This position affords a talented individual the opportunity for professional development to lead and manage the daily operations of the residency/fellowship program ensuring the successful implementation of program objectives. Working as part of the administrative program leadership team, the candidate will be responsible for assisting in the development of program policies, procedures and system processes that are compliant with ACGME guidelines, maintaining databases, recruiting residents, and promoting effective working relationships with faculty and residents.
The Program Coordinator (PC) supports the Program Director with developing and maintaining the educational quality of the training program. The PC is responsible for compliance of guidelines and policies issued by the Office of Academic Affairs, GMEC, Resident Review Committee (RRC), and Accreditation Council for Graduate Medical Education (ACGME), State Medical Board, and other regulatory agencies.
The PC functions as a liaison with the Program, Office of Academic Affairs, Human Resources, Finance, participating sites, and other departments. The PC should be knowledgeable about compliance and regulatory requirements at the various training sites in which their residents/fellows rotate.
Works closely with program director, associate program directors, other faculty and institutional officials to provide administrative and logistical coordination of all aspects of medical education programming in the department.
Identifies opportunities to improve deficiencies, develop and implement pragmatic solutions, program-specific policies and procedures that improve workflow and optimize resources.
Schedules and proctors In-Training Exam.
Monitors medical specialty boards pass rates for graduates from the program and reports 5-year data as required by the ACGME.
Monitors and analyzes data to determine compliance with ACGME requirements and IPRO standards.
Manages and maintains program data in New Innovations software, including schedules, conferences, and evaluations.
Manages alumni communication and database.
Provides assistance to the Program Director in maintaining program accreditation with the ACGME and/or Council on Podiatric Medicine (CPME), Council on Dental Accreditation (CODA), American Osteopathic Association (AOA)
Prepares and coordinates materials and resources for ACGME site visit reviews. Assists with developing, implementing and enforcing program-specific policies as required by the ACGME and other accrediting bodies, in conjunction with the Program Director and the Office of Academic Affairs.
Reviews and assesses current program and institutional requirements for the program; monitors requirements for updates; assists Program Director in implementation; completes all required updates on the ACGME website.
Monitors resident compliance with completion of ACGME surveys to ensure required compliance rate is reached. Assists the Program Director and faculty in planning, developing and implementing program quality improvement activities. Maintains and monitors information in WebADS and other specialty-specific electronic databases including but not limited to: program attrition, program characteristics, scholarly activity, board pass rates, case logs, residents and faculty surveys, milestone reporting and annual program updates.
Coordinates and facilitates scheduled meetings with faculty, residents, and site directors regarding the program including Clinical Competency Committee, and the Annual Program Evaluation.
Ensures that Program Letters of Agreement are in place for every rotation site and are kept current.
Prepares, monitors and maintains program manuals, reports and resident files, procedure logs, attendance records and other official documentation to ensure trainees meet graduation requirements and program maintains its accreditation status.
Documents verification of training for each trainee as per the requirements of each specialty board. Maintains all current and alumni resident files with documentation as per specific program requirements.
Maintains on-going communications with Office of Academic Affairs regarding accreditation requirements for the trainees and program.
Assists the program director with organizing and gathering required documentation for completing ACGME self-study and site visits.
Participates on Program Evaluation Committee (PEC) and ensures required documents are available for committee to function.
Rotation and Coverage Schedules (As Appropriate):
Prepares, monitors and disseminates faculty and resident rotations, on-call coverage, work hours and vacation schedules using New Innovations software.
Updates, changes, and ensures services are covered appropriately in regards to the rotation and faculty schedules. Arranges appropriate elective and required out rotations for residents/fellows and provides appropriate documents on residency trainees to affiliated hospitals.
Collaborates with the Office of Academic Affairs (OAA)/Medical Education Office and Finance to reconcile attendance records and resolves discrepancies for accurate IRIS reporting to Centers for Medicare & Medicaid Services (CMS).
Lectures and Events (As Appropriate):
Organizes courses, conferences, alumni and graduation events, including journal club, textbook review, didactic lectures, slide review, Grand Rounds and visiting professorships; confirms lecturers and guest speakers; assists with travel arrangements and itineraries; processes honoraria, travel and expense reimbursements; publicizes events, manages registration and tracks attendance. Ensures that conferences (lectures, grand rounds etc..) align with established CME guidelines.
