Program Administrator Retreat

Program coordinators shown include (from front lef): Amanda Maidment, Jennifer Startek, Evelyn LaMuraglia, Alix Werner, Diane Kovacev and Erin O'Reilly.

The annual program administrators retreat on April 12, 2019, opened with an overview of key changes to the ACGME Common Program Requirements. John Co, MD, MPH, Director of GME and Irina Knyshevski, Accreditation Manager discussed ACGME’s expectations related to programs’ administrative support, faculty development, faculty’s role in curriculum development, trainee assessment, and evaluation of the program, trainees and faculty (noting that resident evaluations of faculty must be anonymous).

Dr. Co also provided updates on trainee wellness initiatives, including the appointment of Dr. Motaz Qadan as the new GME faculty advisor for trainee well-being. Dr. Co then commented on the Partners Resident/Fellow Well-Being Council’s activities. The Council was influential in the Employee Assistance Program’s launch of its “Partners Trainee Assistance Program” (“TAP”), aimed at improving trainee access to a wide variety of counseling and other services; the development of trainee well-being webpages on the GME website; and an Instagram  campaign aimed at increasing trainees’ focus on wellbeing--with a lottery for gift certificates for food delivery, transportation, and an exercise “app”.

Jennifer Duane, EdM, Program Manager for Harvard Combined Orthopaedic Residency Program and Alicja Martins, GME Program Manager, led an interactive presentation on common challenges faced by GME coordinators, including communication, training for program coordinators, monitoring evaluation completion rate, time management, and ensuring trainee and faculty satisfaction.

Several suggestions underscored the importance of the collaboration between the program directors and program coordinators. Practical ideas that resonated with the group included:

1. Holding weekly coordinator/program director meetings to improve communication and proactively address upcoming events
2. Utilizing information available from different sources, such as the ACGME website, the GME website, and the GME Coordinators Community
3. Establishing effective vehicles for reminders beyond emails, such as Outlook Calendar invitations
4. Communicating about the feasibility of addressing an issue based on current responsibilities and deadlines
5. Shortening evaluation forms to increase their completion rate while still collecting necessary information
6. Scheduling trainee town meetings – some with the program director and some without – to make sure that trainees voices are heard, Involving the GME office if desired.

Coordinators also had a chance to meet with representatives from the Centers for Diversity and Inclusion at BWH (Tina Gelsomino and Molly Hines) and MGH (Elena Olson, JD and Sandra Ordonez) to learn about the Centers’ efforts to increase the recruitment of underrepresented minorities in medicine. Both Centers described how they assist in the residency and fellowship recruitment process, and highlighted programs and events they offer throughout the year. Elena concluded the session with a focus on strategies and resources for addressing Unconscious Bias in recruiting and hiring.

Following an Italian-themed lunch, coordinators participated in breakout groups geared for either novice or experienced coordinators. Presenters included Julie Beckerdite, MBA, BIDMC GME; Silviya Eaton, Med, C-TAGME, BWH/MGH Neurology, Alicja Martins, Partners Healthcare GME; Cynthia O’Donnell, MHA, BWH Anesthesia, and Diane Sheehan, C-TAGME, Partners HealthCare GME. Concurrently, Irina Knyshevski, GME was available to answer accreditation-related questions.

The educational part of the conference was followed by a team-building social event including happy hour and bowling.

This page was updated on 07/24/19.