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ATTRIBUTES OF A PROFESSIONAL

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Mayo Clinic Arizona, Scottsdale AZ. ARCS Spring Conference 2006. Tucson, AZ ... Scottsdale 45. Number of surveys returned 55. 50% return rate. Attributes of a ... – PowerPoint PPT presentation

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Title: ATTRIBUTES OF A PROFESSIONAL


1
ATTRIBUTES OF A PROFESSIONAL
  • Ruth Nawotniak, MS, C-TAGME
  • UB SUNY
  • Ellie Gray
  • Mayo Clinic Arizona, Scottsdale AZ
  • ARCS Spring Conference 2006
  • Tucson, AZ

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How do others perceive the Program Coordinator?
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How do Program Coordinators perceive themselves?
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What is Your Role?
  • Den mother (father)
  • Counselor
  • Cheerleader
  • Liaison between residents and the program
    director
  • Liaison between faculty and program director
  • Support Staff
  • Arbitrator
  • Manager
  • Resource
  • Data Entry/Analyst
  • Advisor
  • Human Resource Manager
  • Information Resource
  • Social / Event Planner
  • Scheduler
  • Advocate

14
Attributes of a Professional
  • Professional Roles
  • Manager
  • Advocate
  • Advisor
  • Counselor
  • Communicator
  • Liaison
  • Arbitrator
  • Information Resource
  • Additional Roles
  • Data Entry / Analyst
  • Scheduler
  • Social Event Planner
  • Pseudo Parent
  • Cheerleader
  • Shoulder to Cry On

15
Attributes of a Professional
Your role as seen by the Resident and the Program
Director
  • Resident
  • Den parent
  • Counselor
  • Liaison (PD, ACGME, ABS)
  • Confidant
  • Human Resource Person
  • Documentation Manager
  • Program Director
  • Scheduler
  • Data Entry / Analyst
  • Liaison (Residents, ACGME, GME, ABS)
  • Event Planner
  • Person In the Know
  • Support Person
  • Manager

16
For the Program Coordinator, You See Yourself As
  • Pseudo Parent
  • Scheduler
  • Event Planner
  • File Manager
  • Cheerleader
  • Support person

17
But, Do You Also See Yourself As
  • Manager / Administrator
  • Human Resource Manager
  • Data Analyst
  • Advocate
  • Advisor
  • Counselor

18
To our Applicants
  • What is our role?
  • How are we perceived by our applicants?

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  • Survey of the applicants from two
  • programs to see how they view the
  • coordinator position

20
Attributes of a Professional Applicant Survey
Results
  • Survey Details
  • Number of surveys sent out 111
  • Buffalo 66
  • Scottsdale 45
  • Number of surveys returned 55
  • 50 return rate

21
Attributes of a ProfessionalApplicant Survey
Results
  • State or Country of Medical School
  • New York Michigan Egypt
  • Minnesota Missouri Dominica
  • Pennsylvania California Grenada
  • Maryland Arizona
  • Florida Georgia
  • Nebraska Kansas
  • New Hampshire New Jersey
  • Illinois Texas
  • Utah

22
Attributes of a ProfessionalApplicant Survey
Results
  • Number of Invitations received (average)
    18-20
  • The number of invitations received ranged from 5
    to 40
  • One applicant listed confidential
  • Number of Interviews attended (average) 12-13
  • The number of interviews done ranged from 5 to
    27
  • One applicant listed confidential

23
Attributes of a ProfessionalApplicant Survey
Results
  • Information Regarding the Program
  • (1 Poor / 5 Excellent)

24
Attributes of a ProfessionalApplicant Survey
Results
  • Information regarding Coordinator
  • (1 Poor / 5 Excellent)

25
Attributes of a Professional Applicant Survey
Results
  • Extremely organized program coordinators who were
    informed about the program were the most helpful.
  • One could really tell that the coordinators
    really cared about the program and the
    prospective candidates. It was not just a job
    responsibility. This has a very positive effect
    on the interviewees.

26
Attributes of a Professional Applicant Survey
Results
  • I remember calling one program coordinator to
    verify the time I was to be there, and she said,
    well, didnt you get the email? I had, in
    fact, received the email but I was just making
    sure I understood correctly.

27
Attributes of a Professional Applicant Survey
Results
  • At a few places, the coordinator did not
    communicate a change in the schedules for the
    interview day that was sent out prior to the
    visit. This was particularly distressing for
    applicants who had made travel plans based on the
    original itinerary.

28
Attributes of a Professional Applicant Survey
Results
  • Nine of the coordinators were excellent
    professional, provided useful information,
    organized, responded in a timely manner to
    inquiries. The rest were awful in those
    respects.

29
Attributes of a Professional Applicant Survey
Results
  • . . . if program directors and chairmen knew
    people were being turned off to their programs
    based on the poorly executed duties of the
    coordinator, they would probably be adamant about
    some sort of remediation.

30
Attributes of a Professional Applicant Survey
Results
  • The interview day is the coordinators audition,
    as well. If that person cant manage to put the
    programs best foot forward when it is absolutely
    mandatory, one can only imagine what life will be
    like to deal with this person day to day. It
    truly does affect ones impression of a program.

