Internal Medicine Residency Program Coordinator

Internal Medicine Residency Program Coordinator

Full Time

Key Responsibilities

• Coordination of the Residency Program:

• Coordinate daily operations and logistics for the IM Residency Program.

• Adhere to procedures and systems for orderly and timely workflow.

• Maintain knowledge of medical licensure, immigration policies, ACGME accreditation, and institutional requirements.

• Implement and update Program databases.

• Coordinate with Chief Residents/Faculty to maintain and distribute Resident rotations schedules, call schedules, vacation schedules, and meeting schedules.

• Coordinate outside electives, including applications to hospitals, malpractice coverage confirmation, and evaluation forms.

• Process Resident and Faculty professional organization memberships.

• Prepare and distribute yearly and monthly assignment schedules of Residents.

• Maintain confidential Resident files.

• Coordinate Residency-related Didactics, including scheduling speakers, arranging travel and accommodations, and coordinating presentation logistics.

• Arrange for BCLS and ACLS certification and recertification training courses.

• Assist with Faculty and Resident travel and accommodations for national conferences.

• Serve as liaison with other departments and affiliated institutions.

• Maintain Residency Committee meeting minutes and develop reports.

• Prepare check requests, travel authorizations, fund reimbursements, and expense reports; maintain necessary records for Medical Education and/or Accounting Department.

• Maintain biographical information on all Residents and update alumni information.

• Coordination of ACGME accreditation and reporting requirements to External Agencies/Organization:

• Support reports by compiling, updating, and submitting reports to ACGME/AOA (e.g., on the ADS, Milestones, and Annual Program Summary), American Board of Internal Medicine (FasTrack), Association of Medical Colleges (AAMC; GMETrack), American Medical Association (AMA; FREIDA), New Innovations, and other professional organizations.

• Compile, tabulate, and report data for surveys, questionnaires, census reports, and other forms and documents required by internal and external agencies.

• Coordinate and support the bi-annual Resident review by the Clinical Competency Committee and Annual Program Evaluation by the Program Evaluation Committee.

• Collect necessary information for developing appropriate database analysis tools to meet current ACGME requirements.

• Coordinate the administration of the annual in-training examinations.

• Prepare and distribute all post-graduate verifications.

• Collect, compile, submit, and maintain all Resident reports and projects.

• Recruitment of Residents:

• Coordinate communication between the Program and Applicants via email, telephone, and written correspondence.

• Serve as an information source for the Program, Institution, and the community.

• Adhere to the recruitment plan, timeline, guidelines, and policies and procedures of the Residency Program.

• Maintain all interview materials used by Faculty, Residents, and Applicants.

• Coordinate the review of Residency applications utilizing ERAS/Thalamus.

• Coordinate all interviews and communications with Applicants.

• Coordinate applicants’ interview day.

• Plan and arrange for interview social activities, as applicable.

• Manage software related to Residency applications and related reports and forms (evaluation scores).

• Participate in Residency interview discussions/ranking meetings.

• Administer and review post-match surveys to applicants and recommend changes to improve next year’s recruitment activities.

• Plan and administer on-boarding logistics and hiring requirements for new Residents, including requirements for International Medical Graduates and J-1 visa holders.

• Coordination of Resident Appointments, Reappointments, and Termination:

• Coordinate the orientation of new Residents.

• Distribute and monitor the Resident Appointment and Reappointment process.

• Prepare and monitor Resident completion and/or termination process.

• Coordinate Information Services assignments such as pagers, voicemail, and computer access.

• Inform incoming Residents of documentation required by Holy Name Medical Center and state licensing board and maintain record compliance.

• Coordinate all credentialing requirements for initial appointments for interns as dictated by Holy Name and participating institutions, the state licensing agency, and other relevant institutions.

• Instruct International Medical Graduates regarding procedures that must be followed with INS, ECFMG/Intealth, and the state licensing board.

• Assist new Residents to ensure a smooth transition to the Residency Program.

• Administrative Support:

• Provide administrative support to the Residency Program Director.

• Support Residency operations, budget review, and financial processes of the training program, as assigned.

• Assist Chief Residents/Faculty in creating yearly rotation schedules for Residents, including yearly call, conference, and vacation schedules for the Program.

• Prepare agendas, attend program-related meetings, and produce minutes for meetings (including the Clinical Competency Committee and Program Evaluation Committee).

• Maintain and manage the training program in the New Innovations Residency Management Suite, including preparing Resident/Faculty evaluations, rotation schedules, duty hours, scheduling, conferences, portfolio, creating database reports, and IRIS preparation.

• Initiate and administer house staff budget, including projections and future needs for the Program.

• Maintain and update credentialing records/curriculum vitae of Faculty (PD, APD, Core, Teaching) on the ACGME ADS site.

• Maintain verification files, duty hour compliance, scholarly activities, and other Residency-related logs and files.

• Assist Residents and Program Leadership in preparing presentations, abstracts, manuscripts, and other documents relating to the Residency.

• Provide support to committees, as necessary.

• Attend Residency Meetings, as requested.

• Advise Faculty and Residents on Departmental policies.

• Disseminate and distribute all training-related information for Residents and Faculty.

• Prepare verification letters and maintain career resources for senior Residents.

• Coordinate social and retreat activities for Residents and Faculty.

• Departmental Facilities and Resources:

• Maintain learning materials including books, journals, computers, and other audiovisual materials.

• Assist Residents/Faculty in the use of computers and applications.

• Maintain audiovisual and other Program logistics equipment.

• Maintain conference room scheduling.

• Other duties and responsibilities:

• Actively participate in professional organizations like the ACGME, American College of Physicians, and the Alliance for Academic Internal Medicine/Association of Program Directors in Internal Medicine.

• Attend professional development activities and meetings.

• Perform miscellaneous duties and responsibilities as assigned.

Requirements & Tech Stack

• Bachelor's Degree Required
• Master's Degree Preferred
• Experience working in Graduate Medical Education
• Knowledge of our Resident Management System, New Innovations
• Experience as a Residency Program Coordinator
• Proficiency with computer applications, online resources, and equipment by the Program and the Institution.
• Understanding of ERAS and other Residency software and applications.

Qualifications

• Critical thinking and problem-solving skills.
• Effective written and verbal communication skills.
• Ability to adapt, grow, learn, and adjust to new and changing situations.
• Understanding of the dynamics and mission and aims of the IM Residency Program and its relationship with its primary institution and participating sites/institutions.
• Understanding of the management structure of the Residency and ability to maintain effective working relationships with supervisors and co-workers.
• Understanding and application of general human resources functions and principles.
• Excellent interpersonal and communication skills to work effectively with others.
• Ability to independently prioritize work for oneself and others to meet deadlines.
• Ability to know scope of work and make decisions effectively and escalate issues as needed.
• Ability to learn and utilize resources effectively.
• Strong project management and excellent organization skills.
• Ability to effectively handle confidential matters.
• Understanding and application of general financial and budgetary processes and principles.
• Understanding and application of record keeping principles and confidentiality (including HIPAA compliance).
• Demonstrates commitment to continual advancement of verbal and written communication and other needed skills.