Residency/Fellowship Program Specialist I - Eastern Virginia Medical School

The Residency/Fellowship Program Specialist position serves as the appointed Residency/Fellows Coordinators for the Graduate Medical Education programs and, for ACGME accredited programs, is recorded as such by the ACGME.  The RFPS position has three levels with varying educational requirements and position responsibilities.  The major responsibilities are defined at the discretion of the Program Director (PD).  Promotion through the Residency Program Specialist levels require successive education, scholarly activity and responsibility within the program.

The RFPS positions may have other duties as assigned by the Department; however, for residency programs must have protected time for the residency responsibilities as defined by the ACGME, other accrediting body, or the Graduate Medical Education Council.  For fellowship programs, the RFPS position may have other duties as assigned by the Department but must have a protected time for the fellowship responsibilities as defined by the ACGME, other accrediting body or the Graduate Medical Education Council, or if undefined, a minimum of 20% time. For RFPS positions which are responsible for more than one program, an additional 20% protected time is required for each additional program.

Appointments and Credentialing

• Manage appointment process for incoming trainee in coordination with appointment and credentialing processes in the Office of Graduate Medical Education
• Establish and ensure compliance with program-specific credentialing requirements (e.g., ACLS, PALS, simulation training)
• In conjunction with the Office of Graduate Medical Education, ensure compliance for all incoming resident orientation requirements, registration, and licensure processes
• In conjunction with the Office of Graduate Medical Education and EVMS Human Resources, field questions regarding visas
• Assist the PD in completion of the EVMS Verification Forms, final evaluation letters and ensure those documents are forwarded to the Office of Graduate Medical Education
• Manage trainee exit process following the Office of Graduate Medical Education processes
• In conjunction with the Office of Graduate Medical Education, submit data for completion of training and other certificates

Committee Membership

• Program Clinical Competency Committee
• Program Education Committee (PEC)
• EVMS Program Administrators Council
• Other as applicable for position responsibilities

Data Base Management - Internal

• Manage all aspects of New Innovations Residency Suite to include scheduling, duty hours, procedure logs, etc.
• Manage the ACGME ADS to include annual updates of program enhancement or corrective actions related to ACGME identified concerns or citations
• Be aware of and oversee data collection for required ACGME accreditation reports including the updating of faculty curriculum vitae on an annual basis
• Oversee completion of requirements for the Well-Being Index

Data Base Management – External

• Manage specialty required procedure logger
• Manage specialty required data bases
• Manage GME Track, National Residency Matching Program (NRMP), Ogenda, and other external data bases
• Be aware of and manage any data collection and reporting for certifying examinations

Educational and Curriculum Development

• Schedule and coordinate teaching conferences
• Distribute schedules for didactic and clinical conferences
• Staff Program Education Committee meetings
• Provide input into competency-based goals and objectives
• Develop curriculum documents 

Evaluation

• Assist PD in the development of program evaluations measuring trainee and faculty performance, content of educational assignments, and the program overall
• Administer the evaluation process through New Innovations
• Identify and execute methodologies to ensure timely return of evaluations from off service supervisors and from individuals providing 360-degree evaluations
• Coordinate feedback to faculty
• Ensure completion of annual program evaluations by the trainees
• Participate in the Clinical Competency Committee meetings
• Summarize and provide trainee evaluation summaries to the Clinical Competency Committee
• Enter Clinical Competency Committee milestone evaluation results into ACGME Accreditation System
• Summarize and provide program evaluation summaries to the Program Education Committee
• Coordinate trainee semi-annual reviews
• Assist the PD in the Annual Program Evaluation (APE) process

Faculty Affairs and Development

• In collaboration with the PD and in compliance with the ACGME or other accrediting body requirements, oversee the planning and implementation of required faculty development activities, including development of tools to educate faculty on the ACGME core competencies, and ensuring faculty include the competencies in teaching sessions
• Train faculty on program’s evaluation methods and system to help ensure consistency and fairness across evaluators
• Track and document faculty attendance at professional development activities
• Ensure program faculty have required credentials and that the CVs are logged into the ACGME ADS
• Update faculty CVs and revise information in the ACGME ADS annually

