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

There are no infosystems registered for this role

Department file shares

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

Onboarding tasks

There are no Onboarding tasks registered for this role.

SMW

Declare if this role will be shown by Template:Person No

Cargo

Cargo

SMW

SMW

Cargo

SMW

Cargo

SMW

Cargo

SMW

Cargo

SMW

Cargo

SMW

Cargo

SMW

Cargo

SMW

Cargo

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 GI 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
  • Alternatively, you can give an orientation to the residents rotating at SB in the few days before the start of the rotation

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
• Follow Sending out a survey in LimeSurvey for the Gastroenterology Link Rounds
• Once the GI Link Rounds have been presented by the resident, down load an evaluation on the resident for that presentation Extracting feedback from LimeSurvey CPD Tracking

Gastroenterology PARIM Call Submission

• Check the Gastroenterology Call Schedules for each site distributed by:
  • Emma Shaw for the Gastroenterology Call Schedule for HSC
  • Cassandra Deacon 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: INTMED_ADMIN_EDUC2\Gastroenterology - PARIM Submissions

• Save as a PDF in the Gastroenterology PARIM Submissions folder INTMED_ADMIN_EDUC2\Gastroenterology - PARIM Submissions Forms 20XX-20XX
• 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
• RESIDENT TRAVEL: Only PGY5 Gastroenterology residents can attend DDW in the US in May - the PGY4s do not attend, as the R4s must remain so that they can be placed on the Call Schedules. The R5s who travel to DDW do not get funding to go to it. It is the Digestive Diseases Week USA meeting, and quite a few GI faculty attend annually.
• All graduating PGY5 Gastroenterology residents to complete and submit a Health Advocacy Project in the last 6 months of their training; INTMED_ADMIN_EDUC2\Gastroenterology - Health Advocacy Project - projects are due June 1
• All graduating PGY5 Gastroenterology residents to complete a QA / QI presentation before they graduate - Dr. Harminder Singh is the supervisor of that presentation for all residents
• Create / edit GI budget -

SMW

Cargo

- Postgrad - Gastro - Financial - Budget

February

• RESIDENT TRAVEL: 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.
• Start working on the training schedule for the upcoming academic year - Draft it up with the dates of the blocks listed, and the trainee info, and then Dr. Cantor enters the rotations by resident

March

• Prepare for Incoming & Exiting residents PGME Scheduling Timelines for Incoming Residents and Tasks inc Exit Process for Outgoing Graduating Residents
• For the GI Longitudinal Clinic Schedule, the 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
• Enter the data on the Gastroenterology Resident Photos & Contact List INTMED ADMIN EDUC2_Gastroenterology - GI - 1_Gastroenterology Resident Photos & Contact Info 20XX-20XX]]
• Track the R5s regarding their Health Advocacy Project - it is due June 1
• Using Entrada, trigger Gastroenterology Long Clinic Assessment forms for all Gastroenterology Residents, by PGY level, for July 1 to June 30

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 each year

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

• Ensure all residents by now have met with the current GI Research Advisor Dr. Charles Bernstein regarding their current research, and research plans for upcoming academic year
• Ensure all residents have updated their T-RES procedure numbers

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 T-RES Access for new GI Residents

• Login to T-RES and upgrade the R4 GI residents to R5s, then enter the incoming R4 GI residents names and email addresses
  • URL to log in to T-RES: *http://www.T-Res.net
  • Password - for T-Res [Report 36]
  • User id = pd.mb.gi
    • (ask SDoyle for login credentials)

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

• Resilience Software Inc - T-RES=
• Suite 409 - 318 Homer Street
• Vancouver BC V6B 2V2
• Office (604) 693-2323 Ext 116
• Toll Free (866) 694-2323
• Cell: 604.836.1935

• Kent Haden
• CEO
• Toll Free (866) 694-2323 Pacific Time
• Resilience Software Inc.
• khaden@ResilienceSoftware.com
• Technology to enhance competence

You want Report 36

1. For Stage: select “All” [ or you might want to select a specific year if selecting a specific resident ]

1. UNDER - select trainee’s name
2. UNDER - select time frame: start and end – the start date is when they started the very first day of their training in GI, and the end date is either the date you are printing the report / or June 30 / which ever comes first
3. UNDER activity mode - select procedures
4. UNDER Report Mode select “list items grouped by parent”
5. UNDER Completion Status: select “completed”
6. Then click on View Report
7. To then print the report, then go to the top left corner of your screen, and go to “file”, then to “print”

