Program Administrator - Gastroenterology

The Program Administrator - Gastroenterology is involved in many things, see #Related Articles. The role is currently held by:

• Suzanne Doyle

Information Systems

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Department file shares

• INTMED ADMIN EDUC1
• INTMED ADMIN EDUC2
• INTMED ADMIN EDUC3
• INTMED ADMIN EDUC4
• INTMED ADMIN EDUC5
• INTMED ADMIN EDUC6

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Additional Info

Program Administrator
Section	Gastroenterology
Specialty/Subspecialty program:	Gastroenterology Subspecialty Education Program

The Program Administrator - Gastroenterology is one of our team of Program Administrators; see that page for more general info about all of them.

Responsibilities

• Academic Half Day - Gastroenterology

Rounds

• Gastroenterology Link Rounds
• Gastroenterology Pathology Rounds
  • Weekly Activities for GI Rounds

Gastroenterology Residency Program Committee (RPC)

• The date is decided by the Section Head, because the RPC usually occurs immediately right after the Section Meeting
• Distribution List
• You must inform both the GI Chief Resident and Senior Resident of the date of the meeting, because one of them attends

Gastroenterology Competency Committee

• The date is chosen by: a pool of dates is selected by the GI Program Director, then a Doodle Poll is sent to the GI Competency Committee Members (Dr. Charles Bernstein, Dr. Penina Krongold, Dr. Gerard Coneys, Dr. Michael Cantor.
• Program Administrator books a room
• Minutes are taken by the Program Administrator

Prepare for upcoming Block

To prepare for each Block for off-service rotators (off-service residents, and students)

The GI Rotation at both sites for rotators consists of:

• attending at minimum 2 clinics per week
• attending their home program academic half-day
• attending the Academic Half Day - Gastroenterology
• observing as much endoscopy at they like
• attending Gastroenterology Pathology Rounds
• attending Gastroenterology Link Rounds

Steps

• Email all Rotators at both HSC & SB NO LESS than 2 weeks prior to the block with
  • their first day instructions
  • the GI call schedule for the period they will be on service for
  • inform them that the orientation package information is in Entrada
  • the original orientation handouts 1 to 11 are located on the shared drive: N:\Postgrad - GASTROENTEROLOGY\GI - Training Schedules - Rotation Packages for Rotators to Gastro

First Day of Rotation - Program Administrator provides orientation to rotators

• • The GI program is set up so that the Program Administrator - Gastroenterology gives an orientation to the HSC off-service rotators to Gastroenterology. The PA meets with the incoming off-service rotator on the first day of the block, and reviews the orientation manual and reading list with them (file labelled ORIENTATION MANUAL - Manual for all Rotators to GI)
  • For SB rotators, they will meet with Dr. Duerksen when convenient for both of them

Monthly Calendar

• Send out Gastroenterology Link Rounds Posters - Ask each upcoming presenting GI Resident what their topic is, ask for 2-3 objectives, and who their attending is that vetting the topic
• Input the data into the Poster, and into Entrada
• Academic Half Day - Gastroenterology
• PARIM Submissions
• Send out LimeSurvey for the Gastroenterology Link Rounds

Gastroenterology PARIM Call Submission

• Check the Gastroenterology Call Schedules for each site distributed by:
  • Emma Shaw for the Gastroenterology Call Schedule for HSC
  • Rychee Sam for the Gastroenterology Call Schedule for SBH
• Residents are paid for each evening and weekend they take Gastroenterology call
• Complete PARIM submission excel worksheet for appropriate period and site

where does that sheet live?

• Save as a PDF in the Gastroenterology PARIM Submissions folder

which fileshare?

• Send the PDF submission by email to the WRHA at wrha_parim@wrha.mb.ca (Contact Person: Rachel Turchen 926-7854)

Annual Calendar

January

• Remind all graduating residents to complete their Core Curriculums, especially the Practice Management Course
• Email incoming R4 Residents: PGME Scheduling Timelines for Incoming Residents and Tasks inc Exit Process for Outgoing Graduating Residents
• The Western Canadian GI Exam takes place in January - the dates changes year by year and is determined by the host university
• GI Residents attend CDDW GRIT the last few days of February, first few days of March, annually. Prepare their U of M Travel Authorization Forms, as well as their U of M Reimbursement forms. Each resident should be able to tell you their Abstract title that was accepted, for the forms.
• Only PGY5 Gastroenterlogy residents can attend DDW in the US in May - the PGY4s do not attend - they must remain so that they can be placed on the Call Schedules.

