Surgery Residency Program Coordinator – GME

Job Description

The best thing about this role

Are you looking to make a difference by improving the health of our patients? Here you will find an innovative culture that is patient-focused and dedicated to making a difference. We are committed to helping the population we serve, and our communities, achieve optimum health and enjoy the best quality of life possible.

What You'll Do

Creates and maintains systems to comply with accreditation requirements and other national and state regulatory requirements. Maintains a current understanding of accreditation requirements.

• Monitors resident/fellow duty hours to ensure compliance with the Accreditation Council of Graduate Medical Education (ACGME) and the New York State Department of Health requirements; performs audits quarterly and prepares a summary report for the Program Director and the Graduate Medical Education Committee (GMEC) review.
• Collects and analyzes data, and manages the process for the Annual Program Review (APE), and the Clinical Competency milestone reporting sessions.
• Is an active member of the Clinical Competency Committee (CCC) and provides feedback on the residents/fellows that is included in the decisions on resident performance.
• Provides due process support for resident/fellow probation and/or termination.
• Administers compliance with required Letters of Agreement and/or Affiliations Agreements for off-site rotations.
• Create and maintain individual resident/fellow portfolios to ensure compliance with ACGME competencies, curriculum and policies.
• Manages the evaluation process for residents/fellows and provides follow up as needed.
• Facilitates the preparation and distribution of letters of recommendation, for current and residents/fellows to support fellowship or job applications.
• Maintains accurate data in all GME national related systems including the ACGME, WebAds, ERAS, NRMP, and the residency/fellow data management system.
• Ensures ongoing optimization of the current residency/fellow data management systems by supporting end users through consultation, training, and to ensure data integrity.
• Participates in the development of policies and procedures for the training program.
• Provides coaching in responding to, and resolving, resident/fellow issues and program administrative problems.
• Accurately prepares and provides required documentation, including data analysis, for the ACGME self-study and accreditation site visit by the deadline date.
• Manages and participates in the accreditation visits and meetings.
• Prepares and uploads the annual ACGME WebAds data and reports by the required deadline.
• Ensures resident/fellow compliance rate with the institutional and ACGME resident, fellow and faculty survey requirements.
• Instructs residents/fellows in completion of paperwork necessary to sit for Step III of the USMLE/COMPLEX Board Exam.
• Collaborates with the Office of Medical Education to secure all necessary contracts and credentialing documentation.
• Maintains current knowledge federal regulations relating to compliance with the ECFMG regulations for J-1 visas as it pertains to residents/fellows in the assigned program.
• Facilitates and completes all of the necessary documents for the ECFMG J-1 visa applications and renewals for applicable residents/fellows annually by the established deadline.
• Serves as a Training Program Liaison (TPL) for applicable residents/fellows in the assigned program for the ECFMG and is accountable for all of the verification and participation reporting required by Homeland Security and the ECFMG.
• Ensures the residents/fellows are compliant with the annual mandatory health requirements and required certifications for procedures and life support training.
• Provides input to the program budget.
• Maintains database of graduates, and statistics on residents’ fellowship placement and practice locations.
• Represents program on various education committees and implements committee decisions.
• Leads all aspects of preparation and proctoring of the annual In-training Examination with accuracy by the appropriate date.
• Independently prepares and submits periodic updates to the appropriate board certifying body by the required deadline.
• Assures completion of Residents as Teachers training by the end of the PGY 2 year.
• Monitors remediation process for residents/fellows.
  
  

Manages and coordinates a comprehensive recruitment plan and implements strategies for selection of qualified candidates for interviewing and ranking. The Specialist plans, coordinates, implements, facilitates, and directs all activities for the program recruitment.

• Reviews and provides updates for the all related websites and written material for distribution to prospective candidates.
• In collaboration with the Program Director(s), reviews applications from the Electronic Resident Application Service (ERAS) daily and from the applications that meet the resident/fellow selection qualifications, and selects applicants for interviews.
• Confirms that interview confirmation letters are sent to candidates within 24 hours. Is an active member of the ranking committee and has significant input to the decisions determining if candidates are ranked, and where, for the NRMP match.
• Plans, organizes and implements the process for post-match activities within the time frame assigned.
  
  

Partners with the Office of Medical Education to develop the orientation, rotation and conference schedules.

