Transitioning to a New Clerkship Director Coordinator and

Transitioning to a New Clerkship Director: Coordinator and Director Perspectives Laura Mayans, MD Mary Hursey

Objectives ● Communicate key strategies for coordinators and clerkship directors to employ when transitioning to a new clerkship director. ● Address possible pitfalls or challenges that could be encountered during the transition to a new clerkship director. ● Recommend ways to ensure continuing collaboration and cooperation, in order to address inevitable future challenges, including changes to the clerkship or school-wide curriculum.

Summary ● University of Kansas School of Medicine ● Department of Family & Community Medicine ● Director and Coordinator Backgrounds ● Description of the transition from both perspectives n n n Challenges, Fears Opportunities for Improvement What went well and what did not ● How to ensure continuing collaboration ● Open Discussion

Background ● University of Kansas School of Medicine

Background ● Department of Family & Community Medicine ● 7 faculty in the Central Department ● 1 Ph. D and 1 MPH Support Staff n Faculty development and research assistance ● 6 administrative support staff

Background ● Clerkship Coordinator n Joined the Department in 1983 t Receptionist and support staff for faculty Coordinator for Research Division n Clerkship Coordinator 19 years n

Background ● Clerkship Director Graduate of KUSM (Wichita) 2008 n Residency at Moses Cone in Greensboro, NC n Private Practice in NC for 2 years n Joined faculty in August 2013 n Became clerkship director June 1, 2015 n

Family Medicine Clerkship ● 8 week required clerkship, community-based Preceptor Office Tue-Fri n Didactics on Mondays n ● OSCE the last Thursday of the rotation ● NBME Subject Exam the last Friday

Family Medicine Clerkship ● Leadership n 2013 – 2015: Scott Moser t Currently Associate Dean for Curriculum n 2011 - 2013: Gretchen Dickson t Program Director for Wesley Family Medicine Residency 1998 – 2011: Scott Moser n 1993 - 1998: Doug Woolley n t Retired

Transition: CD perspective ● Challenges & Fears: Filling BIG shoes! n Being taken seriously n Making changes with previous CD around n Finding my voice n

Transition: CD perspective ● Challenges & Fears: Lack of relationships with community docs n Working out day-to-day duties with coordinator n FMIG leadership n Student conflict resolution n New curriculum n

Transition: CD perspective ● Opportunities for Change/Improvement: Didactic sessions n Clarity of grading on OSCE n Preceptor recruitment/retention n Teaching, assessing, and improving student communication n Increased direct observation n

Transition: CD perspective ● What went smoothly: n General, big picture duties t Working as “assistant” helped n Working with my coordinator t Good communication, neither one made assumptions n Having previous CD around for questions t Definitely a bonus – real time and easily accessible guidance and sounding board

Transition: CD perspective ● What could have gone better: FMIG leadership transition n Finding my voice/place on committees n Introduction to community physicians n Working with my coordinator n t More intentional discussion of each person’s duties and expectations

Transition: Coordinator perspective ● Challenges & Fears: Perception medical student to director n Compatibility n Management style n Previous CD still in the Department n Change in responsibilities n New Curriculum n

Transition: Coordinator perspective ● Opportunities for Change/Improvement: Review of Clerkship Activities n Student communication n Evaluation process n Preceptor recruitment n Making changes n

Transition: Coordinator perspective ● What went smoothly: Director stepping up n Previous CD letting go n ● What could have gone better: Review clerkship n Coordinator’s responsibilities vs. Director’s n

Going Forward ● How do we ensure continuing collaboration, communication, and growth in a changing university environment? Open Communication n No Assumptions n Flexibility n Open mind to new ideas n

Questions and Discussion ● What experiences with personnel transition have YOU had? How did they go? What did you learn? n How did they affect the clerkship or education experience for the students? n ● How to your university environments differ? Do you see same challenges or different ones? n What advice can you share with the audience? n