Senior Residency Program Coordinator – GME - General Surgery Program

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The Senior Residency Program Coordinator for Graduate Medical Education (GME), in collaboration with the GME Program Director, is responsible for the accreditation, compliance and non-clinical operations of the Graduate Medical Education program(s) assigned. Requires a comprehensive and detailed understanding of national accreditation policies and organizational policies, as well as a high degree of initiative and independent judgment. Continually assesses and directs a wide range of programmatic planning solutions to include short and long range planning goals, recruitment, orientation, accreditation and assigned projects. Collects and analyzes data to contribute to meet programmatic goals. Mentors, provides training and reviews work of Medical Education Specialist, Coordinators and Residency Program Coordinators.

Essential Job Functions

• Creates and maintains systems to comply with accreditation requirements and other national and state regulatory requirements for at least one ACGME accredited multiyear residency or fellowship program.
  • Maintains a comprehensive and detailed understanding of accreditation requirements.
  • Monitors resident/fellow duty hours to ensure compliance with the Accreditation Council of Graduate Medical Education (ACGME) and the New York State Department of Health requirements; performs audits quarterly and prepares a summary report for the Program Director and the Graduate Medical Education Committee (GMEC) review.
  • Collects and analyzes data, and manages the process for the Annual Program Review (APE), and the Clinical Competency milestone reporting sessions.
  • Is an active member of the Clinical Competency Committee (CCC) and provides feedback on the residents/fellows that is included in the decisions on resident performance.
  • Provides due process support for resident/fellow probation and/or termination.
  • Administers compliance with required Letters of Agreement and/or Affiliations Agreements for off-site rotations.
  • Create and maintain individual resident/fellow portfolios to ensure compliance with ACGME competencies, curriculum and policies.
  • Manages the evaluation process for residents/fellows and provides follow up as needed.
  • Facilitates the preparation and distribution of letters of recommendation, for current and residents/fellows to support fellowship or job applications.
  • Maintains accurate data in all GME national related systems including the ACGME, WebAds, ERAS, NRMP, and the residency/fellow data management system.
  • Ensures ongoing optimization of the current residency/fellow data management systems by supporting end users through consultation, training, and to ensure data integrity.
  • Participates in the development of policies and procedures for the training program.
  • Provides coaching in responding to, and resolving, resident/fellow issues and program administrative problems.
  • Accurately prepares and provides required documentation, including data analysis, for the ACGME self-study and accreditation site visit by the deadline date.
  • Manages and participates in the accreditation visits and meetings.
  • Prepares and uploads the annual ACGME WebAds data and reports by the required deadline.
  • Ensures resident/fellow compliance rate with the institutional and ACGME resident, fellow and faculty survey requirements.
  • Instructs residents/fellows in completion of paperwork necessary to sit for Step III of the USMLE/COMPLEX Board Exam.
  • Collaborates with the Office of Medical Education to secure all necessary contracts and credentialing documentation.
  • Maintains current knowledge federal regulations relating to compliance with the ECFMG regulations for J-1 visas as it pertains to residents/fellows in the assigned program (if applicable).
  • Facilitates and completes all of the necessary documents for the ECFMG J-1 visaapplications and renewals for applicable residents/fellows annually by the established deadline (if applicable).
  • Serves as a Training Program Liaison (TPL) for applicable residents/fellows in the assigned program for the ECFMG and is accountable for all of the verification and participation reporting required by Homeland Security and the ECFMG (if applicable).
  • Familiar with H-1B visa requirements and eligibility (if applicable).
  • Ensures the residents/fellows are compliant with the annual mandatory health requirements and required certifications for procedures and life support training.
  • Provides input to the program budget.
  • Maintains database of graduates, and statistics on residents’ fellowship placement and practice locations.
  • Represents program on various education committees and implements committee decisions.
  • Leads all aspects of preparation and proctoring of the annual In-training Examination with accuracy by the appropriate date.
  • Independently prepares and submits periodic updates to the appropriate board certifying body by the required deadline.
  • Assures completion of Residents as Teachers training by the end of the PGY 2 year.
  • Monitors remediation process for residents/fellows.
  • Attendance in at least one national meeting every 3 years.
• Manages and coordinates a comprehensive recruitment plan and implements strategies for selection of qualified candidates for interviewing and ranking. The coordinator plans, coordinates, implements, facilitates, and directs all activities for the program recruitment.
  • Reviews and provides updates for the all related websites and written material for distribution to prospective candidates.
  • In collaboration with the Program Director(s), reviews applications from the Electronic Resident Application Service (ERAS) daily and from the applications that meet the resident/fellow selection qualifications, and selects applicants for interviews.
  • Confirms that interview confirmation letters are sent to candidates within 24 hours. Is an active member of the ranking committee and has significant input to the decisions determining if candidates are ranked, and where, for the NRMP match.
  • Plans, organizes and implements the process for post-match activities within the time frame assigned.