31
Attributes of a Professional Applicant Survey
Results
  • There is one program I will not be ranking,
    because of the way they presented themselves on
    interview day. The program coordinator did a
    good job in general, but the way the day was set
    up was strange.

32
Attributes of a Professional Applicant Survey
Results
  • Worst Interview Scenario
  • 30-40 applicants stuck in a very small room from
    630 AM to 730 PM
  • First interview is at 700 AM no interview for
    another 2-3 hours
  • No food or beverage provided throughout the day
  • Applicants leave out of disgust

33
Attributes of a Professional Applicant Survey
Results
  • Program coordinators are the glue that hold the
    entire chaotic interview season together. They
    are generally overworked and under-appreciated.
    For all those that havent heard it enough lately
    THANK YOU!

34
What is the Basis for Success for the Program
Coordinator?
  • How the program director views the position
  • How much credibility the coordinator has with the
    residents

35
The Program Director
  • Must see the position of coordinator as a
    mid-level manager and must value the skills,
    knowledge, abilities and opinions of the
    coordinator.
  • Will then support the coordinators activities
  • The residents will see the coordinator as an
    extension of the program director.

36
  • This is a powerful perception.
  • It promotes adherence to
  • compliance issues.

37
The Residents..
  • Must see the coordinator as
  • an advocate and resource for them
  • someone who has earned their respect
  • someone who is professionally responsible

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  • This is a powerful perception.
  • It promotes the well-being and
  • success of the resident.

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  • The resident will then support
  • the efforts of the coordinator
  • on their behalf to meet
  • program requirements.

40
  • When both of these perceptions
  • come together, the coordinator is
  • given the opportunity to be an
  • active, productive participant,
  • involved in achieving all the goals
  • and objectives of the training
  • program.

41
  • To strive towards the goal of
  • being a successful and
  • professional coordinator,
  • remember the competencies

42
Attributes of a Professional
  • Competency 1 (Patient) Resident, Program
    Director, Residency Program Care
  • The Professional Coordinator needs to
  • Be compassionate
  • Effectively handle (treat) accreditation
    issues for the health of the program
  • Appropriately care for all aspects of the
    residency to keep it viable

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Attributes of a Professional
  • Competency 2 (Medical) Coordinator Knowledge
  • The Professional Coordinator needs to know
  • Common and Surgery Program Requirements
  • Evolving Board and accreditation processes
    and standards
  • How to apply knowledge to care for the
    residency training program and keep it healthy

44
Attributes of a Professional
  • Competency 3 Practice-Based Learning and
    Improvement
  • The Professional Coordinator needs to
  • Network about and evaluate the program
  • Appraise the residency looking at trends in
    graduate medical education
  • Improve the residency by applying information
    learned through networking

45
Attributes of a Professional
  • Competency 4 Interpersonal and Communication
    Skills
  • The Professional Coordinator must
  • Communicate effectively with program
    director, residents, ACGME, ABS, GEC, applicants,
    and anyone else they come in contact with during
    their day
  • Be able to network with appropriate
    institutions and individuals for sharing
    information to enhance the residency
  • Take their role as counselor, liaison and
    advocate to heart and be there when needed in
    those roles

46
Attributes of a Professional
  • Competency 5 Systems-Based Practice
  • The Professional Coordinator is
  • A resource manager who is able to demonstrate
    their awareness of the larger context of graduate
    medical education
  • Responsive to the issues by effectively
    calling on appropriate individuals or web site
    resources to provide education and/or direction
    that is of optimal value to the residency as a
    whole

47
Attributes of a Professional
  • Competency 6 Professionalism
  • The Professional Coordinator is
  • committed to doing the job in a responsible
    manner
  • committed to presenting a professional
    appearance
  • committed to adherence to ethical principles
  • sensitive to a diverse graduate medical
    education population
  • understanding and respectful of the
    confidential nature of our jobs

48
Professionally ResponsibleWe Know It When We
See It
  • Communication
  • Organization
  • Appearance

49
Professionalism, as manifested through a
commitment to carrying out professional
responsibilities, adherence to ethical principles
and sensitivity to a diverse graduate medical
education population
  • Appearance

50
Appearance Communications
  • Body Language
  • Direct (speaking)
  • phone
  • in person
  • In-Direct (writing)
  • email
  • letters / signature
  • Appropriate Terminology

51
Appearance - Organization
  • Incoming resident activities
  • Employment paperwork
  • Files / Office
  • Interview day
  • Department orientation
  • Other program functions

52
Appearance - Dress
  • Whats fashionable?
  • Whats professional?
  • Is there a difference?
  • Whats reasonable?
  • Who are your role models?
  • What are others in your profession wearing?

53
Appearance Actions
  • What is your role?
  • How do you manage stress?
  • What is reasonable?
  • Who are your role models?
  • Is there a difference between how you act and
    speak at work and how you act and speak at home?
  • Do you have a game face?

54
Program Coordinators Professional and Successful
  • How you are perceived by others
  • Residents, PDs, Applicants
  • How you perceive yourself
  • What are your roles?
  • Professional and other
  • Apply competencies
  • Appearances count
  • Oral, Written, Visual
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