[Amy Kraus]

I agree with Kathleen. We use our spreadsheets but also build the schedules in Thalamus to offer the ease of viewing schedules (applicants & residents) and for reviewing applications (faculty & interview teams).  It saved us last year when we had an ice storm and had to move to virtual at the last minute. I called Thalamus the moment we cancelled in person. All I had to do is associate the virtual option in place of location.

It takes some work to build the first day but easy to copy the schedule over for additional days, adding the applicants later to the built schedules.

I choose to build manually – just wish we could carry over the schedules from year to year and make small adjustments.

If anyone has figured out how to load previous year schedules, please let me know.

We start with breakfast and PD / Chair Overview – split out to two groups (one interviewing and the other touring the area & hospital / time with residents’ overview). We run 7-8 interview rooms with build in breaks. Switch groups. End the day with lunch.

Interview 25 applicants a day (two days)

Start the morning at 6:15 am Breakfast / 7:00 am Interviews / 1:00 pm Lunch / 2:25 pm transport applicants (as needed) to the airport

Applicants are able to access their schedules through Thalamus – we can send them the downloaded format for interview preparation.

I will say, having the schedules built in Thalamus has really helped – especially the ease of opening applications for review. Previously we had a few applications printouts, in notebook form, ready and transferred all applications (as PDFs) for interviewers.  Many of our faculty were accustomed to paper. Thalamus helped us transition to electronic reviews.

Amy

 

[Amy Kraus]

Our program has a simulation lab, sawbones lab, and VR Trainer (VirtaMed Arthros  – Hip, Knee, Shoulder units).

We are in the process up updating the contract / software platform. We recently tested some VR headsets through Precision OS (Meta Quest).

Residents have access to the sim and sawbones labs 24/7. It is expected that they take some time to practice while on specific services.

[Amy Kraus]

Same with us, everyone gets a notification of interview status.

We send out:

– Invitations – spelling out the AOA CORD UOD guidelines

– Alternate / Waitlist emails

– specialized emails for rotators or prior interviewees that did not receive a formal invitation

– rejection emails

Emails are sent out on UOD.

I am still fielding emails and phone calls.

Amy

 

[Amy Kraus]

We provide each resident with a printout that includes their login information, as noted by AAOS. We proctor the exam and also make sure to have the session code noted on this page. We made it a standard practice to have the instructions printed on this handout. It helps to keep things organized and quite the day of the exam, especially if there are any staggered starts.   Our program preloads the secure browser to each system, while testing computers several days before the exam. IT is on hand to help with any issues.

Out first testing day (the majority of our residents) was Monday – it was rather smooth.

We have a few more testing Friday.

[Amy Kraus]

I called and emailed to see if there was an issue.

Thank you for letting us know. A bit rough since they have required us attending these sessions.

At least they will be able to send us the slides.

 

Have a great day.

Amy

[Amy Kraus]

Please check the ABOS Rules – they set a great guideline.

You may also write the ABOS and submit for exceptions – validating reasoning should someone not meet the 46 week rule (or the rule of averaged over the course of residency).

https://www.abos.org/wp-content/uploads/2023/04/Part-I-and-II-RP-2024_06_05.pdf

Page 5. 3. Each program may provide individual leave and vacation times for the resident in
accordance with overall institutional policy. However, one year of credit must include
no more than 50 weeks of full-time graduate medical education per year; and at least
46 weeks of full time graduate medical education per year; averaged over five years.
Graduation prior to 60 months from initiation of training is not allowed

Hope this helps.

Have a great weekend.

Amy

[Amy Kraus]

I apologize for not adding to the discussion sooner.

AAOS needs to recognize the mangers of education, as they have in the past. This shift seems to be a business move – a drive to collect higher dues and registrations.

Please note that I had a few words with AAOS registration / management the past two years – specifically in San Fran when they straight out told me that I could not register as an affiliate – no longer recognized as such. I was prepared to pay at the $350 – 400 registration yet did not understand why we were no longer accepted as an affiliate or, as in previous years, even as Allied Health attendees. It was quite disconcerting, as I recall seeing the student rate and I think it was actually under $100.00.   I am not sure about everyone else, but I have maintained an account and membership number for at least 15 (maybe 20) years to help with products and purchasing.

My fee would have been over $900 this year – I was having to register for the main conference and then layer on expenses (my plan was look at resident / faculty posters, attend OrthoDome and ICL presentations – one that I was going to participate in, and to walk the floor to talk with our vendors.

