The Residency Program Coordinator administers various workflows which are integral to the day-to-day operations of the educational infrastructure of the Residency Program. The Residency Program is responsible for operationalizing all aspects of the resident recruitment process, resident and preceptor agreements, resident credentialing, database integrity, graduation, and orientation for the Residency
Program.
The program coordinator is considered a member of the program leadership team under a dyad leadership model in collaboration with the Program Director and is critical to the success of the program. As such, the program must possess skills in leadership and personnel management. Program are expected to serve as subject matter experts and keep apprised of upcoming changes of the ACGME and Program Requirements, policies, and procedures. Program coordinators assist the program director in accreditation efforts, educational programming, and support of residents.
Oversees the functions of the residency program. Corresponds with medical schools, the Accreditation Council for Graduate Medical Education (ACGME), American Osteopathic Association, Association of American Medical Colleges, the National Resident Matching Program, the ABMS, and other organizations as necessary to maintain program accreditation and program development. Supports and serves as a consultant to the Program Director with duties which directly relate to compliance with ACGME program accreditation. Performs duties for faculty and residents as requested which directly pertain to the daily operation of the residency program. Anticipates and proposes recommendations to Program Director, Clinical Competency Committee, Program Evaluation Committee and Academic Affairs to support the program’s achieving substantial compliance with ACGME requirements.
Administers the annual resident recruitment/interview process including installing and maintaining software (ERAS, FREIDA, NRMP), application downloads, correspondence with all applicants, scheduling of interviews, kickoff/ranking meetings, etc. Supports the Program Director during and after the Match process with new resident agreements, required documentation, and correspondence. Collaborates with marketing and Academic Affairs to develop promotional materials for the program’s recruitment efforts
Administrates, configures and maintains current and accurate programmatic data in New Innovations software. Serves as database administrator, providing training/assistance to all residents and faculty; reviews and updates all residency curriculum including evaluations. Tracks duty hours and evaluations, and prepares and routes notifications of delinquencies to faculty advisors. Manages all upgrades and revisions to residency management software.
Creates and distributes evaluation schedules, including the maintenance of resident dashboards and uploading of information to residency management software. Oversees catering requests for all conferences and meetings and oversees ITS schedules, resident rotation schedules including updates, changes, and revisions to the block rotation schedule. Processes requests for elective rotations, including all rotation related paperwork. Corresponds with community preceptors regarding rotation schedules and oversees preceptor agreements/PLAs. Enters accurate IRIS report information for the Medicare Cost Report into New Innovations
Completes and processes license applications and renewals, plans all activities and schedules related to orientation of new residents, including scheduling of orientation speakers. Is responsible for collaborating with Academic Affairs to support the timely execution of new resident contracts and the contract renewal process for existing residents. Distributes post-match surveys and new resident paperwork. Provides prompt notification to the Academic Affairs office of resident promotion, transfers, advancement, graduation, leave of absence and extension of contracts.
Organizes all activities related to program graduation including awards, certificates, programs, and ballots/voting for resident and faculty awards. Maintains guest list of invitees, alumni, faculty and staff. Works with Program Director to select the event location (including all event details) and plans post-graduation faculty/residency staff dinner. Collects and maintains results of graduate exit interviews and graduate surveys.
Provides support to program committees, including Curriculum committee, Resident Recruitment, and the Program Evaluation committee. Participates in annual program evaluation, including annual Strategic Planning with the Program Director, program faculty, and Chief Residents. Develops and maintains a program policy and procedure manual in collaboration with program leadership. Supports the Sponsoring Institution’s development of the Annual Institutional Review process, tracking and documenting the program’s output of scholarly work including patient safety and quality improvement projects. Annually and in preparation for site visits collects data and updates the accreditation database (ADS).
Advises and participates in the development of annual program budget, prepares purchase orders and codes expenses accurately. Completes reimbursement requests from residents and faculty, including travel expenses. Processes preceptor reimbursements in coordination with the Program Director’s oversight. Tracks and manages utilization of educational expenses/funds for both residents and faculty.
Maintains program data in the Visiting Student Learning Opportunities (VSLO) database, oversees medical student rotations in conjunction with Academic Affairs.
Performs other duties as assigned.... More >><< Less