Residency Program Coordinator

Job Title: Residency Program Coordinator

FLSA: Exempt

Scale: VG-112

Base Salary: $58,573

Department: 031 Residency Program

Reports to: Residency Program Director

At Virginia Garcia Memorial Health Center, we honor all members of our community and acknowledge the dignity of each person we serve. Our purpose is to provide high quality, comprehensive primary health care to the communities of Washington and Yamhill counties with a special emphasis on migrant and seasonal farm workers and a view to removing barriers to health care. We strive to provide an environment that welcomes and values the people we employ and serve.

If you are unsure whether you meet all the required qualifications for this role but are interested and passionate about this potential position, we encourage you to apply.

Job Summary: The Residency Coordinator is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The Residency Coordinator provides administrative support to the Residency Program Director, DIO, Chief Residents, and provides support to faculty and residents. The Residency Coordinator additionally will interact with faculty, residents, fellow(s), medical students, VG Foundations team members, community partners, and ACGME representatives.

Essential Duties and Responsibilities:

• Resident recruitment and onboarding:
• Coordinate recruitment activities including communication with applicants, managing application materials, and scheduling interviews.
• Organize general orientation of new residents (including department, clinical areas and institution) to ensure smooth transition to residency program.
• Collaborate with HR and credentialing to support incoming resident onboarding.
• Coordinate the daily operations and logistics of the Residency Program:
• Support development and implementation of procedures and workflows to ensure orderly program operations; lead process improvement activities to improve residency systems.
• Collaborate with Program Director and Chief Residents in creating yearly rotation schedule for residents, including yearly call, conference, and vacation schedules for the program.
• With human resources and credentialing teams, ensure resident files are compliant with internal and external requirements.
• Maintain residency committee meeting minutes and develop reports as requested.
• Coordinate the ACGME and ABFM Accreditation and Reporting Requirements:
• Compile and submit reports to ACGME and ABFM for accreditation and other professional organizations as directed.
• Coordinate evaluation cycles for residents and the program.
• Collect, submit and maintain all resident reports or projects
• Provide administrative Support for Residents, Program, and Sponsoring Institution:
• Provide administrative support for committees as necessary, including the Graduate Medical Education Committee (GMEC).
• Support Annual Institutional Review (AIR) process in partnership with the DIO.
• Attend resident meetings as requested; advise residents on departmental policies.
• Coordinate social and retreat activities for residents.
• Other duties and responsibilities as assigned:
• Handle protected health information (PHI) in a manner consistent with the Health Insurance Portability and Accountability Act of 1996 (HIPAA).
• Perform other duties as assigned.
• Work toward and achieve C-TAGME certification.

HIPAA Requirements:

The Residency Coordinator has access to PHI to create and maintain an accurate and up-to-date health record. Applying the minimum necessary standard of HIPAA, the designated record sets to which this employee will have access include all sections of the dental and medical record, patient demographic information in the practice management system, incoming records, reports, results, consultations, etc. The Residency Program Coordinator should read the content of these records only to the extent needed to accomplish the assigned task (e.g. filing or disclosure).

Knowledge, Skills and Abilities Required:

• Attention to detail and ability to manage complex clinic and administrative schedules for multiple residents, faculty and leaders.

• Demonstrated competency in organizing documents and systems required for program accreditation.

• Ability to work effectively in a collaborative, team-based work environment.

• Ability to work autonomously with minimal supervision, demonstrating high levels of initiative and self-motivation.

• Cultural diversity awareness, sensitivity, and competency, including ability to work with individuals from diverse cultures and backgrounds.

• Ability to make independent decisions based on VGMHC policies and protocols.

• High degree of confidentiality, integrity, and professionalism when interacting with colleagues and patients where applicable.

• Able to use the phone and other forms of communication.

• Commitment and alignment to Virginia Garcia's mission, vision, and values.

Education and Experience Required:

• Bachelor's Degree required. Experience may substitute for the education requirement.

• Three years of administrative experience or two years in medical residency coordination.

• C-TAGME certification preferred.

Physical Requirements:

Percentage of time spent

• Standing: 10%
• Walking: 10%
• Sitting: up to 80%
• Reaching/stooping/bending: Occasional
• Must be able to lift/carry up to 20 lbs.
• Computer usage: 90%
• Travel: up to 5%

Working Environment/Physical Hazards

• Work in well-lighted and ventilated environments, usual office environment
• Occasional possible exposure to blood borne pathogens and potentially hazardous chemicals.
• Travel between clinics is required, occasional evenings or weekends.
• Good driving record with insurance or ability to provide alternative transportation necessary.
• Outdoors (<10%).
• Indoors (90%).

Equipment Used:

• Computer: Word processing and database programs, internet, e-mail
• Telephone, fax, copier, scanner, printer

Immunization:

Staff members must meet immunization requirements as stated in VGMHC's immunization policy and state and federal guidelines.

Job descriptions represent a general outline of the essential and major job duties, functions and qualifications required. They cannot be all-inclusive and comprehensive due to the dynamic nature of work performed to accomplish VGMHC's Mission.

VGMHC is an Equal Opportunity Employer. No person is unlawfully excluded from consideration for employment because of race, color, religious creed, national origin, ancestry, sex, age, veteran status, marital status, or physical challenges. The policy applies not only to recruitment and hiring practices, but also includes fairness in placement, promotion, transfer, rate of pay, and termination.