• Develops and leads the orientation of the incoming Residents and Fellows annually.
• Confirms that the schedule meets the ACGME and the appropriate board certifying body regulations for the residency and fellowship programs, ensuring that each resident/fellow meets core training requirements.
• Develops, administers and coordinates clinical rotation schedules for residents and fellows and ensures that all rotation schedules are fully supported by appropriate sites and preceptors.
• Manages the educational conference schedules and documents confirmation of adherence to schedules
  
  

Interacts effectively and sensitively with all members of the Bassett Healthcare Network team.

• Works cooperatively with our other residency/fellowship program staff, Medical Education staff and all other customers by treating them with courtesy, respect and compassion.
• Presents a positive image of Bassett Healthcare through professional appearance and behavior.
• Establishes timely and effective communication with the department staff to ensure vital operational information is shared.
• Exercises independent judgment within the scope of responsibilities and absence of direct authority.
• Mentors and trains Medical Education Coordinators and Specialist team members
  
  

Evaluates, develops and maintains performance improvement standards and key performance indicators.

• Develops and contributes to program performance measures to provide objective outcomes data to support the ACGME requirements.
• Conducts analyses and designs effective methods of extracting and reporting data to provide actionable information.
• Develops workflows, protocols, programs, policies or services which will increase satisfaction for both internal and external customers related to current job responsibilities.
• Identify and correct system, delivery or procedural problems that interfere with either internal or external customer satisfaction.
• Engages in corrective action initiatives and performance improvement plans to support Resident/Fellow retention and successful completion of program requirements and graduation.
• Develops and recommends processes and procedures to improve efficiency
  
  

Performs other related duties as assigned by the Director and Administrative Director of Medical Education

• Performs other duties as requested and observed by supervisor or manager
  
  

Education

What we need from you

• Bachelor's in Business, Healthcare, Education or other related field required
• Master's in Business, Helathcare, Education or other related field preferred
• Experience may be considered in lieu of education
  
  

Experience

• 3 years Medical Education experience
• 5 years of Medical Education experience and an Associate's degree may be considered in lieu of degree completion
• 7 years Medical Education experience and a High School diploma may be considered in lieu of degree
  
  

License/Certifications

• Current Driver's license required
• C-TAGME required (Certification by the national Board for Certification of Training Administrators of Graduate Medical Education) within 5 years of hire - once certified required to maintain CEU credits to support maintenance of certification (see C-TAGME requirments)
• National Organization Membership required in a relevant residency/fellow or hospital medical education organization within 1 year of hire
  
  

Skills

• Ability to adjust with shifting priorities, demands, and timelines through prioritizing and problem-solving capabilities
• Ability to work effectively with all levels of faculty, administration, and staff in situations where one must be courteous but firm in seeking information or cooperation
• Ability to communicate effectively with diverse audiences including residents, fellows, students, physicians, nurses, administrators, and other clinical and non-clinical staff members
• Knowledge and systems expertise in healthcare or academic settings, in order to effectively outline recommendations/options and implement enhancements
• Excellent attention to detail to maintain accurate and complete records of departmental activities and confidential personnel/training records
• Advanced competency working with numbers and data analysis
• Project Management experience
• Ability to work in a multi-cultural, diverse environment
  
  

Physical Requirements

• Sedentary Work - Exerting up to 10 lbs of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking or standing are required only occasionally, and all other sedentary criteria are met.
• Walking, sitting, lifting no more than 25 pounds
• Ability to sit and work at computer for extended periods of time
  
  

Travel

• Must be willing to travel to network hospitals and other sites as needed
  
  

Total Rewards

Benefits

Bassett Healthcare Network’s commitment to our employees includes benefit programs carefully designed with the needs and values of all our employees in mind. Many of the benefits we offer are paid fully or in large part by Bassett. Our generous benefits offerings include:

• Paid time off, including company holidays, vacation, and sick time
• Medical, dental and vision insurance
• Life insurance and disability protection
• Retirement benefits including an employer match
• And more!
  
  

Specific benefit offerings may vary by location and/or position.

Pay Range

Salary is based on a variety of factors, including, but not limited to, qualifications, experience, education, licenses, specialty, training, and fair market evaluation based on industry standards. The above compensation range represents a good faith belief of the compensation range by Bassett Healthcare Network, and its entities and affiliates, at the time of this posting or advertisement.

Pay Range Minimum

USD $24.74/Hr.

Pay Range Maximum

USD $37.10/Hr.

We love the difference people bring

We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, sex (including pregnancy, childbirth, or related condition), age, national origin or ancestry, citizenship, disability, marital status, sexual orientation, gender identity or expression (including transgender status), genetic predisposition or carrier status, military or veteran status, familial status, status as a victim of domestic violence, or any other status protected by law.