[Kelly Kovacs]

Hi Ginae,

We have a specialty specific LibGuide link from the university library that includes access to relevant e-books and journals. Residents and medical students (and faculty for that matter) can all access those resources free.

The residency program has an Orthobullets PASS account for the residents to use however they want/ prepare for OITE, run through the case-based curriculum, etc. We have just a couple residents on a study plan using Orthobullets; I track their progress once a month to ensure they’re actually doing questions regularly (poor OITE scores gets them on a study plan). The program’s overall percentile was notably higher this past year since we’ve had PASS.

 

As far as a survey goes… Hopefully you have better luck than we did getting responses. We sent a survey out to programs Fall 2024 asking what resources are used [Orthobullets, Clinical Classroom, ResStudy, UptoDate, AAOS Online, Textbooks, Podcasts, Other]. With 298 views, only 76 total responses received which wasn’t really enough for proper statistical analysis and halted progress on a publication.

 

In 2022 AOA/COERG published a paper about social media use to supplement ortho education.   https://www.sciencedirect.com/science/article/pii/S2666262022000729

 

 

-Kelly from Toledo
kelly.kovacs@utoledo.edu

[Kelly Kovacs]

We use a paper evaluation as well; single sheet/one-sided..  I give them to the clinic manager to help distribute to the patients based on resident schedules.

[Kelly Kovacs]

Hi Marie,

AOA/CORD has example goals and objectives posted online that might help – https://www.aoassn.org/program-directors-resources/

[Kelly Kovacs]

Our 5th year ortho residents share the chief role as Cindy described; acting “admin chief” is on the trauma rotation with the PD for three-months. They have the additional administrative duties while on that rotation. No extra pay.

Our GME office only provides a “served as chief” certificate to those that truly served as chief resident for a full year (voted on by their program peers, etc.). I do not know if that comes with a stipend since it doesn’t apply to my program, but I doubt it.

I give a printed/cheaply framed “served as chief” certificate at graduation.. Its different than the official diplomas but still appreciated I think. We don’t have their diplomas available to hand over at graduation as we have the event early in June so it helps with photo opps, etc.

 

 

[Kelly Kovacs]

Okay, so I kinda like the provided guidelines.. I could follow the process/dates for this year as they do line up well with my students’ registration timeline, etc.

 

I forwarded the guidelines over to our Assoc. Dean of Clinical Education and the Sr. Assoc. Dean of Student Affairs so they are aware of what’s been posted.

I will also post this to our ortho student group so they are aware of the potential standardized process. Although, I fear this will drive stress/anxiety given the unknown of how many/which programs will follow the process. 

 

 Any consensus yet on whether or not your programs/clerkships will follow the guidelines THIS YEAR?
—this is the meticulous planning and education part of the standard process I mentioned… Sure AOA/CORD posted their recommendations, but are the medical schools prepared/ are clerkships prepared/ do the students know about it and are they prepared?

 

Looking forward to gaining some insight from the group in Jacksonville!

 

 

[Kelly Kovacs]

I’m in for this discussion! I also manage the ortho clerkship at UToledo, but as ya’ll are saying, Dept. Med. Ed. determines the medical student timelines and ours do not match up well with VSLO or other institutions.

I completed that CORD survey about a potential universal offer day for VSLO – that would be nice, but also I think difficult to implement without meticulous planning and education (to host schools as well as the students).

I fear we lose good opportunities to host a desired student due to internal registration timelines crossed against VSLO openings.  Also students don’t hear from me timely enough and withdraw.

VSLO opens next week, but my students won’t register for another month so I won’t look at VSLO apps until after they register and I know how many spots I have available to offer.

 

Its messy but we do it!

[Kelly Kovacs]

Hi Maggie,

Attached the self-evaluation I use for mid-year / included in their semi-annual evaluations. I assign it through New Innovations.

I do use these to help me track some of their scholarly activity and pt. safety/QI projects. 

-Kelly from Toledo

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[Kelly Kovacs]

This is our second year back to in-person. We do interviews Friday afternoon and Saturday morning with the social night for all candidates Friday evening. Its totally optional for the candidates. For some it would be after the interview day and for others its the night before.

Residents are expected – I’d like for faculty to come as well.

Last year we hosted at a local event venue downtown Toledo. This year we’re hosting on main campus/Savage Arena in the suite that overlooks the basketball court — had a push from administration to host events on campus so we’re trying it out. Catered with drink tickets. I’m looking forward to it; should be pretty cool venue for future orthopods/ sports and all 🙂

 

 

 

[Kelly Kovacs]

As Cindy said, same here at UToledo.. Our programs complete an Annual Program Evaluation (APE) within New Innovations.

Questions link back to accreditation status letter/ RRA decisions/ scholarly activity/ PEC meeting, etc. as Cindy listed. Sometimes they change a few questions and focus on certain requirements and how they’re met within the program (i.e. fatigue management education, health care disparities, and so on).

[Kelly Kovacs]

Thanks to all! I appreciate the responses and emails; I got the information I need.

 

[Kelly Kovacs]

Hi Lisa,

Attached our program policy at UToledo –

We also allow the residents to submit their own vacation requests. They submit all requests for the academic year. I review them and address any issues/discrepancies upfront and then the PD reviews to approve. Some changes come up throughout the year, but vacations are mostly set by end of July.

On the request form we have the following guidelines that may help for what you’re asking in terms of coverage issues –

Guidelines:

1)   PGY2 – 5 Must take two vacations in first half of the academic year and two vacations in second half of year.

2)   No vacations allowed for residents in June, AAOS, or Miller Review

3)   No more than two residents can be allowed on vacation at UTMC. ONLY under certain circumstances and ONLY with the written approval of the program director.

4)   Vacation requests are seniority based until June 15th then first come, first serve, regardless of resident seniority.

5)   Only one vacation is allowed for residents while on the mandatory pediatric rotation.

6)   Only one vacation is allowed for residents while on the mandatory trauma rotations.

7)   No more than two vacations allowed during any one resident rotation, except for those rotations mentioned in #5 and #6.

8)   Interns get 3 weeks per year.  2nd – 5th years get 4 weeks.

9)  Vacation must be taken in 1 week blocks and may not be split up.

For Interviews:  You must use your vacation time unless otherwise approved by Program Director IN WRITING.
—  PGY4s essentially get 3 weeks vacation and 1 week for interviews (those days can be split/ totaling a week–honor code to some extent)

For Business Travel:  Use BUSINESS TRAVEL form (Courses, Conferences, etc)  If you have Scholarly Activity accepted for presentation and PD approves IN WRITING, you will be allowed to go and Department will pay your way and no vacation time will be used.  If you do not have scholarly activity accepted, you may need to use vacation time for travel.

 

Thanks,

Kelly
kelly.kovacs@utoledo.edu

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[Kelly Kovacs]

Adding this coordinator calendar that was provided to me when I started.. [I did not create this and have not updated it]

I like the one-page format. It was very helpful to me the first few months; had it printed for quick reference but then I got into my own swing of things which is why it is outdated.

Worth it to share for the formatting idea if nothing else!

 

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[Kelly Kovacs]

Hi Leslie,

Attaching the template I use for our PEC meeting minutes.   Seeing the examples others have attached; my example may be more specific to the PEC meeting rather than annual program evaluation (APE)… For me at UToledo, our GME Office releases the APE form within New Innovations.

Note, I wound up sharing the meeting template with our GME Office to share with all coordinators as a resource so its not necessarily tailored to ortho.

 

Thanks,

Kelly

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