Job Title: Director for Third Year Clinical Rotations

Department: Clinical Affairs Date: May 2024

FLSA: Exempt Work Location: Louisiana Campus

Employee Category: Administrative Staff Work Schedule: M-F, 8:00am – 5:00pm

Reports to: Associate Dean for Clinical
Affairs

Percent Employment: 100%

Direct Reports: Clinical Site Coordinators

I. Job Summary:
Oversee the third-year students, Site Coordinators, and work in conjunction with the Clinical
Assessment Coordinator in the processes and requirements of clinical rotations.

II. Job Duties:
1. Support the Associate Dean for Clinical Affairs and VCOM by:

a. Assist with Core Presentation regarding Selection Process.
b. Distribute to class, and collect, the Consideration Forms, and Hardship forms and

Site Selection Ranking Form
c. Assist students with questions regarding the clinical site selection process.
d. Assist with the selection choices tabulation (the Associate Dean will be responsible

to assign the students)
e. Distribute final assignments to students
f. Create and distribute proposed schedules to Site Coordinators once assignments are

determined
1. Work with site coordinators, DSME, and Department Chairs to arrange

alternative rotations / replacements in the case that a preceptor cancels or is
no longer able to provide a clinical rotation.

2. Oversee the Implementation of the third year Clinical Program at the Affiliated Hospital

Sites.
a. Distribute to the Clinical Site Coordinators the names and email addresses of the

students assigned to their site for the upcoming year, along with proposed schedules.
b. Collect CVs from students via Canvas.
c. Collect Background Checks from students via Pre-Check.
d. Assure Site Coordinators receive immunization records, letters of good standing, and

student CVs, and any other documentation requested by the site.
e. Oversee the Site Coordinators to assure they schedule and confirm the rotations with the

preceptors.
e. Assure the site coordinators and DSMEs are holding case presentations and OMM

Workshops and submitting required evaluation forms
3. Serve as the liaison between the third-year students and the College.

a. Answer all questions and/or concerns of students that cannot be resolved with the
site DSME and Site Coordinator.

b. Visit the clinical sites annually with the Associate Dean to conduct Annual Site
Reviews meeting with the Site Coordinators and students. Inform Clinical Chairs of
any issues associated with their discipline. Hold monthly Site Coordinator Zoom
meetings to discuss any upcoming policy/procedure changes, rotation issues, student
issues, and /or share best practices.

c. Where possible problem solve to resolve any student or rotation difficulties
according to the student handbook.

d. Host DSMEs and site coordinators on campus annually and arrange a staff
development program. (Welcome to Clinical Rotations). Ensure accommodation is
secured.

e. Coordinate the End of Rotation (EOR) testing and Educational Day
f. Work with the Clinical Assessment Coordinator and site coordinators to ensure the
end of rotation exams are administered according to VCOM policies on the assigned
date and time
g. Provide OMS-3 students with their EOR testing assignments and instructions
h. Coordinate all make-up and remediation exams per established policy. Provide
students with instructions for the make-up exam process
i. Coordinate with both Site Coordinators and DSME’s to ensure that end-of-rotation
educational days are conducted according to the schedule and curriculum developed
for those sessions
j. Work with the Education Specialist to obtain summaries of all OMM workshops
done at the clinical sites either in conjunction with end of rotation exam days or as
separate programs along with student attendance rosters in order to track student
participation in OMM curriculum

4. Assist with End of Year Testing

a. Work with the Testing Center to assure the students are scheduled according to
qualifications.

b. Collect grades from the Testing Center and Clinical Assessment Coordinator and
present them to the Associate Dean.

c. Once grades are approved, ensure they are forwarded to the Registrar.
5. Manage VCOM Student Housing

a. Determine the locations of VCOM student housing with the Associate Dean and
Director for Site Development

b. Assure housing is approved by the President, Dean, and Associate Dean.
c. Inform the students of VCOM student housing locations
d. Inform all students of the rules for staying in VCOM housing and ensure rules are

posted in the house and enforced
e. Oversee student rotation housing assignments.
f. Work with the Clinical Affairs Assistant to collect housing requests from students

and forward them to Site Coordinators where appropriate.
g. Ensure all VCOM housing sites are professionally cleaned annually.
h. Ensure that necessary supplies are in all VCOM housing.

i. Collect housing requests from students and forward to Site Coordinators where
appropriate

j. Ensure proper utility service is in place for VCOM housing
k. Assure lease agreements are up to date and filed with the finance department.

