Coordinator Education Program GME

ABOUT NCH

NCH is an independent, locally governed non-profit delivering premier comprehensive care. Our healthcare system is comprised of two hospitals, an alliance of 700+ physicians, and medical facilities in dozens of locations throughout Southwest Florida that offer nationally recognized, quality health care.

NCH is transforming into an Advanced Community Healthcare System(TM) and we’re proud to: Provide higher acuity care and Centers of Excellence; Offer Graduate Medical Education and fellowships; Have endowed chairs; Conduct research and participate in national clinical trials; and partner with other health market leaders, like Hospital for Special Surgery, Encompass, and ProScan.

Join our mission to help everyone live a longer, happier, healthier life. We are committed to care and believe there's always more at NCH - for you and every person we serve together. Visit nchjobs.org to learn more.

JOB SUMMARY

The Education Program Coordinator manages the day-to-day operations of the one or more Medicine Residency Programs, provides administrative support to the Program Directors and manages the tracking and processing of visiting non-MD/DO students in support of medical education. The coordinator is a key member of the Medical Education training team, supporting and directing trainees in accordance with accrediting organizations such as Accreditation Council for Graduate Medical Education (ACGME), specialty boards, and subspecialty boards to ensure program compliance. He/she performs duties independently and initiates judgment in handling a variety of program management issues and communications, oversees the coordination of the recruitment, orientation and graduation processes and facilitates the evaluation process. He/she provides ongoing information concerning changes (and opportunities) in both internal and external educational initiatives and supports ongoing program quality assurance initiatives. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Other duties may be assigned.

· Provides Management and oversight of the medical education programs

a) Performs all supporting activities to assure compliance with institutional, regulatory and accrediting bodies and specialty Boards.

b) Displays high-level organizational and time management skills.

c) Collaborates in the development of trainee educational guidelines and program policies; interprets institutional and department/division policies, information, changes, and ongoing developments.

d) Coordinates and implements documentation for Clinical Competency Committee to assess trainee’s qualifications for advancement through each level of training.

e) Maintains and prepares required documentation for program accreditation in accordance with ACGME and specialty Board guidelines.

f) Management of recruitment, appointment, orientation, and transfers/terminations of trainees in compliance with institutional, regulatory and accrediting bodies.

g) Ensures the delivery of services is aligned with department/division and institutional educational vision, mission, and objectives.

h) Monitors reporting of work hours, including any violations, and prepares a monthly report for Program Director review.

i) Advises resident on travel policy and collects necessary information to process travel requests and for timely reimbursement of travel expenses.

j) Accountable for maintaining Program related expenses based on the program budget.

k) Ensures that trainees complete all required NCH education modules related to safety and medical practice compliance.

l) Accurately maintains trainee schedules in MedHub for verification and documentation of direct and indirect graduate medical education reimbursement (Medicare Tracking).

m) Interprets regulations and collaborates with PD in identifying, creating and implementing new evaluation and data reporting tools for documenting trainees’ progress toward meeting outcome-based milestone.

n) Manages multiple evaluations to assess and document trainee competence.

o) Facilitates multiple program specific meetings, including but not limited to: Program Evaluation Committees (PEC), Annual Program Evaluations (APE) and Specialty Orientations.

· Utilizes skills to continuously examine work processes to improve outcomes and services in maintaining the educational quality of the training program and ensuring compliance with the ACGME accreditation standards and other regulatory requirements. (Process Improvement)

a) Serves as an administrative consultant on the Clinical Competency Committee and the Annual Program Review.

b) Anticipates and implements changes in a timely manner with strong attention to detail, deadlines, and follow-up to resolve issues with tact and diplomacy with minimal disruption to the training program.

c) Identifies and implements opportunities for improvement in efficient workflow, program and operational processes, and program specific curriculum.

d) Implements and documents new initiatives as directed by accreditation and specialty board guidelines.

e) Collaborates with program director and DME in systematic and ongoing evaluation of faculty and program.

f) Facilitates processes for adverse evaluations and appropriate remedial actions.

· Demonstrates effective leadership skills. (Leadership)

a) Serves as primary education program contact person for the visiting trainees and the Residency Program.

b) Participates in program accreditation review processes.

c) Exercises independent judgment without direct supervision; assumes responsibility for own actions.

d) Displays strength in negotiating conflict of interest situations with a high degree of diplomacy, confidentiality and tact. Demonstrates willingness to make unpopular and difficult decisions if situations warrant.

e) Utilizes institutional resources effectively.

f) Fosters collaborative work and effective communication with personnel at all levels of responsibility both inside and outside the institution.

g) Independently seeks out opportunities for ongoing professional growth.

h) Attends and presents at institutional and national graduate medical education workshops, meetings and conferences.

i) Serves on institutional and national committees, as applicable.

· Promotes positive, professional, and open communication (Communication)

a) Serves as primary contact and liaison for all administrative approvals, concerns, and questions regarding trainees representing the program effectively and professionally.

b) Demonstrates independent problem solving and decision-making skills seeking solutions in the best possible learning experience and timely information; clarifies areas of concern and uncertainty.

c) Maintains ongoing and open dialogue between program director and trainees in providing the best possible learning experience and timely information; clarifies areas of concern and uncertainty.

d) Maintains effective working relationship with contacts from other departments/divisions, internal and external disciplines and communicates needs and expectations regarding the training program.

e) Effectively organizes ideas for most logical presentation and acceptance of information through accurate and concise written and verbal communication, demonstrates good judgment in selecting proper mode and timing of communication.

f) Anticipates, plans, and effectively communicates information, changes, and opportunities in a positive manner and to those with a “need to know.” Uses sensitivity and discretion in all communications.

g) Fosters an open and trusting work environment by active listening, sharing of appropriate information, supporting open communication, and discussing alternatives.

· Provides independent schedule management and proactive oversight in accordance with institutional, accreditation, and specialty board requirements. (Schedule Management)

a) Creates multiple schedules including trainee assignments and on-call schedules in various electronic systems.

b) Tracks and processes trainee absence requests and occurrences.

c) Provides leadership in planning, implementing, and maintenance of educational conferences.

d) Schedules, coordinates and proctors mock/oral and self-assessment exams.

e) Prepares supporting documentation of trainee’s quarterly, semi-annual reviews and final evaluation with program director.

f) Assists with career planning, advisee, and research mentoring meetings and continuous improvement projects.

g) Coordinates orientation and training for new trainees in technical and educational responsibilities.

h) Documents and manages appropriate and complete training of the trainee.

i) Coordinates schedules and manages visiting trainees within the Division.

· Utilize/apply skills in the use of appropriate technology in maintaining program accreditation, data (integrity) management, program documentation.

a) Manages software applications in compliance with program requirements and creates reports for documentation and tracking purposes.

b) Manages volumes of ‘real time’ critical information with continuous data collection to maintain schedules, evaluations, duty hour compliance, Medicare reimbursement, and program accreditation.

c) Develops and maintains internal and external program web sites.

d) Keeps abreast of information technology in supporting the educational program.

e) Manages various electronic trainee recruitment systems.

f) Actively participates in information technology considerations and technology upgrades.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

· Minimum of Associate’s Degree with 2 years of experience OR 6 years equivalent work experience in an academic and/or healthcare field required.

· Must have strong organizational skills and pay attention to details

· Must have the ability to work independently and within a team environment

· Must have excellent interpersonal, oral and written communication skills

· Intermediate computer knowledge: Uses Microsoft Word, Excel, Outlook, and Windows