Program Coordinator Exempt

Description

The Program Coordinator is responsible for overseeing the operational and financial management of the Physical Medicine and Rehabilitation (PM&R) Residency Program with oversight and direction from the PM&R Program Director combining strong initiative and independent judgment to coordinate key administrative duties of the program utilizing a comprehensive understanding of key GME policies and hospital policies. The Program Coordinator will serve as the liaison between the PM&R Program Director Associate Program Directors Clinic Managers Site Director(s) residents and program faculty.

Texas Rehabilitation Hospital (TRHFW) is a 66 bed Acute Inpatient Rehabilitation Facility (IRF) located in the medical district of Fort Worth TX. TRHFW provides graduate medical education training in association and cooperation with its affiliated participating institutions that meet the standards established by the Accreditation Council for Graduate Medical Education (ACGME) and its Residency Review Committees. Completion of the training qualifies the participant for certification by a specialty board recognized by the American Board of Medical Specialties (ABMS).

QUALIFICATIONS :

Bachelors Degree preferred

2 years of experience as a GME Program Coordinator preferred

C-TAGME preferred

ESSENTIAL FUNCTIONS :

Job Specific :

Administrative Support

Coordinate the daily program operations to ensure compliance with the Accreditation Council for Graduate Medical Education (ACGME)

Implement clinical rotation schedules and provide PM&R support services to the Program Director

Provides support and meets regularly with the Program Director and / or Director of GME (DGME) concerning office management issues and activities and the status of projects

Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director and / or DGME for improvement

Maintain resident management system(s) with information on past and present residents

Monitor resident work hour reports to ensure compliance and alert the Program Director in cases of noncompliance

Monitor resident compliance with all GME-specific (institutional and program) and hospital-wide policies and procedures

Participate in administrative traveling to the PM&R Programs participating sites as needed

Oversee the residents rotation curriculum by maintaining an updated spreadsheet outlining all resident rotations for each academic year detailing locations and funding stipends

• Prepare resident and faculty schedules and send resident schedules to their rotation preceptor and any other parties involved
• Assist with medical student applications in VSLO screening scheduling onboarding and offboarding
• Assist with letters of recommendation for past present residents and medical students
• Submit requests for appointment letters (contracts) for new residents from the GME Office
• Process requests from residents for continuing education or conferences
• Schedule appointments between residents and the Program Director for semiannual and annual performance reviews
• Attend GME meetings to discuss the PM&R Program and address any issues serving as the intermediary for information between meetings and residents
• Document meeting minutes at program-specific committee meetings including but not limited to the Clinical Competency Committee and Program Evaluation Committee
• Execute other duties as assigned by the Program Director / DGME / DIO

Resident Recruitment

Coordinate the recruitment and selection of all residents on a yearly basis

Screen new applicants for the PM&R Program by reviewing resumes and applications as well as relevant scores national and international graduate acceptance rates USMLE / COMLEX exam results and graduation cutoffs

Maintain the Electronic Residency Application Service (ERAS) / Thalamus with recruitment dates and the names of faculty who will be involved in applicant interviews

Schedule and coordinate meetings for parties involved in recruitment to review applicant information and determine selection

Assist in preparing the Rank Order List (ROL) of prospective residents and input the data into ERAS

Ensure the necessary preparation is completed for the National Residency Matching Program (NRMP) Match Day including preparation for an instance where not all slots are filled

Ensure timely program registration for the NRMP ERAS and other systems as needed

Register the PM&R Program for recruitment / career fairs of local regional and national organizations

Arrange clinical coverage in instances where current residents attend pre-approved residency fairs and conferences

Credentialing

Maintain records for all applicant interviews NRMP Match process information and final offers

Verify proper credentialing of residents prior to submission to the GME Office

Maintain proper credentialing of staff involved in the PM&R Program

Complete required paperwork for resident clinical rotations including off-site and interdepartmental rotations and residency related conferences

Provide appropriate and accurate statistical information to databanks including the ACGME AMA AAMC AAPMR Texas State Board of Medical Examiners FREIDA NRMP and Find-a-Resident

Create rotation- and site-specific evaluations and review for potential problems alerting the Program Director when necessary

Reporting

Produce reports and supply requested information including but not limited to clinical rotations evaluations and documentation for internal and accreditation reviews

Regularly monitor database for residents procedure credentials and keep Program Director and department chair informed of status

Track and distribute receipt of medical student evaluations

Compile statistics and create summary reports of results from resident evaluations and assessments

Compile statistics and create summary reports of results from faculty evaluations and assessments

Resident Orientation

Coordinate orientation for new residents and all major resident meetings including but not limited to reserving rooms ordering catering and providing tours

Plan orientation schedule and arrange locations

Notify residents of necessary documents needed to complete onboarding tasks during orientation

Ensure off-cycle residents are cleared for the GME Office registered for EMR training and confirmed for ACLS / BLS training

Arrange for resident lab coat fittings and electronics distributions

Add resident information and photos to ACGME WebADS AAPMR and the PM&R Programs website

Graduation

Coordinate graduation activities including programs invitations photographers accommodations graduation certificates awards and the graduation ceremony

Request diplomas for the graduating residents

Schedule appointments between graduating residents and the Program Director for their final performance reviews

Collect graduating residents final evaluations and store / archive in the residency management system

Request AAPMR teaching certificates annually for all program teaching faculty

Company Specific :

LifePoint Health is an equal opportunity employer and provides a fair and equal opportunity for employment.

Required Experience :

IC

Key Skills

Project / Program Management,Program Management,Developmental Disabilities Experience,Organizational skills,Data Collection,Meeting Facilitation,Utilization Review,Administrative Experience,Program Development,Public Speaking,Supervising Experience,Social Work

Employment Type : Full-Time

Department / Functional Area : Administration

Experience : years

Vacancy : 1