Program Coordinator

Job Description:

With oversight and direction from the GME Administrative Coordinator, Program Directors and the Designated Institutional Official, the Program Coordinator is responsible for the operational management of the accredited residency training programs and medical students.

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 Program Coordinator will work to provide support to the Internal Residency programs, as well as interim support to any start-up residencies prior to approval (i.e., Emergency Medicine, Family Medicine).

The Residency Program Coordinator will also provide support to the Department of Continuing Medical Education.

Provides support and meets regularly with the Program Directors concerning office management issues and activities and the status of projects.

Identifies and evaluates the methods for improving and makes recommendations to the Program Directors for improvement.

May assist in program-level policy development. Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance.

Serves as administrative contact for Residents, Interns and Medical Students. Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees.

Completes all residency related databases accurately, reliably and in a timely fashion. The database include but not limited to ACGME's WebADS, ERAS (Electronic Residency Application System), FREDA. Maintains database with resident and faculty data, including New Innovations.

Develops and maintains tracking system(s) to capture all evaluative materials (completed by the trainees) necessary for measuring the value of each rotation and/or educational activity.

Organizes said information for the Program Director's use in assessing curricular components and the overall value of the training experience.

Audits trainees files at least every six months to ensure capture of all requisite and pertinent materials necessary to the trainee's successful completion of training program.

Prepares list of missing or inadequate file items for the Program Directors. Ensures each file is organized and well maintained.

Oversees all purchasing for the program. Assesses training needs, and makes recommendations to the Program Directors.

Manages the evaluative processes of the trainees, program, faculty and rotations. Assists Residency Program Directors in distributing residency contracts for house staff.

Attends local, state and national GME workshops when necessary. Serves as liaison between GME and other offices, internal and external as well as physicians and Sr. Administrative Officers.

Maintains high level of confidentiality of information. Exhibits strong organizational skills, prioritize tasks to meet obligations in a timely manner.

Notifies administrator of any problems that may cause delays.

Aids Residency Program Directors in preparing check requests and forward to Residency Program Directors invoices upon receipt.

Assists Residency Program Directors with communication regarding education programs.

Maintains binder for all letters of agreement with Physician Offices and other institutions for Intern and Residents rotations, necessary for Medicare Regulations.

Assist with set-up of New Innovation for program, maintenance of New Innovations software, and ensures that evaluations are performed in a timely fashion by Physicians.

Assists and collaborates with GME Administrative Coordinator on related medical student rotation, orientation, etc. Other duties as assigned. minimal requirements Some hospital or physician office experience is necessary. Microsoft Office experience. Attention to detail, organized.