Graduate Medical Education Specialist

INTEGRIS Health Baptist Medical Center

Key Responsibilities

• Manages program responsibilities and daily operations of resident and/or fellowship training program(s) to ensure compliance with ACGME accreditation standards and other regulatory requirements.
• Continually assesses and directs a wide range of programmatic issues, including long-range planning, recruiting residents/fellows, developing projects, analyzing workflows, maintaining databases, managing schedules, communicating with faculty and residents/fellows, and managing internal and external program relations.
• Works with a high level of autonomy and exercises discretion with high volumes and complex, confidential information.

Operational Management

• Manages operations of respective Graduate Medical Education (GME) program(s) and collaborates with the Director for Graduate Medical Education and the Medical Director to ensure program requirements are met to maintain ACGME accreditation.
• Maintains comprehensive and detailed understanding of ACGME program requirements, policies, and procedures.
• Serves as a liaison between the training program and internal/external offices (e.g., Human Resources, Information Technology, Legal, accreditation agencies, participating rotation sites, and medical licensure boards).
• Manages and maintains all internal and external databases (New Innovations, ACGME ADS, NRMP, GME Track, Freida, and specialty-specific databases).
• Maintains educational files for current residents/fellows and graduates in compliance with Institutional and GME records retention policies.
• Provides appropriate reporting of minutes for assigned Graduate Medical Education meetings.
• Manages affiliation and program letters of agreement with participating sites for required resident/fellow rotations, and other contracts as needed.
• Manages the evaluative process for residents/fellows, faculty, rotations, and the program. Analyzes results with the Clinical Competency Committee and Program Evaluation Committee to determine appropriate action plans.
• Coordinates with program stakeholders to create, maintain, and distribute resident/fellow rotation, call, vacation, and conference schedules.
• Maintains records of resident/fellow vacation and leave to ensure compliance with ACGME and specialty boards.
• Organizes and tracks completion of educational programming for residents/fellows.
• Submits travel authorizations for resident/fellow/faculty travel, processes travel and discretionary reimbursements, and manages subscriptions/memberships for assigned program(s).
• Assists in the preparation and management of operating budgets related to areas of responsibility.
• Supports the Director for Graduate Medical Education and Medical Director in the implementation and continued management of CLER initiatives.
• Collaborates with Program Director, Director for Graduate Medical Education, and Medical Director on strategic planning for growth and longevity of residency/fellowship program(s).

Additional areas of responsibility by program

• Anesthesiology
• Manages line, US-guided PIV, and intubation training process, including schedules and sign-off review.
• Manages annual Fundamentals of Critical Care Support (FCCS) course for residents and other clinical personnel.
• Manages weekly inter-residency didactics.
• Diagnostic Radiology
• Coordinates requirements for the Early Specialization in Interventional Radiology (ESIR) training pathway for Diagnostic Radiology residents interested in Interventional Radiology.
• Schedules medical student rotations with Diagnostic Radiology.

Accreditation and Documentation

• Compiles, updates, and submits reports to ACGME, specialty boards, and other professional organizations.
• Collects and reports program information for internal performance metrics as determined by the Graduate Medical Education Committee.
• Monitors compliance for resident/fellow reporting of case/procedure logs and work hours on electronic platforms (New Innovations, ADS).
• Ensures ongoing readiness for ACGME site visit, including maintaining educational files, historical program records, and essential documents for program accreditation.
• Coordinates accreditation site visits, prepares documentation, and serves as a critical participant in site visits.
• Participates in Special Reviews as needed to address areas of non-compliance with accreditation requirements.

Recruitment/Interviews

• Coordinates and organizes the resident/fellow recruitment process, including communicating program offerings to prospective applicants, screening applications, recommending candidates for interview, arranging interviews, participating in the selection of candidates for the rank list, and following up with candidates.
• Administers ERAS, NRMP, and Thalamus residency matching and interview management platforms.

Onboarding and Training Completion

• Assists in onboarding through Human Resources (application process, background check completion, Caregiver Health appointment) and collects required documentation of certifications, licenses, and prior training.
• Coordinates program-specific orientation, including Epic training, Ultrasound training, handbook and schedule review, and other training/reviews as needed.
• Ensures resident/fellow access to all INTEGRIS Health systems, including network, EPIC, and PACS.
• Collects and verifies all training requirement documentation (work hours, procedure logs, evaluations, etc.).
• Coordinates all aspects of resident/fellow graduation, including budget, location, menu, invitations, awards, and event program.

Qualifications

• Bachelors degree required.
• 3 years related healthcare experience preferred.
• Knowledge of Microsoft Office software.
• Must be able to communicate effectively in English (verbal/written).

Normal office environment.

This position may have additional or varied physical demand and/or respiratory fit test requirements. Please consult the Physical Demands Project SharePoint site or contact Risk Management/Employee Health for additional information.