Program Administrator - Gastroenterology

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

• Suzanne Doyle

Info Systems

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Entrada	no special instructions
EPIC	no special instructions
FAST	no special instructions
LimeSurvey CPD Tracking	no special instructions
VENTIS	no special instructions

File Shares

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

There are no Onboarding tasks registered for this role.

SMW

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• Entrada - Setup Note: no setup notes

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• EPIC - Setup Note: no setup notes

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• FAST - Setup Note: no setup notes

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• LimeSurvey CPD Tracking - Setup Note: no setup notes

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• VENTIS - Setup Note: no setup notes

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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

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

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 Gastroenterology Academic Half-Day
• 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
  • the orientation package
  • the PDFs files of the orientation handouts 1 to 11
    • all are located on the shared drive: N:\Postgrad - GASTROENTEROLOGY\GI - Training Schedules - Rotation Packages for Rotators to Gastro

you mention an N:\ drive - is that tracked in file shares yet?

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 ll Rotators to GI)
  • For SB rotators, they will meet with Dr. Duerksen when convenient for both of them

Monthly Calendar

• Send out GI Link Rounds Notices -
• Academic Half Day - Gastroenterology
• PARIM Submissions

Annual Calendar

January

• Remind all graduating residents to complete their Core Curriculums

March

• Prepare for Incoming & Exiting residents PGME Scheduling Timelines for Incoming Residents and Tasks inc Exit Process for Outgoing Residents

• Dr. 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

• 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 Program Director (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 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.

December

• Remind residents re Core Curriculums
• Complete the Chief & Senior Resident Stipend Forms for January to June

Courses

GI Endoscopy Course

• McMaster University, Hamilton, Ontario - Held annually first weekend in July, only for incoming R4s
• GI Residents MUST speak to Program Administrator - Gastroenterology BEFORE booking any flights, as certain paper work needs to be arranged
• The funds for travel & accommodations for this usually come from an HSC account, and so WRHA Travel Providerforms and approval must first be obtained by the PA.
• Residents are encouraged to save costs by sharing a room, if feasible

ACG 2nd Year Fellows Course

• The this course is put on by the American College of Gastroenterology
• Link to ACG 2nd Year Fellows Course https://gi.org/2019-2nd-year-fellows-course/
• in July, ask the R5 GI residents look at the website regarding nomination information and deadlines
• Nominations are usually accepted between July 15-August 15, with the deadline usually of August 14-15.
• There will be a unique code given by ACG in email about nominations, and this unique code is for the U of M specifically, and is needed to complete the nomination (for 2018, code was RrCfHB1scpT0)
• Contact Person at ACG:
  • Valencia Waller
  • Membership Coordinator
  • American College of Gastroenterology
  • 6400 Goldsboro Road, Suite 200
  • Bethesda, Maryland 20817
  • P: 301-263-9000 ext. 207
  • VWaller@gi.org

Procedural Sedation Course

• This course is put on by Emergency Medicine at U of Manitoba
• Usually takes place in late October
• Attendees take it once. Group the R4s & R5s GI residents if possible, this means the course might take place every other year
• Held at the Bannatyne Campus in the CLSF
• Reimbursement is through MSAS as this course is considered a mandatory course: Trainee pays for the course in advance, then gives receipt & certificate of completion to PA, reimbursement is then done through MSAS.

Examinations

Western Canadian GI Exam

• This exam is held annually, usually late January
• Each western Canadian university takes a turn hosting the exam
• All PGY4s & all PGY5s attend each year
• Residents may fly out the night before the exam, and then return home the day of the exam
• One night hotel and return airfare covered
• The HSC GI Section / Education Fund is used for this travel
• Travel - WRHA Approval required, and residents must book travel with WRHA Travel Provider Travel, and must provide TA code to then book travel with WRHA Travel Provider
• Reimbursement is processed through Travel - WRHA

1. 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 SB
2. Residents are paid for each evening and weekend they take Gastroenterology call
3. Complete PARIM submission excel worksheet for appropriate period and site
4. Save as a PDF in the Gastroenterology PARIM Submissions folder

Is that on a file share, as in a GI file share? If so pls put the file share at the bottom of this page since everyone in this role will need access to it.

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