Role Responsibilities for Physician Leads and Division Administrators

UBC aims to make participation for the Divisions of Family Practice as accessible as possible, and provides all of the educational resources and materials for the program. The following outlines the roles of the Physician Leads and Division Administrators.

Collaboration is key – the physician lead and administrator responsibilities can be shared or distributed based on what works best for your division. Clear communication about session scheduling, attendance, and feedback will ensure the program runs smoothly.

A note on flexibility – we understand that each division has preferences for how to deliver the Small Group Case-Based Learning to your group. There is a lot of flexibility in how you can schedule your sessions. Options include:

  • Holding sessions virtually
  • Combining topics and meeting every 4 months
  • Booking a half-day session to cover multiple topics at once

Click on the accordion for a breakdown of the responsibilities for each role:

As the physician lead, your main role is to lead the Small Group Case-Based Learning discussions using the Facilitator Guides provided by the UBC Program Administrator.

Physician leads may also help by:

  • Encouraging Participation: Remind your group about the Small Group Case-Based Learning meeting dates and encourage attendance.
  • Tracking Attendance: Take attendance at your Division’s Small Group meetings and send the records to the UBC Program Administrator. This can also be done in collaboration with Division Administrators.
  • Overseeing Assignments: Remind small groups to submit E-Learning assignments and complete questionnaire/evaluation forms for each topic
  • Gathering Feedback: Make note of feedback and questions from your group, and then complete the “Questions for Facilitators” questionnaires after each meeting. This can also be done in collaboration with Division Administrators.

As the Division Administrator, your main role is to coordinate the Small Group Case-Based Learning discussion component of the program for your Division.

Division staff may also help by:

  • Promoting the Program: During the recruitment/registration phase, promote the program to Division members with an interest in teaching or who are already teaching.
  • Scheduling Sessions: Work with physician leads to schedule the Small Group Case-Based Learning sessions for your Division cohort, book meeting rooms and, if required, organize catering.
  • Managing Materials: Receive the program tote bags from the UBC Program Administrator and distribute them to course participants during the first meeting
  • Sending Reminders: Send reminders of the Small Group Case-Based Learning meetings to course participants
  • Providing Support: Support the physician lead by taking attendance or making notes of feedback/questions to complete the “Questions for Facilitators” questionnaire, if needed
  • Acting as Liaison: Liaise with the UBC Program Administrator should questions arise from the course participants

Thank you for your leadership and collaboration in bringing the Small Group Case-Based Learning component to your Division.