Residency Program Coordinator

INSIGHT Surgical Hospital • Chicago, IL

2h • Onsite

About The Position

The Residency Program Coordinator is a vital role in the GME Department. Under the direction and supervision of the Program Director and the Institutional Residency Manager/Coordinator, the Program Coordinator is responsible for day-to-day administrative support, design, implementation, and academic management of the Residency Program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The Residency Program Coordinator functions as a liaison with the GME office, Administration, faculty, ancillary staff, Chief residents, residents, fellows, and students.

Requirements

• Day-to-day administrative support for a Residency Program.
• Design, implementation, and academic management of a Residency Program.
• Liaison between GME office, Administration, faculty, ancillary staff, Chief residents, residents, fellows, and students.
• Maintain knowledge of ACGME accreditation and institutional requirements.
• Maintain knowledge of medical licensure requirements.
• Maintain knowledge of immigration policies/procedures.
• Implement and update program databases (ADS and New Innovations).
• Coordinate resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
• Coordinate outside electives.
• Process resident and faculty professional organization memberships.
• Prepare and distribute yearly and monthly assignment schedules of residents.
• Distribute, collect, and tabulate evaluation forms.
• Compile and generate feedback for follow-up and reporting.
• Maintain confidential resident and fellow files.
• Coordinate lectures, Grand Rounds, etc.
• Arrange BCLS, ACLS, PALS, and ATLS and re-certification training courses.
• Assist with resident registrations and reimbursement for national conferences and travel/hotel accommodations.
• Serve as liaison with other departments and affiliated institutions.
• Maintain residency committee meeting minutes and develop reports.
• Prepare check requests, travel authorizations, fund reimbursements, and expense reports.
• Maintain necessary records for Medical Education and/or Accounting Department Budgetary records.
• Maintain biographical information on residents and update alumni information.
• Handle highly confidential material.
• Compile and update ADS and submit data reports to ACGME, ABIM, AAMC, and other professional organizations.
• Compile and tabulate and report data for surveys, questionnaires, census reports, accreditation reports, and other forms and documents.
• Coordinate resident Milestone, CCC, Program Evaluations, and bi-annual reviews.
• Collect necessary information for developing appropriate database analysis tools.
• Coordinate the administration of the ABIM and/or the ACP National In-training Examinations.
• Prepare and distribute all post-graduation Internal Medicine verifications.
• Collect, compile, submit and maintain all resident reports or projects.
• Coordinate communication between applicants and program via ERAS, e-mails, telephone, and written correspondence.
• Serve as an information source for the program, institution(s), and community.
• Adhere to recruitment plan, timeline, guidelines, and policies and procedures.
• Maintain all interview materials.
• Manage review of residency applications using the ERAS system.
• Coordinate all resident interviews and communications with applicants.
• Coordinate applicants’ interview day.
• Plan and arrange interview social activities.
• Manage ERAS software.
• Track all evaluation scores of interviewed applicants and prepare data for rank list.
• Send post-interview thank-you letters.
• Participate in resident ranking meetings.
• Administer and review post-match surveys.
• Coordinate general orientation of new residents.
• Distribute and monitor resident appointment and reappointment process.
• Prepare and monitor resident completion and/or termination process.
• Coordinate Information Service assignments (pagers, voice mail, computer access).
• Inform incoming residents of documentation requirements.
• Coordinate credentialing requirements for initial appointments.
• Instruct residents from foreign countries regarding INS, ECFMG, and state licensing board procedures.
• Assist new residents with transition.
• Assist Chief Residents in creating yearly rotation schedules.
• Maintain and update credentialing records/curriculum vitae of core faculty on ACGME site.
• Assist residents in preparation of presentations, abstracts, manuscripts, and other documents.
• Provide support to committees.
• Advise residents on departmental policies.
• Attend resident meetings.
• Disseminate/distribute training-related information for residents.
• Prepare letters of recommendation/verification.
• Maintain career resources for senior residents.
• Coordinate social and retreat activities for residents.
• Maintain learning materials (books, journals, computers, CD-ROMs, audio-visual materials).
• Assist and tutor residents/staff in computer use.
• Maintain teaching files and board study materials.
• Maintain audio-visual equipment.
• Maintain conference room schedule.
• Actively participates in professional organizations such as ACGME.
• Attends professional development courses/meetings.

