Residency Program Coordinator

Insight Hospital & Medical Center • Chicago, IL

77d

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

• Experience in graduate medical education or related field.
• Strong organizational and communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in using databases and software related to residency management.
• Knowledge of ACGME accreditation standards and requirements.
• Ability to maintain confidentiality and handle sensitive information.

Nice To Haves

• Experience with ERAS and ACGME accreditation processes.
• Familiarity with medical education and residency programs.
• Previous administrative experience in a healthcare setting.

Responsibilities

• Coordinates the Residency Program and its Residents to include attendance to all GMEC 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 distribute 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.
• 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.
• 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.

Benefits

• Health insurance
• Paid time off
• Professional development opportunities
• Retirement plan options

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Hospitals
• Education Level: Bachelor's degree
• Number of Employees: 501-1,000 employees