Student Placement Coordinator

RiverStone Health•Billings, MT

About The Position

The WWAMI Billings Track Office, housed in Eastern MT AHEC at RiverStone Health, oversees students in the WWAMI Program completing clerkships in the Billings area. The WWAMI Billings Track Coordinator partners with RiverStone Health, Billings Clinic, St. Vincent Healthcare, and other affiliated facilities to ensure 3rd and 4th year WWAMI medical students complete both their required and elective rotations. This position also manages 3 student houses, which can house a combined 18 students. RiverStone Health is proud to be a teaching facility. All student rotations at RSH are facilitated and coordinated from the AHEC office. The Student Placement Coordinator forms relationships with students, RSH staff, MFMR faculty and residents, schools and other participating physicians, to ensure the student’s rotation is a valuable and smoothly running learning experience for all.

Requirements

High School Diploma or equivalent
Experience working in healthcare and/or education
Experience coordinating schedules and activities across multiple departments, including communicating changes and resolving scheduling conflicts
Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work
Valid Montana driver's license
Proof of vehicle insurance
Reliable vehicle to use for occasional day travel
Computer literacy, in Microsoft Office Suite.
Skill in using basic computer programs and collecting data for the annual reporting process
Knowledge of modern office procedures, practices, and equipment
Ability to maintain a calm and positive demeanor during difficult client interactions
Ability to display non-judgmental and empathetic listening skills
High degree of detail-oriented skill level
Ability to work collaboratively and maintain a positive work environment
Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality
Ability to understand and adhere to required administrative policies and procedures
Excellent communication skills to ensure efficiencies and quality customer service

Nice To Haves

Bachelor’s Degree in a health-related field preferred
3 years’ experience in an AHEC Program or a related field preferred

