Residency Program Coordinator Senior - Thomas Hart - Days

Duties and Responsibilities

Essential Functions:

• Regulatory: • Supports and coordinates resident education and program documentation including, but not limited to, resident orientation, scheduling, resident evaluations, payroll and other personnel actions, etc. • In conjunction with the Program Director, formulates and implements regulatory policies and procedures to ensure that regulatory compliance is maintained (e.g., monitoring compliance with ACGME requirements; anticipating and identifying deficiencies and implementing changes to meet requirements as warranted, assembling material for accreditation site visits, etc.). • Manages the preparation and submission of reports to governing bodies and professional organizations. Interacts with outside governing bodies to ensure seamless information exchange (e.g., ABS, ACS, Frieda, NRMP, etc.), including understanding and application of accreditation requirements as well as state and federal regulations for licensure, malpractice, visas, etc.. • Creates effective and efficient tracking processes for residents for compliance (e.g., duty hours, evaluations, demonstrable competency activities, etc.). Utilizes resources and Web sites involved in medical education. • Maintains current knowledge of relevant regulations, including proposed and final rules. • Networks with other program coordinators and local and national coordinator's professional organizations.
• Recruitment: • In conjunction with the Program Leadership, develops and maintains a marketing plan to recruit applicants. Maintains and updates internet resources (e.g., FRIEDA, etc.) to solicit candidates. • Evaluates trends in recruitment and the job market to recommend recruitment strategies. • Screens applications based on the needs of the residency and legal recruitment guidelines to facilitate the interview with department leadership. • Ensures that residents possess required credentials and certifications. • Obtains documents necessary for administration of interview process through Electronic Residency Application Service (ERAS) and direct communication. • Implements coordination of candidate interviews with Program Director and candidate and escorts prospective candidates to interview sites. • Participates in orientation process for newly hired resident physicians. • Participates in career days, open houses and other activities to attract qualified candidates. • Maintains recruitment statistics and post-match comparative data.
• Human Resources • Reviews personnel requirements and maintains files annually. • Communicates the policies and benefits of the Residency and/or System. Participates in orientation and maintaining time away records for employees. • Directs the annual revision of the residency policy manual and assists the Program Director in the creation and implementation of new policies and procedures. • Ensures compliance with the established policies and procedures. • Acts as a liaison to the Program Director for residents. Advises residents in resolving employee relations issues and directs them to appropriate System resources. • Maintains employee database (New Innovations) for annual scheduling, evaluation management, procedural credentialing and CMS graduate medical education reimbursements. • Schedules and prepares biannual evaluation (summative review) for all residents. • Oversees and assists with enforcement of program and resident compliance according to the System policies and regulations.
• Training Management • In coordination with the Program Director(s), plans, organizes, and implements training and development programs for residents, including, but not limited to, needs assessments, Grand Rounds, Case Conferences, Basic Science lectures, simulation center coordination, quality assurance/performance improvement and all the CME management therein. • Prepares call schedule for distribution. In coordination with Program Director(s) and Chief Residents, prepares master resident rotation schedule.

Common Expectations:

• Event planning as needed by department, not limited to named lectures, dinners for speaker presenters, in-training examinations, and graduation.
• Oversees the daily operation and logistics of the residency program. Directs work flow and necessary administrative paperwork, records, budget spreadsheet maintenance and complex filing system to support the program.
• Provides administrative support to residents and Program Director(s). Includes scheduling Program Director's appointments and maintenance of daily calendar. Makes travel and lodging arrangements directly through travel agencies.
• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Maintains professional growth and development through educational programs, workshops, current literature, and professional affiliations to keep abreast of latest trends in field of expertise.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.