A Year in the Life of a CoordinatorCHERYL HAYNES

RESIDENCY MANAGER

DUKE/SOUTHERN REGIONAL AHEC FAMILY MEDICINE

To anyone who uses this time line…Dear AFMA Members,

Just as our membership is varied and diverse, so are our programs and institutions. The information included in this timeline is based on the general population of programs. Before using this timeline, BE SURE to check with your GME Office, Program Director and the ACGME to tailor the timeline to the specific requirements of your program as deadlines may vary.

Thanks!

Cheryl

The Basics

ACGME – Accreditation Council for Graduate Medical Education www.acgme.org

AAFP – American Academy of Family Physicians

www.aafp.org

ABFM – American Board of Family Medicine www.theabfm.org/cert/residencytraining.aspx

The Academic YearJuly – June

Accreditation/Certification Deadlines are included in “The Big Stuff”

Institution/Program level activities and requirements are included in “The Routine Stuff”

ABFM RTMS update - https://rtm.theabfm.org

ABD certifying Exam ACGME Faculty and Resident survey results

posted AAFP’s National Conference booth information

due GMETrack resident survey opens New resident orientation AAFP National Conference

July - The Big Stuff

Update graduate personnel files Website review/update Advance first year residents – Direct to Indirect

supervision

July - The Routine Stuff

ABFM Boards registration – 1st deadline for November exam

AAD Summer Academy AAD Annual Meeting abstracts due ACGME WebADS – window usually opens now ERAS setup – NRMP Registration by DIO Match Quota to NRMP FREIDA Upload

August - The Big Stuff

August - The Routine Stuff

Establish agenda for interview day Recruiting committee meetings scheduled Check on the new “Children”

August 1: ACOFP Resident Roster due August 1: Deadline to order osteopathic In-

training Exam August 15: TIVRA opens-due October 15 Applications for AOBFP exam available

August - The Osteopathic Stuff

September - The Big Stuff

ACGME WebADS window usually closes ERAS opens GMETrack – Program & resident

surveys for October FREIDA upload

September - The Routine Stuff

Review Applications Invite applicants Set interviews dates/times Step 3?

The Quarterly Stuff

Quarterly GMEC meeting Quarterly Evals Advisor Meetings Check on all of the children

Duty Hours? Procedures? Encounters?

October - The Big Stuff

Interviews begin ABFM In-Training Exam – last week of October

Renew AFMA Membership

October - The Routine Stuff

Application Review Interview Invitations Interview Scheduling Interviews

November - The Big Stuff

ABFM boards offered ABD deadline for ITE registration – Nov. 15 CCC meets IRIS report to hospital June graduates register for ABFM Boards PEC meets ACGME Annual Educational Conference

Abstracts due

November - The Routine Stuff

Interviews continue Applicant evaluations continue Semi-annual meetings with PD

December - The Big Stuff ABFM In-training exam results available CCC meeting and Milestone Assessment ERAS registration for next year Final FREIDA deadline Final GME Track Deadline Update ABFM RTMS so third year residents can

complete ABFM board certification application Take a Holiday Break – You deserve it!!

December - The Routine Stuff Bi-Annual Resident/PD Meetings Interviews continue Application Deadline?

The Quarterly Stuff

Quarterly GMEC meeting Quarterly Evals Advisor Meetings Check on all of the children

Duty Hours? Procedures? Encounters?

January - The Big Stuff ABFM Boards 1st deadline for April exam ACGME Milestones Entry deadline ACGME Chief Residents conference – registration opens

AAFP National Conference registration opens FREIDA update NRMP quota change deadline 1/31 PEC Meeting Register for RAD/RPS conference Register for SOAP Residency Performance Index (RPI)

January - The Routine Stuff

Interviews conclude 2nd look visits and events Graduation Planning! Alumni Survey

February - The Big Stuff

Prepare & submit NRMP Rank Order List (ROL) ABD In-Training Exam ACGME Faculty & Resident Surveys ACGME Annual Educational Conference

