Residency Administrator - St. Francis Family Medical Practice

Bon Secours Mercy Health-posted 2 days ago

Full-time • Manager

Midlothian, VA

5,001-10,000 employees

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This position assists the residency program director in the management of the family practice residency program, rural track residency and the associated fellowship programs. Responsible for overall functioning of residency including management of resident physicians and staff, workflow development, financial performance and compliance with Accreditation Council for Graduate Medical Education (ACGME), Residency Review Committees (RRC), and Bon Secours compliance department. Develops and facilitates academic and operational activities of the residency and fellowship programs and is responsible for any future fellowship development. Involved in the development of annual budget in tandem with Residency Director and acts for and makes decisions in the program director’s absence. Performs all duties in a manner which promotes team concept and reflects the mission and values of Bon Secours Health System. Key Relationships: Works closely with the Program Director(s) to develop and implement operational & educational workflows. Works closely with Administrative Director and legal department in development of contractual and affiliation agreements for resident training and education Works closely with practice management to develop clinical workflows affecting resident education Collaborates with peers in local and regional Bon Secours ministries.

Program Management : Responsible for daily management of residency site(s) and rotations relating to resident education. Motivates staff and organizes day-to-day activity of the program. Develops and refines processes to continually improve resident education and communication between practice and residency program. Understands ACGME and RRC requirements for institutional, core and program levels and acts as liaison between the residency program and the medical group administration. Ensures compliance of the residency program in accordance with ACGME, JCHAO and CLER visit standards Manages/prepares the submission of report to governing bodies and professional organizations regarding the funding of program Develops new policies and procedures in response to new or revised standards issued by governing agencies and compliance with ACGME requirements for approval by the Residency Education/Curriculum Committee, Clinical Competency Committee, Program Evaluation Committee and the Graduate Medical Education Committee. Prepares and submits postgraduate training verification for residents Responsible for the development, accuracy and completeness of ACGME Program Information forms (PIF), Internal Review and Next Accreditation System (NAS) Provides management, guidance and training to staff in daily residency functions.
Administrative Management : Provide direct administrative support for residency Program Director/Site Director(s) Monitors financial performance on a daily, weekly and monthly basis. Identifies opportunities for improvement and develops plan to implement necessary changes to meet budget. Manages travel including registration of trips, travel reimbursements for Program Director, fellows and residents. Ensures accuracy of payroll submission. Ensures overtime and/or temporary personnel are within budget. Assists staff with payroll issues. Educate residents on program requirements, corporate compliance and organizational requirements. Execute program letters of agreement (PLA) between the program and each participating educational/rotational site. Assist program director in developing new fellowships and expanding current complement of residents. Serve as liaison to the American Board of Family Medicine (ABFM), ACGME and VCU School of Medicine. Participate and assist in coordinating program quality improvement projects. Counsels employees in disciplinary matters and obtains assistance from human resources appropriately for disciplinary actions and/or employee termination process. Notifies program director of any HR issues within the practice/program. Manage and track PTO usage for both staff and residents. Manages and monitors CME allowance for residents. Responsible for the credentialing of all resident physicians and appropriate completion of all necessary paperwork. Assists Credentialing Department with the initial credentialing of new residents Train, supervise and evaluate all administrative personnel in residency. Performs evaluation process for subordinate staff within each practice; compiles information for human resource department in a timely manner. Ensures that subordinate staff maintains licensure and certifications as required along with yearly competency evaluation. Provides on-going feedback to staff of performance throughout the year. Responsible for tracking any program metrics relating to attending provider contracts
Evaluation and Compliance: Ensures the program and residents meet all licensure requirements. Informs residents of all educational/compliance requirements Provides oversight to the VCU medical student rotations within the clinic as coordinated by the Residency Coordinator Assist the Program Director in monitoring resident duty hours Monitors resident board eligibility status Processes summative evaluation for resident at the completion of residency Acts as liaison for EValue software and contract (external vendor who provides software used for resident evaluation, educational tracking, etc.) Recruits, interviews and hires personnel as necessary and according to guidelines.
Other Job Functions Assist the program director in submitting the rank order list to the National Resident Matching Program (NRMP) Complete annual GME census survey through GME Track to populate program listing on FREIDA Assists Program Director in screening and inviting candidates to interview for open residency/fellowship slots. Attend and present at local, state and national GME and AAFP/ABFM conferences to ensure knowledge of latest developments in resident education and compliance guidelines. Attend all program committee meetings and facilitate implementation of policies developed by these committees. Pursue certification through Training Administration of Graduate Medical Education (TAGME) and attend at least one professional development meeting per year Maintains communication with Administrative Director on weekly basis to review financial performance targets as well as other projects defined by director. Ensure utilization and registration of program for ACGME webADS, ABFM tracking, ERAS applicant tracking system, NRMP, surveys and national reports. Work with marketing department to update program information on Bon Secours website and all recruitment materials. Become a notary public for resident related functions and legal documentation Other duties as assigned

Master’s degree in management or related field and three to five years of management experience or commensurate education in healthcare administration, healthcare regulatory compliance or academic medicine.
Knowledge of resident educational standards.
Computer proficiency including word-processing and spreadsheet applications and knowledge of electronic medical record.
Should be able to navigate technology effectively and learn new software and applications in a timely manner.
Excellent written and oral communications skills necessary.
Must have superb interpersonal skills and be able to handle difficult and confidential matters effectively.
Able to express opinions openly and honestly and provide feedback in a timely and productive manner.
Ability to examine and re-engineer operations and procedures and demonstrates critical thinking, problem solving and decision making skills.
Must have experience with creating budgets and communicating financial information.
Demonstrates flexibility to accommodate changes in workload assignments and react calmly and effectively in stressful situations.
Ability to work independently and set priorities under minimal supervision.
Ability to work within the defined values, mission and vision of the organization.

Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
Medical, dental, vision, prescription coverage, HSA/FSA options, life insurances, mental health resources and discounts
Paid time off, parental and FMLA leave, shot- and long-term disability, backup care for children and elders
Tuition assistance, professional development and continuing education support
Benefits may vary based on the market and employment status.

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Residency Administrator - St. Francis Family Medical Practice

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