Preparing for a Site Visit The Role of the

Preparing for a Site Visit 101: The Role of the Program Coordinator Gloria Jorge Administrator for Residency and Fellowship Programs Department of Radiology Continuum Health Partners, Inc., New York You receive notification… the site visit has been scheduled Do not panic – remain calm n The program coordinator has everything under control n There is no hidden agenda n Where do I begin… ü ACGME website - check for updates - download and print program requirements - ADS - print Common PIF data - review resident, faculty and program information for accuracy - review mechanism for evaluations (resident, faculty, program, faculty evaluating program) Also… ü Notification letter from ACGME and PIF from previous site visit - check for previous citations/concerns, if any, that will need to be addressed (New: now listed on Common PIF) - use previous PIF as a guide – faculty CVs will only change for scholarly activity - add new faculty, delete those who have left program (input data into ADS) Don’t forget to check… ü Advice letter - make note of the date and clear calendar - notify GME – schedule time with DIO - notify and schedule time with Chair, key faculty and residents - check vacation/holiday schedule for conflicts concerning selected residents/faculty - residents participating in review must be peer selected - PD to select faculty - list of documents/files for review by site visitor Organizing the Materials… separate the files into folders to be placed in your document box Ø Ø Ø Ø Ø Ø Goals and Objectives Curriculum Evaluations - resident - faculty - program - final/end of training Transfer letters (if applicable) Letters of agreement (if applicable) Education Committee Minutes Ø Ø Ø Ø Program policy handbook Duty hour policy and documentation Conference schedules and documentation of attendance sheets Documentation of internal review Preparing the PIF: Who’s responsibility is it? - - Program Director Program Coordinator Others Program Director n n The PIF, especially the narrative, is the most important part – this is where you describe/demonstrate compliance with the requirements. (New: describe an educational activity where you fulfill the requirement for the specific general competencies in question. Ex: systems based practice, professionalism, etc) Ultimately responsible for PIF content Program Coordinator Oversee preparation for site visit n Gather information requested by site visitor n Gather information required for completion of PIF n Manage timely submission of data n Others Administrators – equipment list n GME – census data n RIS – patient data (New: no longer CPT codes, only total # of exams for CTs, US, etc.) n Organization… the Key to Success Program coordinators prepare for a site visit on a daily basis ü Know your resources ü Maintain organized files to maximize efficiency and accessibility ü Set time lines to include revisions/changes ü A program’s organization reflects the quality of the program ü How can we make it less stressful… Start early n Involve others – assign responsibilities n Avoid common mistakes n Review PIF draft with GME office n The day of the site visit… n n n n Meet and greet Notify reviewer of any changes to the PIF Clear PD and PC schedule for the day Keep an eye on the time/schedule Now that it’s over… RRC meeting – when is the program notified? (New: by email) n Start preparing for the next site visit! n And last but not least… n CELEBRATE!!!! Thank everyone who participated for a job well done!