February

• Ensure signatures are completed for the GI Residents to attend CDDW GRIT the last few days of February, first few days of March, annually. Prepare their U of M Travel Authorization Forms, as well as their U of M Reimbursement forms (see Travel - UofM). Each resident should be able to tell you their Abstract title that was accepted, for the forms.

March

• Prepare for Incoming & Exiting residents PGME Scheduling Timelines for Incoming Residents and Tasks inc Exit Process for Outgoing Graduating Residents
• Dr. Michael Cantor

Is that in his role as Postgraduate Program Director - Gastroenterology? If so, lets link it as Postgraduate Program Director - Gastroenterology (Dr. Michael Cantor)

determines which GI GFT gets a resident assigned to them. Review & update the Excel file: INTMED ADMIN EDUC2_Gastroenterology - GI - TRAINING SCHEDULES - Master Schedule Fellows & Rotators, file is called 4_GI Residents Longitudinal Clinic Resident Clinic GI Assignments 20XX-20XX

April

• Check regarding the timing of the McMaster Course first weekend in July (see GI Endoscopy Course for contact info)
• Incoming R4 residents to Gastroenterology must have declared their vacation by April 1 of each year, and have it finalized by September 15 of earch year.

as per PGME policy:  http://umanitoba.ca/faculties/health_sciences/medicine/education/pgme/media/Resident_VacationFINAL10Sept2013.pdf

Check for Awards

• Check the PARIM Website for any resident awards - for the annual report, and for recognition at: the RPC, the graduating resident's dinner, and the November dinner by the Department Head

Arrange for R-PAGE Access for new GI Residents

• Login to R-PAGE and upgrade the R4 GI residents to R5s, then enter the incoming R4 GI residents names and email addresses
  • URL to log in to R-PAGE: http://www.cag-rpage.org/facultyAdmin
    • (ask SDoyle for login credentials)

we should find a file share where we can put passwords needed by GI people

CAG R-PAGE Contact:

Adria Cehovin M.Sc(c), Project Manager

Canadian Association of Gastroenterology

#224, 1540 Cornwall Road | Oakville, ON | L6J 7W5

Tel: 905.829.2504 ext. 231

adria@cag-acg.org

Toll-free: 1.888.780.0007

Fax: 905.829.0242

• Any new users to R-PAGE will be asked to register via the below link, and have the site's primary contact notify us.

https://cgrs.cagquality.ca/en/users/sign_up

Distribute 360 Memo & Forms to Endoscopy & Clinic Nurses at HSC & SB

• Distribute 360 Memo & Forms to Endoscopy Nurses at both HSC and SB

1. for HSC: walk the memo and forms to Heather McDonald on GD714 - where the GI Endoscopy Unit is

#for SBGH: send the forms to ...Suzanne needs to check

• Prepare the GI Resident's Photo Sheet for distribution to the GI Staff on Buhler 8, and for posting in the 8th Floor Mail Room, and prepare the GI Resident's contact sheet for the GI Staff.

INTMED_ADMIN_EDUC2\Postgrad - Gastroenterology - Gastroenterology 1Gastroenterology Resident Photos & Contact Info 20XX-20XX

• Prepare Travel - WRHA approval forms for incoming R4 GI Residents to travel to the GI Endoscopy Course that takes place the first weekend in July

Submit Chief & Senior Stipend Template to MSAS

• Locate and update the GI Chief & Senior Stipend Template:
  • N Drive: INTMED_ADMIN_EDUC2\1_Gastroenterology - Chief-Senior Stipend Template 2019-2020
• Send the Excel File to MSAS

To prepare for GI CaRMS in September (start preparations in April of each year)

• Select date with Postgraduate Program Director - Gastroenterology (Note: PD may need to either cancel clinic or procedure time])
• Book Room 800 & 815 & 718 JBRC for the full day
• Book Room 810 JBRC for the full day (book this with Wendy Cirillo)
• Book 808B JBRC for the full day
• Book (if you can) 718 JBRC for parts of the day, in case you need a back up room
• Ask for GI Section Members to act as interviewers - we generally use 2 for the morning, and a different 2 for the afternoon

