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Training Program Coordinator
City of Hope
With oversight and direction from the Graduate Medical Education (GME) Office and Program Director, the GME Training Program Coordinator is responsible for the operational and daily management of the accredited/non-accredited residency/fellowship training program. Requires a comprehensive and detailed understanding of national accreditation and hospital policies, as well as a high
degree of initiative and independent judgment.
The coordinator will assist the Program Director in developing and maintaining the educational quality of the training program and ensuring compliance with ACGME or other accreditation standards as well as any other regulatory requirements. The position will perform educational and administrative tasks and services in support of the Program Director.
The coordinator will function as a liaison between attending physicians, residents, fellows, medical students, other specialty departments, outside institutions, Graduate Medical Education Office and the Medical Staff Office. The 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. Training Program Coordinators should be knowledgeable about compliance and regulatory requirements at City of Hope and the various training sites in which their residents/fellows rotate.
Key Responsibilities include:
Coordinates educational activities (e.g., didactic conference schedule, Grand Rounds, student rotations, etc.) that support the program’s curriculum and adhere to ACGME requirements. ?
Assists in supporting compliance to GME policies and procedures and related departmental policies.
Maintains GME training program policies and procedures that are consistent and compatible with those adopted by the hospital and institution-specific policies developed by the GME Office and GME Committee.
Provides guidance to trainees on training program, GME policies, and non-clinical aspects of the training program.
Works with the Program Director to coordinate the resident & fellow recruitment processes, including the initial screening, examining, comparing, and processing of applications; evaluate applicant applications for completeness; notify applicants of decision to interview and schedule interviews; correspond with applicants; gather interview summary information. Performs all Match responsibilities and corresponds with newly matched residents/fellows about requirements and process for appointment to the hospital. If applicable, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program). If applicable, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Recruitment season.
Coordinates creation, dissemination and monitoring of rotation block schedules, clinic and call schedules; updates schedules to maintain accuracy as needed
Coordinates creation, dissemination and monitoring of resident/fellow, medical student, faculty, and program evaluations.
Develops and creates trainee and program evaluation reports, such as trending evaluation data over time for individual trainees, rotations, and the program. Creates evaluation reports needed to identify areas for program improvement and educational interventions and track data demonstrating effect of interventions.
Maintains accurate records of fellow and resident prior training, rotations, leaves of absence, vacation, etc. to ensure accurate reporting
Maintains web-based accreditation surveys for program, collecting and collating appropriate information as required
Working with the GME office, compiles and submits accurate reports to certifying bodies and other professional organizations as required
Plans and manages the day-to-day activities of the training program including rotation schedule development, conference scheduling, trainee evaluation process completion, meeting preparation and other program activities as requested
Exemplifies and represents hospital by being the liaison between the residency/fellowship training program and other departments
Coordinates travel plans and oversees preparation of travel vouchers for residents, fellows, and program director
Maintains all essential documents required for program accreditation
Manage and track vacation, leave of absence, and other personnel issues, working closely with the GME office on any leave requests.
Develops processes to improve efficiency of the training program by standardizing formats for routine correspondence and periodically review work flow and identify areas for improved efficiency
Organizes trainee remediation and adverse actions process following established Program and Institutional policies and procedures
Assists program director in meeting the current standards established by regulatory and accreditation bodies, ensuring compliance with all regulatory standards (Accreditation Council for GME)
Ensures that Training Program reports and correspondence are prepared and delivered in a timely manner
Maintains databases with resident and faculty data, within New Innovations and ADS as appropriate
Creates and/or maintains external and internal program information through websites, brochures, postcards, publications and other such media.
Coordinates outside resident/fellow department rotators and medical student rotations (if applicable) with the GME Office and monitors rotation schedules to ensure compliance with regulatory and accrediting bodies
Assists program directors and faculty in planning, developing, and implementing training program improvement projects
Schedules meetings, prepares agendas, takes minutes, prepares reports, and prepares correspondence for program director, as requested
Coordinates and helps plan with GME the annual trainee graduation
Ensures that confidential files and records of trainees are maintained. Assists in the preparation of appropriate letters of recommendation for graduates as needed
Assists trainees in becoming acclimated to the educational settings and collaborates with the GME office in the preparation and implementation of new resident and fellow orientation
Schedules annual in-service or training exams if applicable
Assists in monitoring duty hours, evaluations, out-patient rotations, procedure logs, and scholarly activities for accuracy and completion (New Innovations and ADS)
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, extensions, annual contracts, and initial and re-appointment of trainees.
Maintains databases with trainee and faculty data in New Innovations (and ADS if applicable)
Tracks paperwork for visa requests, in conjunction with the GME Office Training Program Liaison (TPL) if applicable
Provides administrative support for the Program Director and Associate Program Director.
Manages and coordinates accreditation site visits, including preparation of site visit documentation and actively participates in site visit
Educates trainees and faculty regarding policies and procedures, and utilization of computer programs for evaluations, logs, and reporting (New Innovations)
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 training program, processing all check requests, and paying bills associated with the program’s activities. May be responsible for management of grants awarded to individual residents.
Basic education, experience and skills required for consideration:
4 years of experience may substitute for educational requirements.
1 year (with Bachelor’s Degree) of experience working in medical education or health care setting, familiarity with the organization and process of graduate medical education .
Progressive administrative support experience or
equivalent, demonstrating successful office coordination experience.
Prior ACGME program coordinator experience preferred.
Completion of relevant ACGME program courses.
C-TAGME Certification Preferred.