Patient Programs Coordinator

University of Victoria; Victoria; On-site; CAD 60,000 - 75,000; Full time

Job summary

An educational institution in Victoria, Canada, seeks a Patient Programs Coordinator to manage the operational aspects of patient programs within a medical education framework. The role involves coordinating resources, collaborating with faculty and staff, and ensuring compliance with accreditation standards. Candidates should possess an undergraduate degree and at least 3 years of relevant experience. Strong skills in communication, organizational abilities, and commitment to diversity are essential. This position may include evenings and weekends to support training sessions.

Qualifications

• Minimum 3 years of relevant experience.
• Experience with trauma-informed approaches.
• Ability to communicate effectively with diverse individuals.
• Demonstrated commitment to decolonization and Truth and Reconciliation.

Responsibilities

• Coordinate day-to-day operations of patient projects for medical education.
• Collaborate with faculty and community partners.
• Oversee recruitment and training for patient cohorts.
• Ensure compliance with accreditation standards.

Skills

Trauma-informed and intersectional equity

Advanced administrative and organizational skills

Sensitivity and empathy

Effective communication

Collaboration and relationship-building

Facilitating group processes

Standard office technology knowledge

Critical thinking and problem-solving

Cultural awareness of Indigenous peoples

Education

Undergraduate degree in a related field

Tools

MS Office

SharePoint

Zoom

Job description

Mandate

The Island Medical Program (IMP), as part of the University of British Columbia’s Faculty of Medicine distributed medical undergraduate program (MDUP), is delivered in collaboration with the University of Victoria, providing medical education training to more than 3,400 undergraduate, graduate, and postgraduate learners.

The Patient Programs portfolio is an essential and collaborative unit that engages community partners who have a desire to participate in, and inform, the future of medical education and patient engagement in the region. This role will support a respectful and intersectional community-patient engagement program that aligns with the mandate of the IMP, especially as related to respectful and outstanding community collaboration, commitment to accessibility, continuous improvement and innovative practice in medical education delivery. This position is unique within the IMP and provides a critical component supporting assessment, curriculum delivery, and ensuring accreditation standards are being met.

Reporting to the Senior Manager and working in collaboration with the MDUP Provincial Patient Manager, this position is responsible for the operational oversight of the IMP Patient Programs including Standardized Patients, Volunteer Patients, First Patients and Clinical Teaching Associates. Each of these program areas support effective and standardized experiential learning experiences in support of teaching and assessing medical undergraduate students at IMP.

Objectives

• Coordinates the day-to-day operations of patient projects supporting 8 courses and 4 examinations annually – allocates staffing and resources, supports scheduling, oversees budget, and supports patient partners and staff, ensuring that deliverables meet IMP standards.
• Works collaboratively with local colleagues, six faculty site leads, provincial directors, and a robust provincial Patient Programs team.
• Oversees and supports the recruitment, educational training and administration of the four main patient portfolios that test or teach physical examination, medical history-taking and patient interviewing skills:
• Standardized Patients (SPs): healthy individuals trained to portray simple or complicated medical conditions in a standardized and consistent method.
• Volunteer Patients (VPs): individuals who act as “themselves” for clinical learning sessions.
• First Patients (FPts): community members with a chronic illness.
• Clinical Teaching Associates (CTAs): individuals who are trained to support learning and instruction of breast/chest, pelvic, genitourinary and prostate examinations.

The Patient Programs Coordinator liaises with the Island Medical Program’s Course Directors and Program Coordinators; Vancouver Island Health Authority staff at the Royal Jubilee and Victoria General Hospitals; staff and faculty at the UBC Faculty of Medicine, Vancouver Fraser Medical Program, Southern Medical Program (Kelowna) and at the Northern Medical Program (Prince George).

This position is primarily located at the Clinical Academic Campus Royal Jubilee Hospital site. This role may include afternoon and evening hours to facilitate patient training sessions. Some weekends are required to support exam delivery. Travel to Vancouver and other sites may be required periodically.

This position requires a level of education, training, and experience equivalent to an undergraduate degree in a related field plus minimum 3 years of relevant experience. An equivalent combination of education, training, and experience may be considered.

Knowledge, Skills, And Abilities Include

• Experience working with trauma-informed and intersectional equity, diversity, and inclusion-based approaches, and demonstrated commitment to valuing diversity and contributing to an inclusive and respectful working and learning environment.
• Advanced administrative and organizational skills, including attention to detail, time management and ability to multi-task.
• Demonstrated ability to exercise sensitivity, empathy, discretion and good judgment and communicate effectively with individuals with diverse abilities, gender expression, gender identity, culture and lived experiences.
• Ability to collaborate, build and maintain productive relationships with provincially distributed faculty and staff and work effectively within a multi-disciplinary team environment.
• Demonstrated ability in facilitating and/or leading group processes including the ability to teach others to role play.
• Demonstrated knowledge of standard office technology and their application, such as MS Office, SharePoint, Zoom and calendar applications.
• Ability to exercise a high level of tact and discretion with confidential and sensitive information. Ability to be thorough, accurate, have a high level of attention to detail and the capability of independent error checking.
• Ability and willingness to learn new technologies.
• Excellent critical thinking and problem-solving skills.
• Ability to sit with discomfort and respond calmly and efficiently to difficult situations.
• Ability to communicate effectively verbally and in writing in a clear, professional and concise manner. Experience creating briefing notes, reports, presentations, and other written materials for various audiences.
• Ability to work independently, manage multiple tasks and priorities, and work effectively under pressure to meet deadlines.
• Demonstrates commitment to decolonization and Truth and Reconciliation, and intersectional engagement with Indigenous and Black Pathways students and community partners.
• Cultural awareness of the Indigenous peoples of British Columbia and familiarity with Indigenous communities, is an asset.
• Experience in theatre or other related areas is an asset.
• Experience working in a medical setting and knowledge of medical terminology is an asset.
• Experience with volunteer and community engagement in a professional environment is an asset.