Program Coordinator

Job Description

The Family Medicine Residency Program Coordinator is a critical position that supports the administrative activities of the Family Medicine Residency Program. This role works under the direction of the Family Medicine Residency Program Director and collaborates with site managers to ensure the smooth operation of the program.

Responsibilities:

• Coordinates educational activities, such as didactic conference schedules, to support the program's curriculum and ACGME requirements.
• Provides guidance to residents on program and GME policies, non-clinical aspects of the program, and assists in planning, developing, and implementing residency program quality improvement projects.
• Establishes and disseminates monthly rotation, clinic, and call schedules.
• Manages dissemination and completion of resident, faculty, and program evaluations.
• Coordinates accreditation activities, including HRSA Annual Reports, ACGME Site Visits, Internal Reviews, annual program reviews, etc.
• Manages duty hour and evaluation reports, ensuring reporting/completion compliance.
• Tracks resident training time for reporting.
• Ensures GME policies and procedures are created and enforced.
• Coodinates the resident recruitment and selection process.
• Assists the PD and faculty in planning, developing, and implementing residency program quality improvement projects.

Program Accreditation and Compliance:

• Develops understanding of ACGME policies and procedures, familiarity with Common Program Requirements and Specialty-Specific requirements, and develops program policies to comply with accreditation requirements.
• Maintains all essential documents required for program accreditation.
• Ensures resident reporting compliance in the New Innovations system.
• Assists the PD in maintaining the programs ACGME WebADS, keeps a working copy, and makes changes on an ongoing basis.
• Manages and coordinates ACGME site visits, preparation of the site visit, and other documentation.
• Works with the GME Office to schedule program Internal Reviews, prepare Internal Review documents, and participate in review meetings.
• In coordination with PD, acts on citations received during the site visit and recommendations made during the internal review.
• Prepares Program Letters of Agreement (in coordination with the GME Office) with participating institutions and training sites as needed.
• Maintains program and trainee statistics (TJC, ACGME, HRSA).

Resident Schedules:

• Develops and maintains resident schedules, including monthly rotation schedules, call schedules, and clinic schedules, in consultation with the PD.
• Communicates schedules to hospitals, clinics, residents, faculty, etc., as needed.
• Approves revisions to schedules, coordinates changes with sites and personnel throughout the year, ensuring coverage when needed.
• Advises and counsels residents concerning ABMS-specialty board and training track educational requirements, adjusting schedules to meet requirements when needed.

Evaluations:

• Assists the PD in development of program evaluations that measure resident performance, faculty performance, educational content of rotations, and the program, written in competency-based language, as necessary.
• Identifies methods for obtaining evaluations by outside evaluators, including nurses, patients/patient families, staff, etc. (e.g. 360 evaluations).
• Administers the evaluation process for the program in New Innovations, ensuring timely completion by evaluators.
• Coordinates feedback process to division directors regarding rotation evaluations; analyzes evaluation data and develops recommendations for curricular and service changes as needed.
• Ensures completion of confidential annual program evaluations by residents and faculty.
• Ensures timely completion of Summative evaluations by the PD for graduating residents.
• Assists in the evaluation of faculty performance as it relates to the education program, incorporating confidential evaluations from residents.
• Coordinates resident semi-annual reviews.
• Assists the PD with the Annual Program Review process.

Resident Appointments and Credentialing:

• Manages appointment process for incoming residents in coordination with appointment and credentialing process requirements provided by the GME Office.
• Understands division/department staff involvement in credentialing process, including responsibilities of Human Resources, IT, and others.
• Establishes and ensures compliance with program-specific credentialing requirements (e.g. ACLS, BLS, simulation training).
• Ensures resident compliance with GME credentialing requirements, including annual physical, GME Modules training, and other training as required.
• Fields questions from applicants and faculty regarding visas and consults with the GME Office/Human Resources on all visa matters.
• Arranges for pagers, ID badges, keys, lab coats, etc. for residents.
• Produces appointment packet for residents and distributes in a timely manner (e.g. day after Main Residency Match for incoming R1s).
• Plans, organizes, and schedules program-specific new resident orientation.
• Assists in the preparation of appropriate letters of recommendation for graduates and completion of verification requests for completion of training.
• Organizes annual graduation banquet.
• Manages resident exit process.
• Processes graduation certificates, in consultation with the GME Office.

Resident Files:

• Maintains educational files for all current residents and graduates.
• Archives graduated resident files.
• Coordinates with PD development and distribution of a graduate follow-up survey.
• Maintains residency database and hard copy files of current and alumni residents.

Recruitment and Orientation:

• Collaborates with the PD to establish policies and procedures for candidate recruitment.
• Updates and manages program information in ERAS (Electronic Residency Application Service), Match, or appropriate matching service for the specialty.
• Manages program information application submissions in ERAS, where applicable.
• Ensures adherence to National Resident Matching Program (NRMP) requirements and deadlines.
• Produces recruitment material, coordinates application review process, contacts applicants for interviews, schedules and manages interview day activities, and submits NRMP rank order lists.

Other Program Responsibilities:

• Completes surveys and ensures information is up-to-date in various GME systems (HRSA, Specialty Board, FREIDA, ACGME ADS, professional organizations, GMETrack, ERAS, NRMP).
• Coordinates and staffs various committees, including residency management meetings, CCC meeting, PEC meeting, faculty curriculum committee meetings, departmental meetings, meetings with the PD, and with residents, and follows up on action items as needed.
• Manages administrative and planning logistics for meetings and conferences, including monthly lecture series, conferences, grand rounds, journal club, M&M, residency poster presentations, BLS/ACLS courses, and In-service exams.
• Provides office support for residents.
• Provides resources for career development, job searches, and job fairs.
• As necessary, travels to program training sites to meet with Administration, program support staff or residents.
• Processes applications and appointment requirements for Family Medicine Attendings to the Medical Staff.
• Coordinates wellness activities for the program.
• Oversees supply purchases for the program, including general office supplies and educational materials.
• Orders equipment/supplies for residents as needed.
• Manages travel arrangements for the program.
• Maintains historical records of the program.

Financial Responsibilities:

• Oversees payroll for the programs residents as well as program staff.
• Processes and approves vacation leave request forms for residents/attendings.
• Tracks resident leave (vacation, sick, educational) and ensures adequate coverage of clinical services.
• Assists the PD with providing documentation for faculty increases.
• Assists the PD with new employee personnel requisitions and replacements.
• Processes reimbursement requests for supplies, travel, etc.

Faculty Affairs and Development:

• Collaborates with the PD to oversee the planning and implementation of faculty development activities to educate faculty on the ACGME core competencies (GME Modules), ensuring faculty incorporate the competencies into their teaching.
• Trains faculty on the programs evaluation methods to ensure that faculty evaluate residents fairly and consistently.
• Ensures program faculty possesses the appropriate credentials indicated by the programs RRC, as appropriate, and that their CVs are logged in the ACGMEs WebADS system, as required by the ACGME.
• Maintains current faculty CVs.

Other Responsibilities:

• Manages medical student education program for the division. Processes clerkship requests and schedules rotations.
• Processes Resident Educational Allowances.

Professional Development:

• Participates as an outside program manager for an external program Internal Review.
• Collaborates with colleagues in GME.
• Attends local, state, and national GME and ACGME conferences as needed.
• Collaborates with national colleagues and national organizations (e.g. specialty association).