May

• Complete tasks related to residents who will graduate and of June - Refer to PGME Scheduling Timelines for Incoming Residents and Tasks inc Exit Process for Outgoing Graduating Residents
• RCPSC eFITER for Fall Examinations will arrive by email from (usually) Ms. Julie Brown. Ensure that ALL the graduating residents are on the list. Have the PD complete the list (you may completed it as well and have them review it). Then email the list to regpgme@umanitoba.ca. Keep an electronic file. For those of us who still have paper binders, place printout in binder.
• Review at the RPC the Gastroenterology Competency Committee Wellness Activities list to PD and the residents for review & updating - located on N shared Drive, Gastro, CBD - Competency Committee - Wellness Membership & Activities
• Ensure the Procedural Sedation / Conscious Sedation Course - see Procedural Sedation Course for the R4 GI Residents takes place in either September or October. This course takes several months to arrange as it depends on preceptor availability and CLSF availability, and therefore those take a while to work out with the coordinator in Emergency Medicine
• Arrange Room Bookings for Gastroenterology Link Rounds
• Only PGY5 Gastroenterology residents can attend DDW in the US in May - the PGY4s do not attend - they must remain so that they can be placed on the Call Schedules.
• In May, the R4s will be half-way done their Core of Discipline stage of training - book a GI Competency Committee meeting after DDW (usually first week of May), but not too close to the May long weekend

July

• Gastroenterology Link Rounds dates must be entered into Entrada under Learning Events
• Gastroenterology Pathology Rounds dates must be entered into Entrada
• Make room bookings on line for GI Link Rounds - see Rounds for the GI Link Rounds
• Ask all GI Residents what dates they will present, they usually present 2-3 times in an academic year. Sometimes Guest Speakers present.
• Orientation with GI Endoscopy Nurses at each site - see Academic Half Day - Gastroenterology
• Orientation with Program Administrator - Gastroenterology re: Entrada, Link Rounds, fobs, keys, drawers, etc.
• New R4 GI Residents may need training in the Clinical Learning and Simulation Facility (CLSF) to learn on the medical equipment / medical dummies how to do upper and lower scopes. The residents may make their own bookings: http://umanitoba.ca/faculties/health_sciences/medicine/education/ed_dev/clsf/index.html
• The PD for GI usually receives an email from ACG regarding the ACG 2nd Year Fellows Course, with a request for nominations. Generally, the PD then canvasses the GI section members to ask which resident should be nominated. The nominated resident is then contacted to see if they are agreeable to attend. Once the resident agrees, PA is to document the course in the training schedule.
• The R4 GI Residents take the GI Endoscopy Course the first weekend in July

August

• Arrange for the Procedural Sedation / Conscious Sedation Course - see [[Procedural Sedation Course] for the R4 GI Residents takes place in either September or October.
• Prepare the Reimbursement forms for the residents for this course

September

• Residents should have their Abstracts for CDDW GRIT nearly completed and vetted by their supervisor
• Incoming R4 residents to Gastroenterology must have declared their vacation by April 1 of each year, and have it finalized by September 15 of earch year.

as per PGME policy:  http://umanitoba.ca/faculties/health_sciences/medicine/education/pgme/media/Resident_VacationFINAL10Sept2013.pdf

• The R4s will need to be reviewed at a GI Competency Committee in mid-September, they will be done / or close tobeing done their Transition To Discipline training. An RPC Meeting will need to be booked too.

October

CDDW GRIT Abstracts are due by October 15 - see CDDW GRIT

December

• Remind residents re Core Curriculums - they have to be completed ideally by May or June
• Complete the Chief & Senior Resident Stipend Forms for January to June
• Inform off-service programs how many GI Trainees you will send them and approximately when
• Using Entrada, trigger Gastroenterology Long Clinic Assessment forms for all Gastroenterology Residents, by PGY level, for January 1 - December 31
• Using Entrada, trigger Gastroenterology Research Assessment forms for all gastroenterology Residents, by PGY level, for January 1 - December 31
• Once the Research Assessments are completed, provide them to the Gastroenterology Research Adviser (currently Dr. Charles Bernstein, and set up 30 minute meetings for hi to meet with each Gastroenterology Resident about the progress of their research.
• The R4s will be close to finishing their Transition to Discipline stage of training - book a GI Competency Committee meeting mid-September (remember to work around ICRE, CaRMS, rounds)

Conferences

• CDDW GRIT

Courses

• GI Endoscopy Course
• ACG 2nd Year Fellows Course
• Procedural Sedation Course
• HPP Course (High Performance Physician Course)

Examinations

• Western Canadian GI Exam

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