What are the responsibilities and job description for the Program Coordinator/Medical Education position at South Shore Health?
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Requisition Number
R-19489
Facility
LOC0001 - 55 Fogg Road55 Fogg Road Weymouth, MA 02190
Department Name
SSH Medical Staff
Status
Full time
Budgeted Hours
40
Shift
Day (United States of America)
The Program Coordinator coordinates comprehensive administrative processes for the Graduate Medical Education (GME) Clinical Rotations program and the Continuing Medical Education (CME) program.
Manages affiliation agreements, student onboarding, program coordination, system access provisioning, and records management to ensure seamless educational experiences while maintaining compliance with institutional and regulatory requirements.
Key Job Responsibilities
Collaborates with the Director of Medical Staff Services/Affairs, Medical Staff Leadership, and Hospital Leadership to organize and maintain systems that coordinate the Graduate Medical Education and Continuing Medical Education Programs of South Shore Health.
Graduate Medical Education
Affiliation Agreement Management
Program Planning and Coordination
Minimum Education
Bachelor's degree preferred in business or health administration.
Minimum Work Experience
Minimum of 2 years' work experience in an academic medical center or healthcare setting with direct contact with resident and student clinical rotation onboarding.
Required Knowledge Skills And Abilities
Knowledge of graduate medical programs in an academic setting or in a hospital setting hosting clinical rotations is required. Working knowledge of licensing and regulatory issues as they pertain to hospital credentialing preferred. Proficiency with Microsoft Office suite required.
Technology And Learning
Responsibilities If Required
Education if Required:
Requisition Number
R-19489
Facility
LOC0001 - 55 Fogg Road55 Fogg Road Weymouth, MA 02190
Department Name
SSH Medical Staff
Status
Full time
Budgeted Hours
40
Shift
Day (United States of America)
The Program Coordinator coordinates comprehensive administrative processes for the Graduate Medical Education (GME) Clinical Rotations program and the Continuing Medical Education (CME) program.
Manages affiliation agreements, student onboarding, program coordination, system access provisioning, and records management to ensure seamless educational experiences while maintaining compliance with institutional and regulatory requirements.
Key Job Responsibilities
Collaborates with the Director of Medical Staff Services/Affairs, Medical Staff Leadership, and Hospital Leadership to organize and maintain systems that coordinate the Graduate Medical Education and Continuing Medical Education Programs of South Shore Health.
Graduate Medical Education
Affiliation Agreement Management
- Review, maintain, and track all affiliation agreements with educational institutions.
- Draft new agreements using templates when required, coordinating with legal counsel for review.
- Track agreement renewal dates and initiate renewal process 90 days prior to expiration.
- Negotiate between institutions and legal counsel regarding contract edits and addendums.
- Coordinate signature process via DocuSign once agreements are finalized.
- Receive rotation rosters from affiliated programs at least 90 days in advance.
- Send application links and requirements to incoming students within required timeframes.
- Track receipt of all required documentation through CredentialsStream.
- Review applications for completeness and accuracy before acceptance.
- Process applications and update the GME tracking spreadsheet with all required information.
- Enter approved rotators into WorkDay within required timeframes.
- Monitor HealthStream integration for e-learning assignments.
- Send e-learning requirements to rotators with clear completion deadlines.
- Track completion status and follow up with non-compliant rotators.
- Coordinate with Security and IT departments for badge access and provisioning.
- Maintain monthly termination procedures for completed rotators.
- Send clearance emails once all requirements are completed.
- Distribute welcome information approximately 2 weeks before rotations begin.
- Coordinate with preceptors, department chairs, and administrative staff regarding new arrivals.
- Manage specialized processes for program-specific rotators (TUFTS 4th Year HM, CCU, OB/GYN, etc.).
- Distribute and collect evaluations for specific rotation programs.
- Work with Director of Medical Staff Affairs to ensure financial accounts are up to date.
- Track stipend payments from affiliated institutions.
- Reconcile stipend spreadsheets as payments are received.
- Process biannual preceptor payments, creating and confirming rosters.
Program Planning and Coordination
- Review and process CME Proposal Forms, routing to Director of Medical Education for approval.
- Coordinate with speakers to confirm session logistics (date, time, location, format).
- Collect required documentation: Financial Disclosure Forms, Faculty Consent and Release Forms, W-9s, CVs.
- Prepare and distribute CME announcements through Marketing for internal communications.
- Set up attendance tracking, evaluations, and QR codes for credit claiming.
- Coordinate with Nursing to ensure BORN credits are appropriately assigned.
- Maintain regular contact with coordinators for all RSS programs to obtain upcoming speaker and title information.
- Process all documentation for OB/GYN Rounds, Med Staff Peer Review, Lung Conference, Interactive Clinical Cases, Schwartz Rounds, Trauma Rounds, SSMC Rounds, and Active Staff.
- Ensure room reservations are scheduled for the upcoming calendar year.
- Prepare conference rooms with necessary technology and materials for each session.
- Create and distribute monthly CME calendars detailing all upcoming sessions.
- Coordinate with Marketing to display CME information across the organization.
- Maintain up-to-date CME SharePoint with confirmed lectures, recordings, and announcements.
- Process session attendance and credit assignment in EEDS.
- Track attendance metrics for reporting purposes.
- Additional CME events
- Plan and coordinate institutional CME events including Schwartz Rounds, Annual Medical Staff CME Conference, and specialty-focused educational summits
- Submit honoraria requests for speakers through appropriate channels.
- Create supplier accounts in WorkDay for external speakers, processing EFT Authorization Forms & W-9s.
- Reconcile and maintain the CME fiscal year budget spreadsheet.
- Distribute honoraria payments with thank you letters to speakers.
- Program Compliance and Reporting
- Coordinate quarterly Education Committee meetings, preparing agendas and minutes.
- Meet bi-weekly with the Director of Medical Education.
- Prepare Annual Reports for the Accreditation Council for Continuing Medical Education (ACCME).
- Complete reporting requirements for Massachusetts Medical Society accreditation.
- Ensure timely payment of annual fees to accrediting bodies.
- Assist with preparation of CME budget for Medical Executive Committee presentation.
Minimum Education
Bachelor's degree preferred in business or health administration.
Minimum Work Experience
Minimum of 2 years' work experience in an academic medical center or healthcare setting with direct contact with resident and student clinical rotation onboarding.
Required Knowledge Skills And Abilities
Knowledge of graduate medical programs in an academic setting or in a hospital setting hosting clinical rotations is required. Working knowledge of licensing and regulatory issues as they pertain to hospital credentialing preferred. Proficiency with Microsoft Office suite required.
Technology And Learning
- Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.
- Embraces technological advances that allow us to communicate information effectively and efficiently based on role.
- Comfortable with all Microsoft platforms including WebEx, PowerPoint, AdobePro, Word, Excel. Will be expected to master current credentialing software (CredentialsStream), WorkDay, HealthStream, EEDS, DocuSign, and specialized CME software; use of scanners.
Responsibilities If Required
Education if Required:
