Residency Program Coordinator

Emory Healthcare-posted 3 months ago
Columbus, GA
Ambulatory Health Care Services
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At ScionHealth, we empower our caregivers to do what they do best. We value every voice by caring deeply for every patient and each other. We show courage by running toward the challenge and we lean into new ideas by embracing curiosity and question asking. Together, we create our culture by living our values in our day-to-day interactions with our patients and teammates. The Program Residency Coordinator is responsible for assisting in the administration of the residency program as outlined in the Accreditation Council of Graduate Medical Education (ACGME) Program Requirements. The Residency Coordinator manages the day-to-day operations of the program and provides administrative support to the Program Director, the residents, and the program's faculty. The Residency Coordinator additionally will interact regularly with faculty, residents, institutional leadership, and regulatory administrative personnel to ensure the program's adherence to ACGME standards and requirements. The Residency Coordinator will also directly work with the Program Director, GME Operations Director, and/or Institutional Coordinator and assist with tasks and projects for the institution as requested.

  • Coordinates all aspects of the resident interview process including scheduling interview dates, corresponding with potential applicants, confirming meetings, and ensuring applicant credentials are in compliance with current guidelines.
  • Manages the day-to-day functions of the residency programs.
  • Prepares any needed reports requested for leadership related to compliance to medical school contracts and rotations.
  • Provides administrative oversight for residency programs including handling inquiries and requests, sorting correspondence, setting up folders, maintaining residency program files in accordance with records retention schedules, assisting in requests for verification of residency training, and maintaining calendar of applicant appointments and meetings.
  • Maintains program letters of agreement for all required rotations at outside institutions within hospital databases.
  • Ensures resident compliance with duty hour tracking requirements.
  • Monitors and tracks attendance to the block schedule outline.
  • Ensures faculty compliance with resident surveys by block.
  • Addresses residents' concerns promptly and appropriately escalates concerns and issues as needed.
  • Serves as first point of contact for all trainee issues, questions and/or concerns.
  • Ensures residents are adhering to and submitting/completing required documentation for rotations at other institutions.
  • Tracks incomplete items and provides an update to the GME Director and Program Director as needed.
  • Compiles and manages all documentation and certifications related to state and hospital regulatory requirements for residents to work on and off site within the residency program.
  • Collects a summative, competency-based evaluation and a list of all rotations completed from the previous program of any resident who transfers into the program.
  • Manages onboarding process for new residents; ensures incoming residents stay on track with their onboarding requirements.
  • Manages exiting process for residents who are terminating from the programs.
  • Maintains the Resident Handbook; updates the handbook as needed.
  • Coordinates all program required meetings (Annual Program Evaluation, Competency Committee, ad hoc meetings as called, etc.).
  • Takes accurate minutes and disseminates to appropriate participants and stakeholders.
  • Assists in preparation of site visits as directed by the Program Director.
  • Ensures resident files stay in a state of survey-readiness.
  • In coordination with the GME department leadership and other program coordinators, organizes new resident orientation yearly for the incoming residents.
  • Schedules and manages all databases within New Innovations (residency program management software).
  • Ensures all functions of New Innovations are captured for a complete and accurate output of IRIS reporting.
  • Sets up new locations, faculty, and resident profiles when needed and maintains proper timely archive for those no longer with the program.
  • Maintains and monitors accurate records of resident attendance for all required educational activities, including conferences and other didactic experiences.
  • Schedules and facilitates orientation for new/incoming residents.
  • Controls the orientation schedule to ensure all required presentations are met for hospital compliance.
  • Adheres to program specific timelines to ensure critical tasks and projects are completed by the critical dates.
  • Regionally accredited bachelor's degree preferred and/or equivalent experience required.
  • 1-2 years' experience in a healthcare related field (preferred).
  • Experience in program level administration of ACGME-accredited GME programs within a medical school or teaching hospital setting (preferred).
  • Experience with software technology; strong technical aptitude.
  • Experience with New Innovations/residency software (preferred).
  • C-TAGME certification recommended.
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