A GME administrator sends instructions to run the New Schedule Wizard for the upcoming academic year (deadline typically by very early June). There are two options: monthly or by block (2 weeks), whichever you prefer. 

Throughout the year, it is required of coordinators to enter the monthly schedules before the end of each month, and to record clinics schedules in the appropriate tab as well.

Best Practice: Record a fellow's vacation/absences prior so the system won't allow you to enter schedules for that duration.

You can find your Clinical Competency Committee members on the Homepage under the section labeled "Security." There may also be past meeting minutes or data stored in this section as well.

Depending on the PD/APD requests, evaluation reports may be pulled as discussion points for each ACGME fellow.

Best Practice: Have the PD send a list of available times for the bi-annual meeting (winter/spring). Send a poll to the rest of the committee members, such as Doodle, and schedule the meeting with the most yesses. 

Attend the meetings and record documentation. You may also chime in on behalf of a fellows' Professionalism milestone, e.g., if one particular fellow is an outlier in the group and never responds to your administrative requests.

The APE data can be found and stored under the Homepage > Site Management section > Program Accreditation. 

The Program Evaluation Committee is found under the Homepage > Security > Program Evaluation Committee. These members are involved in defining the program's AIM, SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis, action items, and addressing any violations.

As the program administrator, you may be asked to pull reports for the director and committee and record these discussions and findings. These will be uploaded in the APE folder either created by the GME Program Manager or yourself.

ACGME requires programs to administer multiple evaluation types to get an accurate depiction of a fellow's progress, faculty member's teaching, and program quality.

1. Fellow Evaluations
     a. Faculty evaluation of fellow after each rotation
     b. Peer evaluation
     c. Bi-annual self-evaluation (before bi-annual PD check-in typically in winter/spring)
     d. Program Director's semi-annual evaluation after check-in

2. Faculty Evaluations
     a. Fellow evaluation of faculty/attending after each rotation

3. Program Evaluations
     a. Fellow evaluation of program/hospital
     b. Faculty evaluation of program/hospital

4. Other Evaluations
     a. Transitions in Care (can be a combination of peer to peer, attending to peer, etc.)
     b. Summative (At least annually, there must be a summative evaluation of each fellow that includes their readiness to progress to the next year of the program, if applicable). This must be accessible to the fellow to review. NOTE: This evaluation type is not necessarily administered in MedHub, but a Word template can be found below. Once complete, it can be uploaded in each fellow's Forms/Files tab with access enabled.