Program Coordinator

Beth Israel Lahey Health•Burlington, VT

13d•$28 - $37

About The Position

The Program Coordinator, GME coordinates and supports the daily operations of one or more departmental residency or fellowship programs. Working under the direct supervision of the Director of the Medical Education Department and the Program Director, the coordinator helps ensure compliance with ACGME guidelines and policies. As part of the Medical Education Department, the coordinator may also provide support to other Medical Education service areas as needed. The role supports program accreditation, trainee recruitment and administration, evaluation, scheduling, reporting, and recordkeeping. It also provides administrative support to program leadership, residents, faculty, and related hospital departments. The position routinely involves access to highly confidential resident and fellow information, including performance ratings and disciplinary records. The job facilitates processes that may affect patient access to services.

Requirements

High school diploma required.
At least 1–3 years of relevant experience in a health care and/or hospital environment.
Ability to type and use Microsoft Office, including Word and Excel, and to learn new computer programs.
Demonstrated high level of interpersonal skills.
Ability to prioritize and handle multiple projects.
Willingness to learn new responsibilities if prior experience is in general health care administration rather than residency program management.

Nice To Haves

Associate degree preferred.
Prior experience managing a residency program preferred.
Previous administrative experience in a health care environment.

Responsibilities

Serve as the primary administrative contact for one or more residency or fellowship programs.
Maintain working knowledge of ACGME protocols and requirements and help ensure assigned programs comply with them.
Prepare and submit information requested by the ACGME, including annual updates to ADS, ensuring submissions are accurate and complete.
Prepare for and assist with ACGME site visits, CLER visits, and other accreditation activities.
Compile and maintain annual records of residents’ operative procedures in the ACGME Case Log System.
Manage implementation and collection of Milestones in ACGME and the New Innovations Database.
Maintain ERAS and/or San Francisco Match databases; support recruitment, review and screen applications, conduct Match processes, and correspond with matched residents about appointment requirements.
Document faculty and resident attendance at conferences.
Complete national and hospital surveys and report program or trainee data.
Distribute policies and procedures for resident duty hours and the working environment; monitor duty hours and at-home call as applicable, adjust schedules to address excessive service demands or fatigue, and monitor backup support needs.
Prepare letters and verifications, including Board eligibility letters and verification of training for trainees and alumni.
Schedule and prepare meetings and program-related events.
Manage resident rotation and block schedules and keep duty-hour tracking current in New Innovations for ACGME compliance and Finance Department reference for the Annual Medicare Cost Report.
Track Quality Improvement and Patient Safety projects and scholarly activity.
Manage trainee, program, faculty, and rotation evaluation processes in New Innovations.
Review annual Program Letters of Agreement (PLAs) to ensure they are current.
Coordinate medical student rotations and, where applicable, observerships and electives.
Schedule and prepare documentation for biannual resident and program director meetings.
Track residents’ vacation and sick leave.
Provide administrative supervision and support to chief residents; liaise between residents and hospital administration and with other hospitals, units, and departments on recruitment, orientation, affiliation agreements, and external rotations.
Oversee department-level trainee orientation and task-specific training or certification.
Develop procedures in response to new or revised policies from governing agencies or the program director.
Provide administrative support to the Program Director, including scheduling meetings, preparing agendas, recording and maintaining minutes, developing reports, providing data to committees such as PEC and CCC, and preparing documentation for resident progress assessments and recommendations for improvement.
Track, report, and ensure compliance with procedures for licensing, malpractice extensions, annual contracts, and initial and re-credentialing of trainees.
Manage materials for specialty-specific national annual trainee examinations and, when needed, proctor exams.
Provide administrative support to other Medical Education Department services as directed by the Director of Medical Education and GME Program Manager.
Handle day-to-day office operations, including telephone and email communications, ordering supplies, copying, and distributing information.
Maintain residency program and trainee records required by the ACGME, prepare reports and annual surveys, and submit trainee evaluations to specified accrediting boards.
Process graduate documentation and organize graduation functions.
Carry out other duties assigned by the Program Director and other duties needed or directed to meet departmental needs.
Incorporate LHMC Guiding Principles, mission, and goals into daily work; comply with LHMC policies and departmental behavioral expectations; maintain courteous and effective interactions with colleagues and patients; meet customer service standards; participate in quality improvement activities and mandatory education; and demonstrate understanding of role expectations and competency assessment.
Meet the organization’s requirement that staff be vaccinated against influenza as a condition of employment.