GME Services Coordinator

The GME Services Coordinator oversees the scheduling and administration of fellows residents and medical students in a medical training environment. The position relies on guidelines and some experience and judgment to complete job and works under general supervision.

1. Student Evaluations
   1. Provides on-going support for medical students including distribution of I.D. badges meal tickets computer access trouble shooting etc. Creates monthly Student work schedule and works with Students and coordinators to assign Students to monthly shift schedule.
   2. Proctors and oversees the post rotation exam testing of students assuring the integrity of testing and protection of all exams. Assures the exams remain private and must attend and proctor the exams to protect the integrity of the exams.
   3. Assures all 3rd and 4th Year student evaluations of the preceptor and preceptor evaluations of the student are posted to the VCOM Clinical Portal.
      1. Ensures that evaluations are being returned by the students and clinical faculty with notifications sent at the two-week and four-week intervals following the rotation as needed. If the student has not completed the evaluation at the four-week interval assures the student completes the evaluation while attending the next testing day prior to being allowed to take the exam. These evaluations can only be completed by the student directly to the VCOM Clinical Portal.
      2. Contacts the DSME and appropriate Director for Rotations if the student has not completed the evaluation within 7 days after the second reminder.
      3. Contacts the DSME if the clinical faculty member has not completed or turned in the evaluation of the student within 14 days after the second reminder.
   4. Responsible for student housing requests and makes assignments as appropriate. Coordinates monthly move-in / move-out. Liaison between tenants and landlord to resolve maintenance issues etc. Performs regular inspections of units including annual capital inventory. Responsible for scheduling cleaning services.
   5. Distributes monthly Student and student surveys. Tracks feedback and works with GME Director to identify opportunities for improvement and develop action plans. Assists with policy updates and distribution to applicable parties.
2. Student scheduling
   1. Updates and tracks monthly rotation schedules. Regularly updates and distributes monthly rotation rosters. Maintains accurate and efficient student filing systems and ensures that file systems are neat and well-organized and contain all components required for accrediting body compliance.
   2. Schedules and provides oversight to the student educational sessions assuring all equipment is in working order taking attendance and collecting all sign in sheets.
      1. Works with the DSME to schedule the Clinical Case Presentations and assure the presentations are monitored by the DSME or another appointed clinical faculty for grading. The attending faculty member must complete the grade sheet and should give feedback on the case. The coordinator will enter the grade for the clinical case presentations on the VCOM clinical portal.
      2. Assists in the development of and coordination of education days and is responsible for scheduling and tracking of the OMM Workshops at the site.
      3. Works with the DSME to compile a schedule of other optional and required didactics at the site and forward the schedule to all students rotating at the site.
      4. Prepares for all didactics.
      5. Collects and tracks all attendance sheets on all required academics.
   3. Record Keeping & Other Administrative Duties
      1. Works closely with HIM to track student chart deficiencies. Responsible for follow-up with fellows/Students.
      2. Enters medical student information into various electronic databases. Ensures all databases are up to date with most current information including demographic information and active/inactive status on a regularly basis. Maintains accurate demographic records of Students and compiles information needed by accounting monthly for cost reporting purposes.
      3. Annual review of IRIS data to ensure accurate data entry for cost reporting/reimbursement purposes.
      4. Works with Marketing to maintains and update GME webpage.
      5. Prepares the biannual invoices for medical student rotations with clinical faculty and submit to Clinical Affairs in January and June.
         1. Disburse preceptor stipend checks once received from VCOM.
         2. Provides administrative support to Director GME and Medical Director GME as required.
      6. Assists the DSME in arranging and coordinating faculty development and continuing medical education (CME) programs or various other meetings with site.
      7. When Faculty Development or CME programs are held on site either by telecommunications or through a presentation facilitates the sign-in sheet any refreshments that are arranged and assure all equipment is working. Works directly with the CME Director to assure brochures announcements or other materials are made available to the participants and is responsible for collection of all evaluations of the faculty development and/or CME.
   4. Other Duties as Assigned
      1. Other duties as assigned.

Experience - 3 years relevant experience in medical education or healthcare setting

Education - Bachelors degree

Training - Proficiency in Microsoft tools.

Special Skills - Excellent interpersonal administrative and organizational skills. Ability to be independent and a self-starter. Strong verbal and written communication to operate all audiovisual and telecommunication equipment.

Licensure - N/A