Student Placement Coordinator

Working title: Student Placement Coordinator

Division: MFMR

Program: Eastern Montana Area Health Education Center (AHEC)

Reports to: AHEC Program Manager

FLSA status: Exempt: Full- Time

Schedule: Monday-Friday; some nights and weekends

Wage Range: $47311 to $61450 annually; depending on number of years of transferrable experience and internal equity

RiverStone Health:

Since 1974 RiverStone Health has had a rich history of providing health services to our community from our role as the Yellowstone City-County Health Department to seeing patients in our medical and dental clinics as part of a nationwide system of Federally Qualified Health Centers. At RiverStone Health we strive to build a personal connection with everyone we serve to provide optimal complete solutions within our realm of expertise to the variety of challenges faced by our patients clients and our medical and dental clinics we provide care for 20000 patients each year more than half of whom are uninsured and rely on our sliding fee our medical and dental clinics we serve all patients regardless of their ability to pay.

Program Overview:

The Eastern Montana Area Health Education Center (Eastern MT AHEC) at RiverStone Health is a part of an innovative statewide network of centers created to recruit train and retain healthcare professionals committed to providing care to underserved populations including rural Montanans. By getting school-age and college students interested in health careers AHEC helps ensure the next generation of healthcare professionals.

Eastern Montana AHEC also houses the WWAMI Billings Track Office and oversees clinical rotations in the Billings area for medical students in the University of Washingtons WWAMI also oversees clinical rotations at RiverStone Health for non-WWAMI medical students. Through partnership with RiverStone Health high school and undergraduate students gain experience by spending time job shadowing with healthcare professionals.

Job Summary:

The WWAMI Billings Track Office housed in Eastern MT AHEC at RiverStone Health oversees students in the WWAMI Program completing clerkships in the Billings area. The WWAMI Billings Track Coordinator partners with RiverStone Health Billings Clinic St. Vincent Healthcare and other affiliated facilities to ensure 3^rd and 4^th year WWAMI medical students complete both their required and elective rotations. This position also manages 3 student houses which can house a combined 18 students.

RiverStone Health is proud to be a teaching facility. All student rotations at RSH are facilitated and coordinated from the AHEC office. The Student Placement Coordinator forms relationships with students RSH staff MFMR faculty and residents schools and other participating physicians to ensure the students rotation is a valuable and smoothly running learning experience for all.

Essential Functions/Major Duties and Responsibilities:

A. WWAMI Billings Track Coordinator 70%

• General Admin

• Initiate email communication with student prior to the start of each clerkship. This includes welcoming them to their clerkship providing housing information and introducing them to their lead preceptor. Remain as students main point of contact for the duration of their rotation.

• Attend monthly meetings with Montana WWAMI program office.

• Attend meetings with University of Washington School of Medicine clerkships as requested.

• Attend meetings with local preceptors in the WWAMI Billings program as needed.

• Work closely with WWAMI Billings Track Director to ensure the program is streamlined meeting requirements and providing a quality experience for both students preceptors and affiliated staff.

• Every summer and fall work closely with Montana WWAMI program office to review MOU between Montana WWAMI and Eastern MT AHEC and to review and update teaching faculty list and determine which faculty member(s) are eligible and recommended for promotion.

• Oversee application process and work with Track Director Montana WWAMI program office and the UW SOM to onboard new teaching faculty and clerkships and provide guidance as needed.

• Coordinate and schedule annual in-person one-on-one meetings with lead preceptors Track Coordinator and Track Director.

• Utilize UWs eValue program to gather student information and determine which required paperwork if any is still outstanding 6-8 weeks in advance of the student starting.

• Work closely with the Montana WWAMI Program office and the WWAMI Billings Track Director to fulfill the responsibilities of the WWAMI Billings Track and be available to assist students and preceptors with unforeseen events which may occur.

• Work closely with Eastern MT AHEC Program Manager to process and dispense instructional preceptor stipends.

• Participate in local state and regional WWAMI meetings.

• Rotations

• Coordinate facilitate and oversee rotations for WWAMI 3^rd and 4^th year students at RiverStone Health locations Billings Clinic St. Vincent Healthcare The Childrens Clinic and Surgical Associates PC.

• Oversee all rotations currently offered and work with affiliates UW and Montana WWAMI to add new clerkships as appropriate including both required and elective options.

• Ensure students are properly onboarded and scheduled for orientation at Billings Clinic and St. Vincent Healthcare and facilitate student orientation at RiverStone Health. This includes collecting required paperwork from the student and their school guiding them through the hospitals online onboarding systems and ensuring all requirements are met prior to their arrival.

• Create and manage the students daily schedule serve as main point of contact when changes need to be made including making last minute adjustments due to call-outs student illness and/or provider schedule changes.

• Schedule students with their preceptor at beginning and end of rotation. Compile physician feedback and provide to preceptor which the preceptor uses to complete the students exit evaluation.

• Oversee R/UOP and Mongolia students experiences including scheduling rotation block orientation building their 4-week schedule to align with the schedule of their preceptor. Ensure students rotate with other service lines based on lead preceptors schedule. With Mongolia student also responsible for transporting student to and from Bozeman and working closely with MSUs BioRegions contact.

• Each fall work closely with lead preceptors and the University of Washington to provide student block availability for each required clerkship over the next school year.

• Student House

• Oversee and manage three student houses for WWAMI students that UW SOM rents from MSU Billings. Day to day oversight includes placing students into specific houses quickly responding to student needs and questions mediating interpersonal issues and managing housing maintenance issues as they arise. This includes fielding student requests after hours and on weekends.