• Partners with the Office of Medical Education to develop the orientation, rotation and conference schedules.
  • Develops and leads the orientation of the incoming Residents and Fellows annually.
  • Confirms that the schedule meets the ACGME and the appropriate board certifying body regulations for the residency and fellowship programs, ensuring that each resident/fellow meets core training requirements.
  • Develops, administers and coordinates complex clinical rotation schedules for residents and fellows and ensures that all rotation schedules are fully supported by appropriate sites and preceptors.
  • Manages the educational conference schedules and documents confirmation of adherence to schedules.
• Interacts effectively and sensitively with all members of the Bassett Healthcare Network team.
  • Works cooperatively with our other residency/fellowship program staff, Medical Education staff and all other customers by treating them with courtesy, respect and compassion.
  • Presents a positive image of Bassett Healthcare through professional appearance and behavior.
  • Establishes timely and effective communication with the department staff to ensure vital operational information is shared.
  • Exercises independent judgment within the scope of responsibilities and absence of direct authority.
  • Mentors, trains and reviews work of Medical Education Specialist, Medical Education Coordinator and Residency Program Coordinator team members
• Evaluates, develops and maintains performance improvement standards and key performance indicators.
  • Develops and contributes to program performance measures to provide objective outcomes data to support the ACGME requirements.
  • Conducts analyses and designs effective methods of extracting and reporting data to provide actionable information.
  • Develops workflows, protocols, programs, policies or services which will increase satisfaction for both internal and external customers related to current job responsibilities.
  • Identify and correct system, delivery or procedural problems that interfere with either internal or external customer satisfaction.
  • Engages in corrective action initiatives and performance improvement plans to support Resident/Fellow retention and successful completion of program requirements and graduation.
  • Develops and recommends processes and procedures to improve efficiency.
• Performs similar or related duties as requested or directed
  • Performs other duties as requested and observed by supervisor or manager.

Education:

• 4 Year/Bachelor's Degree in Business, Healthcare, Education, or other related field, required
  • Experience may be considered in lieu of education
• Master's Degree in Business, Healthcare, Education or other related field, preferred
  • Experience may be considered in lieu of education

Experience:

• Minimum 3 years of Medical Education program experience with Master's degree, required
• ** or...
• Minimum 5 years experience with Bachelor's degree, required
• ** or...
• Minimum 7 years experience with Associate's degree, required
• ** or...
• Minimum 9 years experience with High School Diploma, required

License/Certifications:

• Current Driver's license, required
• C-TAGME, required
  • Certification by the National Board for Certification of Training Administrators of Graduate Medical Education within 5 years of hire - once certified, required to maintain CUE credits to support maintenance of certification (see C-TAGME requirements)
• National Organization Membership, required
  • National membership in a relevant residency/fellowship or hospital medical education organization within 1 year of hire

Skills:

• Adaptability
• Time Management
• Build Relationships
• Communication
• Attention to Detail
• Data Management 
• Project Management/Planning
• Leadership
• Clinical Skills
• Creative Thinking

Physical Requirements:

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met
• Occasional crouching, grasping, kneeling, lifting, pulling, pushing, reaching, repetitive motion, stooping
• Frequent standing, walking
• Constant typing/clerical/dexterity, hearing, seeing/monitor/computer use, talking

Hazards:

• Occasional bodily fluids/bloodborne exposure

Working Conditions: 

• Occasional extreme temperatures

Travel:

• Occasional Travel - The job may require travel from time- to-time, but not on a regular basis

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:  

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match 
• And more!

Specific benefit offerings may vary by location and/or position.