GME Residency Coordinator

Location: Washington, DC
Date Posted: 12-05-2018

BASIC FUNCTION:

 
Provides administrative support for all phases of the Residency Training Program in assigned department(s). In conjunction with the GME Office, serves as liaison between Program Directors, medical boards, residency review committees, NRMP, medical schools, affiliated hospitals students, and interns/residents, the Hospital and University.

 

 DIMENSIONS:‚Äč 

Indeterminate.
 

NATURE AND SCOPE:

 
Interacts internally with the Program Director, GME office and other staff, physicians, interns/residents, residency review committees Hospital and University officials, and other departments. Interacts externally with medical regulating agencies, accreditation agencies, medical schools, medical board, other hospitals, and medical students.
 

PRINCIPAL ACCOUNTABILITIES:

 
Under the direction of the Program Director, receives and screens all applicants for postgraduate training, ensures all interviewee applications are complete, schedules interviews for approved applicants, provides administrative support throughout the recruitment process, and maintains files on applicants.
 
Ensures medical students and post-graduates possessing visas maintain immigration status throughout the training process.
 
Maintains all required paperwork for international medical graduates and post-graduates to ensure ongoing compliance with federal, state and hospital rules and regulations, inclusive of but not limited DC Health Professions' post graduate registration or, if applicable, licensure and acquisition of NPI numbers.
 
Maintains residents' financial forms (deferment forms, etc.).
 
Obtains primary source verification of Medical School graduation as per institutional policy.
 
Maintains post-graduate statistical database, ERAS (Residency Application Process) and related computer systems.
 
Types all personnel and budget recommendations for post-graduate trainees each academic program    year.

In conjunction with the GME Office, Office of Human Resources and the Office of Compliance, coordinates orientation and re-orientation activities for all new and returning resident physicians.
 
Serves as liaison between licensure and medical boards, residency review committees, medical schools, affiliated hospital, medical students, interns/residents, and other departments within the hospital and university.
 
Receives, sorts, and responds to incoming correspondence and other requests for information, ensuring that information is provided in an expedient manner.
 
Screens telephone calls; determines those that require immediate attention, and forwards to the appropriate faculty or staff member. Answers inquiries and provides information on administrative and procedural matters.
 
Assists with the preparation of the annual program budget. Monitors program budget and expenditures.
 
Prepares purchase requisitions for all books, materials, and audiovisual equipment consistent with program budget allocation.
 
Prepares documents for meal stipends, educational leave, travel, and conferences consistent with budget allocation.
 
Monitors and approves resident time and attendance within the Kronos system. Maintains a log of leave requests.
 
Prepares annual master schedule for post-graduate trainees. Prepares monthly on-call schedules in the residency management software system, and distributes to Medical Director's Office, department faculty, support at other hospital who participate in HUH resident training. Updates on-call schedules in the computer system when applicable.
 
Prepares and maintains files of residents who have completed the residency program(s). Ensures that all paperwork for licensing and post trainee credentialing of residents is completed and signatures are obtained.
 
Prepares and maintains statistical data and reports for various accrediting bodies and the GME office including, but not limited to evaluations, procedure numbers, and conference attendance.
 
Plans and coordinates symposia and seminars for post-graduate trainees, coordinates examination schedules, and safeguards the examination before and after administration.
 
Assists Program Director with the review and update of departmental postgraduate policies and procedures, curriculum and affiliation agreements. Makes suggestions for policy development and creation.
 
Assists Program Director with preparation for internal reviews, accreditation site visits and annual review of curriculum for effectiveness evaluation.
 
Provides administrative support to the program director for educational, resident and other GME related meetings. Provides administrative support for biannual evaluations, and annual resident credentialing. Assists with the preparation of resident research posters and presentations as time allows.
 
Coordinates the annual awards ceremony for residents.
 
Coordinates rotations for medical students from other hospitals and medical schools. Maintains a file of student's grades and prepares accreditation material for review by the residence committee.
 
Promotes and practices continuous learning and professional development for self and the department by participating in self/and department-directed educational activities to keep up with current best practices, research, technology and trends.
 
Promotes adherence to the Health Sciences Compliance Program, the Howard University Code of Ethics and the Health Sciences Standards of Conduct.
 
Attends annual and periodic mandatory Compliance Program training including the Health Insurance Portability and Accountability Act (HIPAA) Privacy training.
 
Participates in activities that promote adherence to federal healthcare program requirements. Actively participates in Health Sciences Compliance Program activities.

Adheres to the requirements of the HIPAA Privacy Policies and Procedures. Maintains confidentiality of patients, families, and staff.
Assumes other duties and responsibi1ities that are related and appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this classification and are not to be considered as all-inclusive.
 

CORE COMPETENCIES:

Knowledge of Microsoft Office Application Suite (Word, Excel, PowerPoint and Access) and Outlook, with the ability to operate standard office machines such as faxes and photo copiers.
 
Possess strong organizational, communication, time management and administrative skills. Ability to exercise discretion and maintain confidentiality of sensitive information.
Ability to anticipate the needs of the program(s) and the department(s). Ability to perform multiple tasks under pressure and meet strict deadlines. Ability to efficiently function independently and as part of a team.
 
Ability to demonstrate tact and sound judgment in handling personal matters and create an atmosphere of cooperation
 
Ability to acquire and maintain knowledge of the regulatory policies and procedures relating to postgraduate activities.
 
Competence in both oral and written English.
 
Ability to establish and maintain effective and harmonious work relationships with staff, physicians, Hospital and University officials, and the public.
 

CARES CRITERIA: 

Must demonstrate collaboration; accountability; respect; excellence; and service.
 
Works with team members and peers in and outside of their immediate work group to create an exceptional experience for patients, students and other visitors; looks for ways to achieve departmental/institutional results by partnering.
 
Accepts responsibility for his/her actions to provide health care and or ancillary functions in a highly efficient and compassionate manner. The employee must function as a Steward (Have Ownership) of the Howard values that foster a commitment to improving the patient and student experience, organizational efficiency and the environment.
 
Embraces diversity; cares holistically for those we serve; treats all as we would like to be treated; manages the patient's right to privacy with meticulous care 100% of the time and keeps patient and proprietary information about the institution confidential.
 
Anticipates the patient's and student's needs, presents as a model representative of the institution and maintains high standards of care while striving to improve performance and create exceptional experiences for our customers.
 
Behaves in a friendly, resourceful and professional manner towards all they encounter; treats patients, students and visitors in the same way that they would want their family members or themselves to be treated.
 
MINIMUM REQUIREMENTS:
Bachelor's degree in Business Administration, Health Services Administration, or three (3) years of substance administrative experience, preferably in an academic environment or accreditation training program.
 

Must be able to stand, walk, sit, lift (12-25lbs), climb, bend, pull, push, reach, handle, write, type, file, speak, hear, see (depth perception, color vision), calculate, compare, edit, evaluate, interpret and

Organize for an extended period of time. 

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