• Work closely with MSUBs Project and Rental Manager when there are housing maintenance issues. Work with MSUB and third-party companies to coordinate servicing of water plumbing HVAC electric and housing upgrades. Additionally communicate with UW to approve costs as needed.

• Ensure the Billings Student Houses are adequately stocked with clean and working appliances furniture and basic essential supplies. Also ensure that the houses are clean and safe for students.

• Coordinate with MSUB on annual paperwork and update student numbers annually for RiverStone Healths liability insurance purposes.

• Exams

• Proctor WWAMI student exams every 4-6 weeks both in-person and virtually for all required clerkships including coordinating the location for in-person exams.

• Events

• Attend educational conferences/meetings with both UW School of Medicine (SOM) and Montana WWAMI as needed. Attendance at conferences is required if lead preceptors cannot attend.

• Coordinate site visits as requested by UW SOM typically on an annual basis.

• Coordinate Faculty Development events as requested by WWAMI.

• Coordinate Frank Discussions and other special events for WWAMI students including annual BBQ; assist with planning and attending graduate medical educational events.

B. Student Placement Coordinator Services 25%

• Coordinate and facilitate rotations for all students; MD DO PA MA Dental and Pharmacy rotating or seeking a rotation at RiverStone Health Clinic.
• Coordinate and facilitate rotations for Dental and Psychiatry residents rotating or seeking a rotation at RiverStone Health.
• Email communication with student and preceptor.
• Maintain update and assign student badges to students as appropriate.
• Coordinate with IT and Informatics to ensure student technology needs are met and students undergo eCW training.
• Ensure student packet is complete with all necessary documentation.
• Oversee new student orientation on their first day including a RSH overview and tour as well as scheduling time for eCW training preceptor orientation Health Equity 101 ACES training and Narcan training. Keep orientation up-to-date including potentially adding other sessions as needed.
• Collect required documents from each student/school prior to the start of the students rotation. Facilitate the Affiliation Agreement process with the students school. Work with Program Manager to ensure Affiliation Agreements remain current and are updated as needed. Keep policies and procedures updated and current.
• Create and manage the students daily schedule serve as main point of contact when changes need to be made including making last minute adjustments due to call-outs student illness and/or provider schedule changes. Work closely with MFMR PAs Pharmacy Dental and clinic RNs on scheduling specific rotations based on type of student.
• Schedule students with their preceptor at beginning and end of rotation. Compile physician feedback and provide to preceptor which the preceptor uses to complete the students exit evaluation. Attend educational conferences/meetings as needed.
• Coordinate site visits and Faculty Development events as requested by partner schools. Work with Program Manager to process and collect instructional preceptor stipends from partner school. .
• Update faculty and site appointments and secure RiverStone Health rotations and preceptors as needed.
• Help coordinate special events for students at RiverStone Health throughout the year. Secure housing for students as needed both through the WWAMI Student Houses and supporter housing. Collect fees if student stays at one of the WWAMI Student houses. Work closely with the Montana Family Medicine Residency faculty during the application and scheduling process for the following year for Sub-Is. Participate in state and regional AHEC meetings assist in updating policies and procedures.
• Build Sub-Internship application on an annual basis and oversee application process including posting the application reviewing them selecting students and communicating outcomes. Collect fees affiliation agreements and required documentation from students.

Non-Essential Functions/Other duties as assigned 5%

• Perform other duties as assigned in support of RiverStone Healths mission and goals.

Education and Experience:

Minimum Qualifications:

• High School Diploma or equivalent

• Experience working in healthcare and/or education

• Experience coordinating schedules and activities across multiple departments including communicating changes and resolving scheduling conflicts

• Any combination of experience and training which provide the equivalent scope of knowledge skills and abilities necessary to perform the work

Preferred Qualifications:

• Bachelors Degree in a health-related field preferred

• 3 years experience in an AHEC Program or a related field preferred

Required Certificates Licenses Registrations:

• Valid Montana drivers license

• Proof of vehicle insurance

• Reliable vehicle to use for occasional day travel

Knowledge Skills and Abilities:

• Computer literacy in Microsoft Office Suite.

• Skill in using basic computer programs and collecting data for the annual reporting process

• Knowledge of modern office procedures practices and equipment

• Ability to maintain a calm and positive demeanor during difficult client interactions

• Ability to display non-judgmental and empathetic listening skills

• High degree of detail-oriented skill level

• Ability to work collaboratively and maintain a positive work environment

• Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality

• Ability to understand and adhere to required administrative policies and procedures

• Excellent communication skills to ensure efficiencies and quality customer service

Customer Service Excellence:

• Provide Customer Service Excellence to RiverStone Healths customers including patients clients family members visitors medical staff and co-workers

• Doing things right the first time

• Making people feel welcome

• Showing respect for each customer

• Anticipating customer needs and concerns

• Keeping customers informed

• Helping and going the extra mile

• Responding quickly

• Protecting privacy and confidentiality

• Demonstrating proper telephone etiquette

• Taking responsibility for handling complaints

• Being professional

• Taking ownership of your attitude toward Service Excellence

Supervision:

• None

Physical Demands and Working Conditions:

• Some day-travel is required.
• Expected to drive a vehicle which requires sitting seeing and reading signs traffic signals other vehicles etc. Travel occurs in all weather conditions including extreme heat and cold.
• Flexible schedule to include some night and weekends.
• Create and maintain a safe/secure working environment by adhering to safety security and health requirements. Integrate injury illness and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making:

• Decisions directly affect the quality of program services.

• Use independent judgment.

Communications & Networking:

• Daily written and verbal communication with students clients and RiverStone Health staff.

• Work directly with other team members to provide quality customer service for patients and customers.

Budget & Resource Management:

N/A

Required Experience:

IC