[Amy Kraus]

Anna,

Much like Cindy, our institution uses MedHub to standardized our GME PEC APE review that is completed and submitted to the GME Office annually, typically the Mondy after the ACGME ADS are due.  Our form has standardized sections / questions targeting specific requirements / competencies from the ADS.  We are required to submit SCOT analysis documentation.  Sections: Program Oversight, Program Personnel, Trainees, Educational Program, Evaluation, Learning & Work Environment,

We must upload the below required documentation:

• WebADS Summary Report w/ Block Diagram
• ACGME Letter of Notification & Correspondence
• ACGME Faculty Survey Report
• ACGME Resident Survey Report
• Internal Program Eval – Faculty
• Internal Program Eval – Resident
• PEC Meeting Minutes
• Action items outlined in a spreadsheet (Area for improvement / Action Plan Item / Expected Resolution / Date Instituted / Target Date / Individuals responsible / Context / Status)

MedHub ttems are pulled, by the GME office, from our program documentation:

• Work Hour Reporting
• Evaluation Completion Reporting
  • Faculty
  • Trainee
• Submission of Final Summative Evaluation Documentation for Graduation
• Submission of Verification Training Documentation for Graduates
• Rotation Schedule Management (Built & Maintained)
• CCC Members & Reporting
• PEC Members & Reporting
• Portfolio Requirements

Once submitted (100% completion rate), the DIO and select members of GMEC / RRSC review the APE and make recommendations to the GME office.

Programs are then scored and rated. A report is generated for each program, outlining our performance and making recommendations.

It is a process, yet it is tied up with a bow and archived. Easiest if maintained throughout the AY.

Hope this helps.

Amy

[Amy Kraus]

Your GME office should also provide any support should you need to file for an extension, if even needed.

Please know that each state has different rules as to how many times someone may take Step 3, in regard to licensure.  You may have to supply a letter of approval.

[Amy Kraus]

Yes – We have a standardized letter that we renew regularly. Kept on file for reference.  We define further in our Goals & Objectives specific to the PGY levels (including the fellows).

Hope this helps. I am sure we should be updating with new language.

Amy

________________________________________________

 

UNIVERSITY OF MISSISSIPPI MEDICAL CENTER
HAND FELLOWSHIP/ ORTHOPAEDIC RESIDENCY AGREEMENT
This document describes the interaction between the University of Mississippi Medical Center Orthopaedic Surgery Hand Fellowship Program and the University of Mississippi Medical Center Orthopaedic Surgery Residency Program.
The Orthopaedic Hand Fellowship Program and the Orthopaedic Residency Program at the University of Mississippi Medical Center are fully integrated and each compliments and enhances the other.
The Hand Fellow and two Orthopaedic residents on the shared Hand / Sports service
(PGY-5 and PGY-2) work together on the Hand service during each resident rotation. The residents on this service work with the hand service 2 days a week, the sports service 2 days a week, didactic sessions ½ day per week and their continuity clinic ½ day clinic weekly. Thus, the fellow works with 2 residents weekly for approximately 2 days. All residents in the program have both junior resident and chief resident rotations on the service. There is frequent collaboration between the fellow, resident and faculty involved in the care of inpatients. Ultimate responsibility for following in-patients rests on either the resident or fellow – who participated in the surgery of that inpatient.
The educational program for the Fellowship Program is determined by the Fellowship Program Director in conjunction with the orthopaedic hand faculty, with input from the Residency Program Director. The educational program for the residency program is determined by the Residency Program Director with input from the orthopaedic hand faculty who are members of the full-time faculty of the residency program.
The fellow and orthopaedic residents assigned to the hand service work as a team in providing care of patients admitted to the hospital and in providing surgical care for both ambulatory and in-patient surgeries under direct faculty supervision and incorporating graduated responsibility. The chief orthopaedic resident supervises the junior resident, and the hand fellow provides supervision for the orthopaedic residents. There is absolutely no competition for surgical cases between the resident and hand fellow.
This fellowship enhances resident education by providing teaching and supervision on the hand service on hospital rounds, in the operating room, and through regularly scheduled conferences.

____________________________ ____________________________
Residency Program Director                          Hand Fellowship Program Director

 

They sign and date the document for filing. We a narrative like this for each fellowship.

[Amy Kraus]

Michelle,

We cancelled our booking and you may want to check with Amy Collins @ Union Gaslamp amy@omghospitalitygroup.com. We were going to do the same. too many cancelled due to spring break and the expense of San Diego.  We had planned on Tuesday evening March 11th.  1.5 blocks from the convention center. Harbor Side Patio. She may have Wednesday open too.

We also looked at Top of the Market – it is lovely.

Hope this helps.

Amy

 

 

[Amy Kraus]

We do much the same as Cindy and Kim. We use MedHub for work hour tracking. Rotation schedules are built into the MedHub. We also define the clinical assignments and set the “standard” Work Hours by service line (updated by the resident prior to approval/submitting).

The standard schedules are also maintained, by service line, using a workbook (spreadsheet)format that is updated regularly. The service lines show the Clinic / OR / Admin assignments by location and faculty designation, it is also broken down at YIT.

We do not track resident patient numbers. Reports can be run via EPIC as needed.

[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

[Author]

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