Minimum Education
Bachelor's Degree (Required)
Master's Degree (Preferred)
Minimum Work Experience
2 years' Experience working in Medical Education at the program level or within the GME office (Required)
4 years' Experience working in Medical Education at the program level or within the GME office (Preferred)
Required Skills/Knowledge
Excellent oral and written communication skills; demonstrated creativity and problem-solving skills; and ability to work well on teams are preferred.
Intermediate knowledge of MS office (word, excel, power point).
Functional Accountabilities
Execution of Vision & Strategy into Optimal Organizational Performance
- Contribute to the strategic plan for Graduate Medical Education (GME) including short and long-term goals.
- Collect and analyze customer feedback and evaluate training program effectiveness.
- Identify problems and opportunities and address them, bringing those appropriate to manager to facilitate discussion.
- Along with manager and DIO, incorporate findings into performance improvement plans to modify program.
- Energize stakeholder and sustain their commitment to changes in approach, processes and strategies.
- Responsible for assigned programs including approximately 6-12 program directors, 24-125 fellows and 120 - 200 rotating residents.
- Responsible for planning and implementing 2-4 program administrator educational meetings annually.
Accreditation and Regulatory Compliance
- Maintain working knowledge of ACGME, National Resident Matching Program (NRMP), AMA, FREIDA System and other governing bodies for GME.
- Meet monthly with each program director and program administrator.
- Ensure policies are reviewed, revised and uploaded in Med hub annually in each covered program.
- Ensure procedures are documented & uploaded into Med hub in each covered program.
- Ensure goals and objectives are reviewed and uploaded in Med hub annually in each covered program.
- Ensure Learning Portfolios are up to date including all trainee QI projects in each covered program.
- Attend / Assist Program Evaluation Committee (PEC) meetings in each covered program
- Ensure compliance with evaluations - assign evaluations - work with PD to tie evaluations to milestones.
- Monitor work hour documentation - work with trainees and PD to ensure compliance.
- Collect Scholarly Activities Reports from PDs
- Assist with Annual Program Evaluation (APE) annually in each covered program.
- Prepare/pull resident end of year data for review by clinical competency committee (CCC) members.
- Assist with Clinical Competency Committee (CCC) meetings.
- Follow-up on DIO-PD program reports to ensure all requirements are completed timely in each covered program.
- Ensure all trainees have a summative evaluation & upload into Med hub.
- Participate in the ACGME Special Program Reviews
- Participate in ACGME Site Visits
- Ensure the name and contacts from each rotation (incoming and outgoing) is documented by the program and sent to the Lead ensuring up-to-date affiliation agreements, COIs and PLAs are maintained.
Onboarding New Trainees
- Terminate and promote all trainees in Med hub.
- Send Med hub application to all incoming trainees (residents and fellows)
- Upload the trainee CV/ERAS application in Med hub.
- Work with GME Lead to ensure all international trainees get an offer letter and coordinate with legal for VISA.
- Work with GME Lead to ensure correct employed trainee contracts with PGY level and salary is signed & upload in Med hub.
- Work with GME Lead to ensure correct advanced fellows contract including the procedure amendment & advanced fellow salary is signed & uploaded in Med hub.
- Work with GME Lead to ensure correct sponsored fellow contract is signed & uploaded in Med hub.
- Upload current licensure information and DOH documentation in Med hub.
- Ensure ECFMG is downloaded into Med hub.
- Ensure PALS/NRP renewal certificates are uploaded in Med hub.
- Ensure training history is complete in Med hub (updated CV from Trainee)
- Obtain Provider ID from Medical Staff Office and EID from People Soft and enter in Med hub and Verity.
- Enter all trainee information in Verity.
- Assign DEA and CNS numbers and document in Med hub and Verity.
Orientation of New Trainees (Residents and Fellows)
- Plan & implement GME Fellowship and Residency Orientation with GME Leads
- Communicate with trainees regarding GME Orientation
- Confirm Cornerstone Training Completion
- Confirm Medicaid Enrollment completion.
- Run IRIS Pre-Test and confirm compliance for new Trainees.
- Assist with annual graduation of Residents/Fellows as needed.
Rotating Resident Program Support
- Obtain list of all rotating resident from all sending institutions
- Enter all rotating residents in Med hub, send orientation packets and track completion of all onboarding documents.
- Uses DOH verification website to check for active licenses, upload license in Med hub and assist GME lead with DOH attestation monthly.
- Assign CNH Provider ID, DEA and CNS to each rotator. Enter this data and EID in Med hub.
- Enter all rotators in PeopleSoft.
- Enter all rotators in Verity.
- Enter information for Electronic Prescriptions and Controlled Substances (EPCS) in Verity
- Ensure all occupational health information is up to date including covid vaccine. Send declination form and instructions for any trainee not vaccinated.
- Keep program director, program administrator and rotating trainee updated on progress of application.
- Send rotator's information to CNID team 2 weeks prior to start date for access to CNH systems.
- Send rotator's photo and information to parking team 2 weeks prior to start date for ID badge.
- Send the parking, COVID screening, EPCS instructions along with the CNID troubleshooting guide to rotating trainees 2 weeks prior to start date.
- Answer any questions trainee may have related to preparing for rotation at CNH.
Documenting Trainee Schedules for ACGME and Government Reports (IRIS and CHGME)
- Enter & review schedules in Medhub: include vacations, sick, conferences & LOA to insure accurate & complete
- Assist Program Administrator and CNH Auditor to make all required corrections to schedule for IRIS report
Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
- Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication
- Demonstrate collaborative and respectful behavior
- Partner with all team members to achieve goals
- Receptive to others' ideas and opinions
Performance Improvement/Problem-solving
- Contribute to a positive work environment
- Demonstrate flexibility and willingness to change
- Identify opportunities to improve clinical and administrative processes
- Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility
- Use resources efficiently
- Search for less costly ways of doing things
Safety
- Speak up when team members appear to exhibit unsafe behavior or performance
- Continuously validate and verify information needed for decision making or documentation
- Stop in the face of uncertainty and takes time to resolve the situation
- Demonstrate accurate, clear and timely verbal and written communication
- Actively promote safety for patients, families, visitors and co-workers
- Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance