Residency Program Coordinator

meharrymedicalcollege; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

Meharry Medical College in the United States seeks a dedicated professional to lead and manage the daily operations of the residency/fellowship program, ensuring objectives are met and compliance with ACGME guidelines.

You will coordinate with the program director to develop policies and processes, maintain databases, recruit residents, and foster effective relationships with faculty, residents, affiliates and professional associations.

Responsibilities

• Monitors maintenance of program accreditation with ACGME and CODA.
• Prepares materials and resources for ACGME site visit reviews.
• Reviews program and institutional requirements and implements updates.
• Monitors resident compliance with surveys and supports quality improvement activities.
• Maintains program databases and tracks milestones, logs and surveys.
• Coordinates and facilitates meetings with faculty, residents and site directors.
• Ensures Letters of Agreement are in place for all rotation sites.
• Organizes documentation for residency trainees and maintains file records.
• Gathers documentation for ACGME/CODA self-study and site visits.
• Monitors and reports five-year data for boards, data analysis for compliance.

Job description

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. The candidate will be responsible for co-coordinating with the program director 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, residents, medical affiliates and related professional associations/organizations.

Essential Functions (Principal Duties and Job Responsibilities):

Program Accreditation: Monitors maintenance of program accreditation with ACGME and CODA.

Prepares and coordinates materials and resources for ACGME site visit reviews. Works with developing, implementing and enforcing program-specific policies as required by the ACGME, CODA and other accrediting bodies in conjunction with the program director.

Reviews and assesses current program and institutional requirements for the program; monitors requirement for updates; works with program director in implementation; and completes all required updates on the ACGME and CODA websites.

Monitors resident compliance with completion of ACGME and CODA surveys to ensure required compliance rate is reached. Works with the program director and faculty in planning, developing and implementing program's 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, milestones 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.

Develops and 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 residential 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.

Organizes and gathers required documentation for completing ACGME and CODA self-study and site visits.

Participates on Program Evaluation Committee (PEC) and ensures required documents are available for committee to function.

• Monitors specialty boards pass rates for graduates from the program and reports 5-year data as required by ACGME as required by specific program.
• Monitors and analyzes data to determine compliance with ACGME and CODA requirements.
• Manages and maintains program data in MyEvaluations software, including schedules, conferences, and evaluations.

Rotation and Coverage Schedules (As Required By Specific Program):

Prepares, monitors and disseminates faculty and residential rotations, on-call coverage, work hours and vacation schedules using MyEvaluations 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.

Monitors, approves and tracks resident clinical hours and payroll in Banner and MyEvaluations. Collaborates with the Office of Graduate Medical Education and Finance to reconcile attendance records and resolves discrepancies for accurate IRIS reporting to Centers for Medicare & Medicaid Services (CMS). Prepares FTE budget for Finance.

Lectures and Events (As Required By Specific Program):

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 and expense reimbursements; publicizes events, manages registration and tracks attendance. Ensures that conferences (lectures, grand rounds etc.) align with established CME guidelines.

Reserve 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.

Schedules and proctors In-Training Exam.

Evaluation:

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 house staff when they rotate through the affiliate sites after each rotat