Time Management – Part II When do we communicate OUR commandments? (I wish there were just 10!)

1. Time Management – Part IIWhen do we communicate OUR commandments?(I wish there were just 10!) By Sarina Richards Program Coordinator Beth Israel Medical Center, NY, NY Emergency Medicine Residency Program EMARC/CORD Meeting March 2 – 5 2011 San Diego, CA

2. At the “Start of Residency” Goal The goal of this presentation is to demonstrate one example of how coordinators can take a pro-active approach in the scope of time management by preparing a formal presentation to your new incoming residents during orientation.

3. Why during Orientation? 1. It’s the start of residency 2. All “new” residents are present 3. Informal setting 4. No outside distractions 5. Optimal time to introduce yourself and give overview of your role and expectations.

4. Who am I ? Objective: Help new residents understand how you interact with the residency leadership team and: • EM Core Faculty/Chief Residents • GME Department • EM Admin Office/Support Staff • HR/IT Help Desk/AP • In/Out Rotation Directors and Coordinators

5. What are the Requirements? Objective: To identify the specific tasks that require completion within a specific time frame.

6. Choice Of Communication Objective: To identify what mode of communication you employ to reach with your residents: Email During Weekly Conference (Admin Time) Internal Mail (resident’s mail boxes) Phone Pager

7. Let’s take a look at some specific requirements:

8. Residency Management Tool (RMT) Objective: To acquaint new residents with the RMT used by your program. To identify specific requirements that fall under your oversight. • Procedures • Patient follow up • Evaluations • Duty hours Make sure you are very familiar with the tools you manage.

9. Administrative Requirements: Objectives: To identify specific administrative requirements that occur: • Annually • Semi Annually • Monthly • Weekly • Periodically

10. Annual Requirements: • SDOT (Chief Complaint) • Interesting case • M & M • Grand Rounds • Program Evaluations • Annual Health Assessment • What are some others?

11. Semi-Annual Requirements:

12. What is needed for resident’s SAR? Objective: To identify the items that will be reviewed during the semi annual meeting.

13. Monthly Administrative Requirements Objective: To list the monthly requirements with time frames for completion. • Rotation evaluations • Submission of lecture hand outs • Duty hours • What are others?

14. Resident Portfolio and the six Core Competencies…… Objective: To show new residents the importance of documentation and the adherence to the ACGME mandated six Core Competencies . The Key To Success Is: “Good Documentation”

15. In Conclusion: • It is our responsibility to communicate our administrative requirements and expectations to the residents. Best done on first or second day of orientation. • Be consistent with requests: Don’t let “small things” slide! • Give commendation and positive feed-back when compliance is maintained .

16. “For if the trumpet gives an uncertain sound, who shall prepare himself for the battle?”