Download - 2012 NCERP Alumni
Keeping Tabs on your Alumni
NCERP Pathology & Diagnostic Radiology Workshop
April 12, 2012
Amy Motta Administrative Assistant
Pathology Residency Program University of Utah
Salt Lake City, Utah
Why is keeping track of your alumni important?
Improve your program using alumni surveys
Improve recruiting by showing candidates where your alumni did fellowships and where they got jobs
Improve the verification process by making it easier and more accurate for Program Directors (and you)
Improve Your Program
You can get great feedback from an alumni survey. Alumni may be more forthcoming about problems in the program than current residents. An alumni survey can be part of your
“Program Evaluation and Improvement” plan (see ACGME program requirements V.C.)
Improve Recruiting Candidates are interested in what fellowships
and jobs your alumni get Include this information in your recruiting
materials and/or on your website.
Improve Verification Process
Having organized files makes completing verifications easier Consider the PD and PC 20 years in the
future Files are needed to verify employment,
training and competency for hospitals, places of employment or state licensing boards
Do you know who your alumni are?
Your GME office should have a complete
list Cross check the GME list against your
files Request copies of GME files on alumni
you are missing
What Information to Keep in the File Per ACGME e-Bulletin August, 2008 Evaluations from faculty and others Periodic evaluations by the PD (every 6 months) Records of resident rotations and other training
experiences, including procedural training (I interpret this as rotation schedules and case logs)
Records of disciplinary actions Permission to moonlight Final letter “Practice competently and independently”
What Information to Keep in the File Check your GME policy for additional requirements, Utah
requires Application to the program including letters of
recommendation Documentation of medical school graduation ECFMG certificate Transfer letter (if a transfer resident) Rotation schedules
What Information to Keep in the File It is up to your Program Director what else should be kept
in the alumni file Consider making a program policy
Consider Photo CV Verification requests
Thin out the file, get rid of what you don’t need Houseofficer contracts Absence forms
How to Organize an Alumni File
Since files on alumni are used differently than files on current residents, consider organizing them differently Add Summary of Training sheet (similar
to the FCVS verification) and have your PD complete it when the resident graduates
Contact Information
Keep contact information in Outlook E-mail (personal or at new institution, not
their current one) Notes about when and where they will do
fellowship Notes about when and where they will work
Keep contact information in Excel An alternative to Outlook
How to find your lost alumni Check where you last saw them There may be information about their
future plans in the resident progress letters and end-of-residency letter your PD wrote
Check their file for verification requests, call the medical staff office or the department they worked in at the hospital who sent the verification to you
How to find your lost alumni
Check with your GME office Check with your HR office Check the CAP directory Google! PubMed (only helpful if they publish) Ask a classmate of theirs
How to find your lost alumni
Administrators in Medicine (AIM) website www.docboard.org then click on DocFinders You can do a search here that looks
through all participating state databases or there are links to all state medical boards
How to find your lost alumni
American Board of Medical Specialties (ABMS) website www.abms.org then click on Is Your Doctor Certified? Requires free registration Will give you last known location only Will be more useful for pathology once
they have to re-certify
How to find your lost alumni
Don’t bother with Websites like www.vitals.com or
www.healthgrades.com American Board of Pathology – they charge
$35 per inquiry!
Don’t Lose your New Graduates
When your residents check-out get E-mail (personal or at new institution, not
their current one) Where they are going for fellowship, put that
in your Outlook contact for them When they are gone, they are gone
Improve your Program Now that you know who and where your alumni
are . . . consider doing an alumni survey What information is your program interested in
knowing? Do they think the training they received prepared them for
Boards? Do they think the training they received prepared them for
practice? Any competency-based questions? Are there any areas of the program that need improvement? Effectiveness of the Program Director Did they have adequate support and facilities? Effectiveness of the Teaching Faculty
Improve Recruiting
Now that you know who and where your alumni are . . . Consider adding a page to your website
or adding this information to your recruiting materials showing who your alumni are, where they did fellowships and where they got jobs
Improve Verification Process
Now that you know who and where your alumni are . . . Consider making up an information sheet
similar to the FCVS form Have pity on whoever has your job or your
PD’s job in the future
Questions and Discussions