MONTH
|
COMMON TASKS |
ALLOPATHIC PROGRAMS |
OSTEOPATHIC PROGRAMS |
JULY
|
1. July
1st is the beginning of the academic year in all
residency programs. This is the day that the majority of
new residents begin their training. An orientation program
must be presented.
2. Attend
GME orientation with new emergency medicine residents and
assist them with any needs pertaining to their new position.
3.
Select date and location for graduation ceremony to take
place in June. |
1.
Begin the process of answering questions about the Emergency
Medicine Residency Program from 4th year medical
students. |
1.
Submit Emergency Medicine Residency Program roster with
American Osteopathic Association (AOA) numbers to American
College of Osteopathic Emergency Physicians (ACOEP).
2.
Set
up resident/intern year-end evaluation meetings with Program
Director.
3.
Submit AOA Program Director’s Report and Resident’s Report
on each resident and intern to ACOEP.
4.
Begin accepting applications for internship and residency. |
AUGUST
|
|
1. Electronic
Residency Application Service (ERAS) opens mid August.
Install ERAS software.
2. Compile
and input resident information on AMA Frieda Database, GME
Track, and ABEM Annual Survey. |
1.
Review internship/residency applications and begin
contacting candidates who are selected for interviews.
2.
Prepare recommendation letters for recent graduates to sit
for the American Osteopathic Board of Emergency Medicine
written certification examination. |
SEPTEMBER
through
DECEMBER |
|
|
1.
Interviews are scheduled and continue through these months.
2.
Assist during interview days by developing itineraries,
greeting applicants and providing an overview of the
program. |
SEPTEMBER
|
1.
Prepare travel authorization for all residents who are
attending the AOA/ACOEP Scientific Assembly or American
College of Emergency Physicians (ACEP) Scientific Assembly. |
1. Applications
arrive via ERAS – download daily.
2. Update
all interview materials including the Interview Evaluation
Form.
3. Prepare
interview schedule for faculty. |
|
OCTOBER
|
|
1. Begin
to invite and schedule applicants to interview with program.
2. Complete
ACGME WebAds Survey. |
1.
Send out letters of regret to applicants who have not been
selected to interview. |
NOVEMBER
through
JANUARY |
|
1. Interviews
for residency continue through these months.
2. Assist
during interview days by developing itineraries, greeting
applicants, and providing an overview of the program.
3. Coordinate
social activities for applicants. |
|
|
DECEMBER |
1. Coordinate
Semi-Annual reviews for all residents in program. |
1. Send
out letters of regret to those applicants who have not been
selected to interview.
2. Verify
in-service data for ABEM In-Service Training Exam. Submit
check request for exam registration fee.
|
1.
In
early December, interviews are completed. Make phone calls
and send letters/e-mails to notify internship applicants as
to whether or not they will be ranked. Contact residency
candidates as to whether they will be offered a position.
2.
In
mid December, prepare rank list to be submitted to the GME
office. Verify AOA numbers and match codes for each
applicant being ranked for internship. |
JANUARY
|
1. Society
of Academic Emergency Medicine (SAEM) meeting. Prepare
travel authorizations for any residents attending meeting.
2.
Prepare travel authorization for coordinators to attend
EMARC Annual Forum at SAEM. |
1. Send
follow-up letters to candidates.
2. Continue
letters of regret.
3. Coordinate
second-look visits from applicants. |
1. Prepare
resident identification date for ACOEP written in-service
examination. |
FEBRUARY
|
|
1. Finalize
match list on National Resident Matching Program (NRMP) web
site.
2. American
Board of Emergency Medicine (ABEM) National In-Service
Training Exam on last Wednesday of this month. |
1. Match
Day. Results are posted on the National Matching Service
web site. If there is an internship spot unfilled,
participate in the scramble.
2. Verify
written in-service exam data for ACOEP. Submit check
request for exam registration fee. |
MARCH
|
1. Begin
appointment process for new house staff. Mail out packets
with necessary forms and information
2. Make
a checklist of all tasks that need to be completed for
incoming and outgoing residents (ID badges, certificates,
ACLS, etc.)
3. Revise
recruitment materials, cover letters, and supplies.
4. Update
web site, if necessary.
5. Generate
lists of residents for next academic year and distribute to
appropriate personnel.
6. Begin
budget for next year. |
1. Match
Day. Results are posted on the NRMP web site. If there is
an unfilled spot, participate in the scramble. |
1.
Distribute AOBEM written certification exam applications to
senior residents.
2.
Submit all program updates for the AOA Opportunities to the
GME office.
3.
Submit program updates to ACOEP for publication on their web
site. |
|
APRIL |
1. Order
certificates for graduating residents and fellows
2. Process
resident appointments and reappointments. |
1. Results
of ABEM In-Training Exam are distributed to residents. |
1.
Assist Program Director with
proctoring the ACOEP written In-Service exam. |
MAY
|
1. Prepare
new rotation schedule for next academic year.
2. Process
termination paperwork for graduating residents.
3. Plan
events for graduating residents.
4. Update
and print resident manual for the next academic year.
5. Prepare
and distribute annual evaluation forms of program and core
faculty to residents. |
|
1. Begin
to process questions from 4th year medical
students about the Emergency Medicine Residency Program.
2. Results
of ACOEP written In-Service exam are distributed to
residents in late May or early June. |
JUNE
|
1. Coordinates
orientation program for new residents.
2. Coordinate
semi-annual reviews for all non-graduating residents.
3. Coordinate
graduating residents year-end evaluation meetings with
Program Director.
4. Coordinate
graduating residents exit paperwork and collection of
institution’s equipment.
5. Graduation
ceremony. |
|
|