Responsibilities

Initiate email communication with student prior to the start of each clerkship. This includes welcoming them to their clerkship, providing housing information, and introducing them to their lead preceptor. Remain as student’s main point of contact for the duration of their rotation.
Attend monthly meetings with Montana WWAMI program office.
Attend meetings with University of Washington School of Medicine clerkships as requested.
Attend meetings with local preceptors in the WWAMI Billings program as needed.
Work closely with WWAMI Billings Track Director to ensure the program is streamlined, meeting requirements, and providing a quality experience for both students, preceptors, and affiliated staff.
Every summer and fall, work closely with Montana WWAMI program office to review MOU between Montana WWAMI and Eastern MT AHEC and to review and update teaching faculty list and determine which faculty member(s) are eligible and recommended for promotion.
Oversee application process and work with Track Director, Montana WWAMI program office, and the UW SOM to onboard new teaching faculty and clerkships and provide guidance as needed.
Coordinate and schedule annual in-person one-on-one meetings with lead preceptors, Track Coordinator, and Track Director.
Utilize UW’s eValue program to gather student information and determine which required paperwork, if any, is still outstanding 6-8 weeks in advance of the student starting.
Work closely with the Montana WWAMI Program office and the WWAMI Billings Track Director to fulfill the responsibilities of the WWAMI Billings Track and be available to assist students and preceptors with unforeseen events which may occur.
Work closely with Eastern MT AHEC Program Manager to process and dispense instructional preceptor stipends.
Participate in local, state and regional WWAMI meetings.
Coordinate, facilitate, and oversee rotations for WWAMI 3rd and 4th year students at RiverStone Health locations, Billings Clinic, St. Vincent Healthcare, The Children’s Clinic, and Surgical Associates, PC.
Oversee all rotations currently offered and work with affiliates, UW, and Montana WWAMI to add new clerkships as appropriate, including both required and elective options.
Ensure students are properly onboarded and scheduled for orientation at Billings Clinic and St. Vincent Healthcare and facilitate student orientation at RiverStone Health. This includes collecting required paperwork from the student and their school, guiding them through the hospitals’ online onboarding systems, and ensuring all requirements are met prior to their arrival.
Create and manage the student’s daily schedule, serve as main point of contact when changes need to be made, including making last minute adjustments due to call-outs, student illness, and/or provider schedule changes.
Schedule students with their preceptor at beginning and end of rotation. Compile physician feedback and provide to preceptor, which the preceptor uses to complete the student’s exit evaluation.
Oversee R/UOP and Mongolia students’ experiences, including scheduling rotation block, orientation, building their 4-week schedule to align with the schedule of their preceptor. Ensure students rotate with other service lines based on lead preceptor’s schedule. With Mongolia student, also responsible for transporting student to and from Bozeman and working closely with MSU’s BioRegions contact.
Each fall, work closely with lead preceptors and the University of Washington to provide student block availability for each required clerkship over the next school year.
Oversee and manage three student houses for WWAMI students that UW SOM rents from MSU Billings. Day to day oversight includes placing students into specific houses, quickly responding to student needs and questions, mediating interpersonal issues, and managing housing maintenance issues as they arise. This includes fielding student requests after hours and on weekends.
Work closely with MSUB’s Project and Rental Manager when there are housing maintenance issues. Work with MSUB and third-party companies to coordinate servicing of water, plumbing, HVAC, electric, and housing upgrades. Additionally, communicate with UW to approve costs as needed.
Ensure the Billings Student Houses are adequately stocked with clean and working appliances, furniture, and basic essential supplies. Also ensure that the houses are clean and safe for students.
Coordinate with MSUB on annual paperwork and update student numbers annually for RiverStone Health’s liability insurance purposes.
Proctor WWAMI student exams every 4-6 weeks both in-person and virtually for all required clerkships, including coordinating the location for in-person exams.
Attend educational conferences/meetings with both UW School of Medicine (SOM) and Montana WWAMI as needed. Attendance at conferences is required if lead preceptors cannot attend.
Coordinate site visits as requested by UW SOM, typically on an annual basis.
Coordinate Faculty Development events as requested by WWAMI.
Coordinate Frank Discussions, and other special events for WWAMI students, including annual BBQ; assist with planning and attending graduate medical educational events.
Coordinate and facilitate rotations for all students; MD, DO, PA, MA, Dental, and Pharmacy rotating or seeking a rotation at RiverStone Health Clinic.
Coordinate and facilitate rotations for Dental, and Psychiatry residents rotating or seeking a rotation at RiverStone Health.
Email communication with student and preceptor.
Maintain, update and assign student badges to students as appropriate.
Coordinate with IT and Informatics to ensure student technology needs are met and students undergo eCW training.
Ensure student packet is complete with all necessary documentation.
Oversee new student orientation on their first day, including a RSH overview and tour, as well as scheduling time for eCW training, preceptor orientation, Health Equity 101, ACES training, and Narcan training. Keep orientation up-to-date, including potentially adding other sessions, as needed.
Collect required documents from each student/school prior to the start of the student’s rotation. Facilitate the Affiliation Agreement process with the student’s school. Work with Program Manager to ensure Affiliation Agreements remain current and are updated as needed. Keep policies and procedures updated and current.
Create and manage the student’s daily schedule, serve as main point of contact when changes need to be made, including making last minute adjustments due to call-outs, student illness, and/or provider schedule changes. Work closely with MFMR, PAs, Pharmacy, Dental, and clinic RNs on scheduling specific rotations based on type of student.
Schedule students with their preceptor at beginning and end of rotation. Compile physician feedback and provide to preceptor, which the preceptor uses to complete the student’s exit evaluation. Attend educational conferences/meetings as needed.
Coordinate site visits and Faculty Development events as requested by partner schools. Work with Program Manager to process and collect instructional preceptor stipends from partner school. .
Update faculty and site appointments and secure RiverStone Health rotations and preceptors as needed.
Help coordinate special events for students at RiverStone Health throughout the year. Secure housing for students as needed, both through the WWAMI Student Houses and supporter housing. Collect fees if student stays at one of the WWAMI Student houses. Work closely with the Montana Family Medicine Residency faculty during the application and scheduling process for the following year for Sub-Is. Participate in state and regional AHEC meetings, assist in updating policies and procedures.
Build Sub-Internship application on an annual basis and oversee application process, including posting the application, reviewing them, selecting students, and communicating outcomes. Collect fees, affiliation agreements, and required documentation from students.