Needless to say, I did not pay the registration and immediately let my Program Director and Chair know that the registration money could be spent more wisely elsewhere.

To say the least, I was quite disappointed. I feel that someone made a money decision without realizing they were devaluing key players of the education. What a shame.

Just my two cents.

I applaud the board and their work to keep ARCOS strong. Great way to think outside the box.

THANK YOU!

Amy Kraus                                                                                                                                                                                                                                                                   Univ. of Mississippi Medical Center                                                                                                                                                                                                                   Manager – Health Education                                                                                                                                                                                                                                 Proud ARCOS Member since 2005

[Amy Kraus]

We provide the housing by working with a corporate housing group. We have a fully furnished apartment.

To comply with ACGME (or to make sure the rotation was approved) we made sure to designate in our rational that we were paying for the apartment & mileage. We arrange to have the apartment cleaned regularly and supply paper products & cleaners.

Amy

Univ of Mississippi Medical Center

 

 

[Amy Kraus]

Log into NRMP R3 system.

Top right hand corner – select Options and then reports.

The Report you are looking for is ” Match Results by Ranked Applicant”

 

Hope that helps.

Amy

 

[Amy Kraus]

My original file attachment was not allowed  – happy to email the Word and PDF that we sent out.

Amy

[Amy Kraus]

Rebecca,

We utilize a portfolio system and SMART goals. Residents turn these in twice a year, sitting down with the PD to review. they are often advised how to define these goals, while revisiting the plan to determine progress.  We are also looking to structure a more comprehensive plan. Would love to know what you find out. I am sure there are many “best practices” out there.

thank you,

Amy

Attachments:

You must be logged in to view attached files.

[Amy Kraus]

Laurel,

We both logged into the system to track, and yes we both had login / PW assigned. I recall the question about “needing to have both log in” being asked at the AAOS OITE session. I felt that AAOS wanted us both to log in and show that we were present.

I set the initial session, providing the access code, but we were both able to view and manage the exam, while approving the entry / reentry into the exam.

We tested on Monday and will again test on Saturday.

We did have to continually refresh our platform to get live updates / statuses.

Amy

[Amy Kraus]

We are currently still testing – proctored. The system has been working rather well today yet we have been feeling the stress (after watching the ARCOS discussion and the rare email from OITE testing). Not sure what happened to the text correspondence that I signed up for – only received 4-5 emails.

I find it hard to believe that the Proctors / Program Administrators are not able to track their remote testers. It has been very helpful to see where are residents are in the exam and review process.  This is my 20th year proctoring the exam – so many changes. I think I was more concerned this year than I have been any other year – that is saying a lot since I have been here through paper exams, to discs, to browsers, and now secure browser with scrutinized proctor instructions. We have followed the instructions to the letter yet still had concerns.

I so feel for everyone who tested this weekend. That would normally been our program but due to institutional barriers we had to schedule for today(Monday) our primary testing date and Saturday 11/11 for the secondary date.

I am so sorry than any of your residents experienced added stressors. Reminds of the exam, about 5 years ago – shut down across the nation. We sat in the hallway for about 2 1/2 hours waiting for the system to come back online. We were about to call the exam and my Chair & PD were ready to scratch that year. I had already placed calls to AAOS determining our next moves.

Hang in there everyone. We will get through this exam.

Amy

[Amy Kraus]

I agree with Cindy. We keep a “Vitals” database and record the AAOS # for reference.

We also store the roster each year, so we pulled our older listings for confirmation.

We do provide each resident with a testing coversheet – includes instructions and their AAOS ID / Last Name as listed on the roster.

Feels as if we are jumping through hoops to administer the exam. Glad we start testing on Monday this year.

Amy

[Amy Kraus]

We went through the process this past AY.

The request was submitted to our DIO, RRSC. We were advised to submit a letter of request noting the qualifications & stating the need for the change. We were asked to also submit an updated CV.  It was also suggested that we indicate that the current PD had accepted the position of Chair yet was well in support of the academic endeavors of our program.

The DIO entered the change in ACGME ADS and we emailed the RC with support documents. As noted, we also updated the CV fields in ADS.

We then waited for the formal approval from RC. The request was reviewed at a set RC Committee Meeting. When the approval came it indicated that the approval was retroactive to the date the DIO entered our PD into the system

Rather smooth, just a bit of waiting on the approval.

New Review Committee Dates are:

Sept 6, 2023

Jan 19-20, 2024

April 5-6, 2024

 

Hope this helps and also eases any concern.

Amy

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