Reserves facilities and equipment, arranges catering, transportation and other maintenance issues. Staffs events as needed to ensure a high-quality experience for all participants. Assists the GME Office with system wide orientation event as needed.
Monitors evaluation process. Creates evaluation tools and maps evaluations to ACGME milestones under the direction of the program director.
Collects various evaluations on behalf of the housestaff when they rotate through the affiliate sites after each rotation; i.e., evaluation of faculty by residents; evaluation of program by faculty and residents; semi-annual evaluations of residents, final written evaluations of graduating residents; evaluations of residents by multiple evaluators, including patients, medical students, and peers and all other evaluations as required by the individual accreditation program requirements.
Organizes and prepares for PEC meetings. Participates on PEC and documents minutes including action plan as required.
Assists program director with completion of Annual Program Evaluation (APE) module in New Innovations and submits to the OAA by specified deadline.
Compiles all required documents to ensure the Clinical Competence Committee (CCC) functions to the Program Requirements and standards of the Next Accreditation System.
Recruitment & Selection:
Manages annual residency and/or fellowship recruitment processes. Updates program recruitment information in the Association of American Medical Colleges' (AAMC) Fellowship and Residencies Electronic Interactive Database (FREIDA).
Utilizes Electronic Residency Application Service (ERAS) software to manage residency applications and/or via other application systems; Provides faculty interviewers access to the software; Screens candidate files and provides files of those who meet hiring criteria to program director.
Plans and executes all aspects of interview days to include scheduling of candidates and faculty interviewers and provision of all applicant materials to interviewers; distributes program information; compiles applicant dossiers; coordinates recruitment receptions, dinners and other related events.
Prepares information for ranking meeting and submits rank lists on the National Resident Matching Program (NRMP), San Francisco Match, American Dental Education Association/Postdoctoral Application Support Service (ADEA PASS) or Centralized Application Service for Podiatric Residencies (CASPR)
Appointments, Re-appointments, Transfers, Credentialing, & On-boarding:
Coordinates annual appointment, credentialing and on-boarding process for existing and new residents and fellows to ensure effective navigation of on-boarding process. Distributes all appropriate clearances and access to all facilities/systems to facilitate timely start of training program.
Prepares and processes all HR paperwork relating to request of additional positions, salary adjustments, etc.
Assists applicants and trainees to ensure they effectively navigate all on-boarding processes, receive all appropriate clearances, and gain access to all facilities/systems to begin their training program on schedule.
Submits required information including new hire files/paperwork and copies of application packages to Office of Academic Affairs.
Maintains resident/fellow files via New Innovations to ensure compliance with ACGME policies, confidentiality, licensure, liability insurance, curriculum evaluations, contracts and application documentation.
Plans and executes departmental orientation in a timely manner.
Undergraduate Medical Education (As Appropriate):
Organizes medical student rotations and works with staff at Hofstra NSLIJ School of Medicine to ensure student process is standardized.
Utilizes the Visiting Student Application Service (VSAS) system for students' course/elective requests and applications to process rotation requests from medical students.
Ensures all student rotators are credentialed prior to starting at NSLIJ programs
Arranges student program orientation including online and onsite scrub education (when applicable).
Participates in annual budget planning for the program; monitors and tracks the budget throughout the fiscal year
Monitors and tracks resident time and reports attendance in Kronos
Assists program director with establishing and maintaining current program website
Counsels residents, as appropriate, on program requirements, policies, and regulations
Attends Residency Coordinator meetings as scheduled by Office of Academic Affairs.
Maintains professional expertise through attendance at professional meetings, review of current literature and contact with other GME professionals
Assists with Continuing Medical Education (CME) related activities
Orders supplies and equipment; processes travel and business expense reimbursements; tracks expenses and assists with preparation of program budgets.
Assists and cross covers other team members and performs other duties as necessary
Associates degree, required. Bachelor's Degree in Business, education or related field, preferred.
Minimum of three (3) years experience in program coordination within a health care organization, required.
Working knowledge of policies, procedures and systems related to Office of Academic Affairs, ACGME/AOA/CPME/CODA, ERAS and NRMP, required.
Knowledgeable of accreditation, residency board and GME requirements.
Knowledge of New Innovations or other residency management suite.
Working knowledge of Microsoft Office Suite Programs, required.