• Report 8 shows you all the GI Section Members & Trainees
• Report 36 shows all procedures GI Trainees have done, this is the report preferred by Dr. Cantor

CAG R-PAGE Membership 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 PMAO

[[Submitting stipend template to PMAO for Chief and Senior Residents]]

• For Gastroenterology program, they SOMETIMES have their Chief and Senior Residents in their position for 12 months or for 6 month terms:

If in 6 month terms:

1. from July 1 to December 31
2. then for the 2nd 6-month term, the Chief Resident and Senior resident swap positions
   1. ie
      1. Resident 1: Chief Resident from July 1 to December 31
      2. Resident 2: Senior Resident from July 1 to December 31

then switch

1. 1. 1. Resident 1: Senior Resident from January 1 to June 30
      2. Resident 2: Chief Resident from January 1 to June 30

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 (write booking in the calendar outside room 808B JBRC
• 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
• If the interview days is on a Thursday, note that there will not be Link Rounds that day
• Start asking for outside Program Director for interviews
• The Program Description will need to be updated with any changes (ie PD, PA, interview date, orientation date)
• Catering Order will be same as before (see white binder in Suzanne's Office labelled Gastroenterology CaRMS)
• After Ranking list is submitted, print out Rank Order List (ROL) for files

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
• RESIDENT TRAVEL: 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. Usually booked the 3rd Wednesday in May. Book Room 800 for these meetings, as almost all the staff have their offices on Buhler 8.
• All graduating PGY5 Gastroenterology residents to complete a QA / QI presentation before they graduate - Dr. Harminder Singh is the supervisor of that presentation for all residents

June

• RESIDENT TRAVEL: The R4 GI Residents take the GI Endoscopy Course the first weekend in July - you must have all travel approvals completed so that residents can make travel plans

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. Remember - a fob for each resident is renewed year year, at approx. $85 per resident per year - must take this into account when editing budget

SMW

Cargo

• Send to Maria Loureiro a completed form for each resident for after hours access for their GI Resident Room 803 John Buhler Research Centre:
  • Folder: GI - Forms (Pager, ID, Key, eHealth, JBRC Access - File Key and Access Form JB8X
• 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.
• RESIDENT TRAVEL: The R4 GI Residents take the GI Endoscopy Course the first weekend in July
• Share w/ incoming R4 residents the objectives for Med 3 / Med 4 rotators -

WHERE TO FIND THIS ?

Book the HPP Course (High Performance Physician Course)

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
• Core Internal Medicine residents interested in attending the CAG Scholar's Couse put on by CAG should review the CAG website, complete the trainee membership application form, ask the PA for Gastroenterology for a letter of support from Dr. Cantor, and provide their CV. Then Dr. Cantor and the RPC vet the interested residents, and then Dr. Cantor provides the short list to the PA, who then nomninates via the CAG website the candidates for the CAG Scholar's Course. There is usually one medical student and one or two residents nominated. Those who are nominated and are accepted for the course have their airfare and hotel covered by CAG. The trade off to this financial support is that the resident CANNOT be on call the day prior to the course, nor the day after the course, in order to give the CAGA organizers flexibilty in booking flights and hotels for the trainees.
• 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

• RESIDENT TRAVEL: CDDW GRIT Abstracts are due by October 15 - see CDDW GRIT

November

• RESIDENT TRAVEL: The PGY5 GI Residents may have traveled to the GI Motility Course, and may need to be reimbursed for that travel.

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 Advisor (currently Dr. Charles Bernstein0, and set up 30 minute meetings for him to meet with each Gastroenterology Resident about the progress of their research. This is to 1) review their status for their current research projects for the current academic year, and 2) review and advise them on future research for the upcoming academic year)
• 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

Misc Info for Gastro

• Scrubs for residents

Gastroenterlogy Resident Room HSC

Room 803 John Buhler Research Centre - Tel: 204-789-3592 & 204-789-3637

Gastroenterology Resident Room SB

Room 8A 046 SBGH (2948) Tel: 204-235-3360

Related Articles

Related articles:

Roles ‎ (← links) Gastroenterology ‎ (← links) Rounds ‎ (← links) Department file share ‎ (← links) Entrada ‎ (← links) Academic Half Day - Gastroenterology ‎ (← links) Questions ‎ (← links) PARIM Submissions ‎ (← links) Test1tom ‎ (← links) GI Endoscopy Course ‎ (← links)