Shared Resources

In September 2017, Michigan Medicine’s (U-M) GME Program Administrator Advisory Committee embarked on the development of a new Market Title (official job title listed with Human Resources) series for the U-M GME Program Coordinators. With the collaboration of GME leadership, Human Resources, and Compensation, we were delighted to implement the GME Program Administrator Market Title series in January 2019.

As part of our research, we discovered there was little national data and documentation to support this initiative and assist with the development. Therefore, we want to share resources with other institutions to assist with their development of a Market Title series. Our hope is that these resources are useful, and a starting point for many institutions to bring the recognition deserved to this profession by implementing a Market Title specific to this position.

• GME Program Administrator Job Description & Rationale
• Criteria to Advance from Intermediate to Senior Level
• Implementation Communication Plan & Timeline
• Sample Email Communications
• Position Description Form

Publications:
Gilfedder KR, Giacomo C, Randall J, Wilson GL: Medical Education Manager: A Title Worthy of the Description. Cureus. 10(9): e3373. DOI 10.7759/cureus.3373, September 2018.

Dubois L, Marsh T, Demers L: Program Coordinator Professional Development: Definition, Perception of Importance, Motivating Factors, and Barriers. The American Journal of Medicine. 132(1), January 2019. 

Rupkey C, Miller L: It’s a Professional Career! Program Administrator Education and Title Reclassification. Alliance for Academic Internal Medicine, Philadelphia, PA, April 2019.

We recognize that other institutions have done similar work, and if your institution has resources that you would be willing to share, please email them to Chris Rupkey (contact information below) for inclusion on this website.

Contact:
Chris Rupkey
Manager, GME Office
[email protected]
(734) 764-3186

Recent changes in the interpretations of the VA Disbursement Agreement for Health Professions Trainees created confusion nationally. By working systematically with the local VA and institutional programs, a shared understanding of the rules and standardization of the processes among the Program Directors, Program Administrators, GME Office and VA Education Office was developed.

Collaboratively, the UM GME Office and the VA Education Office developed and disseminated several new resources for Program Director and Program Administrator reference, including job aids to assist with the detailed calculations and information to assist with interpretation.

• Reference Guide: Budget and Billing Process for Veterans Affairs Ann Arbor Healthcare System

The VA Disbursement Agreement for Health Professions Trainees includes a supplemental document titled Standard Operating Procedure for Administration of Disbursement Agreements (SOP). The SOP sets forth mandatory procedures and processes to ensure compliance with the VA Disbursement Agreement. The information Program Directors and Program Administrators must be aware of for reporting House Officer activity was extracted to develop this Reference Guide and establish a shared understanding of the concepts and process with the local VA Education Office.

• VA Ann Arbor House Officer Rotations Form

To establish a consistent understanding between the training program, VA Education Office, and GME Office, this form is completed for each training program’s VA rotation(s), defining the rotation type, and expected activities.

• VA Description of Proposed Research Form

Standardized form and process for a training program to receive approval to include House Officer research activity as reimbursable VA activity.  

• Checklist: Training Program Action Items for VA Ann Arbor Rotations

A reference for training programs that identifies the annual and monthly/block documentation required for VA rotations. This resource establishes a common understanding to meet expectations.

• Job Aid: VA Proportional and Cost Shared Reference Worksheet and Vacation Factor Calculations

The proportional share is the number of days, for specific activities, that the VA will reimburse based on the number (proportion) of the program’s House Officers that are assigned to the VA during an academic year. The program enters their “Program Budgeted FTE”. Calculations are automatic and provide the maximum number of days, or FTEs, that can be billed to the VA over one academic year.

• Job Aid: Split Rotation Weekend Calculation

For rotations that are defined as a 5-day, split rotation, the VA allows reimbursement of the VA’s proportional share of weekend days. This job aid uses the VA’s calculation, as defined in the SOP, and calculates the VA’s proportional share of weekend days.

Contact:
Chris Rupkey
Manager, GME Office
[email protected]
(734) 936-8033

Championing System-Wide Improvement: An Early Experience in Traversing the Institutional Self-Study

Michigan Medicine (MM), with 109 ACGME accredited programs, was one of the larger academic medical centers to be scheduled to begin the ACGME Institutional Self-Study in 2021. All Sponsoring Institutions are required to perform this valuable exercise. Guidance from ACGME includes a thirty-month model. MM GME leadership approached this work by launching a 30-week self-study effort leading up to the due date for submission of the Self-Study Summary form to the Accreditation Data System (ADS).

ACGME guidelines are left flexible and general, allowing institutions the ability to innovate, but leaving few guideposts. We present our method for preparing the Institutional Self-Study Summary document using a consensus method with input at multiple steps from a wide variety of GME stakeholders but with GME structured oversight to ensure continued progress.

Resources to aid institutions as they navigate the first leg of the required ACGME Institutional Self-Study: 

• 30-Week timeline leading to Self-Study Summary form upload in ADS

To establish a reliable planning tool for GME offices to develop, track, and record efforts associated with each step of the institutional self-study leading up to submission of the Self-Study Summary form required by the ACGME.

• SWOT-Based survey questions used to gather opinion from various Self-Study focus groups

A reference for institutions to consider when surveying various GME stakeholders throughout the institution. Results of the survey are divided into common themes and analyzed to tease out common areas of interest and common concerns. Results of this survey analysis drive initial drafts of Institutional Aims setting.   

Contact:
Shiela Julin
GME Accreditation Specialist
[email protected]
(734) 615-1605