Responsibilities

• Coordinates the Residency Program and its Residents to include: Attendance to all GMEC (Graduate Medical Education Committee) Meetings and Departmental huddles, Coordinate the daily operations and logistics for the program, Adhere to procedures and systems that ensure orderly and timely workflow, Maintain knowledge of current, up-to-date ACGME accreditation and institutional requirements, medical licensure requirements, and immigration policies/procedures, Implement and update program databases (ie. ADS and New Innovations), Coordinate with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules, Coordinate outside electives which include applications to the hospital(s), malpractice coverage confirmation, and evaluation forms, Process resident and faculty professional organization memberships, Prepare and distributes the yearly and monthly assignment schedules of the residents, Distribute, collect, and tabulate all evaluation forms regarding residents, rotations, and faculty and compiles and generate feedback for appropriate follow-up and reporting, Maintain confidential resident and fellow files, Coordinate lectures, Grand Rounds, etc. including preparing the audio/visual in auditorium or hybrid version for virtual presentations, loading and logging all presentations into New Innovations, Arrange BCLS, ACLS, PALS, and ATLS and re-certification training courses, Assist with resident registrations and reimbursement for national conferences and travel/hotel accommodations, Serve as liaison with other departments and affiliated institutions, Maintain residency committee meeting minutes and develop reports as requested, Prepares check requests, travel authorizations, fund reimbursements, and expense reports. Maintains necessary records for Medical Education and/or Accounting Department Budgetary records, Maintain biographical information on all residents and update information on alumni, Handle highly confidential material for residency, fellowship, faculty, and institution.
• Maintains ACGME Accreditation and Coordinates all Reporting Requirements to External Agencies/Organizations: Compiles and updates the ADS and submits data reports to ACGME, American Board of Internal Medicine (ABIM), American Association of Medical Colleges (AAMC), and other professional organizations as directed by the Program Administrator, Compiles and tabulates and reports data for surveys, questionnaires, census reports, accreditation reports, and other forms and documents required by internal and external agencies as directed by the Program Administrator, Coordinates resident Milestone, CCC, Program Evaluations, and bi-annual reviews, Collect necessary information for developing appropriate database analysis tools to meet current ACGME/ABIM requirements, Coordinate the administration of the ABIM and/or the ACP National In-training Examinations, Prepare and distributes all post-graduation Internal Medicine verifications, Collect, compile, submit and maintain all resident reports or projects.
• Recruitment of residents and fellows: Coordinate communication between applicants and program via ERAS, e-mails, telephone, and written correspondence, Serves as an information source for the program, institution(s), and community, Adhere to the recruitment plan, timeline, guidelines, and policies and procedures for the department, Maintain all interview materials used by faculty, residents, and applicant, Manage review of residency applications using the ERAS system as directed by the Program Director, Coordinates all resident interviews and communications with applicants, Coordinates applicants’ interview day, Plans and arranges interview social activities, Manages ERAS software to produce residency applications, reports, and rank lists, Tracks all evaluation scores of the interviewed applicant and prepare data for the initial match rank list, Sends post-interview thank-you letters to all candidates, Participate in the resident ranking meeting, Administers and reviews post-match surveys to applicants, and recommends changes to improve next year’s recruitment activities.
• Coordinates Appointments, Reappointments, and Termination: Coordinates general orientation of new residents (includes department, clinical areas, and institution), Distribute and monitors the resident appointment and reappointment process, Prepares and monitors resident completion and/or termination process, Coordinates Information Service assignments such as pagers, voice mail, and computer access, Inform incoming residents of documentation required by the primary institution and state licensing board and maintains records of compliance, Coordinate all credentialing requirements of all initial appointments for interns as dictated by the primary and participating institutions as well as the state licensing agency, Instruct residents from foreign countries regarding the procedures that must be followed with INS, ECFMG, and the state licensing board, Assist new residents to ensure a smooth transition to the residency program.
• Provides Administrative Support for Residents: Assist Chief Residents in creating yearly rotation schedules for residents, including yearly calls, conferences, and vacation schedules for the program, Maintain and updates credentialing records/ curriculum vitae of core faculty on the ACGME site, Assist residents in the preparation of presentations, abstracts, manuscripts, and other documents relating to the Residency Program, Provide support to committees as necessary, Advise residents on departmental policies, Attend resident meetings as requested, Disseminate/distribute all training-related information for residents, Prepare letters of recommendation/verification and maintains career resources for senior residents, Prepare and distribute all post-graduation verifications, Coordinate social and retreat activities for residents.
• Departmental Facilities and Resources: Maintain learning materials including books, journals, computers, CD-ROMs, and other audio-visual materials, Assist and tutor residents/staff in the use of computers and applications, Maintain teaching files and other board study materials for residents, Maintain audio-visual equipment, Maintain the conference room schedule.
• Other duties and responsibilities as assigned: Actively participates in professional organizations such as ACGME, Attends professional development courses/meetings during the Academic Year, Miscellaneous duties and responsibilities as determined by the department.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed