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PROGRAM COORDINATORS  RESOURCES

RECENT MEETINGS

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September 10, 2024 Meeting

Zoom Recording |   Slides  | Agenda 

August 7, 2024 Meeting

Zoom Recording |   Slides  |   Agenda

July 9, 2024 Meeting

Zoom Recording |   Slides  |   Agenda

MEETINGS ARCHIVE

May 7, 2024 Meeting

Zoom Recording |   Slides  |   Agenda

COORDINATOR DIRECTORY

Let's connect! The Coordinator Directory is linked below. Contact oezekwel@bidmc.harvard.edu with any changes or updates.

GENERAL RESOURCES

Hosting an event for your program?  The Event Resources Guide is linked below. Here you will find information about booking events on campus including suggested food vendors. Contact oezekwel@bidmc.harvard.edu with any questions or suggestions.

The Leave of Absence Frequently Asked Question document is linked below. Here you will find information about the process behind submitting a leave of absence request and much more. Contact the GME office at GME-OfficeStaffdl@caregroup.harvard.edu with any questions or concerns.

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The Wellness Overview document is linked below. Here you will find more information about the benefits BIDMC has to offer its trainees and employees. Some benefits include: Health/fitness, parking, and health services. Contact the GME office at GME-OfficeStaffdl@caregroup.harvard.edu with any questions or concerns.

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NEW! The ACGME has launched a coordinator resource page with many essential resources used by coordinators nationally. Please click the link below to find a coordinator handbook, coordinator timelines, information about the coordinator advisory group, and much more. Whether you are a new coordinator, or a seasoned veteran these helpful resources are sure to come in handy.

ONBOARDING RESOURCES

  • Orientation Dates:

    • June 14th (Fri) = INTERN ORIENTATION

    • July 1st (Mon) = FELLOW and RESIDENT

    • Aug 1st (Thurs) = SURGICAL SUBSPECIALTIES 

  • Orientation Information:

    • ​GME Institution Orientation will include GME, HR and fit testing appointments.  In person presence during assigned times is mandatory in order to finalize hiring.  Detailed agendas to come.

    • June 14th orientation will also include late afternoon live (Zoom) for Part I of ACLS/BLS training (required).  Due to space constraints, we are not currently planning to host a lunch and welcome talks.  Required presentations will be administered online.  

    • ACLS/BLS in person skills testing dates for interns will take place on June 17 & 18 (Surgery, Anesthesia, Psychiatry) and June 19 & 20 (Medicine & Neurology).​​​​​

  • New Hire:

  • ​Lease Guarantee Program : If your trainees wish to take advantage of this benefit to help alleviate the need for a security deposit, and thus reduce the overall cost of signing a new lease agreement, please review and complete the following documents. Completed documents should be sent to the GME Office for processing oezekwel@bidmc.harvard.edu.

  • Benefits:​

  • Wellness Overview (Last updated:07/2024)

  • Licensing:

  • Visa Sponsorship Information:  

  • Rotator Onboarding:
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PROGRAM LETTERS OF AGREEMENT

Definition: The program letter of agreement (PLA) is a written document that addresses graduate medical education responsibilities between a program and a site other than the Sponsoring Institution.

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When to list in ADS: “Sites routinely providing an educational experience, required for all residents/fellows, of one month full time equivalent (FTE) or more.”

 

Duration: Must be renewed every 10 years (sooner if change in PD or site director).

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When generating PLAs, note the following:

 

  • Draft PLAs & financial addendums should be sent to GME (Alessandra Alvarez Hinojosa and Diana Wang) for review.  

  • Once reviewed by GME, obtain all required signatures, then send to Alessandra for final DIO (Carrie) signature.

  • Any non BIDMC templates must undergo BIDMC legal review (allow for an additional 30 days to process).  

 

PLAs when BIDMC is the SPONSOR 

PLA Financial – use when sending BI residents/fellows to outside site

PLA Non Financial AY24-25 – use when sending BI residents/fellows to outside site 

PLA Addendum – use this if you have a fully executed active agreement (5 or 10 year) that needs updating (example: to accompany updated financials)

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Financial Attachments  *** MUST be renewed annually*** 

Financial Attachment AY24-25 – use when sending BI residents/fellows to outside site with a financial agreement in place (generally all ACGME accredited programs) 

Children’s Financial Attachment AY 24-25 – for use when BIDMC resident/fellows rotate at Boston Children’s Hospital (ONLY) 

2024-2025 CRICO Rates (needed to complete financial addendums)

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Financial Agreements are due annually on May 15 prior to the start of each new academic year.  When filling out the templates only edit the grey boxes, # trainees, # months, and CRICO rates.  Be sure to obtain PD signature and fill in affiliate contact info., then send to the GME Office (Alessandra Alvarez Hinojosa and Diana Wang) for review.  

 

Rotator Agreements (BIDMC as the PARTICIPATING site)

Program Agreement for Elective Residents to Rotate at BIDMC AY 24-25

RECRUITMENT RESOURCES

  • Recruiting Upcoming Events:

    • Harvard-Affiliated Residency: Virtual Second Look Webinar. Tuesday, February 6, 2024 | 7:00-8:30PM EST. Click here for more information. 

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*Not for external dissemination

MEDHUB RESOURCES

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​Medhub is one of the solutions to your medical administration needs. The platform offers a variety of services to help you manage your trainees with ease. Check out our links below to learn more about what it can do for you. If you have any more questions, please email Alessandra Alvarez-Hinosa.

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PROGRAM COORDINATOR WELLNESS COMMITTEE

The mission of the PC Wellness Committee (PCWC) is to promote the health and wellness of Program Coordinators at BIDMC through education and initiatives that: ​

▪ Encourage habits of wellness ​

▪ Increase awareness of factors and resources contributing to well-being ​

▪ Research coordinator wellness and burnout at BIDMC

Program Coordinator Wellness Committee ​

 

Please reach out via email for any assistance you may need.

Results of the first PC Survey Click Here. Please stay tuned for our upcoming survey!

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