July - Association of Family Medicine Administration



Family Medicine Residency Yearly Planning Calendar

|July |August |September |

|AAFP -NCFMR-Kansas City | |ACGME WebADS window usually closes |

|Booth info due |ABFM Boards – 1st deadline Nov. exam |ERAS opens |

|GME track resident survey opens |ACGME WebADS – window usually opens now |GMETrack – Program & resident surveys for October |

|ABFM RTMS Update |Alumni survey |FREIDA upload |

|ACGME Faculty & Resident Survey Results posted |Aug. 1 – ACOFP Resident Roster due |Invite applicants |

|Advance PGY 1 to PGY 2 direct to indirect |Aug. 1 –deadline to order Osteopathic |Osteopathic Residents register for ABOFP exam |

|supervision |In-training Exam |Quarterly GMEC meeting |

|Update Resident Info in RTM (ABFM) |Aug. 15 – TIVRA opens due Oct. 15 |Set Interviews |

|AMA-FREIDA Program Survey & Resident Survey for |Register for ABFM ITE |STFM abstracts due |

|National GME |ERAS Setup – NRMP Registration by DIO |Allopathic ERAS Opens Sept. 15 |

|(gmetrack@) |Establish agenda for interview day:assign duties |Schedule Resident’s Retreat |

|Remind PGY-2 about passing Step III before being |Match Quota to NRMP |POM for PGY-3 in Richmond |

|promoted |NAPCRG – resident/fellow call for papers |Book Interviews |

|Order AOA In-Training Exams |PDW/RPS abstracts due |Check on ABFM applications for board certifications |

|Complete ACOFP Residency Program Directory updates|Recruiting committee meetings scheduled |for PGY-3’s and submit check requests for payments. |

|on-line due 8-1 |FREIDA Upload |Continue working on budget |

|ACOFP Semi-Annual Report (Jan-June) |ACGME Update | |

|Update ACGME – WebADS |Prepare for Interview Season (set dates, order | |

|AOA ERAS Opens July 15th |supplies, etc.) | |

|New Resident orientation |Update and order insert sheets for brochure | |

|New Resident Welcome activities |Make up Interview Grid | |

|Order Osteopathic In-service exams by July 31st |Check with Admin. regarding new Comfort Inn rates | |

|Osteopathic ERAS opens 7-15 |Make up the next academic year’s rotation date list | |

|Submit final Resident report for all Dos |for GMEC to approve in Sept.’s meeting so we can have| |

|completing training. Must submit with 30 days of |dates for interview season. | |

|completion. |Update Program Website | |

|Update graduate personnel files |Work on next year’s budget (due Oct.) | |

|Website review/update |Osteoquad - October 28 -30, 2015 | |

|AAFP Assembly becomes AAFP Family Medicine |LMU-DCOM TN | |

|Experience (FMX) |KYCOM/ KY | |

|Colorado Convention Center, Denver, CO Sept 29 - |VOCOM VA | |

|Oct 3, 2015 | | |

|National Conference of Family Medicine Residents | | |

|and Medical Students Kansas City, MO | | |

|07/28/2016 - 07/30/2016 | | |

| | | |

|Take a vacation before interviews begin!! | | |

|October |November |December |

|AAFP Scientific Assembly |ABFM boards Offered |Interviews |

|ACGME faculty workshops |ACGME Annual Educational Conference abstracts due |Schedule Meetings for Applicant Ranking |

|Applicant Evaluations |ACGME faculty workshops |ABFM In-training exam results available |

|Interviews begin |Applicant evaluations continue |Applicant evaluations continue |

|Training Exams: |CCC Meeting |CCC meeting and Milestone Assessment |

|ABFM – last week of October |First year residents register for Step 3 |Dec. 1st: Final deadline for spring AOBFP board exam |

|ACOFP – second week of October |Interviews continue |ERAS registration for next year |

|Set Application Reviewer meetings |Reviewers meetings continue |Final deadline FREIDA deadline |

| |IRIS report to hospital |Final GME Track deadline |

|AOA & ABFM this month |NAPCRG Annual Conference |Initial graduation planning – date/venue etc |

|Remind Residents of Upcoming In- |November 1st 2nd postmark date for spring AOBFP board|Interviews continue |

|Next year’s budget deadline this month |exam |Update ABFM RTMS so 3rd yrs can complete ABFM board |

|Renew AFMA Membership |PEC meets |certification application |

| |Resident Semi-annual meetings with PD |NCAFP Winter Family Physicians Weekend |

| | |Grove Park Inn |

| | |December 2 – 6, 2015 |

|January |February |March |

|Interviews |Prepare & submit NRMP Rank Order List (ROL) |AAFP Teaching & Completion Certificates |

|Interviews conclude |Send Contracts to Incoming AOA Matched Residents |ACOFP Annual Conference |

|2nd look visits and events |AOA ERAS Registration |Additional March Tips/Tricks |

|Final NRMP rank meeting before submitting list |AOA Match & contract requirements |MATCH day/week |

