Program Coordinator

DHR Health - US:TX:Edinburg - Days

Summary:

FLSA STATUS: Exempt Non-Exempt

MISSION STATEMENT:

Our Mission is to improve the well-being of those we serve with a commitment to excellence: every patient, every encounter, every time.

VISION:

Our Vision is to create a world-class health system to advance medicine and increase access for the communities we serve by empowering caregivers to heal through compassion, knowledge, innovation, integrated care and excellence.

POSITION SUMMARY:

The GME Program Coordinator (PC), under the direction and supervision of the GME Manager and the Program Director is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The PC provides administrative support to the residency program and Program Director of the residency, Chief Residents, and provides support to faculty, residents, and fellows. The PC additionally will interact with faculty, residents, fellows, medical students, and institutional and regulatory administrative offices as directed by the GME Director.

POSITION EDUCATION/ QUALIFICATIONS:

• Bachelor's Degree

JOB KNOWLEDGE/EXPERIENCE:

• Advanced secretarial experience, required

• Exceptional organization skills

• Ability to independently prioritize work

• Ability to utilize resources effectively

• Critical thinking and problem-solving skills

• Effective written and verbal communication skills

• Ability to adapt and adjust to new or changing situations

• Exceptional interpersonal and communication skills

• Ability to maintain confidentiality

• Understands the dynamics and objectives of the residency/fellowship programs and their relationship with the sponsoring institution and participating sites, including medical school affiliates

• Understands the management structure of the residency and maintains effective relationships with supervisors and co-workers

• Understands general human resources functions and principles

• Understands general program budgetary processes and principles

• Understands principles of record keeping and confidentiality (including HIPAA compliance)

• Understands ACGME, New Innovations, AAMC, PDWS, ERAS, NRMP, ECFMG software and applications

• Able to organize, schedule, and prioritize work for self and others to meet deadlines

• Able to utilize interpersonal skills to work effectively with others

• Demonstrates proficiency with computer applications, online resources and equipment utilized by the department and institution

Responsibilities:

POSITION RESPONSIBILITIES:

1. Coordinates the Residency/Fellowship Program to include:

2. Coordinate the daily operations and logistics for the program, working closely with the Program Director

3. Adhere to procedures and systems that ensure orderly and timely workflow
4. Maintain knowledge of current medical licensure requirements, visa and immigration policies, ACGME accreditation and institutional requirements
5. Implement and update program databases
6. Coordinate with Program Director and/or Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules
7. Coordinate outside electives which include applications to hospital(s), malpractice coverage confirmation, and evaluation forms
8. Process resident and faculty professional organization memberships
9. Prepare and distributes the yearly and monthly assignment schedules of the residents
10. Distribute, collect, and tabulate all evaluation forms regarding residents, rotations, and faculty and generates feedback for appropriate follow-up and reporting
11. Maintain confidential resident and fellow files
12. Coordinate Residency/Fellowship Program Grand Rounds to include scheduling speakers, arranging speaker's travel and accommodations, and coordinating presentation
13. Arrange BCLS, ACLS, PALS, and ATLS and re-certification training courses
14. Assist with resident travel and accommodations for national conferences
15. Serve as liaison with other departments and affiliated institutions
16. Maintain residency committee meeting minutes and develops reports as requested
17. Prepares check requests, travel authorizations, fund reimbursements, and expense reports.
18. Maintains necessary records for Medical Education

19. Maintain biographical information on all residents and update information on alumni
    Handle highly confidential material for residency, fellowship, faculty, and institution.

20. Coordinates the ACGME Accreditation and Reporting Requirements to External Agencies/Organizations:

21. Compiles, updates and submits reports to ACGME/AOA, American Association of Medical Colleges (AAMC), American Medical Association (FREIDA), and other professional organizations as directed by the Program Director and/or GME Office (GMEO).

22. Compiles, tabulates and reports data for surveys, questionnaires, census reports, accreditation reports and documents required by internal and external agencies as directed by the Program Director and/or GMEO.
23. Coordinates resident semiannual review.
24. Collect necessary information for developing appropriate database analysis tools to meet current ACGME requirements.
25. Coordinate the administration of the National In-training Examinations.

26. Prepare and distributes all post-graduation verifications.
    Collect, compile, submit and maintain all resident reports or projects.

27. Recruitment of residents and fellows:

28. Coordinate communication between applicants and program via e-mails, telephone and written correspondence

29. Serves as an information source for the program, institution(s) and community
30. Adhere to recruitment plan, timeline, guidelines, and policies and procedures for the department
31. Maintain all interview materials used by faculty, residents and applicants
32. Manage review of residency applications using the ERAS system as directed by the Program Director
33. Coordinates all resident interviews and communications with applicants
34. Coordinates applicants' interview day.
35. Plans and arranges interview social activities.
36. Manages ERAS software to produce residency applications, reports, and rank list
37. Tracks all evaluation scores of interviewed applicant and prepare data for initial match rank list

38. Participate in the resident ranking meeting
    Administers and reviews post-match survey to applicants, recommends changes to improve next year's recruitment activities.

