Residency Program Coordinator Family Medicine

3 weeks ago

Tampa, United States Tampa Family Health Centers Full time
Job DescriptionJob Description

Are you ready to embark on a career journey that's more than just a job? At Tampa Family Health Centers (TFHC), we're redefining healthcare, and looking for a Residency Program Coordinator Family Medicine to be part of our dynamic team. We're not just a healthcare organization; we're a community that thrives on innovation, compassion, and positive change.

Tampa Family Health Centers offers comprehensive benefits including:

  • Medical, Dental, and Vision Insurance
  • Generous PTO and 7 paid company holidays
  • 401 (K) plan, with employer contributing 3% of your salary after one year of employment
Position Summary:

With oversight and direction from the Program Director, the Program Coordinator is responsible for the operational management of the accredited/nonaccredited residency/fellowship training program. The position requires a comprehensive and detailed understanding of national accreditation policies and hospital/clinic policies, as well as a high degree of initiative and independent judgment.

The Program Coordinator will continually assess and direct a wide range of programmatic issues including long range planning, recruiting trainees, developing projects, analyzing administrative workflow, maintaining databases, communicating with faculty and trainees regarding a range of issues, and managing internal and external program relations.

Essential Functions:

  • Provides support and meets regularly with the Program Director concerning office management issues and activities and the status of projects. Identifies and evaluates the methods for improving workflow and cost effectiveness and makes recommendations to the Program Director for improvement. May assist in program-level policy development.
  • Interprets and applies ACGME, other national accrediting agencies policies to support compliance.
  • Provides both administrative supervision and support to residents/interns. Acts as a liaison between residents and hospital/clinic administration when necessary. Establishes relationships and acts as a liaison to other Hospitals, internal departments, and divisions regarding resident recruitment, orientation, annual program Affiliation Agreements, and external rotations.
  • Oversees department-level trainee orientation.
  • Inform residents and trainees of inter and intradepartmental policy and procedure changes, with assistance from GME office.
  • Tracks, reports, and ensures compliance with procedures regarding licensing, moonlighting, CRICO extensions, annual contracts, and initial and re-credentialing of trainees.
  • Manages materials for specialty-specific trainee exams and may assist with proctoring exams.
  • Develops, implements, and oversees the maintenance of filing, record keeping, distribution of materials, and other types of office/program systems. Evaluates and standardizes office procedures and effectively troubleshoots and resolves issues.
  • Maintains databases with resident and faculty data, including the residency management software (i.e. MedHub). Manages the evaluative processes of the trainees, program, faculty, and rotations.
  • Develops and distributes call schedule.
  • Oversees all purchasing for the office/program. Assesses equipment acquisition and training needs and makes recommendations to the Program Director. Orders equipment and supplies for the training office.
  • Plans departmental annual events including recruitment, orientation, graduation, faculty/trainee retreats, as well as various meetings and program-related events.
  • Organizes meetings, prepares, and distributes materials for conferences and lectures. Develops brochures, invitations, or advertisements for events/lectures.
  • ·Coordinates medical student rotations and, as appropriate, “observerships”.
  • In applicable programs, maintains the ERAS database (Electronic Residency Application System) and oversees its processes during the Residency Recruitment season.
  • Performs all Match responsibilities and corresponds with newly matched residents about requirements and process for appointment to the hospitals. In applicable programs, assists with quota review and rank list entry and certification in NRMP (National Residency Matching Program).
  • Tracks and processes initial paperwork for visa requests, in conjunction with the Registrar and International Office.
  • Verifies trainees’ status and activities as needed.
  • Assists in the preparation for ACGME Self Study, Site Visits, and internal/special reviews.
  • Assists in monitoring residents’ duty hours and operative/case experience via regular review of data reports.
  • Receives inquiries from residents and applicants and triage as necessary to others within the department or in other hospital/clinic departments.
  • Provides administrative supervision and guidance to residents regarding administrative issues, due dates, and deadlines.
  • Works within the training offices. Position may require travel between sites.
  • Performs other duties as assigned by the Program Director or Administration
  • The above statements reflect the general duties considered necessary to describe the principal responsibilities of the job identified and shall not be considered as a detailed description of all the work requirements that may be inherent in the position.

Knowledge and Experience:

  • Able to relate with people with a wide diversity of ethnic origins, economic status, religious affiliations, and gender orientation.
  • Strong communication skills, both written and oral
  • Minimum of 3-5 years of office administration experience, preferably in a healthcare and/or education setting. Experience with ACGME Accreditation preferred.

Education, Certification Training and License:

High school diploma or equivalent


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