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