Associate Program Director Definition
The Associate Program Director (APD) is a faculty member who assists the program director in the administrative and clinical oversight of the educational program.
The residency program director and APD play a critical role in the training of internal medicine residents. They impact the quality and success of the internal medicine residents as well as the education and training of medical students and subspecialty fellows. The importance of the program director/APD is underscored by the fact that internal medicine is the single largest specialty as defined by the number of training programs, applicants, positions, and applicants matched. The success of graduate medical education and of each resident is directly related to the skills and competence of the program director/APD executing these responsibilities.
The APD must be an institutionally based faculty member. The APD’s are the expert competency evaluators who work closely with the program director to assist in developing and implementing the evaluation system, and who teach and advise residents
Responsibilities of the Associate Program Director is as follows:
- Must dedicate an average of at least 20 hours per week to the administrative and educational aspects of the educational program, as delegated by the program director;
- Must report directly to the program director; and
- Must participate in academic societies and in educational programs designed to enhance their educational and administrative skills.
- Must be clinically active, either in direct patient care or in the supervision of patient care.
- Must be specifically trained in the evaluation and assessment of the ACGME competencies.
- Must spend significant time in the evaluation of residents including the direct observation of residents with patients.
The duties of the Associate Residency Program Director:
To assist the Residency Program Director to fulfill the following responsibilities:
- Teaching and role modeling.
- Curriculum planning, implementation, and monitoring.
- Mentoring/Advising Supervision and mentorship.
- Administration of the Residency Program
Teaching and role modeling
- Develop and execute a successful residency curriculum.
- Assist faculty with development of rotation goals and objectives.
- Develop and oversee the allocation of residents in their various rotations in order to satisfy ACGME and Residency Review Committee requirements for successful completion of residency.
- Continuously re-evaluate anticipated educational needs of residents as RRC and ACGME requirements change and as medical practices evolve.
- Implement structural and educational changes to the program to address identified weaknesses or implement improvements to the residency curriculum.
- Aid residents in ideas and facilitate connection with mentors for development of a required scholarly project.
- Review procedure logs to ensure adequate numbers of procedures are obtained for educational competence.
- Organize, facilitate, and implement resident retreats.
- Plan, schedule and execute weekly conferences such as ambulatory report, noon conference, and academic half-day.
Curriculum planning, implementation, and monitoring
- Evaluate the residency educational program at least annually to determine strengths, weaknesses and adherence to educational objectives.
- Evaluate specific rotations to determine strengths, weaknesses, and adherence to educational objectives.
- Develop and maintain a system of competency and milestone-based evaluation of residents by their supervisors.
- Develop and maintain a system of competency and milestone-based evaluation of Faculty by residents.
- Develop and maintain a system of competency and milestone-based multi-source evaluation of residents, which includes evaluation of the resident by their Faculty, supervising resident, nursing staff, and patients.
- Develop and maintain a teaching evaluation system whereby residents can evaluate their Faculty physicians at the completion of each rotation.
- Monitor completion of evaluations by residents and faculty
Give feedback to residents at twice yearly meetings with the program director and/or associate program directors. At these meetings, the resident’s evaluations are reviewed, common themes discussed, and a plan to remediate any issues/weaknesses is formulated.
Serve as the chair or core member of the clinical competency committee(CCC) and attend monthly meetings of the CCC.
- Identify and recruit chief resident candidates
- Assist the program in recruitment of interns and on occasion transfer residents
- Aid the Intern Selection Committee in recruiting interns to the residency program.
- Review all resident applicant charts to assist in the ranking process.
- Interview intern candidate and attend Intern selection committee meetings
- Participate in the development of recruitment strategies for interns.
- Participate in the evaluation of prior season’s recruitment and development of intern recruitment logistics and interview day agenda.
- Organize preparations for the arrival of new interns including assisting with scheduling issues, ensuring contracts are signed and necessary documentation received, ensuring any required training are completed prior to intern arrival.
- Set up a mentoring system for residents whereby each intern is assigned a faculty advisor and an upper level resident mentor.
- Monitor the mentoring/advising relationship during annual program director meetings.
- Meet with each resident twice a year to ensure they are progressing academically, review evaluations, and to provide career counseling and advice.
- Meet with residents on an “as needed” basis to help with problem solving and career counseling.
- Advise chief residents on faculty and career development.
Administration of the Residency Program
- Interact and support the chief residents in their duties of administration of the rotation and call schedules, orientation of residents, scheduling of lectures, problem-solving, and provision of emotional support for residents.
- Meet with the chief residents one afternoon per week to discuss residency related issues, problem-solve, and to discuss issues relating to individual residents.
- Prepare for and participate in both internal and external reviews of the residency program by the accrediting bodies and respond to any concerns or deficiencies that arise as a result of these reviews.
- Assist in selection of residents for annual teaching and service awards
- Meet with the Program Director and the DIO weekly to discuss programmatic issues.
- Write letters of recommendation for residents applying for jobs and fellowship positions.
- Ensure residents are not violating duty hour rules and if identified, address and resolve these issues. Ensure residents are logging procedures and duty hours
- Ensure residents are meeting programmatic and Residency Review Committee requirements to be eligible to sit for the board examination upon residency completion.
- Attend Association of Program Directors/AAIM Meetings to ensure that the residency program is up-to-date with new requirements.
- Participate in ARMC GMEC meetings.
Athens Regional Community Care Clinic Medical Director
The Associate Program Director has the primary responsibility for the following functions:
- Holds the senior medical administrative position in the faculty medical practice
- Responsible for activities related to the delivery of medical care and clinical services such as: cost management, utilization review, quality assurance, and medical protocol development
- Reports to the Program Director and to the governing body of the institution
Directorship duties and responsibilities:
- Attend standing meetings (clinic board, committee, etc.)
- Develop and manage a budget, including presenting monthly financial reports to practice staff with the support of administration
- Work with the Nursing manager and GME director to ensure adequate staffing and quality of the clinic staff
- Monitor quality and appropriateness of medical care
- Provide guidance and leadership for performance guidelines
- Develop Clinic policies and procedures
- Manage strategic development
- Oversee clinical peer review, documentation and care planning
- Manage physician relations and/or representation
- Handle clinical patient complaints and manage community relations
- Address emergency issues
- Support physician and staff education
- Handle physician/staff behavior and impairment issues