EDUCATION PROGRAM COORDINATOR

JOB SUMMARY:  With oversight and direction from the DIO/ Program Director/CMO, the Program Coordinator is responsible for the operational and financial management of the accredited/non-accredited residency-training program.   The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations. The Education Program Coordinator will also coordinate medical student rotations (ACOM, VCOM, USA etc...) at the Franklin Core Site.   

ESSENTIAL FUNCTIONS: 

1. Provides support and meets regularly with the Program Director and/or DIO concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement.  May assist in program-level policy development. 
2. Interprets and applies ACGME, other national accrediting agencies, and health center policies to support compliance.
3. Provides both administrative supervision and support to residents/interns/fellows. Acts as a liaison between residents and health center administration when necessary.  Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
4. Informs residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office,
5. Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, annual contracts, and initial and re-credentialing of trainees. 
6. Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
7. Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems.  Maintains databases with resident and faculty data in the residency management system).
8. Manages the evaluative processes of the trainees, program, faculty, and rotations. 
9. Develops and distributes call schedule.
10. Oversees all purchasing for the office/program.  Assesses equipment acquisition and training needs, and makes recommendations to the Program Director.  Orders equipment and supplies for the training office via FPHC Purchasing Department 
11. Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events. 
12. Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
13. Ability to make decisions independently or to escalate issues as needed.
14. Organizes meetings and prepares and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures. 
15. Coordinates medical student rotations and, as appropriate, “observer ships”. 
16. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media.  Creates/edits annual publications regarding the program. Maintains program’s website.
17. In applicable programs, maintains the Electronic Residency Application System (ERAS) and oversees its processes during the Residency Recruitment season. 
18. Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the health center. 
19. Tracks and processes initial paperwork for visa requests, in conjunction with the Human Resources Department
20. Verifies trainees’ status and activities as needed.
21. Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
22. Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.

JOB DESCRIPTION

EDUCATION PROGRAM COORDINATOR

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1. Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/PHS departments.
2. Submits a monthly report of activities to the DIO(COO)
3. Performs other duties as assigned by the Program Director. 

Other Duties: Medical Student Programs

• Assist the Core Site Director(CMO) in recruiting and retaining preceptors
• Collect and submit required documents to credential/ re-credential preceptors
• Create and maintain preceptors schedule with medical students
• Assist with entering preceptor evaluations as necessary
• Prepare and submit Core site invoices to regional coordinator
• Attend Core site coordinator meetings as necessary
• Engage and present information to 2^nd year students at Clerkship fair and core site connections annually
• Complete compliance training by stated deadlines
• Observe all required policies and procedures of Medical Schools
• Address student needs prior to, during, and after clerkships, including but not limited to orientation, assisting with transitional needs, and addressing daily educational needs as they occur
• Certify student schedules in E*Value (or other system as designated) at least 21 days prior to the start of the clerkship, verify they adhere to the Academic Catalog and the student educational plan.
• Proctor assessment activities such as COMAT, preceptor evaluation of student, and student evaluation of site
• Collaborate with CMO to meet student needs by ensuring physician resources and hosting training activities for physicians to serve as preceptors
• Ensure compliance with all required Federal, State, and local laws and regulations

ADDITIONAL RESPONSIBILITIES:.

Supervisory Responsibility

Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.

Fiscal Responsibility

Develops monitors and reports on the training program budget.  Works with the business manager and/or Administrative Director to ensure accuracy of monthly budget statements and develops yearly residency budget.  Responsible for recurring purchase orders for the residency program,

Accreditation Responsibility

Requires a comprehensive and detailed understanding of ACGME accreditation policies and health center policies, as well as Medical School applicable policies.

CUSTOMER SATISFACTION REQUIREMENTS:  Must provide the very best customer satisfaction to staff, residents, medical students, visitors, guests, and patients at all time in a professional and courteous manner.  Provide assistance in resolving customers’ problems relating to employee services. Coordinates efforts and interfaces with other departments to resolve complaints and patient care deficiencies.

PERFORMANCE STANDARDS:   Performance will be evaluated annually wherein an overall satisfactory rating is considered as a minimum acceptable level of performance.

HEALTH AND SAFETY REQUIREMENTS:    The health and safety requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

1. Must adhere to safety regulations, personnel policies and procedures.
2. Safety and Hazard Communication training update is required annually.
3. Knowledgeable of OSHA and CLIA requirements to assure compliance.
4. Maintain yearly health maintenance by obtaining TB skin testing and completion of the hepatitis series.

PRIVACY RULE COMPLIANCE REQUIREMENTS:  

1. Adheres to Health Insurance Portability and Accountability Act (HIPAA Privacy Rule) policies and procedures.
2. Must successfully complete Privacy Rule compliance training annually or as revisions are made to the policies and procedures.
3. Must comply with Privacy Rule guidelines by learning to protect FPHC patient’s medical privacy.
4. Must comply with Privacy Rule guidelines by appropriately maintaining our patient information in compliance with national standards.
5. Must comply with Privacy Rule guidelines by providing appropriate security of FPHC patient records.

QUALIFICATIONS:

EDUCATION/EXPERIENCE: A minimum of a bachelor’s degree from an accredited university. Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting.

KNOWLEDGE, SKILLS, AND ABILITIES:

1. Excellent written and verbal communication skills. 
2. Ability to organize information.
3. High degree of initiative
4. Ability to handle sensitive information with absolute confidentiality.
5. Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
6. Ability to make decisions independently or to escalate issues as needed.

PHYSICAL/MENTAL REQUIREMENTS:  Requires working under stressful conditions or working irregular hours.  Must be able to express ideas clearly and concisely; and exercise balanced judgment in evaluating situations and making decisions.  Possess strong oral and written communication skills.  Knowledge of the professional nursing theory and practice to direct, give, and evaluate patient care processes for the department.  Knowledge of organizational policies, regulations and procedures to administer nursing services for patient care.  Ability to maintain quality control standards.