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Chris4cats (Chris4cats)
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Username: Chris4cats

Post Number: 2
Registered: 07-2005
Posted on Thursday, January 12, 2006 - 08:59 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I have been approached by several of my coordinators to address the topic of Coordinator Burnout. This seems to occur towards the end of recruitment, when they are tired and stressed from the whole recruitment process. Does anyone have any suggestions or resources? Does anyone experience this same type of phenomenon?
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Charlie_daschbach (Charlie_daschbach)
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Post Number: 11
Registered: 07-2005
Posted on Thursday, January 12, 2006 - 09:58 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

This is an important issue. The end of Recruitment has a "lull" before Match Day, and then the pace quickens again immediately with preparation for the incoming residents. We all know that these "lulls" in GME are becoming shorter and shorter in our calendar year.
One thing we used to do was take all the coordinators to a SPRING TRAINING GAME here in Arizona. recently, we have been using quarterly "retreats" for all the coordinators to get them away from this place for a day with a theme topic (Institutional and Common Requirements, Evaluations, etc.)these retreats are sometimes held somewhere they would like to be when a retreat ends at 2-3pm...a resort, a shopping mecca, etc.
One might argue that the programs (PDs?) cannot spare them away for a day...but with this one day's respite and recognition, they come back refreshed and are probably more effective. Depending on the other duties they have that are calendar-driven (Budgeting, Institutional Programs, etc.),there are several "windows" when we ought to take advantage to get them away:
1.Right after interviewing /ranking in Jan/Feb
2.Right after MATCH Day in March
3.August after July settling in
4.October before interviewing starts
You also might consult Human Resources for some ideas...they have special programs for "burn-out" that you might even try for a 2 hour special lunch or meeting...One last thought...ask them how we can sustain their energy...give them the chance to design something and then try it...Good Luck ! Again, this is imoortant!
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Sbloom (Sbloom)
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Post Number: 7
Registered: 07-2005
Posted on Friday, January 13, 2006 - 12:02 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

We have several small "celebrations" away from the hospital throughout the year to keep coordinators' spirits up. I take coordinators out for a long lunch in August, after all new residents are here, to thank them for surviving another season. We do a Christmas celebration, and another long lunch right before match day to pump them up for the coming onslaught. I also try to budget so one coordinator each year can attend a coordinator's conference or the AHME meeting so they can meet their peers. Finally, coordinators are recognized at graduation and are given a gift or plaque by their program directors and graduating residents. They're not quitting so I guess it's working so far.
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Anonymous
 
Posted on Monday, March 06, 2006 - 05:00 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

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Spalma (Spalma)
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Post Number: 2
Registered: 06-2015
Posted on Thursday, March 17, 2016 - 10:12 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I know this thread is pretty old, but I'm hoping someone can help me with this.

I have had a few of my coordinators bring this up lately that they'd like to have a session on this.

Anyone out there have some resources to share?
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Pshmcty (Pshmcty)
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Post Number: 27
Registered: 05-2012
Posted on Thursday, March 17, 2016 - 10:52 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Maybe this could be a Coordinator topic at AHME in May for our Round-table discussions. Quinn Turner, are you in on this?
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Admin (Admin)
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Post Number: 27
Registered: 03-2005
Posted on Thursday, March 17, 2016 - 12:25 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Yes. While we already have presenters scheduled for the roundtable at the AHME Institute in May, this is something we certainly could discuss. Perhaps we could work toward a more formal presentation via a future COPAC webinar or program.
Quinn
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Spalma (Spalma)
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Username: Spalma

Post Number: 3
Registered: 06-2015
Posted on Thursday, March 17, 2016 - 12:32 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I think a webinar would be a great idea.
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Triciafrost (Triciafrost)
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Registered: 02-2015
Posted on Thursday, March 17, 2016 - 04:50 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I would love to have this in the form of a webinar. I would also appreciate any type of webinars for professional development for coordinators/administrators
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Wusmvs (Wusmvs)
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Post Number: 4
Registered: 03-2014
Posted on Thursday, March 17, 2016 - 06:08 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

I would like part of the webinar to include (if possible):

1. Work-Life Balance - how to achieve & maintain it
2. You can't do it all in one day
3. Take a lunch break!
4. (salary employees) 50-60 hours per week - how much is enough and when to say NO.
5. Additions to your job after you've been hired - how do you ask for more pay or do you?
Michelle Tuetken
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Spalma (Spalma)
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Username: Spalma

Post Number: 4
Registered: 06-2015
Posted on Friday, March 18, 2016 - 08:29 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Michelle, those are all great topics, I'd certainly sign up for a webinar with that sort of agenda.