February - The Routine Stuff

AAFP Teaching Certificates and ResidencyCompletion Certificates

Ranking ACGME invoice

March - The Big Stuff MATCH day/week SOAP Application Deadline for ABD Certifying Exam –

March 1 AAFP’s PDW and RPS conference in Kansas City

(AFMA’s RAD Workshop) Register for allopathic ERAS for upcoming year AAD Annual meeting

March - The Routine Stuff

Next year’s schedules, i.e., block, call, etc. Onboarding Checklist Post-match survey Resident agreements/contracts New Intern Contracts & Welcome packets National Conference payment

The Quarterly Stuff

Quarterly GMEC meeting Quarterly Evals Advisor Meetings Check on all of the children

Duty Hours? Procedures? Encounters?

April - The Big Stuff

ACGME resident survey (remember that deadlines vary by program)

ABFM Board exam for June graduates AAFP National Conference payment NRMP invoice arrives

April - The Routine Stuff

Graduation planning (speaker, invitations) New resident orientation planning New resident licensing New resident onboarding Order materials/technology for incoming

interns, i.e., textbooks, pagers, laptops, etc. Review and update Letters of

Agreement/Practice Site Agreements Policy and Resident Manual Updates

May- The Big Stuff

AAFP census opens AAFP Chief Resident Conference CCC meets GMETrack Program survey opens Milestones reporting window opens

May - The Routine Stuff

Assign intern patient panels Graduation planning (awards, programs, etc.) New resident orientation planning License incoming residents Schedule Final Summative Evaluations

June - The Big Stuff

ACGME Milestones Entry deadline Final Summative Evals Graduation Orientation may begin AAFP National Conference mailing list and vouchers Bi-annual evaluation with PD Welcome/Farewell activities for incoming residents

and graduates

June - The Routine Stuff

AAFP memberships for new residents Certify graduates in ABFM RTMS AAFP census closes Change of status to HR, etc. for graduating,

advancing and new residents New Resident licensure, NPI/DEA numbers Finalize Graduation planning (Diplomas,

Attendance, Food, etc.) Exit Interviews with HR

The Quarterly Stuff

Quarterly GMEC meeting Quarterly Evals Advisor Meetings Check on all of the children

Duty Hours? Procedures? Encounters?

It’s July!!!Time to start all over again!

My Advice…

Keep Resources Readily Available

Keep Your Sense of Humor

Keep Track of Deadlines

Find a Mentor or Support System

Accreditation Council for Graduate Medical Education (ACGME)515 State Street, Suite 2000

Chicago, IL 60610

(312) 755-5000

www.acgme.org

American Academy of Family Physicians11400 Tomahawk Creek Parkway

Leawood, KS 66211-2680

800-274-2237

www.aafp.org

American Academy of Dermatology930 E. Woodfield Road

Schaumburg, IL 60173

(866) 503-SKIN (7546)

www.aad.org

KEY CONTACT INFORMATION

For Coordinators of Osteopathic Programs

July - The Osteopathic Stuff

TIVRA update for Osteopathic programs Complete ACOFP Residency Program Directory

updates on-line - due August 1st

Order osteopathic In-service Exams by July 31st Osteopathic ERAS opens Submit Final Resident Report for all DOs

completing training (must submit within 30 days of completion)

September - The Osteopathic Stuff

Osteopathic Residents register for ABOFP exam

October - The Osteopathic Stuff

AOBFP In-Training Exam – Second Week of October

October 1st – First deadline for AOBFP certifying exam registration and fee

November - The Osteopathic Stuff

November 1: 2nd postmark date for spring AOBFP board exam

December - The Osteopathic Stuff

December 1st: Final deadline for spring AOBFP board exam

January - The Osteopathic Stuff

AOA annual program fee invoice received AOA Rank list opens AND closes Register for ACOFP PDW meeting in March

February - The Osteopathic Stuff

AOA ERAS registration AOA Match & contract requirements

March - The Osteopathic Stuff

ACOFP Annual Conference

April - The Osteopathic Stuff

AOA fees due

June - The Osteopathic Stuff

Core Competency Annual Evaluation