Coordinator, Graduate Medical Ed (GME) Program

CharterCARE Health Partners - Providence, RI

Full-time

Providence, RI

Ambulatory Health Care Services

About the position

The Coordinator for the Graduate Medical Education (GME) Program at Prospect CharterCARE Roger Williams Medical Center is responsible for overseeing various medical education functions within the institution. This role serves as an administrative liaison and resource for academic departments concerning residency, fellowship, and medical student education. The coordinator will manage and administer the program, ensuring that all academic, operational, and financial activities are planned and executed effectively. This includes assisting in the development and implementation of the program's goals and objectives, monitoring compliance with national requirements, and providing guidance on significant residency program issues. The coordinator will be tasked with reviewing Program Letters of Agreement for any changes or expirations, updating the ACGME Accreditation Data System (ADS) with faculty changes, and ensuring compliance with resident procedures and work hours. They will process resident time-off requests, attend various meetings related to the program, and edit and distribute the program's newsletter. Additionally, the coordinator will assist residents in attending specialty-specific conferences and participate in planning meetings with the program director. Other responsibilities include scheduling meetings and events, monitoring resident rotation evaluations, submitting annual program evaluations, and preparing necessary documentation for Medicare audits. The coordinator will also manage financial allowances for fellows, assist in recruitment efforts, and ensure that all fellows have entered their Case Logs in the ADS. The role requires a proactive approach to ensure the smooth operation of the GME program and to support the educational needs of residents and fellows.

Responsibilities

• Review Program Letters of Agreement for any changes, expirations, etc.
• Update ACGME Accreditation Data System (ADS) with new or departed faculty members, etc.
• Ensure resident slog procedures, work hours, etc. and verify with program director
• Process resident time off requests (e.g., vacation, personal time, leaves of absence); this may include obtaining approval, notifying the appropriate faculty/staff, and adding to calendars and/or other applicable platforms
• Attend monthly program coordinator meetings, monthly Graduate Medical Education Committee (GMEC) meetings, Journal Clubs, peer mentoring meetings, and webinars as applicable
• Edit and distribute the program's newsletter
• Process residency verification requests
• Coordinate remediation process as applicable
• Assist residents who are attending specialty-specific conferences (e.g., approval, funding, registration)
• Participate in planning meetings with the program director (monthly, quarterly, as-needed) which may include: Scholars Day, Chief resident transition, Awards, Reappointments, New credentialing, Scheduling, Graduation, Orientation
• Schedule meetings and events and reserve space as necessary throughout the year; examples include: Orientation, Recruitment meetings, Didactic sessions (e.g., Journal Club, grand rounds), Resident evaluation meetings, Clinical Competency Committee (CCC) meetings, Program Evaluation Committee (PEC) meetings, In-training exams in computer classrooms, Graduation
• Monitor all resident rotation evaluations and send out as needed
• Follow up with faculty members on missing resident rotation evaluations for the prior month
• Program Evaluation Committee (PEC) meeting
• Deadline for Annual Program Evaluation for the previous academic year; submit executive summary and action plan to the Graduate Medical Education (GME) Office
• Submit complement increase proposals to Graduate Medical Education Committee (GMEC)
• Send out the alumni survey
• Ensure completion of ACGME Resident/Fellow and Faculty Surveys
• Program director form verifying current training for medical licensure
• Send residents reminders regarding the deadline for the United States Medical Licensing Examination/Comprehensive Osteopathic Medical Licensing Examination of the United States (USMLE/COMLEX-USA) Step/Level 3 exam, per program requirements
• Check on state medical licensure status
• Plan and prepare for in-training exams
• Start reappointment/recredentialing process
• Plan the resident retreat (logistics and theme/agenda)
• Coordinate annual evaluations of staff members
• Prepare GME Annual Program Report, per the GME Office's instructions
• Deadline for Annual Program Evaluation for the previous academic year; submit executive summary and action plan to the GME Office
• Prepare Medicare Audit documents, per the GME Office's instructions
• Manage fellow financial allowance account purchases (e.g., textbooks, computers), per the Sponsoring Institution's guidelines
• Plan and prepare for in-training exams
• Assist in recruitment
• Build the block schedule, rotation schedule, clinic schedule, call schedule, and didactics for next academic year
• Update goals and objectives, policies and procedures, manuals, etc.
• Update scholarly activity for all fellows and faculty members, especially graduating fellows
• Prepare for the program's New Fellow Orientation (print documents, etc.)
• Research forms for Medicare reimbursements for fellowships with dedicated research time, if applicable
• Collect new contact information from graduating fellows
• Ensure all fellows have entered Case Logs in the Accreditation Data System (ADS), if applicable
• Send out/assign quarterly or rotation evaluations in the fellowship management system
• Compile evaluation data by the semiannual review date
• Schedule semiannual review meetings with each fellow and the program director
• Coordinate house staff photo
• Plan the Scholars/Research Day
• Budget preparation for the next academic year
• Set timelines for teaching awards (department and program awards)
• And any other duties as assigned

Requirements

• High School education required; advanced education in secretarial science preferred.
• Minimum 4 years of experience with proven communication and organizational skills.
• Former experience in a teaching hospital is preferred.
• Thorough knowledge and understanding of the current ACGME Common Program Requirements, Residency Review Committee requirements, Fellowship and Specialty Board requirements for certification and tracking for each specialty program.
• Proficient in computer software applications such as Microsoft Office.