Residency Program Coordinator

Essential Functions (Principal Duties and Job Responsibilities):

• Program Accreditation:
  • Monitors maintenance of program accreditation with ACGME and CODA.
  • Prepares and coordinates materials and resources for ACGME site visit reviews. Works with developing, implementing and enforcing program-specific policies as required by the ACGME, CODA and other accrediting bodies in conjunction with the program director.
  • Reviews and assesses current program and institutional requirements for the program; monitors requirement for updates; works with program director in implementation; and completes all required updates on the ACGME and CODA websites.
  • Monitors resident compliance with completion of ACGME and CODA surveys to ensure required compliance rate is reached. Works with the program director and faculty in planning, developing and implementing program’s quality improvement activities.
  • Maintains and monitors information in WebADs and other specialty-specific electronic databases, including but not limited to, program attrition, program characteristics, scholarly activity, board pass rates, case logs, residents and faculty surveys, milestones reporting and annual program updates.
  • Coordinates and facilitates scheduled meetings with faculty, residents, and site directors regarding the program, including Clinical Competency Committee and the annual program evaluation.
  • Develops and ensures that Program Letters of Agreement are in place for every rotation site and are kept current.
  • Prepares, monitors and maintains program manuals, reports and residential files, procedure logs, attendance records and other official documentation to ensure trainees meet graduation requirements and program maintains its accreditation status.
  • Documents verification of training for each trainee as per the requirements of each specialty board. Maintains all current and alumni resident files with documentation as per specific program requirements.
  • Organizes and gathers required documentation for completing ACGME and CODA self-study and site visits.
  • Participates on Program Evaluation Committee (PEC) and ensures required documents are available for committee to function.

o   Monitors specialty boards pass rates for graduates from the program and reports 5-year data as required by ACGME as required by specific program.

o   Monitors and analyzes data to determine compliance with ACGME and CODA requirements.

o   Manages and maintains program data in MyEvaluations software, including schedules, conferences, and evaluations.

• Rotation and Coverage Schedules (As Required By Specific Program):
• Prepares, monitors and disseminates faculty and residential rotations, on-call coverage, work hours and vacation schedules using MyEvaluations software.
• Updates, changes, and ensures services are covered appropriately in regards to the rotation and faculty schedules. Arranges appropriate elective and required out rotations for residents/fellows and provides appropriate documents on residency trainees to affiliated hospitals.
• Monitors, approves and tracks resident clinical hours and payroll in Banner and MyEvaluations.
• Collaborates with the Office of Graduate Medical Education and Finance to reconcile attendance records and resolves discrepancies for accurate IRIS reporting to Centers for Medicare & Medicaid Services (CMS). Prepares FTE budget for Finance.

Lectures and Events (As Required By Specific Program):

• Organizes courses, conferences, alumni and graduation events, including journal club, textbook review, didactic lectures, slide review, Grand Rounds and visiting professorships; confirms lecturers and guest speakers; assists with travel and expense reimbursements; publicizes events, manages registration and tracks attendance. Ensures that conferences (lectures, grand rounds etc.) align with established CME guidelines.
• Reserve facilities and equipment, arranges catering, transportation and other maintenance issues. Staffs events as needed to ensure a high-quality experience for all participants. Assists the GME Office with system wide orientation event as needed.

• Schedules and proctors In-Training Exam.

Evaluation:  

• Monitors evaluation process. Creates evaluation tools and maps evaluations to ACGME milestones under the direction of the program director.
• Collects various evaluations on behalf of the house staff when they rotate through the affiliate sites after each rotation (i.e., evaluation of faculty by residents; evaluation of program by faculty and residents; semi-annual evaluations of residents, final written evaluations of graduating residents; evaluations of residents by multiple evaluators. Including patients, medical students, and peers and all other evaluations as required by the individual accreditation program requirements.)
• Organizes and prepares PEC meetings. Participates on PEC and documents minutes including action plan as required.
• Compiles all required documents to ensure the Clinical Competence Committee (CCC) functions to the Program Requirements and standards of the Next Accreditation System.
• Recruitment and Selection:
• Manages annual residency and/or fellowship recruitment processes. Updates program recruitment information in the Association of American Medical Colleges’ (AAMC) Fellowship and Residencies Electronic Interactive Database (FREIDA, and the American Dental Education Association (ADEA).
• Utilizes Electronic Residency Application Service (ERAS) software to manage residency applications and/or via other application systems; provides faculty interviewers access to the software; screens candidate files and provides files of those who meet hiring criteria to program director.
• Plans and executes all aspects of interview days to include scheduling of candidates and faculty interviews and provision of all applicant materials to interviewers; distributes program information; compiles applicant dossiers; and coordinates recruitment receptions, dinners and other related events.
• Prepares information for ranking meeting and submits rank lists on the National Resident Matching Program (NRMP), San Francisco Match, American Dental Education Association/Postdoctoral Application Support Service (ADEA PASS) and the National Matching Service (NMS)
• Appointments, Re-appointments, Transfers, Credentialing, & On-boarding (As Required By Specific Program):  
• Directs annual appointment, credentialing and on-boarding process for existing and new residents and fellows to ensure effective navigation of on-boarding process. Distributes all appropriate clearances and access to all facilities/systems to facilitate timely start of training program.
• Prepares and processes all HR paperwork relating to request of additional positions, salary adjustments, etc.
• Ensures trainees to complete all on-boarding processes, receive all appropriate clearances, and gain access to all facilities/systems to begin their training program on schedule.
• Submits required information including new hire files/paperwork and copies of application packages to the Office of Graduate Medical Education.
• Maintains resident/fellow files via New Innovations to ensure compliance with ACGME and CODA policies, confidentiality, licensure, liability insurance, curriculum evaluations, contracts and application documentation.
• Plans and executes department orientation in a timely manner.
• Other Duties (As Required By Specific Program):
• Participates in annual budget planning for the program. Monitors and tracks the budget throughout the fiscal year.
• Counsels residents, as required by specific program, on program requirements, policies, and regulations.
• Attends meetings scheduled by the Office of Graduate Medical Education.
• Maintains professional expertise through attendance at professional meetings, review of current literature and contact with other GME professionals.
• Orders supplies and equipment; processes travel and business expense reimbursements; tracks expenses and assists with preparation of program budgets

Knowledge, Skills and Abilities Required:

• Working knowledge of policies, procedures and systems related to Office of Academic Affairs, ACGME/AOA/CPME/CODA, ERAS and NRMP required.
• Maintains all relevant online program and application sites including NRMP, ERAs, ACGME, AOA, ADEA PASS and NMS.
• Knowledgeable of current accreditation, residency board, GME requirements for program.
• Knowledgeable of the due process and remediation process.
• Knowledge of Microsoft Office.
• Knowledge of New Innovations or other residency management suite utilized by the specialty program.
• Within scope of job, requires managerial and critical thinking skills, decisive judgement and the ability to work with minimal supervision.
• Must be able to work in a stressful environment.

Education and Experience Required:

• Bachelor’s Degrees in Business, Education or related field preferred, preference given to applicants with a Master’s degree.
• 3 years of experience in program coordination within a health care organization.