What are the responsibilities and job description for the Residency Program Coordinator position at Billings Clinic Health System?
The Residency Program Coordinator works under the direction of with the Program Director for the development, implementation and administration of the Residency Program in accordance with established guidelines, national and state standards and other regulatory requirements for incoming and current residents. The Residency Program Administrator and Program Director work closely with the Director of the Office of Medical Education and DIO to ensure continued reaccreditation. Responsibilities include development, planning, implementation and evaluation of the Residency Program.
Essential Job Functions
Assists the Program Director in various professional capacities on a daily basis. Works with minimal supervision. Takes appropriate action during his/her presence and absence utilizing initiative and judgment to ensure all matters requiring attention are addressed promptly and effectively or are brought to his/her attention.
Documents and maintains files designed to ensure continued accreditation by the Accreditation Council for Graduate Medical Education (ACGME), with established education guidelines, national and state standards, and other regulatory requirements and Billings Clinic Medical Staff Bylaws, policies and procedures.
Develops, plans, implements and evaluates the residency program at Billings Clinic to ensure continued reaccreditation. Assists the Program Director with preparations and readiness for accreditation site reviews.
Participates in faculty and resident committees. core
Serves as a primary point of contact for physicians, faculty, residents and the general public regarding information about the Residency program and activities. Interacts with peers at regional and national level.
Provides administrative/clerical support for the Residency program. Composes, drafts, and prepares correspondence, memorandums, and reports. Performs data gathering and analysis for coordination of various projects requiring independent judgment with minimal supervision.
Participates in research for available grants and/or alternative funding resources that can be utilized for financial support of the internal medicine Residency programs.
Participates in the development of the public relations and marketing plans related to the program.
Conducts periodic program analysis to include annual financial budget and assists in planning for next fiscal year needs.
Tracks and monitors all program expenditures and ensures adherence to established budgetary guidelines. Reviews and approves all related invoices for payment.
Responsible for all aspects of the Residency program to include coordination of schedules necessary for the daily operation of the Residency program.
Assists the Program Director to assure appropriate coverage of services.
Prepares and publishes monthly schedule and coordinate updates when rotation changes occur.
Coordinates logistics for conferences/residency related committees to include facility coordination, catering, lodging, A/V equipment, etc. and oversees all operations on the day of the meeting.
Assists residents and faculty with preparation of handouts and other teaching materials.
Coordinates special projects and/or programs for the Program Director and other teaching faculty.
Coordinates systematic collection and reporting of relative regulatory and accreditation requirements. Ensures adherence to the guidelines and policies of the ACGME accrediting agency and all other awarding agencies, academies and organizations and established educational guidelines, national and state standards and/or other regulatory requirements and Billings Clinic Medical Staff Bylaws, policies and procedures.
Maintain and monitor resident and faculty evaluations.
Coordinates the yearly recruitment process by screening applicants based on program guidelines, prepare rank and order listings, schedule interviews, prepares marketing materials and brochures.
Coordinates with Medical Staffing Office to ensure all resident credentials and licenses comply with national and state standards and/or other regulatory requirements and Billings Clinic Medical Staff Bylaws, policies and procedures.
Provides support and assistance to residents including licensing and certifications, preparation and filing of loan deferment forms, assisting in the application process to professional associations and other general employment related issues
Manages all aspects of the resident orientation process by working closely with other internal departments to ensure all required processes are completed. (i.e., Human Resources, Medical Staffing Office, Professional Development, Quality Resources, etc.)