Program Coordinator - FT Days - DHR GME Admin
DHR Health
Edinburg, TX
DHR Health - US:TX:Edinburg - DaysSummary:FLSA STATUS: ˜’ Exempt ˜ Non-ExemptMISSION STATEMENT:Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time.VISION:Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence.POSITION Summary:The GME Program Coordinator (PC), under the direction and supervision of the GME Manager and the Program Director is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The PC provides administrative support to the residency program and Program Director of the residency, Chief Residents, and provides support to faculty, residents, and fellows. The PC additionally will interact with faculty, residents, fellows, medical students, and institutional and regulatory administrative offices as directed by the GME Director.POSITION EDUCATION/ Qualifications: Bachelor's DegreeJOB KNOWLEDGE/Experience: Advanced secretarial experience, required Exceptional organization skills Ability to independently prioritize work Ability to utilize resources effectively Critical thinking and problem-solving skills Effective written and verbal communication skills Ability to adapt and adjust to new or changing situations Exceptional interpersonal and communication skills Ability to maintain confidentiality Understands the dynamics and objectives of the residency/fellowship programs and their relationship with the sponsoring institution and participating sites, including medical school affiliates Understands the management structure of the residency and maintains effective relationships with supervisors and co-workers Understands general human resources functions and principles Understands general program budgetary processes and principles Understands principles of record keeping and confidentiality (including HIPAA compliance) Understands ACGME, New Innovations, AAMC, PDWS, ERAS, NRMP, ECFMG software and applications Able to organize, schedule, and prioritize work for self and others to meet deadlines Able to utilize interpersonal skills to work effectively with others Demonstrates proficiency with computer applications, online resources and equipment utilized by the department and institutionResponsibilities:POSITION Responsibilities:1. Coordinates the Residency/Fellowship Program to include:Coordinate the daily operations and logistics for the program, working closely with the Program DirectorAdhere to procedures and systems that ensure orderly and timely workflowMaintain knowledge of current medical licensure requirements, visa and immigration policies, ACGME accreditation and institutional requirementsImplement and update program databasesCoordinate with Program Director and/or Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedulesCoordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation formsProcess resident and faculty professional organization membershipsPrepare and distributes the yearly and monthly assignment schedules of the residentsDistribute, collect, and tabulate all evaluation forms regarding residents, rotations, and faculty and generates feedback for appropriate follow-up and reportingMaintain confidential resident and fellow filesCoordinate Residency/Fellowship Program Grand Rounds to include scheduling speakers, arranging speaker's travel and accommodations, and coordinating presentationArrange BCLS, ACLS, PALS, and ATLS and re-certification training coursesAssist with resident travel and accommodations for national conferencesServe as liaison with other departments and affiliated institutionsMaintain residency committee meeting minutes and develops reports as requestedPrepares check requests, travel authorizations, fund reimbursements, and expense reports.Maintains necessary records for Medical EducationMaintain biographical information on all residents and update information on alumniHandle highly confidential material for residency, fellowship, faculty, and institution.2. Coordinates the ACGME Accreditation and Reporting Requirements to External Agencies/Organizations:Compiles, updates and submits reports to ACGME/AOA, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other professional organizations as directed by the Program Director and/or GME Office (GMEO).Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and documents required by internal and external agencies as directed by the Program Director and/or GMEO.Coordinates resident semiannual review.Collect necessary information for developing appropriate database analysis tools to meet current ACGME requirements.Coordinate the administration of the National In-training Examinations.Prepare and distributes all post-graduation verifications.Collect, compile, submit and maintain all resident reports or projects.3. Recruitment of residents and fellows:Coordinate communication between applicants and program via e-mails, telephone and written correspondenceServes as an information source for the program, institution(s) and communityAdhere to recruitment plan, timeline, guidelines, and policies and procedures for the departmentMaintain all interview materials used by faculty, residents and applicantsManage review of residency applications using the ERAS system as directed by the Program DirectorCoordinates all resident interviews and communications with applicantsCoordinates applicants' interview day.Plans and arranges interview social activities.Manages ERAS software to produce residency applications, reports, and rank listTracks all evaluation scores of interviewed applicant and prepare data for initial match rank listParticipate in the resident ranking meetingAdministers and reviews post-match survey to applicants, recommends changes to improve next year's recruitment activities.4. Coordinates Appointments, Reappointments, and Termination:Coordinates general orientation of new residents (includes department, clinical areas and institution).Distribute and monitors the resident appointment and reappointment process.Other information:LINES OF REPSONSIBILITIES:(Chain-of-command)1. GME Manager ’ 2. SVP of Medical Education ’ 3. Chief Academic OfficerCUSTOMER SERVICE:Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service.AGE SPECIFIC:Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient's status and interpret the appropriate information needed to identify each patient's requirement relative to his or her age.AMERICANS WITH DISABILITIES ACT: (ADA):A. Essential Duties: Indicated by bold print within performance standards, preceding individual numbered criteria.The following table provides physical requirements that will be associated with, but not limited to, this position:Light/moderate lifting up to 20 lbs, from the floor to shoulder height.YesKneelingYesMust be able to assist other employees with lifting more than 20 lbs.YesWalkingYesLight/moderate carrying up to 20 lbs.YesStanding/SquattingYesStraight pullingYesSittingYesPulling hand over handYesPushingYesRepeated bendingYesStooping/BendingYesReaching above shoulderYesClimbing StairsYesSimple graspingYesClimbing LaddersNoDual simultaneous graspingYesDepth Perceptions neededYesAbility to seeYesIdentify ColorsYesOperating office equipmentYesTwistingYesOperating mechanical equipmentYesCrawlingNoAbility to read and writeYesAbility to CountYesAbility to hear verbal communication without aidYesOperating Personal VehicleYesAbility to comprehend written/verbal communicationYesOther: Ability to deal with stressYesOSHA CategoryIIIB. Working Conditions: The individual spends over 95% of his/her time in an air-conditioned environment with varying exposures to noise. There is protection from weather conditions but not necessarily from temperature changes. The position does have low exposure to malodorous, infectious body fluids from patients and some minimal exposure to noxious smells from cleansing agents.C. Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other way.D. Aptitudes: HIGH 1 2 3 4 5 6 LOWIntelligence: General learning ability: The ability to catch on or understand instructions and underlying principles. Ability to reason and make judgments. 3Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively. To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly. 3Numerical: Ability to perform arithmetic operations quickly and accurately. 2Spatial: Ability to comprehend forms in space and understands relationships of plane and solid objects. Frequently described as the ability to visualize objects or two or three dimensions, or to think visually of geometric forms. 2Form Perception: Ability to perceive pertinent details and objects or in pictorial or graphic material to make visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and lengths of lines. 3Clerical Perception: Ability to receive pertinent details and verbal or tabular material. To observe differences in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly. 3Finger Dexterity: Ability to move hands easily and skillfully. To work with fingers in placing and turning motions. 3Manual Dexterity: Ability to move hands easily and skillfully. To work with hands in placing and turning motions. 3Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli. 3Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting color combinations, or to match color adequately. 3I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to perform.If applicable ____________ certification will be completed within _________ time frame of hire/transfer date.Employee Signature: ________________________________ Date: ____________________Transfer/Hire Date Effective: ________________________.
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