39. Coordinates Appointments, Reappointments, and Termination:

40. Coordinates general orientation of new residents (includes department, clinical areas and institution).
    Distribute and monitors the resident appointment and reappointment process.

Other information:

LINES OF REPSONSIBILITIES:

(Chain-of-command)

1. GME Manager 2. SVP of Medical Education 3. Chief Academic Officer

CUSTOMER SERVICE:

Provide excellent customer service to all DHR customers. All employees are required to attend the DHR C.A.R.E.S program which outlines the Customer Service Principals including: Commitment, Accountability, Respect, Excellence and Service.

AGE SPECIFIC:

Employees must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served in his/her assigned unit. The individual must demonstrate knowledge of principles of growth and development over the life span and possess the ability to assess data reflective of the patient's status and interpret the appropriate information needed to identify each patient's requirement relative to his or her age.

AMERICANS WITH DISABILITIES ACT: (ADA):

A. Essential Duties: Indicated by bold print within performance standards, preceding individual numbered criteria.

The following table provides physical requirements that will be associated with, but not limited to, this position:

Light/moderate lifting up to 20 lbs, from the floor to shoulder height.

Yes

Kneeling

Yes

Must be able to assist other employees with lifting more than 20 lbs.

Yes

Walking

Yes

Light/moderate carrying up to 20 lbs.

Yes

Standing/Squatting

Yes

Straight pulling

Yes

Sitting

Yes

Pulling hand over hand

Yes

Pushing

Yes

Repeated bending

Yes

Stooping/Bending

Yes

Reaching above shoulder

Yes

Climbing Stairs

Yes

Simple grasping

Yes

Climbing Ladders

No

Dual simultaneous grasping

Yes

Depth Perceptions needed

Yes

Ability to see

Yes

Identify Colors

Yes

Operating office equipment

Yes

Twisting

Yes

Operating mechanical equipment

Yes

Crawling

No

Ability to read and write

Yes

Ability to Count

Yes

Ability to hear verbal communication without aid

Yes

Operating Personal Vehicle

Yes

Ability to comprehend written/verbal communication

Yes

Other: Ability to deal with stress

Yes

OSHA Category

III

B. Working Conditions: The individual spends over 95% of his/her time in an air-conditioned environment with varying exposures to noise. There is protection from weather conditions but not necessarily from temperature changes. The position does have low exposure to malodorous, infectious body fluids from patients and some minimal exposure to noxious smells from cleansing agents.

C. Occupational Exposure: This position has minimal to no exposure to blood, body fluids, or tissues and is an OSHA Category III (although situations can be imagined or hypothesized under which anyone, anywhere, might encounter potential exposure to body fluids). Person who performs these duties are not called upon as part of their employment to perform or assist in emergency medical care or first aid or to be potentially exposed in some other way.

D. Aptitudes: HIGH LOW

Intelligence: General learning ability: The ability to "catch on" or understand instructions and underlying principles. Ability to reason and make judgments. 3

Verbal: Ability to understand meanings of words and ideas associated with them, and to use them effectively. To comprehend language, to understand relationships between words, and to understand meanings of whole sentences and paragraphs. To present information or ideas clearly. 3

Numerical: Ability to perform arithmetic operations quickly and accurately. 2

Spatial: Ability to comprehend forms in space and understands relationships of plane and solid objects. Frequently described as the ability to "visualize" objects or two or three dimensions, or to think visually of geometric forms. 2

Form Perception: Ability to perceive pertinent details and objects or in pictorial or graphic material to make visual comparisons and discriminations and see slight differences in shapes and shadings of figures and widths and lengths of lines. 3

Clerical Perception: Ability to receive pertinent details and verbal or tabular material. To observe differences in copy, to proofread words and numbers, and to avoid perceptual errors in arithmetic computation. 2

Motor Coordination: Ability to coordinate eyes and hands to fingers rapidly and accurately in making precise movements with speed. Ability to make a movement response accurately and quickly. 3

Finger Dexterity: Ability to move hands easily and skillfully. To work with fingers in placing and turning motions. 3

Manual Dexterity: Ability to move hands easily and skillfully. To work with hands in placing and turning motions. 3

Eye-Hand-Foot Coordination: Ability to move the hand and foot coordinately with each other in accordance with visual stimuli. 3

Color Discrimination: Ability to perceive and respond to similarities or differences in colors, shapes, or other values of the same or different color. To identify a particular color, or to recognize harmonious or contrasting color combinations, or to match color adequately. 3

I have read and reviewed my job description with my supervisor or designee and I understand the job I am expected to perform.

If applicable ____________ certification will be completed within _________ time frame of hire/