GME Program Coordinator

Kaweah Health•Visalia, CA

2d•$31 - $46

About The Position

Kaweah Health is a publicly owned, community healthcare organization that provides comprehensive health services to the greater Visalia area in central California. With more than 5,000 employees, Kaweah Health provides state-of-the-art medicine and high-quality preventive services in our acute care hospital, specialized health centers and clinics. Our eight-campus healthcare district has 613 beds and offers comprehensive health services across a broad continuum of care. It takes a special person to work for Kaweah Health. We serve a region where the needs are great, which makes the rewards even greater. Every day, we care for people facing unique challenges and in need of healing. Throughout it all, our focus is to make a difference, and we do — in the health of our patients, our loved ones, and our community. Benefits Eligible Full-Time Benefit Eligible Work Shift Day - 8 Hour or less Shift (United States of America) Department 8240 GME-Administration The Program Coordinator is a member of the leadership team and is critical to the success of the program. As such, the Program Coordinator must possess skills in leadership and personnel management. Program Coordinators are expected to develop unique knowledge of the ACGME and Program Requirements, policies, and procedures. Program Coordinators assist the Program Director in accreditation efforts, educational programming and support of residents. With oversight and direction from the Program Director, the Program Coordinator is responsible for the operational and financial management of the residency training program. The position requires a comprehensive and detailed understanding of national accreditation policies (ACGME) and hospital policies, as well as a high-degree of initiative and independent judgment.

Requirements

Bachelor's degree
Three years administrative experience, preferably coordinating complex educational or healthcare-related programs.
Excellent written and verbal communication skills.
Ability to organize information.
Ability to handle sensitive information with absolute confidentiality.
Working knowledge of software applications including Microsoft Word, Excel, and PowerPoint.
Exercises good judgment, discretion and diplomacy in communications.
Ability to make decisions timely and independently or to escalate issues as needed.
Job may require frequent travel within the boundaries of the Kaweah Health.
Must have reliable transportation available throughout the workday.
Must have a valid driver's license, transportation, and auto insurance.

Nice To Haves

Actual experience in Graduate Medical Education.
Experience or knowledge of accreditation and compliance processes.

Responsibilities

Under the direction of the Designated Institutional Official, Director of GME and Program Director, the Program Coordinator provides support and day-to-day management of activities for assigned residency program.
Coordinates all activities for assigned program.
Facilitates scheduling, orientation, training, examinations and credentialing.
Coordinates resident conferences, travel and special educational events.
Serves as a counselor and liaison for residents and addresses problems.
Manages program budget and compliance with use of funds for residency activities.
Ensures program compliance with ACGME and KD Wellness curriculum and standards.
Serves as the liaison with other KD departments to ensure compliance with Kaweah Health policies.
Ensures program (faculty and resident) compliance with KD initiatives.
Manages and tracks assigned program schedules including resident rotations and assignments, call schedules, vacation and leave schedules, and conference schedules.
Prepares and distributes resident schedules for each rotation in a timely manner.
Serves as a liaison between the residency program and participating (non-KD) sites where residents rotate.
Coordinates and tracks attendance for special educational events including weekly conferences.
Administers assigned evaluations.
Prepares, distributes, logs and assures completion of evaluations on residents, faculty and program.
Compiles statistics, creates reports and summarizes results of resident evaluations and assessments.
Compiles all required data and reports regarding resident performance for Clinical Competency Committee (CCC) meetings.
Compiles all required data and reports regarding rotations for Program Evaluation Committee (PEC) meetings.
Administers the annual program evaluation and ACGME annual program evaluation.
Assists with the completion of the Annual Program Evaluation (APE).
Prepares semi-annual letters for the Program Director.
Organizes and prepares all aspects of resident recruitment activities for assigned program.
Reviews applications from the Electronic Residency Application Service (ERAS) against established institutional and program requirements to determine eligibility for interview.
Assembles program information packets and materials.
Coordinates interviews and site visits.
Conducts follow-up on all visits.
Maintains records on all candidate interviews, Match process, Rank lists, and final selection.
Creates and/or maintains external program advertising/media through websites, publications, social media and other such media.
Maintains program’s website.
Participates in off-site recruitment events as needed.
Coordinates ACGME accreditation site visits for assigned program.
Creates and distributes schedules for participants.
Assists with the completion of the annual WebADS data report and submits to the ACGME.
Assists the Program Director in the creation and implementation of program policies and procedures.
Ensures resident compliance with established policies and procedures.
Maintains a program specific resident handbook which houses all program policies.
Annually reviews all program policies and submits to the Director of GME for review.
Assures program compliance with regulatory agency standards and maintains essential documentation.
Interprets and applies ACGME and other national accrediting agency requirements to ensure compliance.
Works closely with the Program Director, DIO, Director of GME and faculty in program planning and development of the residency program requirements to ensure accreditation and regulatory standards are maintained.
Maintains complete and accurate files to meet KD, ACGME, national board and CMS requirements related to residency training and employment in a timely, consistent manner.
Maintains complete and accurate personnel files for all residents enrolled in the program and graduates.
Tracks use of PSL and adherence by residents to policy.
Reviews and tracks use of vacation time and adherence by resident to policy.
Tracks LOA dates, reports to the national Board and ensures resident completion of all assignments and training prior to graduation.
Monitors resident eligibility for training including current licensure and certifications.
Monitors and maintains proper documentation related to international graduates including PTAL, ECFMG certification and J-1 Visas.
Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, duty hours, annual contracts, and initial and re-credentialing of trainees.
Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
Maintains proper and timely documentation related to resident remediation, probation and HR related issues related to the residents.
Assists the Program Director in drafting documentation related to each of these areas.
Coordinates all other program events to include, but no limited to, retreats, CME events, faculty meetings, educational lunches, program orientation and graduation activities.
Monitors and reports on the training program budget.
Works with the Director of GME to ensure accuracy of monthly budget statements and develops yearly residency budget.
May be responsible for management of grants awarded to individual residents or programs.
Monitors and tracks resident completion of Scholarly Activity requirements.
Provides oversight of Residents in nonclinical requirements.
Provides assignments and direction to the Chief Residents.
Ensures Chief Residents are meeting job requirements and expectations.
Manages and tracks assigned program schedules including classes, participants, events and tasks.
Coordinates all other simulation events and educational programming to include, but not limited to, Sim Day, CME events, educational lunches, program orientation, ultrasound rotation requirements and activities.
Demonstrates the knowledge and skills necessary to provide care and services appropriate to the population served on the assigned unit or work area.
Performs other duties as assigned.