July 1st is the beginning of the academic year in all residency programs.
GME Track resident survey opens.
Attend GME orientation with new emergency medicine residents and assist them with any needs pertaining to their new position.
Graduating Trainees: programs must complete a Verification of training form for each graduating trainee.
Select date and location for graduation ceremony to take place in June; reserve location if necessary.
Update Website; remove graduates, add interns and any new/updated information
Set-up for New Academic Year:
Schedules: Block or Assignment
Evaluations
Duty Hours
Procedure Logs
Conference
Scholarly Activities
Prepare for ACGME Ads Annual Program Update.
Prepare Web Ads.
Begin requesting faculty information from previous academic year to update Web Ads Faculty Scholarly Activity table.
Begin the process of answering questions about the Emergency Medicine Residency Program from 4th year medical students.
Block schedule update for the year.
Finalize travel arrangements for all residents who are attending the AOA/ACOEP Scientific Assembly or American College of Emergency Physicians (ACEP) Scientific Assembly.
ERAS setup – NRMP Registration by DIO – download applications daily.
Match Quota to NRMP.
FRIEDA Upload.
Update all interview materials including the Interview Evaluation Form.
Review process for recruitment, review/update website and any social media.
Prepare interview schedule for faculty and set interview dates.
Begin to invite and schedule applicants to interview with program.
Schedule R1 October formative evaluations.
Distribute external excuse memo for in-training exam.
ACGME Web Ads window usually closes.
GME Track – Program & resident surveys for October FREIDA upload.
First quarter meetings (GMEC, evaluations, etc.). Quarterly
Review resident evaluations, duty hours and procedures in New Innovations/ACGME Case Log System
Program Director regularly scheduled meetings with residents by class and/or Advisor meetings
Reserve lodging for next year’s American College of Emergency Physicians (ACEP/ACOEP) Scientific Assembly.
Interviews for residency recruitment starts this month (if you didn’t start early).
Assist during interview days by developing itineraries, greeting applicants, and providing an overview of the program.
Coordinate social activities for applicants.
Distribute external and internal excuse memo for in-training exam for February.
Schedule PEC/APE.
All trainees: Programs must ensure that all RMS duty hours are approved by the 5th business day of each month.
Build holiday and important dates list for next academic year (confirm dates).
Send out letters of regret to applicants who have not been selected for an interview.
Prepare welcome applicant announcements for hospital distribution.
Send out reflection questionnaire and schedule mandatory. advisor/advisee for December/January to discuss In-Training Exam. results. Coordinate with advisor/advisee schedule and availability.
Schedule CCC Meetings – November- December.
IRIS report to hospital.
NRMP deadline for registration at the end of the month.
June graduates register for Boards.
Coordinate Semi-Annual reviews for all residents in program.
Tally for CME for faculty and medical staff.
In-training exam results available prepare welcome applicant announcements for hospital distribution.
Prepare travel authorizations for any residents/coordinators attending the Society of Academic Emergency Medicine (SAEM) Annual Meeting.
Prepare/enter data ACGME milestone data (results of CCC meeting) for the period July – December.
ERAS registration for next year.
Final FREIDA deadline.
Final GME Track Deadline.
Register for ITE. Quarterly
Review resident evaluations, duty hours and procedures in New Innovations/ACGME Case Log System
Program Director regularly scheduled meetings with residents by class and/or Advisor meetings
ACGME Distributes annual surveys to residents and faculty.
NRMP quota change deadline 1/31.
Register for SOAP.
Residency Performance Index (RPI).
Finalize travel for residents/coordinators attending the CORD Academic Assembly/EMARC annual forum or ACGME Educational Conference.
Build holiday and important dates list for next academic year (confirm dates).
Reserve and block meeting rooms needed (events, meetings, courses, exams) for next 12 months.
Print and distribute CME certificates as requested by medical staff
Draft invitations and programs for graduation.
Reserve photographer for graduation & new intern headshots
Order graduate gifts.
Order education materials for NRP, ACLS/BLS, PALS courses. (Review certification report and schedule any physician that’s due to expire).
Prepare & submit NRMP Rank Order List (ROL).
Orientation planning: plan, coordinate and build intern orientation agenda and schedule presenters.
Secure guest speaker for graduation.
Schedule R1 March evaluations.
Confirm and retrieve medical student rotation application and supporting documents, school malpractice insurance document.
Make a checklist of all tasks that need to be completed for incoming and outgoing residents, (ID badges, certificates, ACLS, etc.).
Revise recruitment materials, cover letters, and supplies.
Update web site, if necessary.
Generate lists of residents for the next academic year and distribute to appropriate personnel.
Begin budget for next year.
Begin developing rotation schedule for next academic year.
Finalized travel preparations for SAEM Annual Meeting.
Schedule R2 April evaluations.
Block Schedule building for the new AY: confirm and update hospital rotation contacts.
Confirm and update curriculum and rotation contacts.
Input student files and photos to new innovations.
Create and confirm sub internship/clerkship rotation schedule.
Initial warning email to submit receipts for CME book money reimbursement.
New Intern Onboarding: Distribute on-boarding and advancement checklist:
Send a welcome letter.
Contract & other requested information.
MATCH day/week – Plan for the Match Day celebration.
Begin next year’s schedules (i.e., block, call, etc.).
Post-match survey.
Register for ERAS for upcoming year.
Resident agreements/contracts.
Begin orientation planning.
Program Manual: Update and print the resident manual for the next academic year.
ACGME will send faculty & residents survey out.
Graduation planning: order graduation awards from House of Trophies.
Order teaching certificates.
Mail graduation invitations (RSVP due last week in May).
Schedule R3 May evaluations.
ACGME resident survey (remember that deadlines vary by program).
New resident orientation planning.
NRMP invoice arrives.
Order materials/technology for incoming interns, i.e., textbooks, pagers, laptops, etc.
Review and update Letters of Agreement/Practice Site Agreements.
Input & update conference schedules in new innovations.
Request malpractice insurance certificates.
Arranged coverage and draft excuse memos for June/July courses/events.
Milestones reporting window opens.
Update ERAS Account Maintenance (EAM).
Distribute annual program evaluations to faculty and residents.
Finalize orientation by May 15th.
Send graduation program design to printers.
Submit final numbers for graduation attendance.
Complete new hire check list for incoming interns.
Complete termination checklist for graduation residents.