Files

• Maintain educational files for all current trainees and for alumni of the program
• Archive alumni trainee files in accordance with EVMS records management retention schedules
• Coordinate with the PD the distribution of alumni follow-up surveys and summarize the data for the PEC
• Maintain trainee database and hard copy files of current and alumni trainees

Financial

• Maintain and submit to the Office of Business Management the New Innovations resident scheduling system
• Ensure the intern/resident/fellow scheduled assignments at various teaching institutions match the funding allocations
• If desired by the Department, assist in the management of the GME budgets
• Track intern/resident/fellow leave (vacation, sick, educational)
• Process reimbursements requests for supplies, etc.

Professional Development

• Regularly attend the GME Program Administrators Council meetings and participate in the development of other programs by presenting best practices at the meeting
• Participate in the Virginia Residency Administrators Statewide meeting
• Collaborate with colleagues in EVMS Office of Graduate Medical Education
• Attend at least one ACGME conference within a five year period
• Have or in process of attaining TAGME certification

• Must attain TAGME certification within 3 years in position

• Encouraged to engage in educational research and submit posters/papers to local, state, national meetings

Program Accreditation and Compliance

• Develop working knowledge of the ACGME policies, procedures, including the ACGME Common Program Requirements as well as Specialty-Specific requirements; or other accrediting body requirements
• Assist in the development of program policies to meet accreditation requirements
• Maintain all essential documents to substantiate compliance with requirements
• Ensure intern/resident/fellow compliance with New Innovations Duty Hour reporting
• Assist the PD with the Annual Program Evaluation (APE) and update the document as responses to concerns are conducted.
• Report activities taken to address accreditation citations or concerns and on the ACGME ADS Survey into ADS.  This should be done on a regularly scheduled basis
• Working with the Office of Graduate Medical Education, coordinate and participate as a member of the Self-Study team and assist in managing the Self-Study Process
• Manage and coordinate the ACGME Self-Study site visit
• Ensure all necessary accreditation materials are uploaded to ADS
• Prepare and update Program Letters of Agreement with all participating sites
• Ensure annual meetings (phone or in person) occur between the PD and the educational site director act each participating institution

Recruitment and Orientation

• In collaboration with the PD, establish policies and procedures for recruitment
• Update and manage program information in the Electronic Residency application Service (ERAS), and NRMP or other specialty match
• Ensure adherence to National Resident Matching Program (NRMP) requirements and deadlines
• Oversee the development and maintenance of online and hardcopy recruitment materials
• Manage the interview process including schedules, interview day activities and any follow-up
• Submit NRMP Rank Orders Lists
• Ensure entering trainees complete the EVMS GME On-Line Orientation and all related employment tasks
• Ensure entering trainees attend the EVMS GME On-Site Orientation and related simulation activities (e.g., Transitions of Care)
• Plan, organize and schedule program-specific entering trainee orientation

Supervision

• Process vacation/leave request forms and monitor use of leave categories
• Report Family Medical Leave Request to Human Resources and notify the Office of Graduate Medical Education
• Process moonlighting request forms and related duty hours
• As applicable, serve as supervisor for additional program staff necessary for the execution of the GME duties

Trainee Schedules

• In consultation with the PD and the PEC, develop and maintain trainee schedules, including annual rotation schedules, call schedules, and clinical schedules 
• Maintain current schedules and updates in New Innovations
• Communicate schedules to all participating institutions and paging operators as needed
• Approve revisions to schedules and coordinates changes with participating institutions
• Advise and counsels trainees concerning specialty board educational requirements and, in conjunction with the PD, makes adjustments to schedules to ensure compliance
• Coordinate information and activities with other services, sites, departments, including rotation/call schedules, evaluations, conferences, interviews, room/course scheduling
• Manage off-site rotation schedules (participating institutions and away rotations)

• Other Duties as Assigned by the PD or as Required by ACGME

An Associate’s Degree prior experience in administration and/or office management.  Experience in an academic health care setting is desirable. Certification through the Training Administrators of Graduate Medical Education (TAGME) must be obtained within the first three years of employment. Should have excellent organizational skills, an ability to multi-task, and prioritize competing priorities, work independently, and meet important deadlines.