Program Coord, Family Medicine Residency - University of Maryland Medical System

Located in Largo in the heart of Prince George’s County, our new state-of-the-art regional medical center (UM Capital Region Medical Center) will provide improved access to primary and ambulatory care services, and serve as a tertiary care center for critically ill patients. In addition, our new space will allow us to expand our offerings as a community partner to help improve the health status of Prince George’s County residents.

POSITION SUMMARY

The Family Medicine Residency Coordinator supports the Program Director of the Family Residency Program as the administrator who will plan, organize and coordinate the administrative affairs of the residency program. Monitors compliance of the ACGME program requirements. Provides information as requested for Institutional Accreditation purposes and maintains accurate resident files. Maintains all call and rotation schedules for the residency program.

Principal Duties:

A.  Accreditation

1.   Learn family medicine and sponsoring institution accreditation requirements

2.   Maintains records to meet these requirements with special attention to the number of visits in the residency Family Medicine Practice, the documentation of patient encounters and deliveries and other procedures

3.   Attend annual meetings for residency coordinators to keep up with changes and bring new ideas to the program (either at AAFP, AFMRD or AFMA)

4.   Attend all GMEC meetings

B.  Recruiting

1.   Treat medical students in a courteous manner and encourage them to train in the residency

2.   Plan and attend recruiting meetings for local and regional medical students

3.   Help maintain the residency web site

4.   Schedule interviews and coordinate visits for out of town applicants

5.   Utilize ERAS software to manage residency applications for interview and notify applicants of decisions in conjunction with the Program Director

C.  Care of residents

1.   Vacations: Keep track of days off and schedule with chief residents (when applicable)

2.   CME trips and books: Monitor funds for each resident, order educational material and coordinate CME trips and complete travel requests

3.   Family Medicine Practice: Monitor the resident’s continuity clinic in conjunction with their rotations and communicate changes to the nursing and clerical staff.

4.   Rotation Schedule: Develop annual schedule in conjunction with the faculty and Program Director that meets ACGME requirements; communicate the information to the office of graduate medical education

5.   Evaluations: Request evaluations monthly from rotation preceptors for residents and students (if applicable); Have 360 evaluations for each resident at least once a year (self, other residents, practice staff, patients, faculty) ; Keep evaluations of all required conferences

6.   Monitor resident absences and tardiness: Keep a sign-in sheet for all required conferences to document attendance and maintain records of absences or tardiness on rotations; Notify the Program Director of any excessive absences or tardiness

7.   Interact professionally with preceptors: Send letter/emails to preceptors regarding evaluations, PLAs, ACGME requirements, rotation schedules and resident activity on the rotations; Conduct phone calls to preceptors or their office staff as needed

8.   Resident Payroll: Prepare bi-weekly resident payroll and process resident and departmental expenditures

9.   Resident Events: Organize annual graduation ceremony, In-Service Training Examination and other resident related events

D.  Administrative Support

1.   Provide administrative support to the Program Director, department chair and the residents

2.   Compile data and submit reports to ACGME and other agencies as applicable

3.   Plan, organize and schedule PGY 1 Fundamentals of Family Medicine Orientation

4.   Verify ECFMG documentation and ensure visa requirements are met for J1 residents. Other duties as assigned for residency coordination.

Customer Service:

1.   Greets customers in courteous, friendly, respectful and professional manner at all times, including maintaining eye contact when appropriate.

2.   Follows communication protocols to both internal and external customers, including introducing him/herself with job title and experience, asking open ended questions, such as “How may I be of help to you?” using the customer’s name as soon as it is learned.

3.   Responds promptly and appropriately to customer questions/concerns/complaints and attempts immediate resolution.

4.   Keeps customer’s information confidential, including public places such as elevators or the cafeteria.

5.   Provides assistance and offers help immediately, including finding someone else to meet the request, if unable to do so him/herself. Introduce other staff to customers when a hand-off occurs and explain that the person will provide excellent service.

6.   Demonstrates commitment to excellent service recovery when a customer’s expectations have not been met.

Commitment to Co-Workers:

1.   Offers assistance to colleagues and other departments when needed.

2.   Takes responsibility for solving problems regardless of origin; completes assignments, and respects deadlines.

3.   Resolves conflict directly with colleagues and seeks assistance from others if the issue cannot be resolved. Refrains from criticism in public.

4.   Mindful and respectful of others’ time and schedules. Attends meetings on time and communicates any absences.

5.   Provides co-workers with a status report for continuity of workflow when planning to be out of the office, off the unit, or away from the department

Communication Etiquette:

1.   Respectful, courteous and professional in all forms of communication and follows facility’s service communication protocol in all interactions.

2.   Refrains from use of personal cell phone in patient care areas and keeps usage to a minimum at all other times while on duty.

3.   Does not text or use e-mail during meetings (except for exigent or emergency situations).

4.   Limits use of business cell phone during meetings (remain on vibrate and/or calls go to voicemail).

5.   Makes every effort to answer telephone calls within three rings, introducing him/herself, department and title (if appropriate).  Asks permission before placing the caller on hold or using the speakerphone.  If caller is transferred, gives the caller the extension number of the person he or she is being transferred to.  Offers further assistance to the caller upon completing the conversation.

6.   Maintains an appropriate voicemail message and when away from the office has an out-of-office email message that is brief, current, and includes name and department and offers the caller options if possible.

7.   Returns email and voicemail messages promptly but no later than within one business day (24 hours).

8.   Always mindful of voice and language in public.

Self Management:

1.   Reports to work appropriately groomed and in compliance with the Hospital’s dress code.  Wears identification badge at all times at chest level and facing outwards so identification is clearly visible.

2.   Complete all assignments within deadlines or negotiates alternative actions and time frames in order to achieve desired outcomes.

3.   Completes mandatory, annual education and competency requirements.

4.   Follows UMCAP safety, infection control and employee health standards.

5.   Demonstrates responsibility for personal growth, development and professional knowledge and competency.

6.   Adhere to all UMCAP and department policies and procedures, including Code of Conduct and professional behavior standards.  Does not exceed Hospital guidelines in reference to attendance, punctuality, and use of sick and unplanned absences.  Provides notification of absences, lateness and vacation requests according to department guidelines.  Respects length of time for lunch and break times.

7.   Reviews, signs, and adheres to UMCAP and/or departmental confidentiality statement.

POSITION REQUIREMENTS:

Licensure/Certification/Registration

Required:   Current Maryland in good standing as a

Education/Knowledge

Attained Level: Professional Preferred:   Master's Degree Completed Course Work/Program:

Applicable Experience

Experience (years):          Required:  1 - 3 years                     Preferred:  3 - 5 years

Experience (describe required & preferred):  Must have 1-2 years experience as a program coordinator in an ACGME accredited program. Requires excellent analytical and organizational skills, with an ability to work independently or in a multi-disciplinary team. The position requires extensive knowledge of the Accreditation

Council of Graduate Medical Education program and institutional requirements, with appropriate deadlines for submission of pertinent data.

Technical/Clinical Skills

Microsoft Office Suite Skill Level 

Word: Intermediate                                       

Excel: Basic

PowerPoint:  Basic                                         

Access:  Basic

Other:  Must have good organizational skills, good communication skills and ability to multi-task

Communication Skills & Abilities 

Select highest applicable level:  Conflicting Issues; Mediate; Strong Writing Skills

Bilingual:       Preferred            Language:  Spanish

Problem Solving/Analytical Skills & Abilities 

Professional/Supervisory

All your information will be kept confidential according to EEO guidelines.