2017-2018 Coordinator Timeline

July:

Ø  Happy New Academic Year!!!

Ø  Is ACGME WebADS updated with your new residents and those who have graduated?

Ø  Is New Innovations/My Evaluations updated with your new residents?

Ø  All house staff schedules for the time period of January – June (of previous academic year) must be in New Innovations by July 15.

Ø  GMEC Meeting – July 10, 4:00-5:00pm in the East Pavilion Auditorium

Ø  Education Coordinator Meeting – July 17, 2:00-3:00pm in the East Pavilion Auditorium

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

August:

Ø  In preparation for the upcoming Institutional Survey be sure you have the correct housestaff in New Innovations and their email address is correct.

Ø  All house staff schedules for the time period of July – December (of current academic year) must be in New Innovations by August 31.

Ø  Begin surveying your housestaff for duty hours. This should cover four weeks of data.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

September:

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  ERAS opens for some programs.

Ø  Watch for NRMP deadlines.

Ø  GMEC Meeting, September 18, 4:00pm-5:00pm, East Pavilion Auditorium.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

October:

Ø  Institutional Survey will be sent out to housestaff through New Innovations.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Quarterly Duty Hours (7/1/2017-9/30/2017) – submission deadline date is October 31, 2017

Ø  Education Coordinator Meeting, October 16, 2:00pm-3:00pm, East Pavilion Auditorium.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

November:

Ø  Institutional survey results available to send to programs.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  GMEC Meeting, November 13, 4:00pm-5:00pm, East Pavilion Auditorium.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

December:

Ø  ACGME Milestones

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

January:

Ø  Milestones due – Refer to ACGME website for deadline date.

Ø  Begin preparing documentation for J-1 Visa house staff in Non-Standard Programs. All documentation must be sent to Barnes GME office PRIOR to the March GMEC meeting. This must be presented at the March GMEC meeting.

Ø  Check ACGME for ACGME Resident Survey. Should be released starting mid-January.

Ø  GMEC Meeting, January 9, 4:00pm-5:00pm, East Pavilion Auditorium.

Ø  Education Coordinator Meeting, January 23, 2:00pm-3:00pm, East Pavilion Auditorium.

Ø  All Exceptionally Qualified Applicant documentation (items 1-6 on checklist) must be sent to the GME office. See checklist on the GME website.

Ø  Time to start remediation plans (only for those resident/fellows who might not be up to par with their training). Begin talking to GME about resident/fellow issues. March 1 is deadline to begin process.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Quarterly Duty Hours (10/1/2017-12/31/2017) – submission deadline date is January 30, 2018

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Watch for NRMP deadlines.

February:

Ø  Decisions for remediation plans (deadline is March 1).

Ø  Begin preparing documentation for J-1 Visa house staff in Non-Standard Programs. All documentation must be sent to Barnes GME office PRIOR to the March GMEC meeting. This must be presented at the March GMEC meeting.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Watch for NRMP deadlines.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

March:

Ø  Remediation deadline – March 1

Ø  Match Day

Ø  Background Check and Drug Screen spreadsheet to be sent to program coordinators.

Ø  GMEC Meeting, March 20, 4:00pm-5:00pm, East Pavilion Auditorium.

Ø  All documentation for J-1 Visa house staff in Non-Standard Programs should have been sent to the Barnes GME office PRIOR to the March GMEC meeting. This must be presented at the March GMEC meeting.

Ø  Any Exceptionally Qualified Candidates MUST be presented at the March GMEC meeting for approval!!

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

April:

Ø  Quarterly Duty Hours (1/1/2018-3/31/2018) – submission deadline date is April 30, 2018

Ø  Education Coordinator Meeting, April 17, 2:00pm-3:00pm, East Pavilion Auditorium.

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

May:

Ø  GMEC Meeting, May 8, 4:00pm-5:00pm, East Pavilion Auditorium.

Ø  Be sure resident procedures are up to date (ACGME website)

Ø  Enter new residents/fellows into New Innovations and advance residents/fellows

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  Background Check and Drug Screen information is due to GME.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

Ø  Start working on scheduling your CCC meeting.

June:

Ø  ACGME Milestones

Ø  Send new incoming Washington University paid fellows the Washington University Memorandum of Appointment and Appointment Letter. **Send copy of signed appointment letter to GME office, Box 8033.

Ø  Quarterly Duty Hours 4/1/2018-6/30/2018 – submission deadline date is June 30, 2018

Ø  Check ACGME for any WebADs updates. Also, update any responses to current citations, major program changes since last academic year, all participating site information, duty hour/learning environment section. These sections must remain up to date at all times.

Ø  Watch for NRMP deadlines.

Ø  2018-2019 APE released through New Innovations. Will be due in preparation of annual program review. Notification of annual program review will be approximately 8 weeks from APE due date to GME.

Ø  Notify GME office of exceptionally qualified applicant accepted into program.

9/6/2017