepastyear

• Smallgroupdiscussions,specifictoresidencyandfellowshipcoordinatorrole

Additionalinformationorteachingontopics Inorderofmostimportant:

• Coordinatormentorship• Coordinatororientation• Coordinatorprofessionaldevelopment• Coordinatorwellness• ACGMEandcommonprogramrequirements• MedHub• AnnualProgramEvaluation(APE)• ProgramEvaluationCommittee(PEC)• DisabilityandLeaveofAbsences• Milestones• Self-Study• CompensationandBenefits,includingReimbursements• Visas• Licensing:MedicalandDEA• ClinicalCompetencyCommittee(CCC)• ClinicalLearningEnvironmentReview(CLER)• FinanceandBilling

Otherimportanttopics

• Interview/recruitmentprocesses• Mentorshipforcoorindators• Orientation/trainingforcoordinators• Stressandwellbeingforcoordinators• Conflictmanagement• Diversity

SuggestionstoenhancemonthlyGMEmeetings

• Sendsremindersandagendabeforehand,askforadditionalagendaitems

• GMEtosharecommonprogramissuesandconcerns,allowfordiscussionandopportunitytoaskquestions

• Residencyv.Fellowship,ACGMEv.Non-ACGME• PresentersfromoutsidetheGMEoncertaintopics• Createmorestructure,givetimefordiscussionandkeepeveryoneontopic

• Webinarsarechallengingtolistenandparticipate,consideralternativessolutionstoreachcoordinatorsinotherareas

• Agendaandhandoutsbeforehand

DoyouseeaneedforaCoordinators'CouncilatStanford?

FunctionandresponsibilitiesofCoordinators’Council

• Advocateandaddressneeds/concernsofcoordinatorswithGME,HR,etc.

• Safespaceforcoordinatorstoshareideasandconcerns• Professionaldevelopmentforcoordinators• PartnerwithGMEontopicsformonthlymeetings• Outsidespeakers

• Forumtoaskquestionsandsharebestpractices• LiaisonbetweencoordinatorsandGME• Effort/incentivesformembersofthecouncil

TopprioritiesfortheCoordinators’Council

• Advocateforcoordinators• Supportcoordinators• PresentissuesandconcernstoGME• Careerdevelopmentopportunitiesforcoordinators• Coordinatemonthlyspeakers/trainings• Initiatechange• Orientation/mentorshipforcoordinators• Jobclassificationforcoordinators,i.e.,higherlevelthanadministrativeassistant

• PartneringwithGME• HelptoestablishclearcommunicationsfromGME,i.e.,handbook,policiesandproceduresup-to-date,etc.

• Recognizeandenhancetheexcellenceofcoordinator’sskills• Collaborationandpeersupport• Coordinatorwellness• Diversity

Questions?

Thoughts!