Inform the Associate Dean of any impending lease expirations or proposed
adjustments

l. Inform the Associate Dean of any concerns with VCOM housing
6. Assure the completion of all paperwork for third year rotations.

a. Obtain reports from the Clinical Assessment Coordinator to ensure Student
Evaluations, Site Evaluations, Case Presentations, Exam Grades, and other
requirements are being posted in a timely manner.

b. Assure site evaluations and site visit records from Associate Dean and Clinical
Chair’s visits are recorded and kept in a permanent file for accreditation purposes.
Provide a copy to the Dean’s office.

c. Bring to the attention of the Associate Dean of any rotations where the student has
had a less than satisfactory evaluation (this is also a function of the Clinical Chairs).

d. Notify the students who have not completed evaluations of preceptors/site that they
must complete the evaluations by the end of the 90 day requirement to receive
credit.

e. Notify Site Coordinators of any missing evaluations so they can contact the student
and preceptor regarding the need to have the evaluation completed for rotation
credit.

f. Notify Associate Dean of any delinquent evaluation grades.
g. Assure the Clinical Assessment Coordinator and Registrar’s Office meet often to

update student transcripts.
h. Track all OMS-3 absences, both excused and unexcused to ensure compliance with

VCOM’s attendance policies
1. Ensure that all Site Coordinators, preceptors and DSMEs are aware

of and are enforcing VCOM attendance policy
2. Keep records of all excused absence requests
3. Document all the make-up of all missed clinical days to ensure

compliance with policy
4. Inform the Associate Dean of any unexcused absences which require

referral to the Promotion Board
7. Oversee preceptor payments

a. In January and June, work with the Clinical Assessment Coordinator to compare the
Clinical Rotations Records received by the Site Coordinators with the Preceptor
Evaluations on the Portal. Once approved and signed, forward to the Accounts
Receivable Office for processing. Once checks are written and signed, mail to the
Site Coordinators for disbursement.

8. Assure that third year clinical information on both the website and clinical handbook are up-
to-date and accurate

a. Annually review and assure the updates of the student handbook and catalog for the
Clinical Rotations

9. Attend monthly Clinical Affairs meeting and Clinical Chairs meetings to assure
communication.

10. Assure the currency of all affiliation agreements, and clinical faculty appointments.
a. Inform the Dean and Associate Dean of any agreements that are not up to date or

need to be renewed or revised
b. Assure all sites used have affiliation agreements in the affiliation agreement shared

folder and tracker.
c. Assure all faculty serving as preceptors have a faculty appointment and an active

agreement
d. Assure an updated clinical faculty list annually for each site and keep the electronic

database (Clinical Portal) current for that site current (assisted by the Site
Coordinators and the Administrative Assistant to Clinical Affairs.

11. Assist with planning and implementation of Hospital Day

a. Work with Associate Dean to determine appropriate gift(s) for vendors
b. Ensure meals are available for vendors
c. Greet and assist students

13. Attend in state meetings for LOMA, MOMA, Family Medicine, and Rural Health Alliance
as needed to recruit and maintain preceptors. Submit and assure a budget within VCOM
guidelines annually.

14. Perform other duties as assigned.

III. Required Qualifications:

Education: Bachelor’s Degree from Accredited Institution or equivalent experience (see below)
Licensure or certification: none required
Experience:
This position will demand that the individual be self-motivated and detail oriented, with the
ability to work proactively. This position will also require strong communication and
organizational skills, and the ability to work cooperatively in a fast-paced office environment.
Skills required for this position include:

• Excellent interpersonal and communications skills

• Strong team player

• Commitment to company values

• Basic computer proficiency including Microsoft Office Suite

Preferencesare given to applicants who have the following skills or attributes:

• Advanced organizational skills and project management experience

• Advanced training in Microsoft Suite

IV. Working Conditions and Efforts: The physical demands and work environment

characteristics described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions. The position
requires a rapid pace, some days with long hours to meet expectations, long distance driving to
rural sites, and the ability to organize, interpret, and utilize a large volume of information.

Physical demands: While performing the duties of this job, the employee is required to ambulate
(may be with use of assisted devices); sit, stand (or accommodate for standing); use hands and
vision for teaching; use office equipment such as computers; speak to large and small groups of
individuals for teaching; perform moderate telephone and poly-com communication/usage;
occasionally be required to lift and/or move up to 50 pounds; drive distances up to five hours or
to fly on occasion to other campuses or meetings.
Work environment: Office environment. Outside travel required 0% to 5% of time. The noise
level in the work environment is usually minimal, however the reception area with frequent
visitors, phone calls and discussions may be distracting.
This position is classified as a non-exempt position because it does not require that the
candidate/employee exercise independent judgement and discretion regarding matters
of significance.
Employment with VCOM is “at-will”. This means employment is for an indefinite

period of time and it is subject to termination by the employee or by VCOM, with or

without cause, with or without notice, and at any time. Nothing in this position

description or any other policy of VCOM shall be interpreted to be in conflict with or to

eliminate or modify in any way, the “at-will” employment status of VCOM employees.

V. VCOM Core Values: The employee is expected to adhere to all VCOM policies. As the
environment is a professional college, VCOM faculty / staff are expected to dress and behave in
a professional manner at work. VCOM faculty / staff are expected as VCOM employees, to be a
person who obeys all laws and professional expectations of an upstanding citizen of the
community. VCOM expects all employees to maintain a positive attitude in all working
relationships with all VCOM departments, employees, medical students, prospective medical
students, interns, and residents and to treat all other engaged in the duties of the employment,
with mutual respect.