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Residency Program Coordinator - Full Time - Nazareth

Residency Program Coordinator - Full Time - Nazareth

Trinity HealthPhiladelphia, PA, US
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Program Coordinator / Internal Medicine

With oversight and direction from the Program Director and the Director of Medical Education, the Program Coordinator / Internal Medicine 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 / Internal Medicine will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues and managing internal and external program relations.

Essential duties include :

  • Knows, understands, incorporates, and demonstrates the Trinity Health Mission, Vision, and Values in behaviors, practices, and decisions.
  • Adheres to applicable Federal, State, and local laws and regulations, Trinity Health's Integrity and Compliance Program and Code of Conduct, as well as other policies and procedures.
  • Demonstrates knowledge and compliance with the Hospital Safety and Infection Control Policies as required by OSHA and the Patient Safety Program.
  • Adheres to all TH / MHS Policies and Procedures.

Administrative assistance :

  • Provides support and meets regularly with the Program Director 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.
  • Ensures that confidential files and records of current residents and graduates are maintained.
  • Assists in the preparation of appropriate letters of recommendation for graduates.
  • Informs residents and trainees of inter and intra-departmental policy and procedure changes.
  • Performs mailings to incoming residents to assure materials necessary for licensure are requested to be submitted in a timely manner.
  • Serves as administrative contact for residents and interns.
  • Tracks, reports and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, initial and re-credentialing of trainees.
  • Develops, implements and oversees the maintenance of filing, record keeping, distribution of materials, and other types of program systems.
  • Completes all residency related databases accurately, reliably and in a timely fashion.
  • Maintains database with resident and faculty data, include EValue.
  • Creates and / or maintains external program advertising / media through websites, brochures, postcards, publications and other media.
  • Creates / edits annual publications regarding the program.
  • Maintains program's website.
  • 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.
  • Assesses training needs and makes recommendations to the IM Residency Program Director.
  • Manages the evaluative processes of the trainees, program, and faculty and rotations.
  • Assists IM Residency Program Director in distributing residency contracts for house staff.
  • Attends local, state and national GME and ACOFP Program Coordinator's workshops when necessary.
  • Serves as a liaison between GME and other offices, internal, and external as well as physicians and Senior Administrative Officers.
  • Maintains high level of confidentiality of information.
  • Exercises good judgement and discretion in determining appropriate source of information and problem solving.
  • Relies on experience and judgement to plan and accomplish goals.
  • Effectively utilizes interpersonal communication skills and responds to office and telephone inquiries.
  • Handles appropriate matters and answers questions providing accurate information.
  • Exhibits strong organization skills, prioritize tasks to meet obligations in a timely manner.
  • Notifies administrator of any problems that may cause delays.
  • Aides Residency Program Director with communication regarding education programs.
  • Maintains binder for all letters of Agreement with physician offices and other institutions for Intern and Resident rotations, necessary for Medicare Regulations.
  • Each letter of Agreement must be signed and dated by the Program Director and by the physician at each office rotation.
  • The agreement must state the amount of time the resident will be at the office during that rotation.
  • Assist with set-up of New Innovations 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 Other duties as assigned.

    • Recruitment :

  • Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals.
  • Assists with quota review and rank list entry and certification in Residency match.
  • Coordinates the Resident recruitment and orientation process including the initial screening, examining, comparing, and processing applications, scheduling interviews, correspondence with applications, gathering of interview summary information and submission of the residency match rank order lists.
  • Knowledge of Pennsylvania training licensure mandates and required test scores for entrance into the continued participation in residency training program.
  • Responsible for coordinating responses to all inquiries, telephone calls and correspondence with Intern, Resident, and Faculty candidates and medical students.
  • Verifies trainee's status and activities as needed.
  • Confirms the receipt of Intern, Resident and Faculty candidates.
  • Verifies trainee's status and activities as needed.
  • Confirms the receipt of Intern and Resident applications Dean's letters, letters of recommendation.
  • Maintains active files on all applicants and assures the completeness thereof, pointing out deficiencies to the Program Director.
  • If necessary, arranges overnight accommodations for Faculty, Intern, and Resident applicants and evaluates the adequacy of these arrangements, also arranges transportation to / from hotel, airport and office.
  • Schedules appropriate interview dinners and community tour and activities based on applicants interests and background.
  • Coordinates scheduling of pre-employment physicals, fit test, drug screening, fingerprinting, of incoming Residents prior to starting residency.
  • Serves as a resource for residents with questions or information needed pertaining to residency program.

    • Scheduling :

  • Assists the Chief Resident in distributing the call schedule.
  • Assists in monitoring resident's duty hours, patient logs and procedure logs via regular review of data reports.
  • Organizes meetings and prepares and distributes materials for conferences and lectures.
  • Develops brochures, invitations, or advertisements for events / lectures.
  • Assists the Chief Resident with the Resident lecture schedule.
  • Maintain Rotation Schedules. Update rotation schedules for all electives for tracing residents time.

    • Exam Coordination :

  • Manages materials for the in-service trainee exam and proctors the exam.

    • Evaluations :

  • Determines which evaluation needs to be given to which resident, and which faculty member.
  • Distributes evaluations to support staff, residents and attending's to provide 360 feedback.
  • Distributes monthly evaluation of residents.

    • Special Event Coordination :

  • Plans departmental annual events including recruitment, orientation, graduation, faculty retreats as well as various meeting and program-related events.
  • Plans, develops, and initiates projects individually or collaboratively with colleagues, faculty and program director concerning Graduate Medical Education, Quality Improvement, and professional growth.
  • Oversees department-level trainee orientation.
  • Assist Residency Program Director in preparation of GME institution and its programs for accreditation site visits.

    • Residency Review Committees :

  • Maintains an accurate, organized programmatic policy /
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