“No Coordinator Left Behind; Views From an Experienced Coordinator”

1. “No Coordinator Left Behind; Views From an Experienced Coordinator” Tabitha Fineberg – Tufts Medical Center

2. About Us • Tufts offers 46 ACGME accredited programs including 11 IM subspecialties and several non-ACGME programs. • We have 4 ACGME Cardiovascular Disease fellowships. • 1 Program Coordinator, 4 Program Directors, and 2 Associate Program Directors. • 22 fellows (16 Cardiovascular Disease, 2 Electrophysiology, 2 Advanced Heart Failure and Transplant Cardiology, and 2 Interventional)

3. There isn’t a Degree Program for Education Coordinators “We are what we repeatedly do. Excellence then, is not an act but a habit.” – Aristotle

4. We Are The Frontline • We are the communication point between the GME office, the Cardiovascular Center, Human Resources, candidates, other institutions and many other entities. • We have to have a complete understanding of all Institutional, GME and RRC requirements. • We always have to be on top of our game.

5. Things We Were and Were Never Told • Our work days will never be just 8:30-5. • Don’t expect a lunch hour and if you do get a break, don’t anticipate it being just you and your lunch. • When you hear the line “I need this today,” it really means “I needed this last week.” • When they say you are only busy 3 months of the year, they mean you only work insane hours for three months. • You only need to know ACGME, GME, ABIM and ERAS – and about 100 other acronyms and websites. • You’ll be helping with J-1’s, H-1’s and O’s. • You are the main contact….for everyone and everything. • Site visits only occur every few years and are really easy.

6. Bridging the GME Gap • Transitioned to a ½ position in each Cardiology and GME in December 2011. • Currently oversees 12 ACGME and 3 non-ACGME programs (NI support, evaluations, duty hours, licensing visas, etc.). • Assisted 2 programs through the site visit process and participated in the institutional site visit. • Train new coordinators. • Identify gaps between the GME office and Coordinators.

7. Areas of Constant Struggle • Multiple Program Directors pulling us in multiple directions. • Multiple Program Directors with multiple styles. • The ever-ending financial juggling act. • Unwilling participants. • The balls are falling…I need HELP!!!

8. Common Issues • We tend to have to constantly repeat requests to have our Fellows complete evaluations and duty hours. • We lack the support and resources necessary to do our job appropriately. • Program Directors aren’t always as supportive as they should be. • Constant changes with the ACGME, Residency Management software, visas and other guidelines. • Repetitive emails/calls. • Difficult Fellows.

9. Common Issues (cont.) • Unrealistic job descriptions. • Lack of professional development offerings. • Documentation needs. • Our peers in other departments don’t have time to collaborate/teach/mentor. • Program Directors aren’t always as supportive as they should be.

10. Ways to Avoid Common Issues • Come up with an incentive program to entice Fellows to perform tasks on time. • Work with your Business Operations Manager, Program Director, and Program Chair to allocate resources necessary to the program/your training. • Stay up-to-date with emails and as soon as an announcement comes out start making plans (new questionnaire; try putting it in a Word document to email to your department prior to it’s release or obtain Webinars to email out). • Have a standard email readily available to respond with. • Sit with your Fellow and discuss the issues and if that still doesn’t lessen their difficult demeanor as your Program Director to mediate.

11. Ways to Avoid Common Issues(cont.) • Ask your Supervisor to work with Human Resources to create an up-to-date job description. • Ask your GME or HR office if there are any Professional Development offerings, if none are available work with your Supervisor to see if there are any conferences or trainings available. • Work with your Fellows to ensure that you have all of the necessary documentation that you need. • Set up a committee or invite other coordinators to a working lunch. • Work with your Program Director to address the concerns brought up.

12. Other Ideas • Set up a calendar in Outlook Tasks to track the yearly tasks. • Set up your contacts in Outlook that lists your common network resources. • Train a backup person who knows enough of your job who can cover in an emergency. • Create a common acronym guide (e.g. ERAS = Electronic Residency Application Service). • Create a network of Coordinators (institutionally, locally and nationally).