Program Administrator Manager
From U of M Internal Medicine Wiki
Jump to navigationJump to searchThe Program Administrator Manager manages the Program Administrators and the Undergraduate Patient Recruiter and the Undergraduate Program Administrator. The role is currently held by:
Information Systems
| InfoSystem | AdditionalSetupInfo |
|---|---|
| Concur Travel & Expense | no special instructions |
| Entrada | no special instructions |
| EPIC | no special instructions |
| FAST | no special instructions |
| JUMP | no special instructions |
| LimeSurvey CPD Tracking | no special instructions |
| Payworks | no special instructions |
| VIP | no special instructions |
Additional Info
- U of M Payroll
Responsibilities
See #Related Articles.
- All Program Administrators are to be hired as U of M Employees, at the level of Office Assistant 5, at 37.5 hours a week. The reason they are hired at 37.5 hours is because they are dealing with clinicians who may require the Program Administrator to be available early in the morning and / or available late afternoon.
- How to Hire a new UofM Employee
- Provide template for U of M Time sheet
Managers hiring toolkit/resources
- Conduct Onboarding (guide is within U of M Toolkit)
- Annual Report to be reviewed so employee becomes familiar with the Department
- Conduct Probation Review (within U of M Toolkit)
Annual Tasks
January to April
- THIS NEEDS TO BE COMPLETED BY MAY 1: In order to obtain funding for this the Associate Head - Education, Managing Director and Finance Manager will need the numbers of residents per training program. There is an Excel file on the shared drive, that program administrators have access to:
Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X
Ensure all the columns are complete.
- How to find Network Userid
- Go to Global Address Book
- Right click mouse
- Properties
- Alias is the equivalent of the Network User ID
- Obtaining Dictation Codes
- Email Service Desk at servicedesk@sharedhealthmb.ca with a copy to Cathy Pope & Ami Buckingham
- Subject Line to read: P-DAT Account Set up
- Spreadsheet to Service Desk & Cathy Pope & Ami Buckingham to include:
- Resident Name
- Resident Contact Phone Number
- Resident Training Program
- Whether trainee is Resident or Fellow (all of ours are Residents)
- Cathy Pope & Ami Buckingham will send an email to the resident with their e-Signature code and their password for the dictation system
- and they will also send you the residents e-Signature code for the Excel file
- Remind PAs to send out instructions and Dr. Wong's sample letter to all residents in all programs aobut how to dicate a letter & Transcription Manager can also provide one-on-one training / group training to your program *Department file share INTMED_ADMIN_EDUC2 N:\My Documents \postgrad all - dictation
- Spreadsheet to Service Desk & Cathy Pope & Ami Buckingham to include:
January
- Review the CaRMS website for the Medicine Subspecialty Match timelines - the dates are usually posted by the last Wednesday in January: https://www.carms.ca/match/msm/faculties-program/msm-first-iteration-program-timelines/
- Review the Excel File of Residents Lists - ensure that the incoming R1s & R4s are highlighted, and, the outgoing residents are listed
- Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X
- Email this list to the Finance Manager
- This list is also to be provided to the Transcription Manager (Liane Davidson) and the Accuro Clinic Support Team Manager (Kym Morris)
- As well, this list or at least the email addresses of ALL residents to be provided to Karen Kiel for distribution of Grand Rounds notices
- I have been printing out the list for quick reference, and storing it in a white binder labelled Trainee Lists
July
For the Department file share INTMED_ADMIN_EDUC2 N:\My Documents\Resident Program\RESIDENT LISTS\Resident list 202X - 202X -]], ensure all contact information is in
Then email Cathy Pope & Ami Buckingham of Shared Health with the names, phone number, and programs for the INcoming residnets who do not have a Dictation Code. They will create the code for the incoming residents. .
- Ensure Program Administrators have secured their CaRMS Interviewers
- Home PD
- Panel
- External PD
- Ensure CaRMS master Interview Schedule is created
- Draft individual Interview Schedules by applicant
August
- Ensure each PA has created a colour photo sheet of their trainees for the upcoming academic year
- Ensure you know how to locate these files in each program's shared drive, as Dr. Orr will ask for them at the beginning of September
September
- Print colour copies of each program's photo sheet of residents and give to Dr. Orr by around September 15
December
- Continue to update the Excel file of the residents list, of incoming and outgoing residents
- Continue with Performance Reviews
Weekly Tasks
- Thursday / Friday - enter payroll: both U of M, and UMG
- see H:\2.Payroll\1_Payroll - U of M\U of M - Payroll Entry INSTRUCTIONS to Login to VIP
Scanning
- to scan on printer in GC436 (Suzanne's desk)
- open Adobe program, select edit, select scan from scanner
Meetings
- Team Meetings
- Directive Meeting
- Town Halls at Grand Rounds
- U of M Managers Meetings - SUZANNE TO PROVIDE CONTACT INFO
- Staff engagement
Department of Medicine PGME Meetings
See Postgraduate_Medical_Education_Committee#Duties_of_Program_Administrator_assigned_to_the_Committee
