Your Yearly Organizational Calendar

Mary Burda University of Toledo

April 24, 2013 Orlando, Florida

July

1st day of the new academic year HIPPA training compliance for all new

residents/fellows by July 15th Archive graduating residents/fellows who

graduated June 30th into New Innovations

Create residents/fellows portfolios/files for the 2013-2014 academic year

Complete procedure logs for incoming and current residents/fellows

July

Distribute new resident handbook Enter new residents and update current

residents in ACGME Resident Case Log System

Surgical Operative Logs due to the ACGME by August 1st

Complete American College of Surgery candidate applications for incoming residents

August

Follow-up on Temporary Training Certificate or licensure if required by your state

Complete the National GME track Update Web ADS Install ERAS onto computers Update general surgery website for

accurate information Follow-up on vacations requests

September

Set candidate interview dates ERAS post office opens – download daily Prepare for the interview season NRMP registration for match participation BLS/ACLS/ATLS certification for all the

new residents/fellows Update the American Board of Surgery

roster

October

Review ERAS applications Programs may begin interviewing Schedule lecture hall for ABSITE exam Book pre-interview function location Choose and book location for graduation

dinner

November

Interviews begin Continuing reviewing ERAS applications Order ABSITE exams Send out thank you letters for applicants

that have interviewed

December

Interviews continue Schedule semi-annual resident

assessment with Program Director Remind faculty/residents of the ABSITE

date Send out thank you letters for applicants

that have interviewed

January

Schedule faculty for the final rank list meeting for February NRMP match

Submit letter of intent to renew current resident contracts for next academic year

Prepare seating chart for ABSITE and order food

Election for new Administrative Chief Residents

ABSITE exam – schedule during the window provided by the ABS

February

Applicant interviews are over!!!! Submit rank list to NRMP Begin visa renewal process for

residents/fellow on J-1/H1b visas Order graduation certificates ERAS registration for the next academic

year Follow up with residents who have not

taken Step III Register for APDS/ARCS/ASE

March

ABSITE results are received Match Day is here!!!! Complete SOAP process if necessary Send out welcome letters to matched

residents Send out post match survey

questionnaire APDS/ARCS/ASE annual meeting

April

Chiefs residents submit ABS application to PD for review and signature. Must be received by the ABS by May 1st

Order graduation gifts Update New Innovations with ABSITE

scores, ATLS, BLS, ACLS dates Update resident handbook for 2012-2013

academic year

May

Finalize rotation schedule and distribute Send out graduation invitations Order resident and faculty awards Finalize graduation events Plan orientation schedule, book room

and participants Medical license renewals Finalize educational conference schedule

May

Prepare to close out ERAS Schedule incoming residents for ATLS,

BLS and ACLS Schedule incoming residents for

physicals and PPD’s American College of Surgeons

enrollment renewals

June

Graduation Dinner Institutional and departmental orientation

for incoming residents/fellows Distribute updated pager and photo list Submit final paperwork to HR for

graduating residents Schedule semi-annual resident

assessment with Program Director Annual Program review with residents

and faculty

June

Prepare final operative logs for chief residents and preliminary residents for submission to ACGME

Complete summative evaluation and schedule exit meeting with Program Director

Begin preparing vacation schedule for the upcoming year

June 30th – academic year is over!!!!

Monthly

Monthly Education Committee Meetings Distribute resident and faculty call

schedules Update policy and procedures as needed Audit Immunization and PPD’s Audit ATLS, BLS and ACLS for

expirations Audit visa’s Faculty/Resident evaluations

Monthly

Review resident handbook and update as needed including goals and objectives

Update the ACGME Web ADS as needed

Weekly

Review resident duty hours for compliance

Review operative case logs for deficiencies

Create and distribute quality improvement lists

Complete physician credentialing requests

Update vacation requests Filing

Thank you

Questions?????