Description
Summary of Position:
The Graduate Medical Education Program Coordinator is responsible for providing direction, day-to-day administration, operational and financial management of the Graduate Medical Education (GME) program and accredited fellowship training program(s), under general direction of the Medical Staff Manager and the Program Director. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment.
The Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with attending physicians and trainees regarding a range of issues, and managing internal and external program relations. The Coordinator will participate in Medical Staff Services activities as necessary and assigned.
Qualifications
Education:
• High school diploma or GED required.
• AA or AS degree preferred.
Experience:
• Minimum of 3 years of office administration experience, preferably in a healthcare graduate medical education program and/or educational setting and/or credentialing
• Meeting coordination and transcription of meeting minutes
Knowledge/Skills/Abilities:
• Professional demeanor, excellent critical thinking skills, strong oral and written communication skills
• Ability to organize information
• Ability to handle sensitive information with confidentiality
• Working knowledge of software applications including Microsoft Word, Excel, PowerPoint and Google Suite programs
• Ability to function independently with minimal supervision or to escalate issues as necessary.
• Understanding of regulatory and accreditation standards for Medical Staff
• Ability to adapt to changing schedules, deadlines, demands and a heavy workload.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to walk, stand, sit, and talk or hear.
• The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl.
• Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
• The employee must occasionally lift and/or move up to 25 pounds.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Normal office environment. The noise level in the work environment is usually quiet to moderate while in the office.
• Occasional travel to various health system locations.
Essential Functions
1. Provides consistently exceptional support at all times.
2. Provides support and meets regularly with the Medical Staff Manager and the Program Director, Designated Institutional Official, and GME Chair concerning office management issues and activities and the status of projects.
3. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Medical Staff Manager and the Program Director for improvement. May assist in program-level policy development.
a. Updates and implements Common Program Requirements/Institutional Requirements required by the Accreditation Council for Graduate Medical Education (ACGME) for Program and Institution.
b. Assists in preparation for ACGME Site Visits, Self-Study, CLER, internal reviews and other regulatory bodies.
4. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.
5. Provides both administrative supervision and support to trainees. Acts as a liaison between residents/fellows and hospital administration when necessary.
6. Establishes relationships and acts as a liaison to other hospitals, internal departments and divisions regarding recruitment, orientation, annual program Affiliation Agreements and external rotations.
7. Oversees and updates fellow orientation and program manuals when applicable.
8. Informs trainees of interdepartmental and intradepartmental policy and procedure changes.
9. Tracks, reports, and ensures compliance with procedures regarding licensing, annual contracts and initial onboarding of trainees. Secure required malpractice, medical and disability insurance for fellows.
10. Manages registration and results of sub-specialty-specific fellows', residents and student exams as well as proctoring exams when necessary.
11. Develops, implements, and oversees the maintenance of filing, scanning, record keeping, distribution of materials and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
12. Maintains databases with trainees' data.
13. Manages the evaluative processes of the fellows, program, attendings, and rotations.
a. Review fellows and attends evaluation meetings semi and annually.
14. Develops and coordinates monthly call schedules.
15. Organize medical staff coverage for community sports and team events.
16. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications, and other such media. Creates/edits annual publications regarding the program. Maintains program's website.
17. Coordinates fellowship program recruitment:
a. Manage fellowship applications and screen those appropriate for interview. This includes evaluating applications for completeness.
b. Communicate with potential applicants, explaining the Program's application process and distributing recruitment materials.
c. Notify applicants of decisions for interview and coordinate interview schedule with Program Director, current fellows and faculty.
d. Organize interview days, including evening before dinners, breakfast and lunch with fellows, scheduling interviews, hotel accommodations, food and transportation needs as appropriate.
e. Performs all Match responsibilities. Organizes applications, interviews and submits Rank Order to SF Match on a timely basis.
18. Organizes meetings and prepares and distributes materials for annual events, orientation, conferences and lectures.
a. Develops agendas and minutes for CCC, PEC and GMEC meetings and other meetings as assigned.
b. Coordinates CME activities for orthopedic grand rounds
c. Maintains all conference schedules and actively monitors all ACGME required topics with Program Director on a regular basis.
d. Coordinates Anatomy and Cadaver Labs.
e. Arrange and track scholarly activities.
19. Coordinates medical students, physician assistants and nurse practitioner rotations, working with various educational institutions.
20. Monitors and reports on the ongoing management of the training program budget. Works with the medical staff manager to ensure accuracy of monthly budget statements and develops annual fellowship/GME budget. Responsible for recurring purchase orders for the program, processing all check requests, and paying bills associated with the program's activities. Responsible for management of grants awarded to the program and when applicable, applies for grants to secure money for the fellowship program.
21. Assists the Medical Staff Services Coordinator and Department Manager with credentialing activities as needed and/or assigned.
22. Oversees all purchasing for the office/program with approval of the manager. Assesses equipment acquisition and training needs and makes recommendations to the Medical Staff Manager and Program Director.
23. Verifies trainees' status and activities as needed. Maintain fellowship alumni roster.
24. Assist in arranging housing for fellows and elective rotations.
25. Works with Employee Health for TB collection and compliance for the Medical Staff and APP staff.
26. Responds to the needs of the department by performing other duties, as necessary.
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