|Register for SOAP |Order Teaching and Completion Certificates |MATCH party |

|NRMP Quota Change Deadline 1/31 |ACGME Annual Education Conference |Next Year’s Schedules: Block, Call etc |

|ABFM boards 1st deadline for April exam |ACGME Faculty& Resident Surveys |Onboarding checklist |

|ACGME Chief Residents Conference – registration opens |Send out Chief’s election ballots |AAFP PDW & RPS conference in KS (AFMAs RAD Workshop) |

|AOA annual program fee invoice received |AOA Match Day (2nd Monday of month) |Post-Match Survey |

|AOA Rank Order List opens & closes |NRMP Rank Order List Due |Register for allopathic ERAS for upcoming year |

|AAFP’S National Conference registration opens |Send out letters for next year’s noon lectures and |Resident agreements/contracts |

|FREIDA Update |make up calendars |Certification renewals (BLS, ACLS, NRP, PALS, ATLS |

|PEC Meeting |2016 Annual ACGME Conference Gaylord National, |Welcome letters to matched applicants |

|Register for ACOFP PDW Meeting March |National Harbor, Maryland |Get paperwork/forms for Match Day packets |

|Register for RAD/RPS conference |February 25 – February 28, 2015 |NRMP Match Week (3rd week of March) |

|Residency Performance Index (RPI) | |Send Contracts / Packets to Incoming NRMP Matched |

|Send out Rising 2nd & 3rd Year letters to residents | |Residents |

|Send out nomination ballots for Chiefs to FM and TY’s | |Schedule System Templates – Call schedule |

|ACOFP Semi-Annual Report (Jan-June) | |Chief Resident’s Manual - make 6 copies (2 chiefs, FM |

|Finalize welcome letter for Match Day | |Dir., DME, Med Ed Manager and Program Manager) Need |

|Finalize “ONBOARDING” in New Innovations before Match | |before New Chiefs/Old Chiefs Mtg. is scheduled |

|Day. | |Order ALSO Mnemonic Reference Cards from AAFP |

|Start working on IRIS report in New Innovations | |Monitor Onboarding in New Innovations |

|(review for errors) | |ACGME Graduates Survey |

| | |Schedule Resident & Faculty Retreats |

| | |MATCH Survey |

|April |May |June |

|ACGME resident survey (deadlines vary upon program) |AAFP census opens |AAFP Census Closes |

|AOA fees due |AAFP Chief Resident Conf. |AAFP Memberships for new residents |

|Graduation Planning |Assign intern patient panels |Certify graduates in ABFM RMS |

|New resident orientation planning |CCC meets |Change of status to HR for graduating, advancing and |

|June Graduates sit for ABFM boards |GMETrack Program survey opens |new residents |

|NAPCRG Annual call for papers |Graduation planning |Diplomas (Create) |

|AAFP National Conf. payment |New resident orientation planning |DO Core Competency Annual Evaluation |

|New Resident Licensing |License incoming residents |EOY reports (if applicable) |

|New Resident onboarding |Milestone reporting window opens |Exit interviews with HR |

|NRMP invoice arrives |Onboarding paperwork for new residents |Exit interviews with PD |

|Order materials/technology for incoming interns, |Order awards, covers for AAFP certificates |Final Summative Evals |

|textbooks, phones, computers etc |Confirm graduates |Graduation |

|ACGME Resident Survey |Re-distribute graduate patient panels |New Resident Licensure, NPI/DEA#s |

|Review and update LOA/PSA |STFM Conference |New Resident Orientation may begin |

|STFM meeting |Submit bill to AOA for DO resident’s membership dues |Milestone reporting windo closes |

|HOUSESTAFF MANUAL UPDATE |for next academic year. |AAFP National Conference mailing list and vouchers |

|Work on next year’s rotation schedule |Type up Final Evaluation forms for Director’s Exit |Resident 2nd Semi-annual evaluation with PD |

|Continue to Send and Process Required Paperwork for |Interviews |Staff Annual Evaluations (if applicable) |

|Incoming Residents (use checklist) |Type up contracts for Director’s end of year |Welcome/Farewell activities for incoming |

|Work on June calendar for one time only speakers for |evaluations |Residents and graduates |

|new interns (pharmacy, Ostomy, etc.) |PASSWORDS: Soarian, Centricity, etc. | |

|Shirley Pewter Shop order |ALSO COURSE registration. Check with VCU (or UVA) | |

|Spirit of FM Award plaque |regarding ordering books, accommodations, etc. | |

|ACOFP Resident Roster for AOA. |The STFM Annual Spring Conference | |

|(deadline Aug. 1st) |April 30 - May 4, 2016 | |

|Letter to Virginia Board of Medicine renewing |Hilton Minneapolis Hotel | |

|training licenses for residents upcoming training year|Minneapolis, Minnesota | |

|Old Chiefs/New Chiefs Meeting |NCAFP Family Medicine Day | |

|2016 PDW and RPS |Raleigh, NC | |

|Sheraton Kansas City Hotel | | |

|Crown Center | | |

|April 1 - 5, 2016 | | |

|Graduation planning | | |

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