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Program Coordinator Wisdom

Program Coordinator Wisdom. Emergency Medicine. Program Structure. 4 Year Residency 12 Residents/PGY = 48 Residents. Pre-CCC Meeting Data Organization (PC/PD). How is committee structured? -CCC members meet with organized data that subgroup has already compiled for each resident

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Program Coordinator Wisdom

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  1. Program Coordinator Wisdom Emergency Medicine

  2. Program Structure • 4 Year Residency • 12 Residents/PGY = 48 Residents

  3. Pre-CCC Meeting Data Organization (PC/PD) • How is committee structured? -CCC members meet with organized data that subgroup has already compiled for each resident • What data needs to be reviewed? -PC pulls all data collected for each resident throughout the current year (including 360 evals/procedures/conference attendance/follow up completion, etc.) -This is time consuming & could take up to 20 minutes per resident depending on data location • All residents at once or in small groups? -PD/PC splits committee into subgroups of 2 people (the APD for each class + 1 CCC member). -Each subgroup fills out milestones for each resident in their assigned class. They present the results of their twelve residents to the CCC committee. -CCC either agrees, or disagrees and discusses further details on each resident. • Where is that data stored and in what format? • New Innovations: EM tracks the procedure logs, follow ups & evals into NI • Data from residents can be like pulling teeth: Hand written forms for skills & procedures are collected from ED and tracked electronically • PDF “Hell”: Once entered electronically, forms are scanned in and saved as PDFs in residents electronic file • Unorganized data is useless • Going back through mountains of disorganized data is worse than useless

  4. Who and When? • Obtain faculty list for CCC - How will you get them data to review? -PD/PC chooses 6-10 members (includes faculty from each section (Tox, EMS, CC, U/S) -Since PD cannot serve as committee chair, PD appoints a chair to serve for 2 year cycle -PC will send each subgroup the data on their group of 12 residents • What does the CCC chair do? -“Runs” the meeting and approves minutes -Is the spokesperson to relay information to the PD in the event he is absent • Schedule CCC meeting dates early! -Due to a large group of faculty and lots of varying schedules, be sure to schedule dates early so everyone can attend • New group approximately 1 HOUR per resident -20-30 minutes typically when there are no issues

  5. Collecting Data • Who organizes the data the PC or faculty? -PC collects all data and sends to the 2 members of subgroups for review PRIOR to CCC meeting • At CCC (full group), how will you go over data? -Each subgroup presents the milestone data they compiled for their class of 12 residents -The entire CCC committee either agrees/disagrees and discusses further if necessary Often >10 measures per resident of given metric (evaluations) needed by faculty to determine appropriate milestone ranking. Examples: In-training test scores, Oral Boards, Rotation evals, Procedural logs, Simulation, 360 evals (nursing, peer, press ganey), Scholarly work, Direct Observations, Self-evaluations, Provider Report Cards (patients/hr, etc), Procedural Competency, Compliance with modules/attendance (set thresholds. 70% conference attendance etc), QI Modules, EBM Evaluation, Specific Evaluations

  6. The Meeting • Who takes minutes? Program Coordinator • After CCC what documents are shared with residents? Each APD reviews the residents’ milestone data compiled at the CCC meeting as part of their semi-annual performance evaluation • How is milestone data stored for later reporting to ACGME? • --Milestone documents are finalized after CCC meeting • --Scanned and stored in residents’ electronic file • --PC & PD then enter milestone data onto the ACGME website (approx. 3 minutes per resident)

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