Program Administrator Manager

The Program Administrator Manager manages the Program Administrators and the Undergraduate Patient Recruiter and the Undergraduate Program Administrator. The role is currently held by:

• Suzanne Doyle

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

Department file shares

• INTMED ADMIN EDUC2

Onboarding tasks

There are no Onboarding tasks registered for this role.

SMW

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Cargo

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• VIP - Setup Note: no setup notes

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SMW

• FAST - Setup Note: no setup notes

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SMW

• JUMP - Setup Note: no setup notes

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SMW

• Payworks - Setup Note: no setup notes

Cargo

SMW

• EPIC - Setup Note: no setup notes

Cargo

SMW

• Concur Travel & Expense - Setup Note: no setup notes

Cargo

SMW

• Entrada - Setup Note: no setup notes

Cargo

SMW

• FAST - Setup Note: no setup notes

Cargo

SMW

• LimeSurvey CPD Tracking - Setup Note: no setup notes

Cargo

SMW

Cargo

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

http://umanitoba.ca/admin/human_resources/consulting/managers_toolkit/recruitment-selection-onboarding.html

• 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

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/

After R1Match results are received

• 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

June

• Send to both HSC Service Desk and Transcription Manager a list of trainees who graduated from student to resident, so that the list of trainees for dictations is correct, that they are "converted" from student to resident, so that their correct rank is listed on patient letters
• "PDAT Install" in the subject line of email

1. Email to say: the following R1 Residents should be listed as Residents in the P-DAT system, as they are no longer medical students

• Basically, it is a list of the R1s, for the 3 core programs: Core IM, Neurology, PMR
• Drive: Educ2, Postgrad all, Excel file: List - Resident List by Alpha 202X-202X

• Once the R1 CaRMS Match is complete for Core IM, Neurology & PMR, update the Educ 2 shared drive, Postgrad all, excel file List - Resident List by Alpha 202X-202X

1. insert the incoming R1s by program

• also update the Word document on Educ | My Documents | Resident Program | RESIDENTS LISTS | Resident list 202X-202X - update the word document

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. Pam Orr will ask for them at the beginning of September
• Ensure all new incoming residents have been mask fitted: go to HSC website, search mask fitting, send link to residents, then ask each PA to input the mask size into the Excel file

September

• Print colour copies of each program's photo sheet of residents and give to Dr. Pam Orr by around September 15
• Ensure the Calendar Invitations for D-PGME Meetings are booked on a go forward basis
• Awards Listing - On a yearly basis, Marcia Langhan (204- 787-8776) will contact you for an up to date list of awards won by residents and attendings in the Department of Medicine. - see Award.

• Undergraduate Patient Recruiter - in the month of September - you must email the Nursing Director (currently Karen Samson), to remind her, so that she can remind her nursing staff, that the patient recruiter will start visiting HSC & SB for Neurology Med 2 and Internal Medicine Med 2 clinical skills teaching.
• Check with the Neurology Program Administrator for most current schedules
• Email to include:

1. the Neurology Clinical Skills Overview - located in S:\intmed_admin_educ6/neurology/UGME/Med2 UGME Course - Neurology Clinical Skills - Overview
2. CSA Teaching Schedule (comes from UGME) - located in S:\intmed_admin_educ6/neurology/UGME/2020/Neurology Clinical Skills for 2020 Sept & October CL2023 Neuro schedule
3. Patient Recruiter Script - located in 2 places: S:]intmed_admin_educ6/neurology/UGME/2.Orientation Notes - Neurology Orientation Notes & PCR Script as well located in Patient Recruiter drive

November

• Once the MSM CaRMS match is complete, go to the Educ 2 shared drive, Postgrad all, excel file List - Resident List by Alpha 202X-202X

1. change tab name, change title in row 1 to reflect the new academic year
2. insert the incoming R4s by program

• on Educ | My Documents | Resident Program | RESIDENTS LISTS | Resident list 202X-202X - update the word document

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

Notes for Melissa Franzmann

• Int Med, Educ2
• Powerpiont presentation Pres 1 - New program Admin Workshop