For everything, there is a season

Neurosurgery Timeline

Lois Hengenius

University Hospitals Case Medical CenterCleveland, OH

May 19, 2011

July

• Assist new residents transition into the program (forms, beepers, keys, OR orientation, staff introductions)

• Complete final/summative evaluations for graduating residents’ portfolios- Letter to graduating resident (wording in

accordance to ACGME)

July

• Verify institutional operative statistics for academic year from ACGME website / print or scan all residents operative statistics for past academic year along with index case report

• Finalize/archive graduating residents operative stats in ACGME ADS system (Due August 1, 2011)

July • Finalize and submit ABNS forms for

graduating residents: - Graduating Resident Evaluation forms with narrative summary

- Rotation form – chronological listing of each rotation - Forwarding addresses of graduating residents • Pick Resident Interview Dates (to

be posted on SNS website)

July

• Input program information into GME Track (reminders are sent from American Association of Medical Colleges - AAMC)NOTE RECENT UPDATE: Programs that have completed the ACGME WebADS application have the ability to upload their resident data into GME Track)

- Deadline for both program and resident information must be uploaded by September 30th

July

• Resident semi-annual review (review OR stats / CV)

• Annual program retreat – for faculty and residents

August

• Submit match quotas to NRMP (reminders sent to programs)

• ERAS – Make sure ERAS software is installed on PC’s of all staff who will be using system.

September

• ERAS opens September 1st

• Use departmental screening/criteria system for downloading applicant information

• Send out letters of invitation (depending on interview dates)

September

• Update Resident and Program information in ACGME WebADS

October

• Distribute applications for ABNS Primary Exam (reserve room)

• Organize interview dates (reserve conference and/or interview rooms, reserve rooms at restaurants, order meals, send reminders of interview dates)

• Prepare applicant files

November

• Interviews in process

December

• Submit applicants and fee to ABNS for Primary Examination

• Interviews in process

January

• Interviews and/or applicants returning for 2nd look

• Schedule final faculty/resident meeting or collect final scores/ comments to finalize resident applicant rank list

• Send thank you letters to applicants

• Semi-annual resident performance evaluations

January

• Semi annual resident performance evaluations

• Send out faculty and program evaluations (must be done at least once annually)

• Pick date for resident graduation dinner – send save the date

February

• Finalize/enter/submit rank list on NRMP website (sit back and breath for a few minutes)

• Preparation for ABNS Primary Examination held in March

- Enlist proctor (s) if not PD - Verify room

March• Match Day/Week!

MONDAY – applicant matched and not matched into information is posted to NRMP

website TUESDAY– Filled and unfilled results are posted for individual programs. WEDNESDAY – Programs advised THURSDAY – “Match Day” - Candidates are advised of the programs they matched into Scramble – Programs who do not fill their positions search for other candidates for their program

More March Madness!

• Begin appointment process for new residents – working with GME office

• Begin reappointment process for all residents (contracts, certificates, Visas)

• ABNS Primary Exam (date varies)

April

• “Survey of residents in place” and resident questionnaires for incoming residents is distributed by the ABNS (due 6/1)

• Update Goals and Objectives Manual/ Curriculum

May

• ABNS Primary examination results received

• Prepare/update annual resident rotation schedule for distribution

June

• Termination process/paperwork for graduating residents

• Resident graduation dinner• Orientation for first year residents • Send letters to incoming residents,

including the required length of program and general breakdown of rotations