Trainee Scheduling

• In consultation with the PD and PEC, develop and maintain annual rotation, call, and clinical schedules.
• Maintain current schedules in New Innovations and communicate schedules and updates to participating institutions and paging operators, as needed.
• Coordinate and approve schedule revisions with participating institutions in accordance with program processes.
• Advise trainees regarding specialty board educational requirements and, with the PD, adjust schedules as needed to maintain compliance.
• Coordinate schedules, evaluations, conferences, interviews, rooms, and courses with other services, sites, and departments.
• Manage participating-site and away-rotation schedules.

Graduation and Completion of Training

• Coordinate planning and preparation for the annual graduation event under the supervision of the PD.
• Monitor completion of GME and EVMS at ODU exit surveys.
• Submit certificate-of-completion requests to the GME Office for graduates and interns, as applicable.
• Verify completion of program documentation needed to support specialty or subspecialty board eligibility or certification.
• Collect final evaluations, procedure logs, program completion letters, data forms, equipment, badges, and clearance documentation; finalize graduating trainee files in accordance with program and institutional requirements.

Annual GME Requirements

• Verify and complete the annual GME FTE survey, obtain the PD’s signature, and submit the finalized document.
• Route annual trainee agreements to the PD, department chair, and continuing trainees for signature and submit completed agreements to the GME Office.
• Update new-trainee information in New Innovations.
• Maintain license verification, National Provider Identifier (NPI), and Drug Enforcement Administration (DEA) information in trainee files and New Innovations, as applicable.
• Coordinate and monitor the program-specific in-training examination schedule.

Appointments and Credentialing

• Manage the appointment process for incoming trainees in coordination with the GME Office’s appointment and credentialing processes.
• Establish and monitor compliance with program-specific credentialing requirements, including ACLS, PALS, and simulation training, as applicable.
• Coordinate with the GME Office to ensure compliance with incoming trainee orientation, registration, and licensure requirements.
• Coordinate with the GME Office and EVMS at ODU Human Resources to address visa-related questions.

Faculty Development

• In collaboration with the PD, plan and implement faculty development activities required by ACGME or other applicable accrediting bodies, including tools that support competency-based teaching.
• Train faculty on program evaluation methods and systems to promote consistency and fairness across evaluators.
• Track and document faculty participation in professional development activities.
• Verify required faculty credentials and maintain current faculty information and curriculum vitae in ACGME ADS.

Financial and Leave Administration

• In collaboration with the PD, plan and implement faculty development activities required by ACGME or other applicable accrediting bodies, including tools that support competency-based teaching.
• Train faculty on program evaluation methods and systems to promote consistency and fairness across evaluators.
• Track and document faculty participation in professional development activities.
• Verify required faculty credentials and maintain current faculty information and curriculum vitae in ACGME ADS.

Alumni Records and Follow-up

• Archive alumni trainee files in accordance with EVMS at ODU records-retention schedules.
• Coordinate distribution of alumni follow-up surveys with the PD and summarize results for the PEC.

Trainee and Program Administration

• Process vacation and leave requests and monitor use of leave categories.
• Report Family and Medical Leave Act (FMLA) requests to Human Resources and notify the GME Office.
• Coordinate faculty and trainee schedules for the Sentara Clinical Learning Environment Grand Rounds Series, special reviews, and department or program retreats.
• In collaboration with the PD, assign trainees annually to applicable hospital committees and patient safety and quality improvement councils and coordinate nominations for trainee recognition programs.

Educational Administration

• Schedule and coordinate teaching conferences and distribute didactic and clinical conference schedules.
• Schedule and coordinate Sentara Epic training for incoming interns, new residents, and fellows, as applicable.
• Coordinate and schedule remediation and probation meetings with the PD and the GME Designated Institutional Official (DIO) or Associate DIO.