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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