Rural Training Track Coordinator

RiverStone Health•Miles City, MT

About The Position

The Rural Training Track Coordinator manages the daily operations of their specific program and provides coaching, mentoring and supervision to assigned staff. The incumbent brings content expertise and knowledge surrounding the program elements, deliverables and metrics, including focus on compliance and quality improvement initiatives.

Requirements

High School diploma or equivalent
Microsoft Office Suite experience, especially Outlook and Excel
One to three years’ experience in a healthcare or education setting
Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
Valid State of Montana Driver’s License in good standing
Computer literacy, in Microsoft Office Suite.
Knowledge of modern office procedures, practices, and equipment.
Ability to maintain a calm and positive demeanor during difficult interactions.
Ability to display non-judgmental and empathetic listening skills.
High degree of detail-oriented skill level.
Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
Ability to work collaboratively and maintain a positive work environment.
Ability to communicate clearly and effectively with supervisors, co-workers, and customers.
Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
Ability to perform job duties with integrity and innovation to ensure completion and an elevated level of quality.
Ability to understand and adhere to required administrative policies and procedures.

Nice To Haves

Experience in related field
Experience in community education or presentations
Able to quickly adapt to new circumstances in a fast-paced environment

Responsibilities

Assess program and client needs and ensure that program objectives are met.
Work with community members and other stakeholders to identify necessary programs and services.
Identify, suggest or implement improvements to programs and services.
Plan and oversee outreach activities.
Review, interpret, and monitor compliance to guidelines, laws and regulations.
Prepare reports.
Provide training or technical assistance to partners
Investigate complaints and suspected violations.
Coordinate activities of program committees or other groups and plan procedures.
Serves as point person for Rural Training Track during recruitment season.
Manages the recruiting season, including prescreening of applicants, supervising the interview process and coordination.
Manages ERAS (Electronic Residency Application Service), NMS (National Matching Services), and NRMP (National Resident Matching Program) registration and operation.
Participate in ranking Resident applicants and interface with NRMP and NMS.
Collect post-interview season data to inform internal processes and University of Washington reporting.
Communicates and coordinates with program in Billings.
Help with offboarding residents prior to graduation ensuring receipt of required documentation.
Helps with all rural training track sponsored functions.
Help coordinate off-site resident rotations and experiences.
Assigns rotation checklists to residents prior to start of a rotation.
Schedule annual meetings with community attendings for resident rotations.
Oversee resident performance evaluations in New Innovations to attending physicians for each rotation.
Collect patient encounter data for residents including reports from various sites.
Disseminate and track resident evaluations of rotations and rotation attending(s).
Update the goals and objectives for each rotation/required experience in New Innovations.
Arrange training and educational activities, such as ATLS (Advanced Trauma Life Support), PALS (Pediatric Advanced Life Support), ALSO (Advanced Life Support in Obstetrics), NRP (Neonatal Resuscitation Program) and S.T.A.B.L.E. Transport Education Program.
Track training expiration dates, schedule renewal courses, and notify residents.
Help residents complete annual licensing paperwork and ensure timely submittal to state.
Manages an annual residency timeline and/or critical events calendar.
Assist with tracking resident vacation/sick/personal/CME leave to ensure compliance with accrediting agency requirements.
Register and proctor the In-Training Exams and coordinate reporting of annual results.
Schedule, attend and document Clinical Competency Committee (CCC) meetings.
Disseminate resident evaluations to clinic staff, patients, and program staff to prepare for semi-annual CCC meetings to determine resident performance.
Helps manage resident advising, including scheduling required meetings.
Help gather all required documentation for each resident file.
Attend the Program Evaluation Committee and contribute to completion of the Annual Program Evaluation including updating and releasing internal program surveys.
Maintain Accreditation Council for Graduate Medical Education (ACGME) Accreditation Data System (ADS) including faculty and resident updates and annual reports.
Helps track to verify that residents have completed the required rotations to graduate.
Maintain all documentation necessary for ACGME accreditation.
With coordinator in Billings, help Manage ABFM (American Board of Family Medicine) and AOBFP (American Osteopathic Board of Family Physicians) reporting and documentation systems, including certification of eligibility for board examination.
Maintain and update ABFM Resident Training Management and AOBFP Opportunities data.
Oversee resident work-hour documentation and compliance with duty-hour restrictions.
Process loan forbearance paperwork for residents.
Oversee resident documentation of procedures in New Innovations.
Oversee resident duty hours in New Innovations.
Assist the Site Director with completion of required reports.
Assist the Program Administrator with various federal grant reporting and University of Washington surveys.
Tabulate resident overnight meal stipend for each block.
Help update resident transcripts regularly and finalize in preparation for graduation.
Participate in the annual national family medicine recruitment fair.
Help oversee organization and safekeeping of residency document archive.
Attend all residency-related meetings, takes minutes when needed, and follows up on items when appropriate.
Manages, generates, and tracks the yearly rotation schedule for Rural Training Track Residents in their second and third year.
Updates New Innovations with clinic schedules, rotation grid schedule, leave request forms, etc.
Oversee leave request process for Rural Training Track Residents.
Manages and generates the yearly schedule for Rural Training Track Residents within the Excel spreadsheet “The Matrix”.
Manage and generate the monthly rotation memo schedule for each Rural Training Track Resident.
Inputs each resident schedule into New Innovations, The Matrix, and their individual rotation memo.
Communicates and coordinates with external sites for Rural Training Track Resident rotations.
Coordinates with Billings residency site to set up weekly didactic sessions.
Coordinates orientation for second-year residents at rural training track site.
Schedules required meetings as needed.
Completes verification of residency paperwork.
Tracks resident post-graduation employment.
Train and mentor new employees when required including rural training track site director, coordinator, faculty, and other staff
Participate in University of Washington’s Network meetings as appropriate.
Liaison with program coordinators in the University of Washington’s Family Medicine Network.
Ability to perform duties as an independent and self-managed individual while serving as an effective member of residency administration.
Extended overnight travel as required to attend professional affiliated conferences, classes, or to the residency site in Billings.
Proven ability to work in a team/interdisciplinary team to achieve a common goal.
Demonstrate strong organizational and planning skills—function as a self-starter.
Ability to perform duties as an independent and self-managed individual while serving as an effective member of residency administration.