Residency Program Coordinator - Physician Practice - job 2 of 2

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

With oversight from the Program Director, the Residency Program Coordinator is responsible for the operational and financial management of the accredited residency training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital policies, as well as a high degree of initiative and independent judgment. The Residency Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting residents, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and residents regarding a range of issues, and managing internal and external program relations.

Responsibilities

A day in the life of a Residency Program Coordinator at Hackensack Meridian Health includes:

• Provides support and meets regularly with the Program Director(s) 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 for improvement. May assist in program-level policy development.
• Interprets and applies ACGME, other national accrediting agencies, and hospital policies to support compliance within the residency training program.
• Provides both administrative supervision and support to interns/residents.
• Acts as a liaison between residents and other nursing units when necessary. Establishes relationships and acts as a liaison to other hospitals, internal HMH departments, and divisions regarding resident recruitment, orientation, annual graduation, internal rotations, and external rotations.
• Reviews Program Letters of Agreements for any changes, expiration, etc. and so forth. Informs interns/residents of intradepartmental policy and procedure changes, with assistance from the Office of Academic Affairs.
• Tracks, reports, and ensures compliance with procedures regarding licensure, malpractice extensions, annual contracts (agreements), and initial and re-credentialing of residents.
• Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues. Coordinates the placement of residents in desired areas of medicine. Oversees all purchasing for the program. Assesses equipment acquisition and training needs and makes recommendations to the Program Director. Orders equipment and supplies for the residency training program.
• Plans departmental annual events including recruitment, orientation, graduation, faculty retreats, as well as various meetings and program-related events. Coordinates the residency application process, notifying applicants of acceptance decisions. Schedules and facilitates applicant interviews.
• Organizes meetings, document minutes, and prepares and distributes materials for conferences/didactics and lectures. Develops brochures, invitations, or advertisements for events/lectures as approved by HMH Marketing. Creates and/or maintains external program advertising/media through websites, brochures, postcards, publications and other such media. Maintains the residency training program's website by informing HMH Marketing.
• Maintains the ERAS (Electronic Residency Application System) database and oversees its processes during the Residency Recruitment season. If applicable, maintains other recruitment database systems such as CPME (Council on Podiatric Medical Education) Portal / CODA (Commission on Dental Accreditation). Performs all Match responsibilities and corresponds with newly matched interns/residents about requirements and process for appointment to the hospital(s). In applicable programs, assists with quota review and rank order list entry and certification in the NRMP (National Residency Matching Program).
• Processes resident time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval from the Program Director, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms.
• Maintains databases with resident data systems such as: New Innovations (NI), ACGME (Accreditation Council for Graduate Medical Education) WebADS, GME Track, or other resident data system(s). Updates ACGME Accreditation Data System (ADS) with new or departed faculty members; including updating NI. Ensures that the residency program meets necessary accreditation requirements.
• Creates, manages and maintains all data in the program's New Innovations profile such as, personnel records, block schedules, evaluations, onboarding, work hours (duty hours) reporting, etc. and so forth.
• Manages the evaluative processes of the residents, program, faculty, and rotations. Develops, maintains and distributes call schedule(s) for residents as appropriate. Attends Graduate Medical Education Committee (GMEC) meetings and program coordinator meetings, or as deemed necessary by the office of Academic Affairs. Assists in the preparation for ACGME Site Visits and internal reviews with the Office of Academic Affairs.
• Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospitals/departments. Process residency alumni verification requests.
• Assists the interns/residents with visa applications, NJ State Registration/Permit and license applications, fingerprinting and other legal requirements. Manages materials for specialty-specific trainee exams and assists with proctoring exams.
• Develops, implements, and oversees the maintenance of residents' file, record keeping, distribution of materials, and other types of office/program systems.
• Performs other duties as assigned by the Program Director, Associate Program Director and Office of Academic Affairs. Assist in other projects as assigned by the Program Director/Associate Program Director/Academic Affairs. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues to higher-level staff.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• Bachelor's degree and/or minimum of three experience working in healthcare academics/education, or related work environment.
• Excellent written and verbal communication skills.
• Ability to organize information.
• Ability to handle sensitive information with absolute confidentiality.
• Working knowledge of software applications including Google platform, Microsoft Word, Excel, and PowerPoint
• Ability to make decisions independently or to escalate issues as needed.

Education, Knowledge, Skills and Abilities Preferred:

• Minimum of three to five years experience working in healthcare academics/education, or related work environment.
• Experience working in Graduate Medical Education.
• Time management skills. Interpersonal skills. Oral and written communication skills. Ability to multitask and prioritize.
• Should have knowledge of our online program for tracking resident performance, New Innovations.

 Licenses and Certifications Preferred:

• C-TAGME

If you feel that the above description speaks directly to your strengths and capabilities, then please apply today!