Residency Program Coordinator - Med Center Health

• Position Summary
  • Under direct supervision of the Administrative Director, the Residency Program Coordinator works in collaboration with the specialty Program Director, the Director of Medical Education, and with the program’s institutional DIO or their designee and is responsible for managing the daily administrative activities of the residency program as outlined in the ACGME Institutional, Common Program and Specialty Program Guidelines for Graduate Medical Education. Responsible for the oversight of the administrative and professional responsibilities for all the program’s residents-in-training on a daily basis, and serves as the primary liaison between the Residency Program Director, residents, chief residents, program faculty, MCBG Medical Education Office, and affiliated teaching sites concerning the residency program.
• Minimum Qualifications
  • Work Experience
    • Two years of experience in a complex and progressively responsible clerical role required.
    • Previous GME residency management or program management experience strongly preferred.
  • 
    Education
    • Bachelor’s degree in Health Care Administration, Business Administration, or related field in science and learning required. An equivalent combination of education and/or experience may serve in lieu of required Bachelor's degree.
  • 
    Certifications/Licensure
    • None required.
• Job Specific Performance Standards
  • The duties listed below are a summary of the major essential functions of this position. The position may require other duties, both major and minor, that are not mentioned, and specific functions may change from time to time.
    
    • Manages, facilitates, and oversees the daily operations and logistics for the residency program, and consults with the Program Director when appropriate. Provides information, support, and problem solving assistance for residents and program faculty on a wide range of residency personnel and program issues.
    • Manages and maintains the residency management software website, including rotation schedules, assignment schedules, individual evaluations, duty hours logging, procedure logging, scholarly activity, conference attendance, department manuals, rotation curricula and portfolios.
    • Assists in the creation and maintenance of a yearly conference schedule for all activities such as Pre-Op Conference, Journal Club, Research Forum, M&M Conference, etc. Assists Program Director or faculty in topic and speaker selection to provide adequate coverage of required subject areas. Prepares and distributes on a monthly basis a calendar of the department’s educational activities and required conferences.
    • Independently make arrangements for physical location of testing, securing of test materials, notification of time and place, notification of clinical services regarding absence of resident coverage, assist in arrangement of faculty coverage during testing, and function as proctor in conjunction with the Program Director. Assists with processing all application forms and fees for in-service and specialty board testing.
    • In conjunction with the Program Director, develop and implement new evaluation methods for resident performance in meeting the competencies and educational milestones, as necessary to meet current program requirements. Creates evaluation forms to implement this process. Manages the collection of assessment methods data, which demonstrates residents’ achievement of the learning objectives.
    • Coordinates evaluation process to meet the multiple evaluations by multiple individuals’ requirement to include at a minimum: rotation, faculty, nursing, patients, students, peer, self, and program evaluations. Compile results and disseminate information as appropriate and required for use for improving resident performance. Coordinates the development and delivery of evaluation processes to assess the program’s effectiveness by means of resident, faculty and post-training surveys.
    • Independently plans senior resident graduation event, to include arranging for graduation certificates, purchasing graduation gifts for seniors, location planning, and all other necessary arrangements, including dissemination of arrangements to appropriate department members and residents. Facilitate all requirements for graduation and departure for residents completing training.
    • Serves as the program’s representative to liaison with other departments, affiliated institutions, and national organizations in a professional manner, as requested. Actively participates in professional organizations and attend institutional and national professional development meetings.
    • Facilitates the resident recruitment process including marketing, correspondence, interview coordination, selection, and orientation. Serves as the first point of contact via e-mail, telephone, and/or written correspondence for the recruitment of residents.
    • Manages the Electronic Residency Application Service (ERAS) on-line process to produce residency applications, reports, and rank lists as needed. Independently assesses the qualifications of the program applicants and collaborate with the Program Director to make the appropriate interview offers.
    • Notifies selected applicants, schedule itineraries, and assists with travel arrangements. Plans and coordinates applicant interview sessions and serves as the liaison between faculty, residents and additional support staff.
    • Collects faculty assessments of Candidate Interview Scores and comments and distributes GME Office required forms for signature to interviewed resident applicants. Plans and prepares candidate ranking meetings and the submission of the final rank order list to the National Resident Matching Program.
    • Organizes and participates in new resident orientation involving all appropriate departments and all necessary documentation for new house staff. Plans new resident welcoming event, resident group outing/retreats, etc.
    • Maintain knowledge and proficiency in ACGME and Specialty Board requirements, and continuously monitor program’s compliance with such. Identify and help resolve operational problems related to the residency program that impact accreditation compliance.
    • Perform compliance oversight review for work & education hours, scheduling, evaluation delivery/completion, etc. per GME requirements. Update the policies and procedures manual to meet changing accreditation standards. Oversees and records resident rotations accurately for hospital accreditation and reimbursement needs.
    • Completes the collation, assembly, formatting, tabulation, data entry, printing and presentation of data for required governing body reports and data bases, such as Annual GME Report, ACGME ADS Updates, ERAS, NRMP, ACGME Case Log System, residency management software system, and Specialty Data Bases and Reports. Coordinates and assists in the accurate completion of all required data within the prescribed time limits for the GME Office and/or ACGME.
    • Collects and properly stores all documentation required to maintain accreditation and make such documentation readily available to the GME Office, as well as ACGME, RC, or any other such governing body as deemed appropriate, upon demand, to certify that information is being collected and kept in an acceptable manner. Facilitates resident and faculty compliance with all accreditation requirements.
    • Oversees all administrative activities associated with the Annual Program Review and Clinical Competency Committees.
    • Orchestrates all institutional self-study and ACGME RC site visit, including preparation of statistics and data, and organization of visit activities requested by the Site Visitor, Program Director, or DIO.

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