Program Coordinator Exempt

The Program Coordinator is responsible for overseeing the operational and financial management of the Physical Medicine and Rehabilitation (PM&R) Residency Program with oversight and direction from the PM&R Program Director combining strong initiative and independent judgment to coordinate key administrative duties of the program utilizing a comprehensive understanding of key GME policies and hospital policies. The Program Coordinator will serve as the liaison between the PM&R Program Director Associate Program Directors Clinic Managers Site Director(s) residents and program faculty.

Texas Rehabilitation Hospital (TRHFW) is a 66 bed Acute Inpatient Rehabilitation Facility (IRF) located in the medical district of Fort Worth TX. TRHFW provides graduate medical education training in association and cooperation with its affiliated participating institutions that meet the standards established by the Accreditation Council for Graduate Medical Education (ACGME) and its Residency Review Committees. Completion of the training qualifies the participant for certification by a specialty board recognized by the American Board of Medical Specialties (ABMS).

QUALIFICATIONS:

• Bachelors Degree preferred

• 2 years of experience as a GME Program Coordinator preferred

• C-TAGME preferred

ESSENTIAL FUNCTIONS:

Job Specific:

Administrative Support

• Coordinate the daily program operations to ensure compliance with the Accreditation Council for Graduate Medical Education (ACGME)

• Implement clinical rotation schedules and provide PM&R support services to the Program Director

• Provides support and meets regularly with the Program Director and/or Director of GME (DGME) concerning office management issues and activities and the status of projects

• Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director and/or DGME for improvement

• Maintain resident management system(s) with information on past and present residents

• Monitor resident work hour reports to ensure compliance and alert the Program Director in cases of noncompliance

• Monitor resident compliance with all GME-specific (institutional and program) and hospital-wide policies and procedures

• Participate in administrative traveling to the PM&R Programs participating sites as needed

• Oversee the residents rotation curriculum by maintaining an updated spreadsheet outlining all resident rotations for each academic year detailing locations and funding stipends

• Prepare resident and faculty schedules and send resident schedules to their rotation preceptor and any other parties involved
• Assist with medical student applications in VSLO screening scheduling onboarding and offboarding
• Assist with letters of recommendation for past present residents and medical students
• Submit requests for appointment letters (contracts) for new residents from the GME Office
• Process requests from residents for continuing education or conferences
• Schedule appointments between residents and the Program Director for semiannual and annual performance reviews
• Attend GME meetings to discuss the PM&R Program and address any issues serving as the intermediary for information between meetings and residents
• Document meeting minutes at program-specific committee meetings including but not limited to the Clinical Competency Committee and Program Evaluation Committee
• Execute other duties as assigned by the Program Director/DGME/DIO

Resident Recruitment

• Coordinate the recruitment and selection of all residents on a yearly basis

• Screen new applicants for the PM&R Program by reviewing resumes and applications as well as relevant scores national and international graduate acceptance rates USMLE/COMLEX exam results and graduation cutoffs

• Prepare and revise program marketing materials related to resident recruitment
• Respond to all requests regarding residency applications and inquiries
• Arrange and schedule interview dates with residents and all involved personnel maintaining and up to date interview calendar
• Send the necessary documents to all involved parties prior to resident interviews
• Prepare the itinerary for resident interviews including but not limited to tours and lunches if in person and troubleshooting technology if virtual

• Maintain the Electronic Residency Application Service (ERAS)/Thalamus with recruitment dates and the names of faculty who will be involved in applicant interviews

• Schedule and coordinate meetings for parties involved in recruitment to review applicant information and determine selection

• Assist in preparing the Rank Order List (ROL) of prospective residents and input the data into ERAS

• Ensure the necessary preparation is completed for the National Residency Matching Program (NRMP) Match Day including preparation for an instance where not all slots are filled

• Ensure timely program registration for the NRMP ERAS and other systems as needed

• Register the PM&R Program for recruitment/career fairs of local regional and national organizations

• Arrange clinical coverage in instances where current residents attend pre-approved residency fairs and conferences

Credentialing

• Maintain records for all applicant interviews NRMP Match process information and final offers

• Verify proper credentialing of residents prior to submission to the GME Office

• Maintain proper credentialing of staff involved in the PM&R Program

• Complete required paperwork for resident clinical rotations including off-site and interdepartmental rotations and residency related conferences

• Provide appropriate and accurate statistical information to databanks including the ACGME AMA AAMC AAPMR Texas State Board of Medical Examiners FREIDA NRMP and Find-a-Resident

• Create rotation- and site-specific evaluations and review for potential problems alerting the Program Director when necessary

Reporting

• Produce reports and supply requested information including but not limited to clinical rotations evaluations and documentation for internal and accreditation reviews

• Regularly monitor database for residents procedure credentials and keep Program Director and department chair informed of status

• Track and distribute receipt of medical student evaluations

• Compile statistics and create summary reports of results from resident evaluations and assessments

• Compile statistics and create summary reports of results from faculty evaluations and assessments

Resident Orientation

• Coordinate orientation for new residents and all major resident meetings including but not limited to reserving rooms ordering catering and providing tours

• Plan orientation schedule and arrange locations

• Notify residents of necessary documents needed to complete onboarding tasks during orientation

• Ensure off-cycle residents are cleared for the GME Office registered for EMR training and confirmed for ACLS/BLS training

• Arrange for resident lab coat fittings and electronics distributions

• Add resident information and photos to ACGME WebADS AAPMR and the PM&R Programs website

Graduation

• Coordinate graduation activities including programs invitations photographers accommodations graduation certificates awards and the graduation ceremony

• Request diplomas for the graduating residents

• Schedule appointments between graduating residents and the Program Director for their final performance reviews

• Collect graduating residents final evaluations and store/archive in the residency management system

• Request AAPMR teaching certificates annually for all program teaching faculty

• Other duties as assigned

Company Specific:

• Adheres to dress code appearance is neat and clean and wears appropriate identification while on duty
• Completes annual health safety and education requirements. Maintains professional growth and development.
• Maintains confidentiality of all patient and/or employee information to assure patient and/or employee rights are protected.
• Demonstrates knowledge of the principles of growth and development over the life span and the skills necessary to provide age appropriate care to the patient population served.
• Reports to work on time as scheduled; adheres to policies regarding notification of absence.
• Attends all mandatory meetings.
• Represents the organization in a positive and professional manner.
• Complies with all organizational policies regarding ethical business practices.
• Communicates the mission ethics and goals of the hospital.
• Maintains current licensure/certification for position if applicable.
• Consistently demonstrates Guest Relations skills to patients physicians visitors employees and any other individuals with whom they may come in contact.
• Consistently follows departmental and hospital Health Safety Security Hazardous Materials policies and procedures.
• HIPAA: Conduct job responsibilities in accordance with HIPAA privacy laws follow hospital policy in provision of patient confidentiality. Able to identify patient confidentiality issues and reports to proper hospital personnel immediately.
• Compliance: Conducts job responsibilities in accordance with standards set forth in Kindreds Code of Conduct Kindred policy and procedures applicable federal and state laws and applicable standards.

LifePoint Health is an equal opportunity employer and provides a fair and equal opportunity for employment.