University of Colorado Graduate Medical Education General Overview of Program Coordinator Responsibilities Overview The GME Program Coordinator (PC) is responsible for the day‐to‐day administration of the ACGME residency/fellowship training program. Overall, the PC: ‐ Assists the Program Director (PD) in developing and maintaining the educational quality of the training program & ensuring compliance with ACGME accreditation standards and other regulatory requirements. ‐ Functions as a liaison between the PD, residents/fellows, faculty, GME Office, participating sites, and other departments. ‐ Is knowledgeable about compliance and regulatory requirements at the various training sites in which the residents/fellows rotate. General Responsibilities  Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, etc.) that support the program’s curriculum and adhere to ACGME requirements.  Provides guidance to residents/fellows on program and GME policies, and non‐clinical aspects of the program.  Coordinates creation, dissemination and monitoring of annual rotation, clinic and call schedules; updates schedules periodically to maintain accuracy  Coordinates creation, dissemination and monitoring of resident/fellow, faculty, and program evaluations.  Coordinates accreditation activities ‐ ACGME Site Visits, Special Reviews, Annual Program Evaluations, etc.  Manages duty hour reports and supports reporting compliance.  Assists in supporting compliance to GME policies and procedures and related departmental policies.  Coordinates the resident/fellow recruitment and selection process. Specific Duties – Program Director Support  Coordinate/Facilitate o Annual Program Evaluation meeting o Clinical Competency Committee o Program Evaluation Committee  Track post‐graduate survey results for the program, with summary data tables and information as needed  Program Letter of Agreement – maintain current for every rotation site  Annual Program Policy Review – assist PD with updating/creating, distributing, interpreting and enforcing program policies Maintain and Monitor ACGME Accreditation Requirements:  Enter/Maintain Information in WebADS (Annual ADS Update)  Program Attrition  Program Characteristics  Scholarly Activity  Board Pass Rates  Evaluation and Duty Hour Information  ACGME Case Logs (if applicable) – monitor for completion  ACGME Milestones – monitor for completion  ACGME Resident & Faculty Surveys – notify residents to complete and monitor for completion  Summative Letters – draft and/or monitor completion and placement in resident’s file  Semi‐Annual Meetings between Program Director and Resident o schedule, prepare training file/required documentation/log dates into MedHub demographics 1
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Manage MedHub database (including but not limited to) o Assist GME in monitoring and outreach for completion of Onboarding Application by incoming residents o Enter required demographics information for incoming residents (e‐mail, pager, state license/DEA, USMLE/COMLEX and Board scores) o Enter USMLE Step 3/COMLEX Level 3 scores into MedHub for PGY2s – annually prior to Jan 1 o Create and update rotation block schedules, clinic/call schedules as applicable o Create and maintain conference attendance records (if applicable) o Upload curricular goals and objectives o Track and monitor duty hours and duty hours logging compliance (if applicable) o Track license expiration dates and renewal applications o Track PLA expiration dates and initiate renewals o Track and monitor vacation/educational leave/LOA and enter into MedHub o Create and update evaluation forms o Deliver evaluations in MedHub (See GME Evaluation and Promotion Policy for details) o Monitor evaluation completion rates ‐ monthly o Procedure logging compliance in MedHub ‐ monthly (if applicable) o Create and complete Annual Program Evaluation (APE) ‐ annually Annual Sponsor Site Visit (CLER) – provide GME Office with required data 
Recruitment:  AAMC GME Track / FREIDA Updates (if applicable)  ERAS – set‐up, download applications (if applicable)  Manage annual residency recruiting activities o scheduling of candidates o daily preparation and set up o document preparation o follow up communication during interview season o maintain interview feedback data in timely manner  Prepare information for ranking meeting(s)  NRMP ‐ notify GME office and confirm/change quotas, enter rank order list (if applicable) Orientation:  Assemble new resident training files  Coordinate new resident GME personnel forms  Plan, Coordinate, Order, Obtain equipment as applicable for new residents, such as – o hospital pagers o keys o lab coats o business cards o space/seating requirements  Prepare and plan orientation week schedules, training and social activities  Train new Residents/Fellows/Faculty on the use of MedHub  Schedule immunization screenings for new PGY 2s and above  New Resident onboarding (see GME notebook) Graduation/Completion of Training:  Coordinate the planning and preparation of the annual Graduation event under the supervision of Program Director (if applicable)  Monitor compliance of GME Exit Survey completion  Submit list of Certificates of Completion to GME Office  Ensure appropriate board eligibility or certification for specialty or subspecialty as stipulated in ACGME Program Requirements 2
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Coordinate the gathering of all data forms, final evaluations, procedure logs, pagers, badges and final program letter of completion for graduating residents training files Forward future address to GME office for PeopleSoft record Complete training verification processes for past graduates 
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Annual GME Requirements:  Follow‐up with those who did not get PPDs by GME deadline  Issue continuing residents their training agreements and Benefits Information  Submit pager order to GME Office  Submit resident charge sheets to GME Office  Maintain copy of license or BME verification in resident file  Maintain copy of NPI number in resident file  Coordinate/Schedule/Monitor in‐training exam schedule – contact GME office regarding reimbursement  Complete GME FTE survey  Monitor distribution of Educational Funds – complete all necessary GME forms  Monitor completion for annual GME Educational Modules (GME 1000 and GME 2000)  Maintain and provide IRIS documentation (monthy/weekly annual rotation schedules) as requested 3