Coordinators Calendar

Activities and demands for a program coordinator vary throughout the year. To assist in managing these activities, the GME Office has created a 2009 calendar as a reference for all departments. The calendar is in Excel spreadsheet format with each month represented on a different worksheet. Please go to the following link to access the 2009-2010 Calendar 178kb

Interview Season

With interview season well upon us, the following link provides you with the packet of documents you should provide your interviewees. Please be sure to have each interviewee sign a consent and release form. Interview Packet.

The interviewee packet follows ACGME guidelines, which state: C. Benefits and Conditions of Appointment: Candidates for programs (applicants who are invited for an interview) must be informed in writing of by electronic means, of the terms, conditions, and benefits of their appointment, including financial support; vacations; parental, sick and other leaves of absence; professional liability, hospitalization, health, disability and other insurance provided for the residents and their families; and the conditions under which the Sponsoring Institution provides call rooms, meals, laundry services, or their equivalents.

Mandatory Flu Vaccine

Please refer to the Occupational Health page for important information regarding
mandatory flu vaccine compliance.

Employee Assistance Program

It is critical for a coordinator to have excellent listening skills, and understand not only what information should be shared, but also how, when and with whom that information should be shared. LUMC provides an Employee Assistance Program (EAP) to all employees as a confidential resource for personal problems, family, interpersonal, financial, work-related, emotional, self-esteem, drug addiction, alcoholism and legal issues. EAP is staffed by a licensed professional who will help to assess the nature of the problem and work with the employee to develop a plan of action to solve it. A referral will be offered to another qualified counselor at an outside program if further counseling is needed beyond EAP. There is no charge for the EAP services.

Exporting ERAS files into E-Value

To streamline the process of entering incoming trainees' files into the E-Value database system, files containing pertinent information may be exported from ERAS for submission to the GME Office. GME will then forward the information on the E-Value to be uploaded into our E-Value system. To access instructions for exporting your ERAS files, Please Click Here

Institutional Policies and Procedures

Resident Handbook Click Here for 2008-2009 Housestaff Handbook
Grievance Procedure Click Here for Policy 125kb
Eligibility and Selection Process Click Here for Policy 75kb
Supervision Click Here for Policy 57kb
Duty Hours Click Here for Policy 85kb
Moonlighting Click Here for Policy 46kb

Transferees

Before accepting a resident who is transferring from another program, the program director must obtain written or electronic verification of previous educational experience and a summative competency-based performance evaluation of the transferring resident, according to the ACGME. As coordinator, it is your responsibility to assist the Program Director in gathering the necessary documents prior to making an offer. In addition, program directors must provide timely verification of residency education and performance evaluations for residents who leave the program prior to completion.

Transfer Evaluation Summary Form: Click Here: 52kb

Outside Rotators

Please refer to the Visiting Resident section for instructions and information regarding residents from outside institutions participating in LUMC programs.

Observership

LUMC now is able to accommodate observers to clinical training programs. Prior to coordinating any observership, please review all of the documents at the following link. Because of potential liability, requirements for supervision are very prescriptive and compliance is essential. Observership application forms. 250 kb

Graduating Trainees
Graduates are required to complete two forms prior to their departure.
Final Paycheck Request Form 23 kb

Housestaff Checkout Form

Program Coordinators are required to provide a completed Final Note to File for each trainee's GME records no later than one month past the date of their departure. Final Note to File

Coordinator Checklists

The GME Office has developed a series of checklists to streamline the procedure for submission of documents from the various departments to GME. It is expected that packets will be submitted in their entirety.

Document Due Date Checklist

Incoming Trainee Checklist

Internal Transferee Checklist

Temporary Medical License Checklist

Transfer of Temporary Medical License Checklist

Extension of Temporary Medical License Checklist

Professional Development Series

As part of the ongoing series of programs provided through the LUMC GME Office, pdf files of presentation materials will be stored in this location for reference purposes.

May 8, 2009 Professional Development Series - Resident Files
PowerPoint Presentation
Checklist for folder contents

July 10, 2009 Professional Development Series - PDSA
PowerPoint Presentation
Assignment

August 14, 2009 Professional Development Series - Scheduling Vacations

October 23, 2009 Professional Development Series - General Leave and FMLA
Power Point Presentation

November 13, 2009 Professional Development Series - What Do I Matter? GME Medicare presented by Dorothy Jambrosek.
PowerPoint Presentation