Residency Program Coordinator

Program Coordinator

The "Program Coordinator" (PC) is responsible for the day-to-day activities of the HCMC-Sponsored accredited programs (ACGME, CODA, and CPME). The PC works with the Program Coordinator Sr. (PC Sr.) and/or Program Director (PD) to maintain the educational quality of the training program and supporting work. The PC functions as a liaison between the PD, PC Sr., residents, fellows, faculty, Graduate Medical Education (GME) Office, participating sites, Employee Occupational Health and Wellness and other hospital departments. This position may also include the day-to-day coordination of the medical student activity.

Responsibilities

Program Administration:

• Reports to the Program Director and serves as a member of the program team, participating in high level meetings when requested by PC Sr. and/or PD.
• Track and implement resident/fellow quality improvement initiatives.
• May attend national conferences to gather information, collaborate with other programs, serve on committees, and submit abstracts and give presentations when accepted.
• Schedules complex meetings: create agendas, prepare documents, coordinate calendars, facilitate logistics, and take minutes as assigned.
• May serve on national committees as appropriate.

Ongoing Resident/Fellow Management:

• Track/monitor key resident/fellow data/activities in RMS.
• Facilitate resident/fellow expectations, actions, compliance- This may include investigating, coaching and resolution as needed.
• Complete trainee verifications, current and past.

Maintain and Monitor Accreditation Requirements:

• Collect, research, enter, and track all information in databases as required for applicable accreditation organizations, including but not limited to, resident/fellow/faculty demographics, program information, board pass rates, and scholarly activity, as well as distribute, educate and track accreditation surveys to residents/fellows/faculty and monitor compliance.
• Works with PC Sr and/or PD with applicable accreditation processes encompassing, but not limited to Program Meetings, Clinical Competency Meetings (CCC), Program Evaluation Committee Meetings (PEC), Graduate Medical Education Committee Meetings (GMEC), Annual Program Evaluation (APE or equivalent), Annual Institutional Review (AIR or equivalent), Self-Studies, Clinical Learning Environment Review (CLER) Visits, etc.
• Schedule semi-annual reviews, preparing documents and participating when asked.

Recruitment:

• Annual System Set-up – ERAS, Spreadsheets, Interview Broker, etc. ensuring all applicant data is available and users have appropriate tools and training.
• Participates with interview day activities, schedule faculty interviews and materials, organize logistics.
• Participates with rank process, organizes meetings, gathers data, attends Rank Meeting.
• Review applications within ERAS, set filters and review applications, sending communications when appropriate.

Resident/Fellow Onboarding and Orientation:

• Implement and Complete RMS Onboarding Checklists populating data into all databases, assembling new employee files, processing contracts, managing visa processes, etc.
• Work with central GME office to prepare and participate in institutional New Resident Orientation planning and activities.
• Implement program-specific orientation and welcome events for new interns and residents moving to new levels of training.

Resident/Fellow Off-Boarding:

• Update, distribute and monitor completion of resident/fellow Off-boarding Checklist.
• Update documentation to ensure appropriate board eligibility or certification for specialty or subspecialty as stipulated in accreditation program requirements.
• Participate in the planning and preparation of the annual graduation event.

Education Activities:

• Facilitate the planning, scheduling and implementation of all resident/fellow educational activities which may include core curriculum, simulation events, didactic sessions, training exams, etc.
• Provide administrative support for special educational program pathways.

Budgets:

• Negotiate costs and prepare check requests and travel reimbursement forms for signature and payment.

Rotation/Call Schedule Support:

• Enter and upkeep resident/fellow clinic schedules, block schedules, and call schedules.
• Organize Elective/Selective rotations, in-house, local, off-site, out of state, and out of country. Request contracts when needed.
• Organize and track paperwork and evaluations AMION.

Management of duty hour compliance, call, clinic, rotation changes RMS:

• Use Resident Management Suite to manage personnel data, Milestones tracking, rotation schedules, case and procedure logging, evaluations, and monitor conferences, schedules/attendance, duty hours, daily activities and professional activities; create and run reports when needed.
• Create, distribute, and track completion of evaluations for residents, fellows, faculty, ancillary staff and the program.