Or maybe even a series of Professional Development Webinars so that we can cover a wide variety of topics.
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Charleston_gme (Charleston_gme)
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Post Number: 52
Registered: 07-2008


Posted on Friday, March 18, 2016 - 08:44 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

We JUST had our first professional development conference for our coordinators on March 4!

We covered topics in the morning, purely devoted to "professional development" no matter what area you're from. We asked the trainers in Human Resources to come and talk about leadership styles, time management, employment policies and how to go about having a job reclassification. While not directly addressing burnout, these were great topics on helping to cope while in our jobs. (The afternoon was specific to GME issues.) We have gotten GREAT feedback about the morning sessions; so much so that we plan on doing a day like this again!

PDs CAN afford to let their PCs go for just a day, especially if the PCs come back invigorated or with tips on how to do their job better!

I'd be happy to help plan the webinar!
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Spalma (Spalma)
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Username: Spalma

Post Number: 6
Registered: 06-2015
Posted on Friday, March 18, 2016 - 08:49 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Would you be willing to share some of the resources or presentations from your morning session? I'd love to take a look at some of that info.

sandra.palma@bmc.org
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Charleston_gme (Charleston_gme)
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Username: Charleston_gme

Post Number: 53
Registered: 07-2008


Posted on Friday, March 18, 2016 - 09:38 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

We're a mid-sized University - we used all in-house Human Resources trainers. Here are their presentations
application/pdf
PC conf - Determine Your Leadership Style 60 min.pdf (978.1 k)
application/pdf
PC conf - Employee Relations 101.pdf (656.0 k)
application/pdf
PC Conf - TIME MANAGEMENT2015COM.pdf (6653.6 k)
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Pshmcty (Pshmcty)
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Post Number: 28
Registered: 05-2012
Posted on Friday, March 18, 2016 - 11:05 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Seems as though there is a huge audience for Coordinator support and burn out issues. I thank Charlie for his unwavering support. Quinn, this is great fodder for future webinars and the AHME Coordinator's track for the coming years! I am more than willing to help with anything that comes up.
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Sms64 (Sms64)
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Username: Sms64

Post Number: 1
Registered: 10-2014
Posted on Friday, March 18, 2016 - 11:38 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

University at Buffalo (UB) Training Program Administrators (TPAs) are important partners in training 800 residents and fellows in 60+ programs in our institution. Over the past couple of years, UB has worked diligently to elevate this position in our institution through various activities. In addition to hosting monthly and now quarterly meetings as TPAs desired less frequent, more content meetings, we have accomplished the following:

1)2014: We created a GME-focused TPA job description through 3 facilitated sessions soliciting feedback and participation from the entire membership. The goal was to have a document to be used as an addendum to their employer-based job description and as a tool to advocate for themselves in terms of a change in salary or title;

2)2015: We bestowed the First Annual TPA Award of Excellence that came with a $900 stipend to be used to attend a national conference. 2016 nominees will be considered by the selection committee next week;

3)2015: UB GME has implemented a "Striving For Excellence Professional Development Program" for TPAs involving a partnership with UB Organizational Training & Development to provide (free) courses in computer skills, communication, relationship building and personal productivity to our TPAs. This partnership works well. UB OD&T appreciates that improving skills of our TPAs will greatly benefit UB faculty;

4) 2015: GME produced a local salary survey to determine how UB TPAs (who are employed by various employers with different titles and job responsibilities) compare with national salary data.

5) 2015 and 2016: Host one Program Director/Training Program Administrator combined meeting per year which we use to highlight the team concept (Dynamic Duos!) as most high-achieving programs have a cohesive PD/TPA team which drives initiatives. This format is well-received by PDs and TPAs;

6) 2016: UB GME is hosting its first ever Training Program Administrator Development Day. It will be a half-day seminar followed by an appreciation reception at an offsite location. The topic is "Transitioning Through Change". The program directors are enthusiastically supporting this effort both in terms of granting the time away from the office and with financial support.

7) 2015: Creation of a New TPA Handbook of procedures directed toward new TPA hires will hopefully minimize the overwhelming feeling a new TPA has when walking into this type of position. A work group of approximately 7 people worked throughout the year to produce an excellent product that they will be able to refer to as a resource and a road map that can be customized to their own programs to be used for the next person in the event they win the lottery!


8) 2016-17: We are in the process of establishing a TPA Council (4 positions: Chair, Vice Chair and 2 supporting positions. Vice Chair will assume Chair duties in year 2) who will work closely with GME staff regarding TPA activities. Representatives will take the lead in setting meeting agendas and focus on topics for professional development that are of particular interest to their group.

To address burnout, UB GME continually looks for opportunities to strengthen our relationship with TPAs, engage them in TPA-focused projects, appreciate their important role and hear their voices.

For details, contact Sharon Sullivan individually. (sms64@buffalo.edu)
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Mkeawe (Mkeawe)
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Username: Mkeawe

Post Number: 25
Registered: 10-2012
Posted on Tuesday, March 22, 2016 - 04:16 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

We have 11 Program Administrators (PA). Depending on the size of each residency or fellowship program, these PAs also have additional GME staff. As the GME Administrator, I conduct monthly meeting with the PAs. Once a year, we have an off-site retreat at nice restaurant buffet where everyone exchanges yearly gifts. We include an afternoon of games and exchange of ideas.

Our monthly PA meeting include specific employment and GME topics pertinent to that time of year. It is also the time when we address operational follow-up to GMEC and Program Director (PD) meeting discussions. After all, its the PA meeting that brings those GMEC and PD initiatives to fruition. We provide each PA two trips per year to attend a national GME or specialty conference.

Once a year, we hold a GME Staff Development Day, which includes ALL GME staff from all programs. Breakfast and lunch is included. The day consists of safety instruction (OSHA), IT security, personal career development, financial planning, personal well-being, and a number of breakout session on GME-related topics (evaluations, duty hour reporting, credentialing, etc).

We also hold a GME Staff Family day picnic at the beach in the summer. This year, we will be adding in a charity walk (American Heart Assn) during the morning, followed by a picnic lunch and beach activities for the rest of the afternoon.

Finally, we hold an annual Christmas luncheon for all GME staff at local restaurant or country club location. Games are coordinated with donated prizes. It is also the time when we recognize certain GME staff for their years of service (e.g., 5 years, 10 years, 35 years!).

We take great value in our Administrators and their staff and their ongoing education. As local seminars are made available, PAs and their staff are highly encouraged to attend as their schedules allow. Many find personal reward and job satisfaction when they are allowed to advance their own skills. As an added reward to us, we have been able to retain superb GME experts in each program, with the opportunities for these staff members to be promoted from within and amongst programs. Occasionally, a very seasoned staff member may be allowed to attend a national conference (e.g., ERAS, New Innovations, etc) to bring back information and share with other programs.
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Leilani (Leilani)
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Username: Leilani

Post Number: 1
Registered: 12-2016
Posted on Wednesday, January 25, 2017 - 06:11 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

HI All, While I see this is a rather old thread I notice the need for discussion on this topic is not. Additionally, I am wondering if the items Michelle suggested last year were ever formulated into a webinar ?
1. Work-Life Balance - how to achieve & maintain it
2. You can't do it all in one day
3. Take a lunch break!
4. (salary employees) 50-60 hours per week - how much is enough and when to say NO.
5. Additions to your job after you've been hired - how do you ask for more pay or do you?

I know that in my specialty there is much a buzz on resident burnout and not much on manager/coordinator burnout. By chance has anyone found any info on how to best address this? Thank you...
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Sms64 (Sms64)
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Username: Sms64

Post Number: 6
Registered: 10-2014
Posted on Thursday, January 26, 2017 - 08:44 am:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Hello! I'm happy to share the attached documents.

I presented this information at the 2016 AHME Academy in Pittsburgh and I am also sharing the University at Buffalo Self-Care Scale activity that was part of the presentation.

I hope you find the information to be helpful!
application/pdf
Sullivan - TPA Wellness & Wellbeing-FINAL.pdf (795.2 k)

application/pdf
Mindful Self-Care Scale Short Form 1_2016.pdf (360.4 k)
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Mhboland (Mhboland)
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Username: Mhboland

Post Number: 7
Registered: 10-2014
Posted on Thursday, January 26, 2017 - 04:50 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

We presented this last year at AHME in Fort Lauderdale. I have attached our presentation. Let me know if you have any questions about it.
application/pdf
05.05.16 COPAC Roundtable - Balancing Act .pdf (769.0 k)
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Lelliott (Lelliott)
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Username: Lelliott

Post Number: 8
Registered: 08-2016
Posted on Thursday, January 26, 2017 - 04:51 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

The link above isn't active.
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Spalma (Spalma)
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Username: Spalma

Post Number: 7
Registered: 06-2015
Posted on Thursday, January 26, 2017 - 04:58 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Great stuff! Thanks so much for sharing :-)
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Leilani (Leilani)
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Username: Leilani

Post Number: 2
Registered: 12-2016
Posted on Friday, February 03, 2017 - 01:42 pm:   Edit Post Delete Post    Move Post (Moderator/Admin Only)

Yes thank you so very much for sharing....definitely helpful information!

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