Residency Program Coordinator

Summary

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.

Duties and Responsibilities

• Covers attendance at all GMEC (Graduate Medical Education Committee) Meetings and Departmental huddles.
• Coordinates the daily operations and logistics for the program.
• Adheres to procedures and systems that ensure orderly and timely workflow.
• Maintains knowledge of current, up-to-date ACGME accreditation and institutional requirements, medical licensure requirements, and immigration policies/procedures.
• Implements and updates program databases (ie. ADS and New Innovations).
• Coordinates with Chief Residents to maintain and distribute resident rotation schedules, call schedules, vacation/leave schedules, and meeting schedules.
• Coordinates outside electives which include applications to the hospital(s), malpractice coverage confirmation, and evaluation forms.
• Processes resident and faculty professional organization memberships.
• Prepares and distributes the yearly and monthly assignment schedules of the residents.
• Distributes, collects, and tabulates all evaluation forms regarding residents, rotations, and faculty and compiles and generates feedback for appropriate follow-up and reporting.
• Maintains confidential resident and fellow files.
• Covers coordination of 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.
• Arranges BCLS, ACLS, PALS, and ATLS and re-certification training courses.
• Serves as liaison with other departments and affiliated institutions.
• Maintains residency committee meeting minutes and develops 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.
• Maintains biographical information on all residents and updates information on alumni.
• Handles 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.
  • Covers coordination of resident Milestone, CCC, Program Evaluations, and bi-annual reviews.
  • Collects necessary information for developing appropriate database analysis tools to meet current ACGME/ABIM requirements.
  • Covers coordination of the administration of the ABIM and/or the ACP National In-training Examinations.
  • Prepares and distributes all post-graduation Internal Medicine verifications.
  • Collects, compiles, submit and maintain all resident reports or projects.
• Recruitment of residents and fellows:
  • Covers coordination of communication between applicants and program via ERAS, emails, telephone, and written correspondence.
  • Serves as an information source for the program, institution(s), and community.
  • Adheres to the recruitment plan, timeline, guidelines, and policies and procedures for the department.
  • Maintains all interview materials used by faculty, residents, and applicant.
  • Covers coordination of all resident interviews and communications with applicants.
  • Covers coordination of applicants’ interview day.
  • Plans and arranges interview social activities.
  • Covers management of review of residency applications using the ERAS system as directed by the Program Director.
  • Covers coordination of all resident interviews and communications with applicants.
  • Covers coordination of applicants’ interview day.
  • Covers planning and arrangement of interview social activities.
  • Covers management of ERAS software to produce residency applications, reports, and rank lists.
  • Covers tracking 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.
  • Participates in the resident ranking meeting.
  • Covers administration and review of post-match surveys to applicants, and recommends changes to improve next year’s recruitment activities.
• Covers coordination of appointments, reappointments, and terminations:
  • Covers coordination of general orientation of new residents (includes department, clinical areas, and institution).
  • Distributes and monitors the resident appointment and reappointment process.
  • Presents and monitors resident completion and/or termination process.
  • Covers coordination of information service assignments such as pagers, voice mail, and computer access.
  • Informs incoming residents of documentation required by the primary institution and state licensing board and maintains records of compliance.
  • Covers coordination of all credentialing requirements of all initial appointments for interns as dictated by the primary and participating institutions as well as the state licensing agency.
  • Covers assistance of new residents to ensure a smooth transition to the residency program.
  • Covers providing administrative support for residents.
    • Covers creation of yearly rotation schedules for residents, including yearly calls, conferences, and vacation schedules for the program.
    • Covers maintenance and updates of credentialing records/curriculum vitae of core faculty on the ACGME site.
    • Covers assistance of residents in the preparation of presentations, abstracts, manuscripts, and other documents relating to the Residency Program.
    • Covers advice to residents on departmental policies.
    • Covers attendance at resident meetings as requested.
    • Covers dissemination/distribution of all training-related information for residents.
    • Covers preparation of letters of recommendation/verification and maintains career resources for senior residents.
    • Covers preparation and distribution of all post-graduation verifications.
    • Covers coordination of social and retreat activities for residents.
• Maintains learning materials including books, journals, computers, CD-ROMs, and other audio-visual materials.
• Aids and tutors residents/staff in the use of computers and applications.
• Maintains teaching files and other board study materials for residents.
• Maintains audio-visual equipment.
• Maintains the conference room schedule.
• Acts as a participant in professional organizations such as ACGME.
• Attends professional development courses/meetings during the Academic Year.
• Performs miscellaneous duties and responsibilities as determined by the department.